APPENDICES

The following appendices provide detailed forms, templates, and campground-specific information.

Appendix A – Campground Emergency Plans & Safety Sheets

Appendix B – Music & Video Licensing

Appendix C – Sample Letters & Notices

Appendix D – Registered P.A.L. & Forms

Appendix E – Mission Centre Contacts & On-Call Calendar

Appendix F – Director Scripts for Difficult Conversations

Appendix G – Meeting Templates for Staff & Camper Gatherings

Appendix H – Staff Role Cards (see Section 6 for summary; full cards in Staff Recruiting Kit)

Appendix I – Financial Forms & Templates (see Camp Financial Kit and Forms & Documents)

Note: Full appendices are included in the source manual. This draft integrates key content inline for easier reference.

Appendix A – Campground Emergency Plans & Safety Sheets

A one-page emergency sheet for each campground follows. The details shown are confirmed from public records and the campground websites. Items marked "confirm on the intake form" are gathered from each campground committee using the Campground Information & Emergency Intake form (see the Forms page), then added here. In any life-threatening emergency, call 911 first, then work down the escalation list.

Canada Mission Centre office (all sites): 355 Elmira Road North, Unit 129, Guelph, ON N1K 1S5 · 888-411-7537.

Camp Noronto – Emergency Sheet

Location: 59 Noronto Rd, Monetville, ON P0M 2K0 — on the west arm of Lake Nipissing.

Emergency services: Call 911. Nearest ER — West Nipissing General Hospital, Sturgeon Falls (24/7, about 40 minutes). Trauma — Health Sciences North, Sudbury (about 1 hour). Poison — Ontario Poison Centre 1-800-268-9017. Police (non-emergency) — OPP 1-888-310-1122.

First call and escalation: Camp Director Mark Fryer 705-898-2018 (confirm current); Treasurer Scott Baker 905-655-5547; Mission Centre office 888-411-7537. First-call person and caretaker — confirm on the intake form.

Burn permit: West Nipissing Fire and Emergency Service / Municipality of French River. Campfires need no permit in West Nipissing but must be 6 m from property lines and 3 m from any structure; open-air burning needs a $10 WNFS permit or a $25–$100 French River permit. Check the Restricted Fire Zone status first.

Waterfront: Lake Nipissing. Swim boundaries and rescue-gear locations — confirm on the intake form.

Groceries: limited in Noelville; full grocery in Sturgeon Falls.

Confirm on the intake form: first-call person, caretaker, keys and lockbox, breaker and fuse panels, water and gas shutoffs, boiler contact, kitchen procedures, septic, AED, muster points, and tornado shelter.

Erie Beach – Emergency Sheet

Location: 830 Towanda Blvd, Blenheim, ON N0P 1A0 — on Lake Erie. Email: eriebeachcamp@gmail.com.

Emergency services: Call 911. Nearest ER — Chatham-Kent Health Alliance, 80 Grand Ave W, Chatham (24/7, about 25 minutes). After-hours clinic — Chatham-Kent Family Health Team, 2 Hyland Dr, Suite 15, Blenheim (519-676-5592). Poison — Ontario Poison Centre 1-800-268-9017. Police (non-emergency) — Chatham-Kent Police 519-352-1234.

First call and escalation: Mission Centre office 888-411-7537. First-call person, caretaker, and Board chair — confirm on the intake form.

Burn permit: Chatham-Kent Fire & Rescue. A recreational campfire permit is $20 per property per year; an approved firebox (≤24 in, with a ¼-in mesh screen) needs no permit. You MUST call Chatham-Kent Central Fire Dispatch at 519-352-1100 with your permit number before lighting and after extinguishing.

Waterfront: Lake Erie (open beach). Rescue gear and the daily signage plan — confirm on the intake form.

Groceries: Food Basics, 286 Chatham St N, Blenheim (519-676-0353); Giant Tiger, 228 Chatham St S.

Confirm on the intake form: first-call person, caretaker, keys, breaker panels, water and gas shutoffs, boiler contact, kitchen procedures, septic, AED, muster points, and tornado shelter.

