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Updated March 24, 2022

Camp Bratton-Green Policies and Procedures
1530 Way Road
Canton, MS 39046
601.859.1556

www.graycenter.org

March 11, 2022

Dear Friends,

Camping ministry began at Camp Bratton-Green in Way, Mississippi, more than 70 years ago. In the beginning, it was an assortment of army surplus Quonset huts and tents. There was no pool, no dining hall, and no chapel. The conditions were primitive but the spirit of God was present and His grace abundant. God's grace remains abundant and continues to be found by campers, families, counselors, staff, and others who visit this holy place. Whether it's your first time as a camper or “umpteenth” time as a volunteer, you can't help but be touched by the ministry in this holy place.

The various Camp Bratton-Green programs offer a way for young people in the Diocese of Mississippi, and beyond, to connect. As I visit around the Diocese, I'm always amazed to learn about the connections, shared and strengthened, thanks to this program. It is an intense and creative week of Christian education offering a unique means to build a stronger relationship with Jesus.

Thank you for participating in this holy ministry and welcome to Camp

Bratton-Green! I am grateful for your presence and are you are in my prayers!

Peace be with you,

Brian

Rt. Rev. Brian R. Seage

Camp Bratton-Green Mission:

To foster and nurture disciples of Christ through a safe Christian camp experience.

Rules of Life:

1. We are a community of daily worship and prayer.
2. Through our communion with God, we strive to uphold the dignity of each and every individual.
3. We communicate with each other in love, honoring one another with honesty and respect.
4. In everything we do, we seek to be open to the Holy Spirit.

In the spring of 1946 the Diocese of Mississippi made a historic purchase of a plot of land in Madison County that contained some 210 acres and a 40-acre lake. The place was known as “Rose Hill” at the time, and it represented a dream come true for many in the Diocese who had long hoped for a permanent home for diocesan summer camping program. This Diocesan camp for young people came into being in the 1920's, and it had already meant much to hundreds of Mississippi Episcopalians, young and old, clergy and lay; but it was shifted about from place to place each year as space became available. The Diocese had no camp and conference center of its own until Rose Hill was purchased in 1946.

The site required considerable development, but the first camps were held in the summer of 1947 with war surplus buildings from neighboring army camps serving as shelter and with dozens of young people pitching in to help clear out the underbrush, stake out a swimming area in the lake, and put the buildings in usable condition. It took a long time for “Rose Hill” to reach the stage of development at which we now find it, but the loving care and toil that so many generations of young people, clergy, and lay readers put into the process contributed significantly to making this place a focal point of unity for the whole diocese. The name was changed to “Duncan M. Gray Center” in 1966 in memory of the Bishop under whom it was purchased and developed and it serves now not only as a summer camp but as a year-round conference center for Mississippi Episcopalians and non-Episcopalians as well.

The camping program has always been dedicated to providing young people of all ages with an experience of living in a Christian community, working, learning, and playing together in a setting where the beauty and mystery of God's creation can be savored and enjoyed. The relationships established and nurtured over the years in this place and the learning and growth that so many people have experienced have made Gray Center and Camp Bratton-Green the very heart of the Diocese of Mississippi. It is from here that so much of our mission and ministry have sprung. We trust that this will always be the case and we are grateful to you for your help.

In 2017, a capital campaign to address the loving wear and tear on the camp property was announced. This work was unfortunately initially stalled due to operations ceasing in 2020 due to COVID-19, but construction was able to begin in earnest in the later half of 2021. Programming passionately returned in time for the summer of 2022 to begin, and the facilities received a much needed facelift to better serve our campers and staff.

With these facilities, the love and support of the people of the Diocese of Mississippi, the Executive Committee, and the loyal staff of Gray Center, we are able to offer our ministry of holy hospitality.

Adult Staff- those volunteer staff members who are 18+ years old, graduated from High School, and in charge of the general safety and supervision of the campers. Adult Staff must be at least 3 years older than the oldest camper. Adults are assigned to a specific cabin to supervise. (Youth Camp Regulations 4.1.1.1)

Camp Director- means the individual who has the primary responsibility for health matters, food, and supportive services, such as business and transportation, at a youth camp. (Youth Regulations 4.1.1.5)

Camp Coordinator- the seasonal employee of Gray Center charged with assisting in all operations of Camp Bratton-Green. This individual reports directly to the Camp Director, and works with the Program Managers and Permanent Staff to make sure camp supplies remain stocked and that the property remains ready for use.

Campers- means any child six (6) to eighteen (18) years of age who is attending a youth camp. (Youth Camp Regulations 4.1.1). Campers are divided into sessions based upon the grade that they just completed.

Green Staff (Counselors in Training)- those volunteer staff members who are 16 or 17 years old. These individuals assist in the operations of camp, and are formed as future leaders of our youth programing, but cannot be made solely responsible for the safety of the campers at any point.

Program Managers (Session Directors)- the directors of each session. For their individual sessions, these persons are in charge of adherence to the policies of Camp Bratton-Green and the Diocese of Mississippi, planning a theme and programming, recruiting a volunteer staff, and overseeing the Permanent Staff. (Youth Camp Regulations 4.1.1.8)

Permanent Staff- the college age paid staff members who are contracted for the entirety of the summer. Each member is assigned a specific area, such as waterfront, music, crafts or nature, and are in charge of the safety of the campers and staff who participate in Camp Bratton-Green programming.

Special Session- sessions meant for those campers who have (1) physical disabilities affecting sense organs, muscles or skeletal structure, (2) mental impairments altering their intellectual performance, reasoning, or judgment, or (3) special medical problems which place restrictions upon their movement or render them unable to function in a normal setting without assistance or special supervisory attention. (Youth Camp Regulations 4.1.1.16)

Staff Brat- a loving term that refers to youth who attend camp with their parents or guardian, are older or younger than the campers for a particular session, but are not yet old enough to be considered cabin staff. The oversight and safety of Staff Brats is the responsibility of the parent or guardian they are attending camp with. They are welcome to participate in all camp activities, but especially when a wait is involved all campers should be allowed to participate prior to a Staff Brat having a turn.

