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Camp Duties > CO Department
COMMANDING OFFICER
References: Appointments
1. Tenure of Appointment
1.1 The tenure of this appointment is for the eight days (Saturday to Saturday) of Stedfast Camp (proper).
1.2 The valuable work done in preparation is in the capacity of an "appointee" as the CO is the "Commanding Officer of Stedfast Camp".
1.3 The appointment depends on the appointee being at Camp on the first Saturday and throughout the week's camp.
1.4 Should the post become vacant following an appointment, the Convenor will seek a candidate to fill the post.
2. REQUIREMENTS FOR APPOINTEE
2.1 Prior to accepting this post, the appointee is required to
2.1.1 be a Registered Leader, preferably Captain or Lieutenant, in The Boys' Brigade or in The Girls' Brigade and be actively involved in Company work. [Brigade Regulation].
2.1.2 hold the following recognised valid BB or equivalent GB outdoor camping (RE) qualifications [Brigade Safety Handbook Regulation]
2.1.3 possess excellent and strong leadership skills, mixed with experience and training commensurate with this Senior post at Camp, noting that the appointment is purely on a vocational voluntary basis.
2.1.4 be aware that there is a need to spend some time during the lead-up to Camp in planning and preparation to deliver an efficient and effective Camp.
2.1.5 be able to network between Department Heads. (Contact and other information is obtainable from the Convenor).
2.1.6 be acquainted and familiar with the Safety Handbook (a PDF copy is available on THIS web site).
2.1.7 act appropriately at all times to the standards of thiis post which requires respect from staff and campers alike.
3. PLANNING
3.1 Upon accepting this post and during the Planning Stages, the appointee will
3.1.1 be able to put to practice the Requirements for the post detailed in Paragraph 1 above.
3.1.2 work closely with the Camp Convenor who will provide advice and guidance, providing assurance at key milestones through the planning and preparation of a successful camp.
3.1.3 allocate tents for Boys', Girls' and Staff lines using the site plan for the Camp.
3.1.4 observe the protocols described in Paragraph 4 below.
3.1.5 prepare the Camp Handbook in consultation with the Camp Convenor and Treasurer in readiness for timely printing and publication no later than 4 weeks before Camp.
3.1.6 assisting the Camp Convenor to select and appoint some of the vacant jobs that were left undecided at the previous Stedfast Camp Council AGM. The CO may discuss appointments with individuals and their Company Captains and will copy all emails and correspondence to the Convenor.
4. PROTOCOLS FOR OBSERVATION
4.1 The appointee is to observe the following protocols described below at all times
4.1.1 Any Correspondence or query to the Executive is to be sent to the Convenor.
4.1.2 The Treasurer deals with all financial arrangements including Company Bookings and Payments.
4.1.3 The Quartermaster deals with anything concerning Menu Planning, the QM Tent, Store and purchasing victuals and provisions. He is the first point of contact for any matter concerning the Cook.
4.1.4 The Cook receives instructions, advice and any constructive comments from the Quartermaster besides cooking the meals!
4.1.5 The Convenor organises Stedfast Camp (on behalf of the Camp Council) and is to be copied on any emails or correspondence that the CO writes concerning Stedfast Camp. The CO should consult the Convenor in areas of uncertainty before any action is taken. The Convenor will resolve any dispute on behalf of the Executive Committee.
4.1.6 The Programme Team Leader is responsible for organising the activity programme and will work with and/ or advise the CO of the programme well in advance of Camp, finalising the programme to include the daily routines which the CO will decide, in consultation with the Adjutants as may be necessary.
4.1.7 The Chaplain is to advise the Convenor of the formation of the spiritual content to the week's Camp. The CO is to liaise to ensure that planning will meet the expectations of Participating Company Captains.
4.1.8 The CO will advise the Convenor of any problems that may occur before and during Camp by the most suitable method of communication - email or mobile phone.
5. RISK ASSESSMENTS [Brigades Regulations]
5.1 The CO will request Risk Assessments (précis form would be acceptable) as follows:
5.2 The Equipment Officer and Safety Officer should present the CO with a Risk Assessment no later than 4 weeks prior to camp and should review all risks with a view to mitigate or remove them.