McGowan's Lake – Emergency Sheet

Location: 21321 ON-7 (Hwy 7), Maberly, ON K0H 2B0 — sandy beach on McGowan Lake; 72 acres. Phone: 613-268-2234. Email: mcgowan.lake@gmail.com.

Emergency services: Call 911. Nearest ER — Perth & Smiths Falls District Hospital, Perth site, 101 Christie Lake Rd, Perth (613-267-2506, 24/7, about 20 minutes). Poison — Ontario Poison Centre 1-800-268-9017. Police (non-emergency) — OPP 1-888-310-1122.

First call and escalation: campground line 613-268-2234; Mission Centre office 888-411-7537. First-call person and caretaker — confirm on the intake form.

Burn permit: Drummond/North Elmsley–Tay Valley Fire Rescue. Open-air fire permits are free; register at dnetv.burnpermits.com or call 613-267-2596 ext. 4. Permits expire November 30; only wood may be burned; the campground (as landowner) must authorize. Check for a township fire ban first.

Waterfront: McGowan Lake (sandy beach). Swim boundaries and rescue gear — confirm on the intake form.

Groceries: full grocery in Perth (about 20 minutes).

Confirm on the intake form: first-call person, caretaker, keys, breaker panels, water and gas shutoffs, boiler contact, kitchen procedures, septic, AED, muster points, and tornado shelter.

Ziontario – Emergency Sheet

Location: 344516 North Line, Priceville, ON N0C 1K0 — 300 acres along the Saugeen River, in Grey Highlands.

Emergency services: Call 911. Nearest ER — Brightshores Health System, Markdale Hospital, 220 Toronto St S, Markdale (24/7, about 15–20 minutes). Poison — Ontario Poison Centre 1-800-268-9017. Police (non-emergency) — OPP 1-888-310-1122.

First call and escalation: Mission Centre office 888-411-7537. First-call person, caretaker, and Board chair — confirm on the intake form.

Burn permit: Municipality of Grey Highlands (By-law 2020-046). A campfire/bonfire/burn-barrel permit is $20 per year, auto-approved at gh.burnpermits.com (or the municipal office, 206 Toronto St S, Markdale). Rules: burn radius 1 m or less, at least 3 m from anything combustible, daylight only, and wind under 15 km/h.

Waterfront: Saugeen River. Current, depth, and rescue gear — confirm on the intake form.

Groceries: Foodland Markdale, 105 Toronto St S, Markdale (519-986-3683).

Confirm on the intake form: first-call person, caretaker, keys, breaker panels, water and gas shutoffs, boiler contact, kitchen procedures, septic, AED, muster points, and tornado shelter.

Hills of Peace – Emergency Sheet

Location: Hwy 600 at Capt. Ayre Lake, near Cadogan/Metiskow, Alberta (legal NW 2-38-6-W4) — about 45 km west of Provost. From the Hwy 600 turnoff it is about 9 km in; the road turns to gravel — watch for the gas compressor station on the left, turnoff on the right, then the pasture road.

Emergency services: Call 911. Nearest ER — Provost Health Centre, 5002 54 Ave, Provost (780-753-2291, 24/7, about 45 km). Poison — PADIS Alberta 1-800-332-1414; Health Link 811. Police (non-emergency) — RCMP Provost detachment (confirm).

First call and escalation: caretaker (confirm — recently vacant); Mission Centre office 888-411-7537 (Canada West Mission). First-call person — confirm on the intake form.

Burn permit: Municipal District of Provost No. 52. Under the MD bylaw, no outdoor fire may be lit without a current fire permit, and the holder must notify the Fire Chief before starting and after extinguishing. In the provincial Forest Protection Area, burning (except campfires) needs a permit March 1 to October 31 — free at alberta.ca/get-a-fire-permit. Check albertafirebans.ca for current bans.

Waterfront: Capt. Ayre Lake (nearby). Swim plan and rescue gear — confirm on the intake form.