• Chip Davis, Camp Director: 901-334-8080 cell
  • chip@graycenter.org: 601-859-1556 office
• Camp Bratton-Green Office: 601-761-6045
• Health Center: 601-761-6114
• Maintenance Shop: 601-859-1450
• Rose Hill (formerly known as the Big House): 601-859-9342
• Camp Kitchen: 601-859-1444
• Diocesan Office: 601-948-5954
• Safe Church Intake Officer: intake@dioms.org
• The Rev. Annie Elliott: 601-853-6016

• Program Managers decide what admin telephone use and WiFi access they provide to their staff.- The phone and Internet in the Administration Building is for office/medical use primarily.

Responsibility and Authority

1. Program Managers
   • a. All Session Directors will be licensed as Program Managers for Camp Bratton-Green with the Mississippi State Department of Health.
2. Session Directors serve at the pleasure of the Bishop of Mississippi and the Camp Director. They will serve until they decide to step down or are asked to do so by the Bishop. When a vacancy comes available, the Bishop will ask a new director to serve based on recommendations of the Camp Director and the Gray Center Advisory Committee. Any member of the Diocese who wishes to serve should let the Bishop know in writing via email.
3. Session Directors
   • a. At least 2, to a maximum of 3, directors per session.
   • b. Directors must meet the following requirements (Youth Regulations 4.3.2)
     • i. Must be at least 25 years old
     • ii. Have at least two years experience at a youth camp in an administrative role OR
     • iii. Have successfully completed a course in camping administration such as those offered by a national professional camping association, national agencies, or their equivalent
       • c. One Director must be clergy canonically resident in the Diocese of Mississippi.
       • d. The Permanent Staff works for the Camp Director and, for issues of a programmatic nature, for theSession Directors each week under the policies set forth by the Executive Committee of the Diocese of Mississippi.
4. Every attempt should be made so that at least one director from each session should be in attendance at the following yearly meetings:
   • a. Fall Meeting (Usually October)
   • b. Permanent Staff Interviews (typically the first Saturday in January after New Years)
     • i. Camp Director and Session Directors interview applicants
     • ii. Camp Director and Session Directors make selection and the offer is made pending a cleared background and reference check.
       • c. Spring Meeting/Volunteer Staff Selection (usually late April)
       • d. Directors Dinner (during Permanent Staff training week)
5. Carry out the policies and procedures of Camp Bratton-Green and Gray Center.
   • a. Care for the mental and physical well-being of campers and staff
   • b. Alcohol and/or illegal drugs are not allowed on camp property
   • c. Smoking is not permitted inside any building
   • d. Campers will not be transported off camp property without the approval from the Session Directors or Camp Director.
   • e. Unauthorized visitors are not allowed on camp property
   • f. Fireworks and/or firearms are not allowed at camp; Gray Center may on specific occasions, such as New Years or July 4, provide fireworks for an event.
   • g. Shoes must be worn at all times except for in cabins, the chapel or inside the pool area.
6. Recruit Volunteer Staff and Campers
   • a. Volunteer Staff selection occurs at Spring Director Meeting
   • b. Camp Director/Assistant Director assist in the following manner:
     • i. Provides Staff Applicant list to Directors
     • ii. Provides Form Letter with attachments and links for Directors to send to staff inviting them to serve
     • iii. Collects Medical Forms, Background Check, and Safeguarding Online completion for staff
   • c. Session Directors shall:
     • i. Communicate details of your session to staff such as:
       • Arrival/Departure dates and times
       • Theme and Worship information
       • Requests for props, decorations, costumes, etc.
     • ii. Recruit one medical staff member to handle medical needs for the session
     • iii. Notify Camp Director/Assistant Director if assistance is needed to recruit additional volunteer staff
     • iv. Notify Camp Director/Assistant Director to any changes to your staff list
     • v. Recruit campers and staff for all sessions of Camp Bratton-Green
7. Plan your Session
   • a. Lead Volunteer Staff Training session prior to camper arrival
   • b. Theme and Program
   • c. Budget $700 for program needs. Please turn all receipts into the Gray Center office.
   • d. Communicate expectations to Permanent Staff. It is recommended you set a time daily during your session to meet with the Permanent Staff for a check-in.
   • e. It is highly encouraged you plan at least two Eucharists during your camp session: one during staff training and one during your camp session. During your staff Eucharist, a collection can be made to support the CBG fund for personal camper items needed.

Staff Training is the responsibility of the Session Directors, and the order and contents for the most part at the discretion of the Directors. Regardless of age group, every staff training should include at least the following items:

• Ice Breakers/ Introduction of Staff
• Director Expectations and Role Explanation of Staff
• Daily Schedule, including Rest Period/Night Duty coverage
• Emergency Procedures Review
• Medical Staff introduction and Procedures
• Permanent Staff Introductions and Program Area Expectations
• What to expect from the camper age of the session
• Safeguarding God’s Children Basics

Volunteer Staff can be split into two main categories: Adult Staff and Youth Staff. Specifics of each role can be seen below. Regardless of which role a volunteer staff member serves in, they are required to have/provide the following:

• A loving heart and a desire to share in Christian formation with campers and other staff members
• A completed Health Form on file with the Medical Staff
• Three references (1 personal and 2 professional, none of which are related to the applicant) to be checked by the Session Directors and/or Gray Center staff.
• Completion of all Safe Church, Safe Communities online modules prior to arriving to staff
• Attended the full staff training prior to the camper’s arrival

• Must have completed all of the above, plus,
• Be 18+ years old plus at least 3 years older than the oldest camper
• A Background Check form submitted and cleared prior to arriving at camp
• Oversee the Cabin Staff and campers within their particular cabin
• Assist the Permanent Staff in keeping all campers and staff safe at all times

