VI
CAMP RECORDS AND ACCOUNTS
Not only is the keeping of camp records a necessity, but certain records are of great value in planning future camps. Also personal records are of value during the winter to Local Councils and Directors, and in some cases to the National Headquarters.
Every Scout entering camp should have a record tag similar to the one shown in [Cut B], which when filled out is kept on file during her stay in camp, and transferred to another file the day she leaves camp. Her height and weight should be taken in camp the day of or the day after her arrival, and if possible when she is in her bathing suit. Similar measurements should be taken the day she leaves camp. A personal record of all tests passed may be kept on the back of the card. It would be of interest to parents and of value to the Director when making out a camp report.
Tent Record
A tent record in convenient form is absolutely necessary. Scouts entering camp in large groups on a given date must be placed with as little delay as possible. Those approximately of one age should be in the same tents. Also friends like to be together. To know at a glance what cots are Vacant in any one tent is of help. Also at a glance the length of time a child has been in camp can be told, the date of coming and going being recorded. The accompanying [Cut C] shows a system which has served its good uses in more than one camp. Perhaps it will be of service to others. A sheet of fairly heavy paper for each tent record can be used, and all sheets put in a cover and held in place by clips. The dates of the month when groups can enter camp are placed at the left. Every square means a week. Ditto marks mean "remaining in camp," and X means leaving camp and signifies an empty cot. At a glance three cots are seen to be vacant on August 6th, and when new Scouts arrive, as they should after the outgoing group has gone, it is not difficult for the Director to place them.
C. Tent Chart for assigning reservations
HEALTH CERTIFICATE
The following must be filled out by a physician within three days of the time the girl enters camp. It should preferably be done by someone who has known her for some time. The object of this certificate is: (1) to safeguard child and others against contagious diseases; (2) to make a basis for judging the suitability of camp life for her, and make possible any necessary precautions, particularly in regard to exercise.
I, ...................................................................................
have this day,.........................,19 personally examined
......................................................................................
........years, of............................................, .................,
and believe the following to be a complete statement as to her
health and bodily condition:
Contagious disease: State child's condition and whether she has been exposed and if any quarantine is necessary.
Nutrition: Excellent Good Fair Poor Very Poor
Anemia: Hemoglobin content:
Prepubertal or postpubertal. Menstruation: Established
Any disturbance?
Eyes: R L Glasses? Ears: R L
Nose: Throat: Teeth:
Muscles:
General Nervous System:
Stomach: Bowels:
Skin: Head: Skeletal: Back
Feet
Temperature:
Heart: Rhythm: Sounds: Any disturbance?
Blood Pressure: Systolic: Diastolic: Compensation:
Lungs:
As a general summing-up of recommendations in regard to whole condition outlined above, I recommend the following:
Health Certificate
Another record of great importance and interest is the Health Certificate shown on page 52, which should be kept on file in camp and later in the office of the Local Council for a period of three months, and then forwarded to the National Headquarters, Girl Scouts, Education Department, for use in compiling a Scout Health record. If during a Scout's stay in camp she is ill, meets with an accident or needs the attention of a nurse in any way, the date, a note stating the trouble, and what was done for the child, as well as her height and weight at entrance and leaving, can be entered on the back of the certificate. The form shown was made by the Education Department of National Headquarters of Girl Scouts, and it is expected that it will be on sale and available for use by all Local Councils.
Petty Cash Record
The petty cash record is an important department of record keeping. A day book, balanced each day, should be carefully kept noting all income and expenditures, and if much money passes through the cash box the Director should have a petty cash bank account in order properly to care for it.
Canteen Record
The canteen record is perhaps the most difficult as it is a combination of a wholesale and a retail transaction and more or less involved in the general house expenses. Not only should a record be kept of all goods purchased at wholesale, as to quantity and price and when bill is paid, but a record of daily sales is absolutely necessary. Canteen cash at the end of each day should be handed over to the Director and entered in the petty cash book.
The accompanying [Cut D] is a suggested form for keeping the canteen accounts.