Groceries: full grocery in Provost (about 45 km).

Confirm on the intake form: current caretaker and first-call person, exact 911 directions, cell-signal spots, keys, breaker panels, water and gas shutoffs, generator, boiler contact, kitchen, septic, AED, and tornado/severe-weather shelter.

Samish Island – Emergency Sheet (United States)

Location: 11633 Scott Rd, Bow, WA 98232, USA — Samish Island; saltwater shoreline; a Community of Christ campground since 1959.

Emergency services: Call 911 (US). Nearest ER — Skagit Valley Hospital, 300 Hospital Pkwy, Mount Vernon, WA (360-424-4111, 24/7, about 20 minutes). Also Island Hospital, Anacortes. Poison — US Poison Control 1-800-222-1222. Police (non-emergency) — Skagit County Sheriff (confirm).

First call and escalation: Mission Centre office 888-411-7537 (and Greater Pacific Northwest Mission). First-call person and caretaker — confirm on the intake form.

Burn permit: Skagit County Fire Marshal (unincorporated county) and the local Samish Island fire district (confirm district). A written permit is required for piles larger than 4 ft × 4 ft; a verbal burn permit is available through the Outdoor Burning Information Line at 360-778-5903. Summer burn bans are common — check the Skagit County Fire Marshal status before any fire. Outdoor burning is also regulated by the Northwest Clean Air Agency.

Waterfront: saltwater shoreline (tidal). Swim area, tides, and currents — confirm on the intake form.

Groceries: Mount Vernon / Burlington, WA (about 20 minutes).

Confirm on the intake form: first-call person, caretaker, US emergency numbers, keys, breaker panels, water and gas shutoffs, boiler contact, kitchen, septic, AED, muster points, and severe-weather shelter.

Blank master template: a blank version of this sheet and the full multi-section intake form are available for any new or additional site — see the Forms page.

Appendix B – Music & Video Licensing

If your camp uses copyrighted music or videos, ensure compliance with copyright law.

Music Licensing

CCLI (Christian Copyright Licensing International)

What it covers: Congregational singing. Printing song lyrics in bulletins/handouts. Projecting lyrics on screens.

What it does NOT cover: Recording music. Streaming worship services. Making copies of recorded music.

How to obtain: Visit https://www.ccli.com/ and purchase a license for your organization.

What to track: Keep a log of all songs used during camp. CCLI requires annual reporting. Log must be provided to communications@communityofchrist.ca for annual reporting.

Other Music Uses

For recorded music (e.g., background music, dance parties), ensure you have appropriate licenses or use royalty-free music sources.

Video/Film Licensing

CVLI or Criterion Pictures USA

What it covers: Showing commercially released films to groups.

What it does NOT cover: Public performances outside your organization or outdoor showing. Charging admission.

How to obtain: Visit https://www.cvli.com/ or https://www.criterionpicusa.com/

YouTube & Streaming Content

Showing YouTube videos at camp may violate terms of service unless the content is explicitly licensed for public performance. Check video descriptions for licensing info.

Best Practice

Keep a simple log: Date, Song/Film Title, License Type (CCLI, CVLI, etc.)

Appendix C – Sample Letters & Notices

Sample 1: Parent Welcome Letter

[Camp Logo/Letterhead]

[Date]

Dear [Parent/Guardian Name],

We are excited to welcome [Camper Name] to [Camp Name] from [dates]. This letter contains important information to help you and your camper prepare.

What to Bring: Bedding (sleeping bag or sheets/blankets), pillow, towel. Clothing for [number] days plus layers for cool evenings. Closed-toe shoes for outdoor activities. Swimsuit and towel (if applicable). Medications in original containers with dosage instructions. Flashlight and water bottle.

Please Do NOT Bring: Cell phones, tablets, or electronics (except as approved by Director). Weapons, fireworks, or illegal substances. Expensive jewelry or items.

Health & Safety: All staff have completed Vulnerable Person Certification and training. Our Medical Lead is [Name] and can be reached at [phone] in case of emergency.