• Must have completed all of the above, plus,
• Be 16 years old by the time the session begins.
• Be at least 3 years older than the oldest camper
• Be willing to learn from Sessions Directors, Adult Staff, and Permanent Staff how to grow into better leaders

• Cabins A, B, C, 1, 2, and 3 per cabin
  • 14 camper beds + 2 staff beds
  • 2 staff beds in staff room

• Cabins A, B, C, 1, 2, and 3 per cabin
  • 8 guest beds + campers approved for top bunks
  • Staff Beds (8 in wheelchair cabin, 6 in other cabins) +
  • 2 staff beds in staff room

• Cabin 4A:
  • 8 staff beds in main room
  • 2 staff beds in staff room
• Cabin 4B:
  • 8 staff beds in main room
  • 2 staff beds in staff room
• Cabin 4C:
  • 6 staff beds
• Administration Building
  • 2 beds for medical staff

For a youth session, a maximum of 84 camper beds (42 female and 42 male) are available. For Special Session, a maximum of 48 camper beds are available

1. Beds are single occupancy.
2. A minimum of two unrelated adults (18+) must be assigned to each cabin, If only two adults are in the cabin, they shall be assigned to the staff room.
3. The ratio of adults to youth (including Youth staff and staff brats) shall be 1:8 (Model Policies VI.H.4, using the youngest model as the base)
4. For youth sessions, by default three cabins will be assigned to male campers and staff and three cabins will be assigned to female campers and staff.
5. For youth sessions, two beds in the main sleeping room are reserved for staff. These beds can be used in one of two ways:
6. Youth staff (16 and 17 year old staff members) can use these beds OR
7. These beds can be used for additional adult staff (18+) IF both staff members are of adult age.
8. If two unrelated adult staff members are in the main part, then a married couple can be housed in the separate staff room. See Safeguarding Information for further information.
9. For Special Session, the 8 bottom bunks in the 6 camper cabins will be reserved for camper use.
10. For Special Session, if any cabin staff (16 and 17 year old staff) are being housed in a cabin, two unrelated adults must also be housed in that cabin.
11. Cabin 4 can be used to house directors, additional adult staff, and staff brats. No Youth Staff or campers can be housed or allowed in this cabin.
12. Even with extra adults in this cabin, there still must be two unrelated adults in each of the camper cabins.
13. Two different families can share one of the larger sleeping spaces if both families are in agreement, AND as long as at least two unrelated adults are staying in the same space.
14. No staff can be housed in the administration building unless they are sick/injured and directed to do so by the medical staff
15. No beds in any sleeping space can be moved as this creates a fire hazard.

The safety of our campers and staff is always our number one priority, and proper safety is rooted in trained and adequate supervision. Two important but difficult times for increased supervision are during Rest Period and Night Duty. To insure proper safety and supervision of not only the campers but the staff on duty, the following procedures will be followed:

• 6 staff members (3 female and 3 males) will be assigned to the Chapel for the duration of Rest Period.
• If the six staff members are all Youth Staff, then two adults (1 female and 1 male) will be assigned to check every 30 minutes on the campers and staff members in the Chapel. If 2 of the 6 staff members already assigned are 18+, then these adults do not need to be added.
• In case of an emergency, 4 staff members will stay with the campers and the other two will inform the Adults on duty and the medical staff.

• Campers should clearly know where to find staff who are on duty should they need an adult during the night.
• Those not on Night Duty or asleep in the cabins need to stay within the space of the Dining Hall to the Rec Hall, and the Chapel to the Pool.
• There will be two stations for Night Duty Observation: outside cabins 1,2, and 3, and outside cabins A, B, and C. There will be 3 staff members assigned to each area. Only female staff should be assigned to the female cabins, and male staff should be assigned to the male cabins.
• Those on duty should station themselves so they have a clear view of the doors of each of the cabins at all times. If weather prevents this, staff should locate themselves in the most central dry space available.
• One adult should be assigned to each group each night (Adult female for the female cabins, adult male for the male cabins).
• The adults must check in with the on duty staff every 30 minutes. During this time, a walk through is done for each cabin to make sure all campers are in bed. If one of the staff on duty is already 18+, then an extra adult does not need to be assigned to the group. In this instance, walk-throughs should still happen every 30 minutes.
• In case of an emergency where the adult is not immediately present, two staff stay with the cabin/ camper in need, while the third staff member alerts the adult on duty and medical staff.

The following areas are off limits to all campers and volunteer camp staff except with the specific permission of the area manager/director.