THE CAMP CANTEEN
1. SAMPLE DAILY CASH ACCOUNT (Report by Items as Sold)
| Date | APPLES | CHOCOLATE BARS | Day Total | Rec'd | Short | Over | |||||||||
| Rec'd | Ret'd | Sold | Price | Total | Rec'd | Ret'd | Sold | Price | Total | ||||||
| July | 6 | 50 | 30 | 20 | $0.05 | $1.00 | 30 | 10 | 20 | $0.07 | $1.40 | $2.40 | $2.28 | $0.12 | |
| 7 | 40 | 20 | 20 | .05 | 1.00 | 20 | 0 | 20 | .07 | 1.40 | 2.40 | 2.45 | $0.05 | ||
| 8 | 60 | 20 | 40 | .04 | 1.60 | 40 | 5 | 35 | .07 | 2.45 | 4.05 | 4.05 | |||
| 9 | 50 | 25 | 25 | .05 | 1.25 | 30 | 10 | 20 | .07 | 1.40 | 2.65 | 2.72 | $0.07 | ||
| 10 | 40 | 10 | 30 | .05 | 1.50 | 20 | 0 | 20 | .07 | 1.40 | 2.90 | 2.90 | |||
| 11 | 30 | 0 | 30 | .05 | 1.50 | 20 | 0 | 20 | .07 | 1.40 | 2.90 | 2.90 | |||
| Wkly. Total. | 270 | 105 | 165 | $7.85 | 160 | 25 | 135 | $9.45 | $17.30 | $17.30 | |||||
2. WHOLESALE CANTEEN ACCOUNT: MONTHLY
| Received in July | Paid in July | ||||||||||||||||||||
| Date July | 3 5 | 3 bbls. Apples @ $5.00 2 boxes Oranges @ $3.00 1 case Tomatoes 4 boxes Chocolate Bars @ $1.20 | $15.00 6.00 2.50 4.80 |
| $15.00 6.00 2.50 4.80 | Notes Try Russets next Indian Brand Too small | |||||||||||||||
| Monthly Total | $28.30 | $28.30 | |||||||||||||||||||
D. Camp Canteen Account Forms. The Canteen should buy from general camp stores and keep account with camp Director
Record of Provisions and Equipment
A very careful record must be kept of all provisions ordered, and when the goods are delivered the lists should be checked. No bills for food should be paid that have not been viséed by the Director. A record of all equipment and notes as to the condition it is in should be made at the close of each camp season.
Miscellaneous Records
Where there are materials furnished for any camp activities such as raffia and reed for basketry there should be a separate record kept for this department. Many times the Scouts who make baskets are anxious to buy them and by charging a small price beyond cost the department can pay for itself and possibly show a small profit.
A general day book, sometimes called the Camp Log, is not only of interest at the end of the season, but if a few comments are added to facts the book may be of real value another year. It is always a good plan to make a note of any occasion which particularly pleases, or is of special benefit, for these notes are of service particularly when circumstances do not seem the brightest. Many times a suggestion is all that is necessary to turn the tide of the whole day. Such a book is of help in writing a report.
It is sometimes interesting for the children to keep a record of the different kinds of wild flowers found and the birds seen in the vicinity of the camp.
Field day programs and records are also of interest.
Another record is of hikes taken by campers during the summer. The route, the time of starting, the hour of returning, the number of girls who took the hike and any special point of interest noticed on the way, may be recorded.
E. Application Form
The Keeping of Records
The keeping of the Scout's application, deposit, board and transportation record plus the responsibility of so planning that there is never a vacant cot in camp is a matter which takes a great deal of time at best, but which can be more easily done if a good system is used. The records are generally kept in the office of the Local Council under whose direction the camp is opened and run. Application blanks, ([Cut E]) should be filed according to date of entering camp and kept on file under the heading "In Camp," as long as the Scout is there, then transferred to the "Left Camp" file and kept for reference.
Ten days prior to the date of entering camp a follow-up notice should be sent to each Scout who should report to the local office, pay for transportation, receive tickets for same, pay for first week's board and receive a receipt for same.
The identification tag which must be taken to camp and given to the Director upon arrival should be filled in and given to the Scout, when she leaves.
In addition to the individual account card ([Cut F].) record, all money received for deposits, transportation or board should be entered in a camp day book and deposited under camp account.
Any donations received for camp may also be entered in this book and deposited as "Donations."
| Name................................................................................... Address.............................................................................. | ||||||||||||||||||||
| Filed Application, Paid Deposit Enters Camp Leaves Camp Paid for Transportation Paid for first week's board Paid for second week's board Paid for third week's board | Money Order 1.00 5.00 6.00 | Check 6.00 | Cash 2.00 | ||||||||||||||||
F. Individual Account Card
The Local Office should notify the camp Director at least two days before sending Scouts into camp, as to the number and the names of Scouts who will report to her, and thus give the Director time, if space allows, to arrange for any girl or girls who may desire to remain in camp for an additional week.