Drop-Off & Pick-Up: Drop-off: [Date, Time, Location] | Pick-up: [Date, Time, Location]

Questions? Contact [Director Name] at [email/phone]. In case of emergency to contact the camp: [emergency contact].

We look forward to an amazing week of community, growth, and fun!

Blessings, [Your Name], Camp Director

Sample 2: Subsidy Request Email Template

Subject: Financial Assistance Available for [Camp Name]

Hello,

We are committed to making [Camp Name] accessible to all families. If the registration fee is a barrier for you, we have financial assistance available.

To request a subsidy, simply reply to this email or call [Director Name] at [phone], Insert form in appendix? Doug?. No forms, no detailed explanations needed. We trust you, and we want your child or children at camp.

Partial and full subsidies are available depending on need and available funds.

Thank you for being a valued part of our community.

Blessings, [Your Name]

Sample 3: Medical Emergency Notification to Parent

Phone Script:

"Hello [Parent/Guardian Name], this is [Your Name], the Director at [Camp Name]. I'm calling to let you know that [Camper Name] had an injury today during [activity]. They [description of injury].

Our Medical Lead assessed them and we [took them to hospital / are taking them now / have stabilized them on-site]. They are [current condition: alert, stable, in good spirits, etc.].

We will keep you updated, and you are welcome to come to [location] if you'd like. Do you have any questions?"

[Answer questions calmly and factually]

"We'll call you with an update in [timeframe]. Here's my direct number: [phone]."

Sample 4: Behaviour Dismissal Letter

[Camp Logo/Letterhead]

[Date]

Dear [Parent/Guardian Name],

I am writing to confirm our conversation today regarding [Camper Name]'s early departure from [Camp Name].

Despite several warnings and interventions, [Camper Name] engaged in [brief, factual description of behaviour], which violated camp safety rules and affected the experience of other campers.

After consultation with my team, I determined that it was in the best interest of [Camper Name] and the camp community for [him/her/them] to return home.

I understand this is disappointing. If you would like to discuss this further, please contact me at [phone/email].

Sincerely, [Your Name], Camp Director

Sample 5: Post-Camp Thank You to Staff

Subject: Thank You for an Amazing [Camp Name]!

Dear [Staff Name],

I wanted to take a moment to thank you for your incredible work at [Camp Name] this year. Your [specific contribution: energy with the kids, patience in the kitchen, leadership during spiritual practice, etc.] made a real difference.

Because of staff like you, [number] campers experienced transformation, built friendships, and encountered God in new ways.

I hope you'll join us again next year and if you are interested in apprenticing for [new role]. We couldn't do this without you.

Blessings and gratitude, [Your Name]

Appendix D – Vulnerable Person Certification & Forms

Program Activity Leader Application Form

Use the official form: PAL Application Form (PDF) — this link always opens the current Canada Mission Centre version. Complete that form rather than the copy reproduced below, which is here so you can see what is asked for before you start.

Questions about the form go to Melissa Freer, melissa@communityofchrist.ca.

Personal Information: Full Legal Name: _______________ Preferred Name: _______________ Date of Birth: _______________ Address: _______________ Phone: _______________ Email: _______________

Camp Information: Preferred Role: _______________ Previous Camp Experience: _______________ Relevant Certifications (First Aid, Lifeguard, etc.): _______________

References: Provide two references (not family members):

1. Name: _______________ Phone: _______________ Relationship: _______________

2. Name: _______________ Phone: _______________ Relationship: _______________

Background Check Consent: I authorize [Organization Name] to conduct a criminal background check, including vulnerable sector screening where applicable.

Signature: _______________ Date: _______________

Code of Conduct Acknowledgment: I have read and agree to abide by the Code of Conduct for Youth Workers (attached).