1. Shop Area & Swimming Pool Pump House
   • a. Permission granted by the Head of Maintenance
   • b. Please contact the Head of Maintenance at least one week prior to your arrival regarding program needs/requests from the shop and maintenance staff. This includes any use of tools, ladders, scaffolding, etc.
2. Kitchen
   • a. Permission granted by the Kitchen Leaders
   • b. Please request assistance from the window of the or door for everyone’s safety and to prevent delays to food service.
   • c. Programs involving food for games or consumption:
     • i. Make arrangements for food storage with Kitchen Leaders
     • ii. 3 hot meals, 1 canteen and 1 milk and cookies are provided daily for campers and staff.
     • iii. Meal times are set for 8:00am, 12 noon, 6:00pm.
     • iv. Any adjustment to meal times need to happen prior to the start of the session
     • v. Groceries and supplies are ordered prior to your staff’s arrival. Please make specific requests at least one week prior to your session.
     • vi. Directors will schedule with Kitchen Staff time for your Milk & Cookies each day, starting no later than 9:30pm.
3. Laundry Room
   • a. Used by
     • i. Kitchen Staff
     • ii. Laundry Fairies at Special Sessions
     • iii. Session Directors in case of emergency
4. Gray Center owned vehicles
   • a. Only Gray Center employees with proper insurance coverage are allowed to drive Gray Center vehicles.
5. Private Residences
   • a. Rose Hill- Permanent Staff
   • b. Executive Director House- Camp Director
   • c. Little House/Eco House- Head of Maintenance
   • d. Lakehouse- Gray Center Staff
   • e. Chaplain’s Cottage- Kitchen Director
   • f. Ruthie’s Cottage- Chaplain
6. Swimming Pool & Rose Hill Lake
   • a. Use requires certified Lifeguard(s)
   • b. Volunteer lifeguards from the volunteer staff cannot be used
   • c. Program Staff lifeguards will open pool and lake as requested by Session Directors except for the following times/situations:
     • i. Thunder is heard/lightning is observed within the past 30 minutes
     • ii. Visibility is compromised in the pool
     • iii. The lake cannot be used after sunset
     • iv. The pool can be used after sunset provided the pool lights are operational.
   • d. Life jackets are required of all individuals, regardless of age or swimming ability in the lake while boating or swimming (Youth Camp Regulations 4.3.3.3)
   • e. A ratio of one lifeguard to every 25 swimmers will be maintained. A ratio of 10 campers to every adult staff member must also be maintained. (Youth Camp Regulations 4.3.3.2a)
   • f. Swimming in the lake and boating cannot be offered simultaneously, unless a specific swimming area is roped off.
7. Challenge Course
   • a. Use requires leadership of trained Permanent Staff members assigned to the Challenge Course for the current summer.
   • b. Can only be used during daylight hours
   • c. Can be offered to staff during training/rest period on request.
8. Health Center
   • a. Restricted to Medical Staff and patients
   • b. Medications are only to be administered by Medical Staff
   • c. First Aid kits are located in the Health Center and all program areas
   • d. The medical staff should alert the Session Directors of any supplies needed for the Health Center, and the Sessions Directors should alert the Camp Director/ Assistant Director.

All Staff, regardless of position or age, must complete all required modules of Safe Church, Safe Communities online prior to arriving for camp and submit the compilation certificate. Instructions for creating and logging into accounts in Praesidium will be emailed to staff after selection. These policies should be reviewed together in person during staff training. Below is a list of highlights from the training. This is by no means a complete or exhaustive list of expectations for behavior, Rather, this can serve as a quick reference to answer some of the more broad questions on how to handle situations.

• Maintain the rule of threes: no two individuals, either staff, camper, or a combination, should be alone at any time at camp.
• In the state of Mississippi, all staff are Mandatory Reporters. If you hear/see something that is against our Safe Church policies, or that someone is being harmed at camp or at home, or is thinking of harming themselves, it must be reported to the Session Director.
• If a camper wishes to speak in private, let another staff member know to keep an eye on the conversation from a distance, while you sit in a separate but visual location such as the outdoor chapel to talk.
• Do not promise to “keep a secret” or that you can keep information private. Let them know if someone is/will be hurt, you have a duty to report it.
• All staff should shower at a separate time from campers.
• The following physical contact should be off-limits: lap sitting, westling, tickling, hugs from behind, body massages, intimate contact, unwanted and/or unsolicited body contact

SESSION DIRECTOR EVALUATION

• Process led by the Camp Director, and includes all Session Directors of the particular session, the Assistant Director, and a representative of the Advisory Committee
• Includes evaluating input from Staff Evaluations, Camper Evaluations, and Session Director observations.

CAMP SESSION EVALUATION

• Staff Evaluation links will be emailed to each staff member the last afternoon of the session.
• Directors should require and create time on Friday night for all staff to complete online evaluations.
• These results will be shared with the Session Directors approximately one week after the session ends.

CHECK IN

• 2:00pm to 3:00pm
• Rec Hall
• Camp Director/Assistant Director check that all payments and forms have been completed.
• Session Directors greet campers and parents/guardians and give cabin assignments.
• Medical Staff handles check in of medications, health screenings, and health forms.
• Permanent Staff run Camp Post Office and assist where needed.
• After 3:00pm, the Camp Director/Assistant Director will check in any late arrivals.

CAMP PHOTO

• 1:00pm on the first full day of camp
• Session Directors choose location

CHECK OUT

• 9:00am
• Rec Hall
• T-shirts and any remaining medications are given to the approved adult picking up campers at this time.
• Volunteer Staff and Session Directors are asked to leave camp better than how they arrived, so that it is ready for the next session.
• Each cabin should be cleaned, swept, and mopped after all belongings are removed. Session Directors are responsible for checking on the state of cabins and dismissing their staff.
• Permanent Staff are responsible that their program areas are cleaned and all supplies are put back into place.

ADMINISTRATION BUILDING (ADMIN)

Primarily used for Medical Staff and the Session Directors. Under no circumstances shall anyone other than Medical Personnel and their patients be housed in this building. The camp office is available to Session Directors for use as they see fit. The furniture in the Admin building may be rearranged during each camp session. Please reset the furniture Friday night as you found it upon arrival.

Outgoing mail should be placed in the mailbox located on the Chapel side of the Admin building. Program Staff will deliver those parcels to the Way Road mailbox daily. We do not sell stamps but try to keep a roll in the camp office if needed. Only letters will be delivered during Mail Call. Packages will be delivered to cabins during Rest Period.

The CBG Alumni Association also coordinates a “Post Office” drop off point at the Big House each registration day. Packages and letters are collected with Camper Name, Day of Week for Delivery, and which Cabin the camper is residing in. There is a suggested donation for this service. All money goes to the Alumni Association to be used in support of Gray Center and its ministries.

Everyone attending a camp session, both staff and campers, must have a completed health form on file with the Medical Staff. Each camper will be checked by the Medical Staff at check in. Protocols may include taking temperatures, checking for lice, and questioning parents about recent activities, health, and review of the information on the medical form.

All medications, Rx and OTC, must be turned in to the Medical Staff at Check In their original packaging with label attached. All unused medicines will be returned at the end of the session during camper and staff check out. Any medications left behind will be returned for the cost of postage or properly disposed of by the medical staff.