5.3 In the event of pre-camp visits to the area by key Staff, the CO and Convenor is to be given an electronic copy of the relevant Risk Assessments. [AGM 2008]
5.4 If a Risk Assessment cannot be provided by the Camp Site Hirer prior to camp, it may be necessary that the CO makes a visit to the area to make a Risk Assessment. The Convenor is to be provided with an electronic copy of the CO's Risk Assessment within 4 weeks following the visit.
5.5 The CO (and Convenor) has the right to challenge any Risk Assessment made and will refer such matters to the Convenor for action as appropriate.
5.6 The CO will refer all Risk Assessments, received prior to camp, to the Convenor for comment.
5.7 All Final Risk Assessments will be retained by the CO who will hand them to the Convenor to be held on file within 4 weeks following the close of camp.
5.8 Risk Assessments will be reviewed by the Convenor after Camp following the AGM.
6. DO DO LIST - FIRST DAY OF CAMP
6.1 On the first Saturday of Camp, the Commanding Officer will
6.1.1 be present at the camp site to meet the camp site representative to accept the hand-over of the camp.
6.1.2 accept the camp site Inventory, checking items against it and noting deficiencies on the inventory, agreeing them as necessary with the outgoing camp or camp site hirer.
6.1.3 check all camp canvas and equipment and will note any deficiencies in canvas and will request repair or replacement as necessary with the camp site hirer.
6.1.4 will sign off the hand-over papers with the camp site hirer, retaining one copy of each document. This form is to be retained and should be given to the Convenor at the end of camp.
6.1.5 follow and observe the "first Saturday Routine" and that initial meetings and training sessions take place before Stedfast Camp is officially opened and will check that Department Team Leaders will get their teams up to speed.
and will also
6.1.6 be the Duty Officer for both Saturdays to ensure camp starts and finishes according to the timetable.
7. PRIORITY DUTIES
7.1 Priority duties are to (and the list is endless!)
7.1.1 assign all Car Parking Areas or use those defined by the site hirer, with the assistance of the Equipment Officer and/ or Safety Officer.
7.1.2 ensure the security of the campsite following Retreat by enlisting the assistance of the Safety Officer to agree a plan of action, devising a rotation of available Lieutenants, and will assist as required.
7.1.3 request a verbal report from the Equipment Officer to ensure that all tents are secure, including the main marquee.
7.1.4 check with the Quartermaster regarding the security of the cookhouse and quartermaster tent, gas hoses and petrol generators.
and will also
7.1.5 ensure a smooth running, efficient and happy Camp and that there is a good balance between the different departments level of staffing and being a reserve force if required.
7.1.6 observe the protocols detailed in Paragraph 4 above are kept by Stedfast Camp Staff and Campers
7.1.7 keep an incident log of any injuries (serious or otherwise) and any near-misses and will document details of any occurrence, individuals involved, time date and place of incident. In the case of serious injury, the appropriate Brigade Headquarters is to be notified via the Camp Convenor at the earliest possible time. [Brigades' Insurance Regulation].
7.1.8 ensure that the Equipment Officer allocates a First Aid Tent for the Medical Officer.
7.2 The CO will also
7.2.1 regularly monitor and review Departmental Team effectiveness and accountability.
7.2.2 constantly review that activities run on time and that the camp is happy and efficient.
7.2.3 involve Department Team Leaders in daily camp planning to ensure activities and meals happen according to the daily time table, involving the Quartermaster as necessary.
7.2.4 remind the Camp daily that he/ she is to be advised if any visitors or persons enter the site unannounced and uninvited
8. DAILY ROUTINES
8.1 The daily routine of the CO at Camp will
8.1.1 to be at Staff Prayers before Reveille and to remind staff that their attendance is requested.
8.1.2 take the opportunity, following Staff Prayers, to discuss any minor camp problems and issues concerning individual campers and their tents. Prayers may be offered during that devotional time.
8.1.3 at Staff Prayers invite the MO to raise any health issues for discussion and to later raise any issues or give notices at Breakfast to the Camp.
8.1.4 review the weather situation and advise the Adjutants if inspection is inside or outside the tents and that campers personal kit and bedding is protected from the elements.
8.1.5 monitor the conduct of the Camp and its Staff, being empowered, if necessary, to take any appropriate action.
9. FIRST AID PROVISION & ARRANGEMENTS
9.1 For the First-Aider, the CO will
9.1.1 obtain Parent Consent Forms from individual Company Captains or responsible Officers for MO use.
9.1.2 if Companies have not provided copies of the consent form, the CO will arrange for the MO to take photocopies as necessary.