Signature: _______________ Date: _______________

Code of Conduct for Certified Program Activity Leaders

I agree to:

Treat all campers with dignity and respect. Follow two-deep leadership and visibility guidelines at all times. Use appropriate physical contact and boundaries. Report any concerns about camper safety immediately to the Director. Refrain from private electronic communication with minors (texts, DMs, social media). Comply with all camp rules and Director instructions. Model healthy, Christ-centered behaviour. Maintain confidentiality of sensitive camper information. Avoid use of alcohol, tobacco, or substances while serving at camp. Never engage in romantic or sexual relationships with campers.

I understand that violation of this Code of Conduct may result in immediate removal from camp and potential reporting to authorities.

I have read, understood, and agree to follow this Code of Conduct.

Print Name: _______________ Signature: _______________ Date: _______________

Reference Check Form

For Reference Providers: Thank you for serving as a reference for [Applicant Name], who has applied to serve as a youth worker at [Camp Name]. Please answer the following questions honestly. Your responses will be kept confidential.

1. How long have you known the applicant and in what capacity?

2. How would you describe the applicant's character and integrity?

3. Have you observed the applicant interacting with children or youth? If so, please describe.

4. Do you have any concerns about this person working with minors? If yes, please explain.

5. Would you recommend this person for youth ministry? Why or why not?

6. Is there anything else we should know?

Describe why you think the applicant would be responsible in caring for children. (from current form)

• Tell me how they model good behavior and judgment for children and youth.

• Tell me about any concerns you might have with the applicant working with children, youth or vulnerable persons.

• What types of life experiences (positive or negative) has this applicant had that would influence their ability to be a registered youth worker?

• Tell me why you would feel comfortable leaving your own children or grandchildren in the care of this applicant.

Reference Provider Name: _______________ Contact: _______________ Signature: _______________ Date: _______________

Appendix E – Mission Centre Contacts & On-Call Calendar

Mission Centre Contacts

Camping Coordinator: Melissa Freer | Phone: _______________ | Email: melissa@communityofchrist.ca

Director of Camping & Campgrounds Phone: _______________ | Email: Vonda@communityofchrist.ca

Campground Governance

Campground Board Chair: _______________ | Phone: _______________ | Email: _______________

Caretaker/Site Manager: _______________ | Phone: _______________ | On-Call Schedule: _______________

Local Emergency Services

Nearest Hospital: _______________ | Address: _______________ | Phone: _______________ | Distance: _______________

Nearest Urgent Care: _______________ | Address: _______________ | Phone: _______________ | Hours: _______________

Police (Non-Emergency): _______________

Fire (Non-Emergency): _______________

Child Protection Hotline: _______________

On-Call Calendar

[Create a calendar showing who is on-call for different dates]

| Dates | On-Call Person | Phone | Backup |

| June 1-15 | | | |

| June 16-30 | | | |

| July 1-15 | | | |

| July 16-31 | | | |

Appendix F – Director Scripts for Difficult Conversations

F.1 Calling a Parent to Pick Up a Camper for Behaviour

"Hello [Parent/Guardian Name], this is [Your Name], the Director at [Camp Name]. I'm calling about [Camper Name].

Unfortunately, we've had [brief, factual description of behaviour: repeated physical aggression toward other campers / possession of alcohol / etc.]. Despite several warnings and interventions, the behaviour has continued and is affecting the safety and experience of other campers.

We need you to pick up [Camper Name] today. I know this is difficult, and I'm happy to discuss this further when you arrive. Can you be here by [time]?"

[Listen to parent response]

"I understand this is frustrating. Our priority is keeping all campers safe. [Camper Name] is currently supervised and doing okay. We'll have [his/her/their] belongings packed when you arrive."

F.2 Informing a Parent of Injury Requiring Medical Attention

"Hello [Parent/Guardian Name], this is [Your Name], the Director at [Camp Name]. I'm calling to let you know that [Camper Name] had an injury today during [activity]. They [description of injury: twisted their ankle / hit their head / cut their hand].

Our Medical Lead assessed them and we [took them to hospital / are taking them now / have stabilized them on-site]. They are [current condition: alert and stable / in good spirits / resting comfortably].