The Medical Staff will manage and maintain for the Health Center: primary camper/staff care, inventory, record keeping, completion of incident/accident reports forms, communication with parents regarding camper/staff wellness, check in and check out for each session.

The Volunteer Nurse will reside in the Nurse’s Quarters in the Administration building and be the first responder/provider for medical needs. The Volunteer Nurse will also dispense medications and provide treatment during staff training. A binder of forms and procedures will be kept for reference in the Health Center.

If something is in need of repair, record it using the QR code located in the Admin Building on the wall near the Director's Office. The Maintenance Staff will complete items on the list in order of urgency. Fully describe the issue and specific location of the problem to assist in timely repairs.

We have a responsibility to each other to keep things clean for the sake of everyone’s health. A place to hang a mop, broom, and dustpan is located on an outside wall of each cabin. Mops need to be rinsed clean after each use. All items should be hung following use to ensure longevity and cleanliness of cleaning implements. Any missing or needed items should be added to the maintenance request QR code in the Admin building prior to camper arrival or as needed during the week.

The ice machine located in the dining hall is for filling water coolers and mealtime ONLY. The crushed ice machine on the outside the dining hall is for the use of campers and staff during all other times. Please have all staff make sure ice is not wasted, ice scoop is used, the cover is closed, and cone cups are available. Trash containers are to be used for the disposal of cups.

All lost and found items should be turned in to the Admin building during the camp session. These items will be presented to the camp at lunchtime for return. On the last night of the session during clean up, any items found will be placed on the benches in front of the Admin building. Remind your staff to ensure campers have their belongings when packing to leave. After each camp session, we collect all remaining lost & found items and hold them for one week before donating them to a local ministry in Canton.

Do not attack, capture, torture, or befriend snakes or wildlife of any type. We are visitors in their year-round home. Contact the Permanent Staff or one of the maintenance staff members to deal with the critter. Camper and staff safety are always first priority.

While advertising and social media is an important way to share the mission and joyful experience of Camp Bratton-Green, it must be done in a way that keeps the privacy of those involved safe. The following practices should be observed:

• Do not post photos or videos of any campers.
• Campers should not be allowed to post on social media while attending camp.
• Photos of camp activities should come only from the Camp Bratton-Green accounts. Once a photo or video has been posted, you are welcome to share it.
• You can post photos of yourself, the property, or the wildlife at CBG.
• When posting, do not mention or tag the names of anyone who is attending the camp session.
• All posts should remain positive and be in line with the loving spirit of CBG
• Photos with other staff members are allowed as long as you have the permission of those staff members.

• All medical policies and procedures can be found in the Nurses Binder in the Health Center. This lays out all common practices such as minor injuries, lice, and OTC medications, and also major incidents of injury or illness.
• All medications given out, either prescribed or OTC, should be logged by the Medical Staff.
• No medications, either prescribed or OTC, should be given out by anyone other than the medical staff.
• All accidents and injuries should be accompanied by an Incident Report Form. Staff should assist with the form as needed.
• Due to the complicated nature and large number of medications given at Special Session, the medical staff should devise the system they deem best for medication distribution. This can include non-medical personnel appointed by the Medical Staff, provided Medical Staff is present at all times.

• COVID Policies and Procedures will continue to be reviewed and revised as the pandemic progresses. Session Directors will be advised of policy changes within 2 weeks of their session.
• Due to the continued presence and challenges of COVID-19, the following practices and procedures will be used:
• If a camper or staff becomes symptomatic (fever, respiratory distress, etc), they will be tested using an at-home rapid test. If the test is positive, parents will be asked to pick their child within 6 hours of being notified.
• If we have a positive case during a session, parents and guardians of all campers will be notified of the exposure.
• If a camper tests positive within 10 days after attending camp, we ask them to let the camp office know so we can let other families know of the potential exposure.

Each person is expected to conduct themselves in a civil and appropriate manner while on property. Our focus is building healthy, loving communities that exemplify God’s love and the words of the Gospel. The Rules of Life have been set out as an easy reminder of why we volunteer our time, talents, and love for the campers at Bratton-Green.

Upon staff arrival, and during camper check in, all arriving staff and campers should be reminded of the banned items listed below. If in that moment the individual hands over something listed below they brought with them, then they can be allowed to stay. Following that initial period, however, the individuals will be required to leave the camp property if they break any of the following rules:

Individuals will not be allowed to remain at camp if any of the following rules are broken:

• Possession or Consumption of Alcohol or Drugs
• Possession of a Firearm or Weapon
• Physical Assault on an Individual
• Inappropriate behavior of a sexual, aggressive, or dishonest nature
• Deliberate Destruction of Property

If anyone has good reason to suspect that a member of the staff or a camper has contraband in their possession, the Camp director should be notified. After determining that there is good reason to believe contraband is present, the Camp Director and the Session Director may conduct a search of the personal belongings of the person(s) suspected of having contraband.

Other violations may lead to disciplinary action, which will be at the discretion of the Session Director and/or Executive Director.

Confiscate

Confiscate and store securely any and all materials believed to be prohibited substances. Make note of all witnesses to the discovery and intervention.

Sequester

Sequester from campers and staff those suspected of substance abuse. If there is more than one, detain each one in separate quarters.

Communicate

Once the above have been handled contact the Camp Director. If applicable (minors), the Session Director and/or the Camp Director should now contact the parents or legal guardians as noted on the campers’ applications.

Interrogate

The Session Director and/or Camp Director should question each suspected individual documenting their responses to the basics of Who? (who was involved; were there others, who provided the substances), What? (what was the substance), Where? (where did they get this, where was it hidden), How? (how did they transport and hide it), Why? (why did they feel a need to bring these items to camp).

Substantiate

At the same time that the suspected individuals are being questioned, have the other Session Director individually question each witness of the events involved. Have each one record in writing their recollections of the events. Instruct them to record only the facts and to include times, dates, and names as well as their own names, addresses, and phone numbers. Have each witness sign and date their statement with a witness to their statement as well.