9.1.3 inspect the accident book (daily) and review with the first-aider and/or the Safety Officer on safety issues.
9.1.4 work together to ensure the health and safety of all campers and visitors on the site. This includes the completion of any H&S forms if needed.
10. MEETINGS
10.1 The CO will Chair and hold one Ordinary General Meeting no later than WEDNESDAY and will
10.1.1 announce the day and time of the meeting to all Staff at Staff Prayers, ensuring that all Staff are aware that the meeting will take place. The Camp Convenor should be notified.
10.1.2 ensure that representatives and Participating Company Captains, Treasurer, Cook, QM and Chaplain are present at the meeting. The Duty Officer is to remain on duty on the Parade Ground during the meeting.
10.1.3 make sure that it is held no later than Wednesday (or earlier if needed) at Camp.
10.1.4 keep a strict agenda to discuss and decide upon important issues pertaining to that Camp noting that anything relevant for discussion at the following AGM should be noted in the minutes of the OGM for the Convenor to include on the AGM Agenda.
10.1.5 not entertain discuss any subject matter that should be debated at the AGM.
10.1.6 nominate a temporary Minute Secretary to record items discussed at the OGM. The Minute Secretary will send a copy of the Minutes to the Stedfast Camp Convenor, within 2 weeks of the closure of camp, who will review and publish the Minutes to Company Captains.
11. LAST DUTIES AT CAMP
11.1 The final duties of the CO are to
11.1.1 ensure that all duties are carried out in accordance with the " last Saturday Routine" and that the Camp is clear.
11.1.2 check with the Quartermaster that the QM Tent, Stores and Cookhouse are clean and tidy. This is to be to the CO's and the Camp Sire Hirer's satisfaction.
11.1.3 ensure that Camp Hirer's Inventory has been checked and signed off, recording any damages or losses on the form.
11.1.4 inspect ALL canvas and outbuildings to record the condition against the camp site hirer's inventory, recording any damage or loss against each individual Inventory Item by signing by both parties.
11.1.5 agree damages with the camp site hirer or following camp organiser. Damages are to be signed by both parties against each specific Inventory Item.
11.1.6 to notify the Quartermaster and Treasurer of any deficiencies in the camp site hirer's Inventory that may suggest any liability by Stedfast Camp.
11.1.7 call the camp to a close after all of the work has been done and after the Inventory checks have been complete. The CO will not allow any Company to leave before all duties have been carried out. [AGM 2008]
11.2 The CO will formally hand over the Camp to the following camp or to the camp site hirer and will completing any necessary forms, etc.
and will also
11.3 collect all departmental reports, risk assessments and books for the Camp Convenor's Records. These may appended to the End of Camp Report.
11.4 collect all of the Parent Consent Forms and will deliver them in a sealed envelope to the Camp Convenor - in accordance with the Data Protection Act 1989 (revised).
11.5 destroy any photographs of campers that may have been used for "missing persons" purposes.
12. The Aftermath. The retiring CO is required to
12.1 prepare and produce an "End of Camp Report" reflecting on the week's camp.
12.2 mail all Parent Consent Forms, the Accident Book and any Stedfast Camp documentation to the Convenor.
12.3 send all drafts to the Camp Convenor within 4 weeks of the closure of camp. The report may rely entirely on the CO's perception of Camp or may include input from other contributors which will be obtained via the Camp Convenor through Company Captains. The Convenor will review the report and issue it to Participating Company Captains for dissemination within their individual Company.
12.4 the report will include Safety Assessments, Risk Assessments and any other documents as Annexes to the Report.
13. Annual General Meeting
13.1 The retiring CO may be invited to attend the following AGM (held between October and December) and present the End of Camp Report.
13.2 Any invitation will be sent by the Convenor only, either by letter or email.
13.3 It is likely that the End Of Camp Report will be circulated prior to the AGM by the Convenor for comment and will be "taken as read" by the Camp Council.
14. ACCOUNTABILITY
14.1 The CO is accountable to
14.1.1 the Stedfast Camp Executive and the Camp Convenor
14.1.2 Participating Company Captains (or their authorised representative) regarding DUTY OF CARE and Child Protection
14.1.3 the Executive and Brigades Headquarters for enforcing Stedfast Camp Policy and the Brigades Child Protection Policy.
14.1.4 the Camp Site Hirer by ensuring that the Camp site is in the state as expected and that the site equipment is maintained and undamaged.