[If at hospital:] We're at [Hospital Name], [address]. The doctor is examining them now.

[If on-site:] They're resting in our medical area with ice/bandages. We're monitoring closely.

You are welcome to come to [location] if you'd like. Do you have any questions?"

[Answer questions]

"I'll call you with an update in [1 hour / when we have more information]. Here's my direct number: [phone]."

F.3 Talking with a Parent about Financial Assistance

"Hello [Parent/Guardian Name], this is [Your Name] from [Camp Name]. I'm glad you're interested in camp for [Camper Name].

I know the fee can be a barrier, and we have financial assistance available. There's no long application—I just want to make sure cost isn't the reason [Camper Name] can't come.

What amount would make this possible for your family?"

[Listen]

"We can make that work. I'll send you a confirmation email today with the adjusted amount of $[reduced fee].

We're excited to have [Camper Name] with us. If anything comes up before camp, just let me know."

F.4 Calling Child Protection to Report a Concern

"Hello, my name is [Your Name]. I am calling from [Camp Name] in [city/town, province/state]. I am a [role: Camp Director].

I am calling to report a concern about a child in our care. The child's name is [First and Last Name], age [age], date of birth [if known].

[State concern factually and briefly:]

'The child disclosed to me today that [use child's words as closely as possible].'

OR

'I observed [specific behaviour/injury] and I am concerned because [reason].'

The child is currently safe and supervised at our camp. [If applicable: The alleged abuser is not present at camp / has been removed from contact with campers.]

Can you tell me what happens next?"

[Take notes on case number, next steps, and contact person]

"Thank you. My contact information is [phone] and [email]. I will document this conversation and inform our Mission Centre leadership as required."

F.5 Talking with a Staff Member about Boundary Concerns

"[Staff Name], I'd like to talk with you about something I've observed / that has been reported. This isn't an accusation, but I need to address it to keep everyone safe.

[Describe the behaviour factually:]

'I noticed you were alone in a cabin with [Camper Name] with the door closed yesterday afternoon.'

OR

'Another staff member reported that you've been texting privately with [Camper Name].'

This raises concerns because [explain why it's problematic: it violates our two-deep leadership policy / it creates the appearance of favoritism or inappropriate boundaries / etc.].

Going forward, I need you to [specific expectation: keep all one-on-one conversations in visible, public spaces / end private messaging and only communicate through the group chat / etc.].

Can you commit to that?"

[Listen to response]

"Thank you for hearing me. I know you care about the campers. These boundaries protect both you and them. If you have questions about what's appropriate, please ask me anytime."

Appendix G – Meeting Templates for Staff & Camper Gatherings

G.1 First Staff Meeting (Pre-Camp – 15 Minutes)

Purpose: Welcome your team, name the mission and theme, clarify non-negotiables, and open space for questions.

Recommended timing: 10 minutes of input + 5 minutes of questions.

Suggested Agenda:

0–2 minutes – Welcome and why we are here: Brief welcome and prayer/centering. "We're here to create transformative community for [number] campers. That happens because of you."

2–5 minutes – This year's theme and big picture: Share the spiritual theme and one or two goals for camp. "Our theme is [theme]. We want campers to leave feeling [desired outcome]."

5–7 minutes – Roles and safety non-negotiables: Name key roles (counsellors, kitchen, medical, program). Emphasize: two-deep leadership, visibility, mandatory reporting. "If you see something concerning, tell me immediately. No exceptions."

1-2 minutes – Brief description of special needs, concerns about cliques, behaviour to raise fact-based awareness on how to engage to build community.

7–9 minutes – Day-one schedule and logistics: Walk through arrival, first camper meeting, meals, and bedtime. Assign who does what.

9–10 minutes – What you need from them: Name how you want people to communicate concerns. "I need you to speak up, rest when you need it, and trust each other."

10–15 minutes – Questions: Open the floor for clarifying questions.

G.2 Daily Staff Huddles (During Camp)

Purpose: Short, structured check-ins that keep everyone aligned and give staff a safe space to raise concerns.