Asseverate (Document)

Complete the documentation with a written Incident Report, signed by the Session Director and the Camp Director. Attach originals of all statements of witnesses. Deliver all documentation along with confiscated materials to the Camp Director. After the event is fully documented, all confiscated items should be promptly disposed of and destroyed (not consumed).

Communicate

Follow up with the Parents/Guardians of the involved parties. Prompt, clear communication is key for clear resolution with parents/guardians.

NOTE: As best as possible, maintain confidentiality of all details of a reported incident. In a close community it is impossible to keep these matters entirely secure; however, we must show that we took every effort to keep the matter between those with a ‘need to know’ and those involved.

EMERGENCY PROCEDURES:

While no two emergencies are the same, the various steps and suggestions outlined in these procedures represent Gray Center’s guidelines. Your own good judgment should be the final authority until you are able to contact assistance or follow the orders of emergency personnel. The safety and wellbeing of the campers and staff ALWAYS come first.

In the event of any emergency situation, NO ONE is allowed to communicate any happening, event, situation, or detail in these cases to the public. All communications must come from the Gray Center Camp Director or his/her delegate. It is vital to the safety of our camp community that calls, texts, posts, etc. are not sent. This only causes speculation, worry, and inaccurate information being spread. Please protect our camping ministry should such an occasion arise.

Police, Fire, & Medical: 911

Madison County’s Sheriff’s Department: 601-355-0379

Merit Health Madison (Emergency Room): 601-855-4000
- 161 River Oaks Dr. Canton, MS 39046
- www.merithealthmadison.com

Poison Control UMMC: 601-222-1222

MS Child Abuse Hotline: 601-432-4570

For Medical Evacuation by Air:

• Camp Bratton-Green Softball Field:
• 32 degrees; 44 minutes; 42.29 seconds; North
• 90 degrees; 00 minutes; 31.46 seconds; West

If you are the primary staff member at the scene:

1. Count to ten and evaluate the overall situation. Do not rush or panic.
2. Take charge. Be firm and clear with your instructions to campers and staff. Use a calm tone of voice.
3. The staff member with the highest level of appropriate certification is delegated the responsibility to aid the injured party. Give priority attention to caring for the needs of the victim. The person rendering first aid must complete an incident report within 12 hours of the incident.
4. Delegate another staff member to ensure the safety of other campers by taking them away from the immediate scene and organizing singing, games, or other activities. Retain one staff member at the scene of the accident with the victim.
5. Contact the health care supervisor as soon as possible. Provide a clear description of the emergency and your location.
6. Notify the Camp Director or other administrative staff in the Camp office.
7. Begin collecting the facts, without assigning blame. What happened? How? When? Where? Were there witnesses? Where was the staff? Where are the campers?
8. Once the health care supervisor arrives at the scene, summarize the situation and answer questions. The health care supervisor will take charge.
9. Prepare incident reports within 12 hours.
10. In the case of a critical accident, serious injury, harm or fatality: Keep a responsible adult at the scene of the accident or emergency situation to see that nothing is disturbed until medical aid or the law-enforcement authorities arrive.

Privacy:

1. Be prepared to deal with the public and possibly the media. Do not issue any statements. Do not make any comments “off the record.” Do not speculate.
2. Indicate as pleasantly as possible that you are not authorized to speak for the Camp and refer them to the Camp Director.
3. Make NO statement orally, or in writing, as it could be interpreted as assuming or rejecting responsibility for the accident or emergency. Under NO circumstances reveal the name of the victim or other persons involved. Federal privacy laws prohibit this information from being released.

If you are a secondary staff member at the scene: campers' safety is first!

1. Quickly and quietly follow the directions of the person in charge of the situation.
2. Do not panic. Remember, you must set an example for the campers at the scene.
3. Offer advice only if you are more knowledgeable about the incident or you are asked.
4. Do not discuss or allow campers to discuss the situation with anyone other than Camp personnel or law-enforcement officials.
5. Assist in preparing the report as needed.

General Guidelines:

1. The buddy system is used at all aquatic activities.
2. “Buddy checks” need to occur at least once during each aquatic activity period.
3. Waterfront staff should have periodic rehearsals of aquatic rescue procedures.
4. In the event of an aquatic emergency, the waterfront staff member present with the highest qualification/position shall be in charge.

Near-Drowning:

1. The lifeguard signals 3 long blasts on the whistle. This signal alerts other staff that it may be necessary to clear the water and put rescue procedures into action.
2. Lifeguards on duty will reach victims in the fastest and safest possible way and administer appropriate life saving techniques. If she/he requires help in the rescue, she/he extends a clasped fist into the air. Remaining lifeguards assist with the rescue.
3. Volunteer Staff and additional guards signal all campers and staff to calmly leave the waterfront area. The lookouts/counselors will supervise the campers making sure all are accounted for.
4. One counselor will be asked to report immediately to the administration building and explain the nature of the incident. The Medical Staff and Session Directors will be contacted immediately. If the emergency is a drowning or major injury, 911 will be contacted.

Lost Swimmer:

1. Remove everyone immediately from the lake and onto the shore while a recount is quickly taken.
2. Volunteer Staff take campers away from the lake and inform the Session Directors of emergency details.
3. Waterfront staff scans the lake until other help arrives.
4. A rescue squad (911) should be contacted, and the Emergency Procedures followed.
5. A designated drill person will stay on the shore and direct the others to look for the camper, moving with as little movement as possible. Depending on the condition of the lake, the staff may search via boat or swimming: The safety of the staff members is very important!
6. The search continues until rescue authorities arrive and take over and direct the staff.

If a camper is missing during a buddy check or the camper’s buddy or staff member notifies the lifeguards that a camper is missing:

1. A whistle is blown for a “buddy check.” Everyone immediately gets out of the water and a recount of swimmers is immediately taken. If someone is missing:
2. Staff assigned by the Lifeguard will take other campers out of the waterfront area.
3. Waterfront staff will immediately scan the water, and send counselors to check the cabins and restrooms.
4. Waterfront staff will designate a counselor to inform the Camp office of emergency details. If the camper is not found, follow the 6 previous steps for Lost Swimmer.