The Bread Line
The Director in turn must send to the Local Office a list of all Scouts leaving camp that any unexpected vacancies may be filled from the waiting list and accounts adjusted.
The Camp Budget
Every camp should be run on a budget; that is, according to a plan of expenditure made on the best information available. Even if circumstances alter the original plan, as they are apt to do, each dollar whose expenditure is planned for will be found to bring in considerably more return than the casually disbursed one.
The following items to be considered in any camp budget are given in order of their numerical importance:
1. Food. Includes carriage cost.
2. Equipment. General and Special. The General and Special Equipment will be considered permanent camp property requiring renewal and replacement at various annual rates.
3. Transportation. This will cover all railway charges and boat fares for Scouts and counsellors, and shipping charges on general merchandise other than food.
4. Rental or Purchase Price of Land. This may or may not include rent on the houses, and will vary accordingly.
G. Camp Budget
5. Salaries. These will vary according to the size and character of the camp and especially according to the amount of volunteer service obtainable. In all cases they are calculated in addition to living and traveling expenses. As camps become more numerous the demand for professionally trained counsellors will ultimately exclude the possibility of depending entirely on volunteer service. This item may therefore be expected to increase.
6. Canteen. All the expenses for this, including service and accounting, should be more than covered by receipts.
7. Cartage. This will vary according to the type of road and distances involved.
8. Wages. A camp of any size demands certain permanent forms of service which cannot be given by the campers. This is not a good point at which to economize.
9. Casual Labor. This must be provided for especially at the opening and closing of camp.
10. Opening and Closing. This item covers certain forms of skilled labor; also transportation and clerical charges.
11. Stamps. Receipts should cover cost less office supply.
12. Motor Upkeep. An automobile will be found to more than pay for itself, and will undoubtedly soon become an obvious prime necessity.
13. Boats. Boats may more profitably be rented than bought as the expense of storage and repairs is easier borne by a large company.
14. Printing. It pays to have all camp forms and circulars well printed.
Race Between Washer and Dryer
15. Telephone. This is a necessity and can be made to pay for itself.
16. Storage. Careful storage saves equipment. Do not forget insurance.
17. All Other. Incidentals may be expected to take up three or four per cent of available funds.
The actual cost of a large camp near New York is computed in [Cut G], all figures being given in round numbers and based on three years' successful running. Absolute numbers mean little when considering conditions throughout the country, particularly in this age of rapidly shifting and climbing prices. Therefore, the figures are also expressed in terms of the distribution of one thousand dollars, during the first and also the following years.
It will be noted that food is always the most expensive item. It is also the common basis for comparison. Equipment which is second in cost the first year, drops to fifth place in the following years. With reasonable care equipment should last seven years, upkeep and renewal taking one-seventh each year. With exceptional care the life of equipment may of course be extended and one of the important things to be learned at camp is thrift and consideration for the common property.
Girl Scout camps should aim at becoming self-supporting or even sources of revenue as soon as possible. It is good policy to charge a rate of board that will cover all costs, and then to raise money by Scout rallies and entertainments to provide for individuals unable to meet the full rate. Councils might well offer "scholarships" in the form of two weeks' camping expenses. Money for original equipment should be borrowed and paid back at interest in yearly sums.
In the camp whose budget is shown a board rate of $6.00 would more than cover expenses after the first year as with 134 Scouts paying for ten weeks it would yield an income of $8,040. At this rate the initial expense could only be paid off in about five years.
A board rate of $7.00 would not only cover current expenses, but would serve to pay off original cost of equipment in two years' time. Thus, 134 Scouts paying $7.00 a week for 10 weeks would make an income of $9,380 a season. This would leave a deficit the first year of $620. The second year with the current expenses $7,600 plus the deficit of $620 the total would be $8,220. The income of $9,380 would therefore give a balance of $1,160 at the end of the second year.
This does not include any of the income to be legitimately expected from the canteen, telephone charges, or special rates charged to guests, or from funds raised by entertainments. Taking these things into consideration the board rate might be considerably reduced.
The balance that should accrue at the end of the second year might be used for reducing rates or extending time to individuals, or for paying instructors for extra service, or perhaps best of all to start new camps.
The Sunday Dinner. A serious and weighty undertaking. Sixty pounds of beef ready for the pot.