Recommended timing: 10–15 minutes, standing if possible.

Recommended time: Either early morning before breakfast, or after campers are settled for the night.

Suggested Daily Agenda:

1. Centering (1–2 minutes): Brief prayer, silence, or check-in question. "Take a breath. How are you feeling right now?"

2. Wins from yesterday (3–4 minutes): Two or three people share moments of joy, connection, or spiritual breakthrough. Celebrate small victories.

3. Challenges and camper care (4–5 minutes): Name specific camper needs (homesickness, conflict, health concerns). Assign follow-up. "Anyone we're worried about today?"

4. Today's risks and logistics (3–4 minutes): Review high-risk activities (waterfront, off-site trip, night games). Confirm staff assignments. Weather concerns or schedule changes.

5. Support and encouragement (1–2 minutes): "What do you need from me or from one another today?" Name one person who went above and beyond.

G.3 Post-Camp Reflection & Next-Year Commitment

Purpose: Within 2–4 weeks after camp, hold a structured reflection process to capture learning.

1. Staff Questionnaire (online): Send a simple survey asking: What worked best? What was hardest? What would you change? Where did you see God at work? Would you serve again? In what role?

2. Live Debrief Call (45–60 minutes):

Welcome and opening reflection (5 minutes): "Thank you for being here. First, another thank you. Now, let's take a moment to remember why we did this."

Highlights and stories from camp (10–15 minutes): Share favourite moments, funny stories, spiritual breakthroughs.

Honest look at challenges (15–20 minutes): "What almost broke? What did we barely hold together?" (Avoid defending, just receive feedback.)

Keep/Start/Stop for next year (10–15 minutes): Keep: ___ Start: ___ Stop: ___

Invitation to return (5 minutes): Ask who feels called to come back and in what roles. Note which roles need recruitment.

G.4 First Camper / Reunion Gathering (Opening Meeting)

Purpose: Set the tone for the whole event. Warmly welcome people, establish safety expectations, create excitement.

Recommended length: 20–30 minutes.

Suggested Structure:

1. Welcome and energy (5 minutes): High-energy welcome from Director. Brief team intro. Fun opener: song, cheer, or icebreaker.

2. Connection activity (5–10 minutes): Simple activity to help people learn names. Examples: Human bingo, find someone who, name game.

3. Expectations and safety (5–10 minutes): Core rules framed clearly and positively. Emphasize: respect, safety, inclusion, fun. Explain consequences briefly.

4. Next steps (3–5 minutes): What happens immediately after (cabin time, tour, meal). "Any questions before we get started?"

Appendix H – Financial Forms

Customize each form with your camp name and details before use. The Mission Centre treasurer processes reimbursements and issues all donation receipts.

Form A – Expense Reimbursement Request

EXPENSE REIMBURSEMENT REQUEST

Name: _______________ Date: _______________

Camp/Event: _______________ Role: _______________

EXPENSES (attach all original receipts)

Subtotal: $_______________

Mileage (if applicable): _______ km × $0.70 = $_______________

GRAND TOTAL: $_______________

☐ I request reimbursement for the above expenses.

☐ I wish to donate this amount back and receive a tax receipt (complete Form B).

Signature: _______________ Date: _______________

APPROVAL — Approved by: _______________ Date: _______________

Form B – Written Direction for Donation Receipt

WRITTEN DIRECTION FOR CHARITABLE RECEIPT

I, _______________ (print name), confirm that:

1. I have incurred the following out-of-pocket expenses on behalf of Community of Christ Mission Centre for Camp : total expenses $ (as documented on the attached Expense Reimbursement Request).

2. I am entitled to reimbursement for these expenses under the charity's volunteer expense policy.

3. I direct Community of Christ Mission Centre to issue me an official donation receipt for the amount of $_______________ in lieu of reimbursement.

4. I understand that by making this direction I am making a gift to the charity and will not receive reimbursement for these expenses.