Capsized Canoe:

1. Everyone in or on the lake must wear a size-appropriate personal floatation device (PFD).
2. When the lifeguard spots a capsized vessel, instruct the other campers to move away from the area.
3. If the campers are unable to maneuver to safety, a staff member should paddle out next to the campers and assist them.

Fire drills will be held for each Camp session as prescribed by state law. (Youth Camp Regulations (4.4.2.2b) The safety of campers and staff depends on everyone performing his/her job efficiently. To avoid confusion during an emergency, learn your responsibilities well.

*ON THE FIRST NIGHT OF EACH SESSION, staff must teach the campers an emergency exit from their sleeping area and where to assemble when they hear the alarm. The Fire Drill will be logged each week by the Gray Center staff.

Signal:

Fire emergencies are signaled with continuous ringing of the bell. When the signal is heard in the cabin, assemble campers outside the cabin and account for all campers and staff. Contact the Camp administration by sending another staff member to let them know you've heard the signal and to receive any instructions. If a cabin has not sent a staff member within 3 minutes, a staff member will be sent to the cabin. If the fire is in the cabin, designate one staff member to walk the campers away from the fire. Another staff member is designated to ring the bell and notify the Camp office. Do not risk injury to staff or campers.

When the Alarm Sounds:

If the fire prevents you from reaching the parking area, use good judgment. Stay put so an administrative staff member can reach you or use the safest route to exit quickly to the nearest road. Wait at the road for assistance. Staff without cabin responsibility will carry out their assigned tasks.

Exit:

If it is necessary to immediately evacuate the Camp, campers will be divided by cabins and loaded into all Camp vehicles and staff cars and transported to a safety zone Madison County Sheriff’s Office should be called (911) by the Camp office to assist with any evacuation.

After an earthquake, do not enter any buildings until appropriate personnel have checked them. If possible, shut off the electrical system to your building until the building is checked. Stay in your area if it seems safe. Calm the campers and provide program activities (singing, soothing stories, etc.) until help arrives.

Lightning will seek tall objects, so stay away from lone trees, drinking fountains, climbing towers and hilltops. Seek shelter in a building. All swimmers and paddlers must go to the edge of the pool or lake and get out of the water upon the signal from the waterfront staff. Keep campers inside until the storm passes.

Gray Center Staff will monitor alerts and directives from civil authorities and make recommendations for evacuation based upon weather conditions and transportation availability.

Gray Center Staff will make recommendations concerning the safest area of Camp to assemble and will direct staff to bring campers to safety. Once the tornado has passed, Gray Center Staff will make inspections prior to allowing campers to return to their normal routine.

On the first day of the session, review with campers what to do if separated from the group. Upon determination that a camper is missing:

1. Determine when and where the camper was last seen. Stay calm so you don't frighten the other campers.
2. Discover (if possible) the state of mind of the camper. Was he/she depressed or angry,or threatening to run away? Did he/she fall behind on a hike, or leave to visit a friend in another cabin? A camper who does not wish to be found will require a wider and more careful search.
3. Do a search of the immediate area with available staff. (The camper may have wandered to the edge of the activity.) Ask nearby campers and staff if they have seen or know where the camper is. Before leaving the rest of the group to find a camper, ensure other staff members supervise campers.
4. Check with any of the camper’s friends in other cabins, etc.
5. Check bathrooms, dining hall, the cabin, and friends’ cabin(s).
6. Contact the Camp Director about the situation. Include the name of the missing camper, when and where last seen, description of child: hair, eyes, weight, height, and, as closely as possible, clothing. The Camp Director will organize an extended search. If the camper is not found in 20 minutes, the camper will be presumed lost. The Camp Director will institute a public search that will include contacting the Sheriff’s Department, Diocesan office, and the camper’s parents.
7. Do not ignore the remaining campers. Be calm and positive. Acknowledge their fears and move on to some soothing and engaging activity.
8. Complete an Incident Report and any other reports requested.

1. Unfamiliar persons on the Camp property may range from someone lost and looking for directions to a person with intent to do harm to persons or property.
2. Some judgment must be made on the part of staff. Be observant as to the make, model, and license number of the car if applicable, and a physical description of the intruder.
3. Persons should be questioned to ascertain who they are and why they are here.
4. Do not antagonize the intruder. Be polite, give assistance if possible, refer the person to the Gray Center office, or ask them to leave. This is private property and is not open to the public.
5. Ascertain by personal observation that the person leaves the site.
6. If the appearance of the unfamiliar person makes you uncomfortable, approach with another staff member. Someone should stay with the campers away from the situation.
7. If the person seems threatening in any way, do not approach or take any chances. Remove yourself and the campers from the area, notify the Camp office, and observe the whereabouts of the person.
8. Teach the campers to come quickly, calmly and quietly to tell you if they see an unfamiliar person on the property. If a child encounters an unfamiliar person, real or imagined, never tell the child that, “It really wasn't anything,” “there is no need to be afraid,” or “it was just your imagination.” Frightened children need to be allowed to experience their fear, to know that it is okay to be afraid, and to talk about their experience.
9. Notify the Camp Director immediately of any intruders. Complete an incident report and any other reports requested.

1. DO NOT ALLOW ANYONE (stranger or known) TO REMOVE A CAMPER FROM CAMP.
2. All staff members will refer all visiting persons (stranger or known) to the Gray Center office.
3. Under NO conditions may a camper be removed from Camp without the permission of the Session Director or Camp Director.
4. Strangers may come to the Camp in search of potential victims.
5. Custody disputes between parents can result in an attempt to remove a camper from Camp. We have a form that parents must sign if a camper is to be picked up from Camp early or by another person. The office will verify this written instruction if someone comes for a camper.
6. Should a camper be taken from Camp without approval of the Session Director or Camp Director: Get descriptions of all persons involved if possible (hair, clothes, height, weight, license number of car, etc.).
7. Notify the Camp Director IMMEDIATELY!