Full Legal Name: _______________

Address: _______________

City / Province / Postal Code: _______________

Signature: _______________ Date: _______________

FOR CHARITY USE ONLY — Receipt #: _______________ Issued by: _______________ Date: _______________

Form C – Scholarship Application

CAMP SCHOLARSHIP APPLICATION

This application is confidential. All information is used solely to assess financial need.

CAMPER INFORMATION

Camper Name: _______________ Age: _______

Camp Session Requested: _______________

PARENT / GUARDIAN INFORMATION

Name: _______________

Phone: _______________ Email: _______________

Address: _______________

FINANCIAL INFORMATION

Number of people in household: _______

Approximate annual household income:

☐ Under $30,000 ☐ $30,000–$50,000 ☐ $50,000–$75,000 ☐ Over $75,000

Amount you are able to pay: $_______________ (Full camp fee is $_______. Leave blank if unsure.)

Please briefly explain why you are requesting financial assistance:

---

---

Signature: _______________ Date: _______________

Appendix I – Bodily Injury and Illness Report Form

Use the official form: Bodily Injury and Illness Report Form (PDF) — this link always opens the current Canada Mission Centre version. The text below reproduces what the form asks so you can gather the details first.

In case of injury or illness requiring emergency medical attention: report the injury/illness requiring emergency medical attention, then notify CMC and Risk Management.

All reportable incidents: notify Sam Smalldon, sam@communityofchrist.ca, 403-586-2702. Incidents at camps: also copy the Director of Camping and Campgrounds, vonda@communityofchrist.ca.

BODILY INJURY AND ILLNESS REPORT FORM

Detail of the Incident

Date of Occurrence: _______________

Reported by: _______________ Email: _______________ Phone number: _______________

Time of occurrence: _______________ Date reported: _______________

Exact Location: _______________

Type: ☐ Accident ☐ Ill Health ☐ Violence ☐ Other

What happened? List any details that may have contributed to the incident. Use additional paper as necessary and attach to form.

---

Describe the Follow-Up Treatment

First aid provided: ☐ Yes ☐ No ☐ N/A Time of attendance: _______________

By whom: _______________ Contact information: _______________

Details of first aid provided: _______________

Further medical treatment: ☐ Yes ☐ No ☐ N/A By whom: _______________ Contact information: _______________ Date of attendance: _______________

Affected Person

☐ Adult ☐ Youth or child Name: _______________ Phone contact number: _______________ Email: _______________

Date and time emergency contact notified: _______________

Parent's name if affected person is a minor: _______________ Address: _______________

Witness Details

Name and contact information: _______________

Name and contact information: _______________

Was a member of the Canada Mission Center Presidency notified of the incident? ☐ Yes ☐ No Date and time: _______________

Additional notes: _______________

Appendix J – 2026 Subsidy Application Form

Complete this subsidy application and submit it to the Director of Camping and Campgrounds at least two (2) weeks prior to the registration deadline (four (4) weeks prior to the event).

REQUEST FOR SUBSIDY FOR CAMPING PROGRAMS

Name of Applicant: _______________

Name of Camper (if different from applicant): _______________

Address: _______________ City / Province: _______________ Postal Code: _______________

Phone: _______________ Email: _______________

Event: _______________

Event Registration Fee: $_______________

Amount to be Paid by Applicant: $_______________

Amount of Subsidy Requested: $_______________

Please provide a brief explanation as to why you are requesting a subsidy:

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Signature of Applicant: _______________ Date: _______________

Procedure for Payment of Subsidies

The Director will consult with the Bishop of Canada to confidentially discuss and make decisions on subsidy requests. Upon notification of approval, the attendee is required to register online using Corsizio. The applicant can pay their portion if applicable and select pay-at-a-later-date. The Camping and Retreat Coordinator will facilitate payment of the approved amount and will forward confirmation of payment to the camp director once it has been completed.

FOR MISSION CENTRE USE ONLY

Date Request Received: _______________

Approved: ☐ Yes ☐ No Amount Allocated: $_______________

Authorizing Signature: _______________ Date: _______________