Should an Active Shooter situation occur, the protection of life is top priority. The Department of Homeland Security recommends the following steps in order of preference:

Evacuate

• Removing staff and campers from the area of the shooter is the most preferred method. Call 911 when you are in a safe location and keep them notified of your location.
• Follow all directions of law enforcement
• Do not stop to assist injured persons until the scene is safe

Hide Out

• If leaving the area is not possible, hide in an area where the shooter is not likely to find you.
• If possible, lock or block the door of the place you are hiding in.
• Stay as quiet as possible.

Taking Action

• As a last resort when your life is in imminent danger, attempt to disrupt/incapacitate the shooter by:
• Acting as aggressively as possible
• Throwing items or improvising weapons
• Yelling

When law enforcement arrives:

• Follow all directions and remain calm
• Keep your hands visible and open
• Avoid screaming, yelling, or quick movements

Water:

If the system falls, we have serious problems. As good stewards of our natural resources, practice conservation and teach the campers to restrict the amount of water they use, too.

1. Loss of pressure or unusually rusty-looking water is a symptom of a problem in the system. Immediately notify the Camp office if you suspect a problem. If a boil water notice is in effect, camp will continue to operate as long as we can provide safe water for use in preparing meals.
2. Should a major leak/break in the line occur in your area, immediately notify the Camp office. The loss of water, unless accommodations can be quickly provided through porta-potties, portable water, etc, will most likely result in the early cancellation of the camp session(s).
3. Should a sewage clog occur during a camp session, the campers and staff will be asked to limit their water usage, particularly showering and flushing, until the issue can be resolved.

A power loss may occur from sources inside or outside the Camp. An electrical fire must be dealt with immediately. Be sure everyone knows that the wires and electrical equipment substations and transformer boxes are dangerous and off limits.

1. Electrical Fire: Assemble and evacuate all campers, notify Camp office, and ring the bell to alert camp. Never use water on an electrical fire. Use a fire extinguisher or baking soda.
2. Downed power lines are extremely dangerous. Stay clear and don't touch them. You risk death if you contact energized lines or appliances or if you touch a victim who is in contact with them.

1. Notification of Evacuation
2. Camp Emergency Response Team (CERT)
3. Call for Evacuation
4. Accounting for Population
5. Method of Evacuation
6. Order of Evacuation
7. Path of Evacuation
8. Release of Campers

The need to evacuate will be determined by County and State officials, according to set procedures. The State will notify the Sheriff's Department to notify all occupants in the danger areas of the need to evacuate. Each year the Camp will notify them in writing of the anticipated schedule of use for the facility. Included in this annual notification will be the name(s) and contact telephone number for the facility in the case of evacuation.

When the Camp is notified that there is a need to evacuate, the Camp Director will notify the CERT. This team will be made up of the following individuals with the following responsibilities:

1. Camp Director accounting for all facility service personnel, coordination of
   

evacuation procedures, communication with the Sheriff’s Department

1. Session Director/Assistant Director: rosters of all participants, visitors, and staff
2. Health Care manager (Nurse): mobile first aid, participant medications, staff and participant medical treatment authorizations
3. Permanent Staff: crowd control and assistance to any of the above staff members

If one member of the team is unavailable at the time of evacuation, the responsibility will fall on the next individual of responsibility.

After the CERT has been notified of the need to evacuate, the Camp Director or his/her designate will ring the bell continuously to gather the camp together. If the bell doesn’t work, each member of the CERT will cover the facility to notify the Camp population of the need to assemble.

At the time an emergency assembly is called, all Camp participants will gather at a designated location. The location most appropriate is the Chapel or Softball field clear from trees and power lines. The Camp Director will check with the CERT to determine if all participants and staff are accounted for. In the case that a participant or staff member is missing, the Session Director will organize a search using the Missing Person Procedure. Once the population is accounted for or at the appropriate time, the Camp Director or his/her designate will instruct the Camp community on the situation and how to proceed with the evacuation.

In cooperation with the Madison County Sheriff’s Office, the Camp Director will determine the best location for the population to go. The CERT will execute the best and safest method of evacuation.

If the case arises that the entire population will need to be shuttled to an evacuation location, the following will be a guideline as to the order in which the population shall be evacuated:

1. Medically critical with medical support personnel
2. Persons with limited mobility with attendants
3. Persons with special physical and/or developmental needs with attendants
4. Youngest participants
5. Adult participants
6. Non-essential staff
7. CERT

The path of evacuation will be determined by the direction(s) of the impending danger. The most viable path of evacuation would be Highway 51. From this location, the evacuation can proceed in either direction to a designated safe area.

1. All campers are to be released only to an authorized person.
2. Authorized persons will be directed to the Session Director to sign out their camper.
3. If a custodial parent requests that a camper not be signed out to a non-custodial parent, such a request must be in writing and include documentation from a court.
4. When a last-minute change occurs in who will be picking up a camper, the new instructions are to be verified with the Camp Director from an authorized person.
5. No camper may leave at any time without prior authorization from the custodial parent and the Session or Camp Director.

• The Policies and Procedures listed in this handbook are in effect after adoption and remain so until revised or removed.
• If an event occurs that is not covered in these policies, the Camp Director shall make a determination until such time it can be reviewed and adopted into the handbook.
• An annual review of the handbook should take place following the summer sessions and be completed in time for the Fall Director Meeting.
• The revision of the handbook will be the combined work of the Camp Director, the Gray Center staff, abd the Gray Center Advisory Committee. Changes will be made based upon observation of need, feedback from Program Managers and staff, and in order to address changes in The Episcopal Church, Diocesan, or Department of Health policies.
• If revision should need to take place after the Fall Director Meeting, the Program Managers will be notified of the changes in writing and be provided with an updated policy handbook.