Here are 3 important documents that you must have at every event, meeting, or outing in Scouting held at a VAC property. Thank you for doing your part to keep everyone safe.
COVID Health Check Questionnaire
VAC Event Health Check Report (Revised)
As we approach the coldest months of the year it seems appropriate to give you all an update as to where we stand on meetings and activities.
The most recent Covid-19 letters – the letter produced on August 4, 2020 regarding re-opening plan step 3 and phase 3, and the memo produced on August 21 clarify the number allowed inside at 15 and not 25 – are still in effect for units chartered and meeting in Minnesota and Michigan. Those letters can be reviewed on the Council website at www.vac-bsa.org.
The governor of Wisconsin has recently changed the rules related to indoor meetings in that state. For units that are chartered and meet in Wisconsin the following regulations apply: 1.) If the building has a known capacity (defined as in the definition of the facility on file with the municipality), you may meet in up to a 25% capacity of the facility, still obeying distancing guidelines. 2.) If the building does not have a known capacity, you are limited to meetings of 10 people or fewer. This policy currently has an expiration date of November 6, 2020.
These are government guidelines and we cannot be less restrictive than these.
Another subject of concern is the use of Council properties during the winter. We understand that many units want to use our properties for outings.
- Beginning November 1, 2020, overnight camping at both Camp Horace Johnson and Camp Barksdale will accommodate indoor sleeping arrangements. (We have checked all available government information sites and find no specific regulations – only recommendations and suggestions.)
- The sleeping capacity of the lodge at Horace Johnson and Barksdale will be limited.
- BSA guidelines for youth and adult accommodations must be strictly adhered to.
- A diagram of the sleeping facilities and how they are to be used, including the maximum number of campers allowed, will be posted on the website and included in the information given to units that reserve the facility.
- Mattresses will be removed from bunks that are not to be used.
- If the unit anticipates using additional sleeping space at Horace Johnson, a plan for that use must be submitted to the Council and approved prior to use.
- It is recommended that campers sleeping adjacent to each other alternate body position to have their heads and feet at opposite ends of the bunk. (Camper 1 has their head on the East end of the bunk, Camper 2 has their head on the West end of the bunk, and so forth.)
- Rules for tent camping have now changed to allow a parent or guardian to approve their child to share a tent with another Scout (of the same gender). Those arrangements are to be recorded for possible contact tracing.
- When sharing a tent with another Scout we recommend that the campers alternate body position to have their heads at opposite ends of the tent.
- Also new, we are now recommending that when units are filling out the tracking sheet for taking temperatures they record only a check mark for “okay” and not an actual temperature reading. This is for privacy concerns.
We recognize that we cannot anticipate every possible scenario that may arise in these unusual circumstances. We are doing our best to stay aprised of new developments, rules, and regulations and share that information with you.
We hope that you have found ways to use these circumstances to teach Scouting ethics and ideals. There are many opportunities in front of us and we can become an even greater organization if we take advantage of them.
At all times, remember the Scout Oath and Law and be diligent in the way you follow them.
Sincerely,
Michael Jenkins, Scout Executive
Stacey Dennee, Council Risk Management Chair
In our last Covid-19 letter we outlined regulations to be followed to begin meeting inside with your Scouts again. In the fourth bullet point under regulations we stated that “indoor meetings and activities will be limited to no more than 25 persons…”. We have received some feedback and phone calls from concerned parents and leaders that this does not match government guidelines for the State of Minnesota.
A further review has led to a need for us to amend this statement. Following guidelines set by the Governor of Minnesota, we will change the number of allowed participants to 15. We know this may further complicate issues of meeting together and make it more challenging for you. We are working to be sure we follow all applicable rules and guidelines, which can sometimes be difficult to interpret.
If we can help you with ideas as to how to meet given the restrictions that are in place, please feel free to call us and ask for assistance.
Sincerely,
Michael Jenkins, Scout Executive
Stacey Dennee, Council Risk Management Chair
The Risk Management Committee of the VAC, headed by Chairperson, Stacey Dennee, met on July 31, 2020 to review all of the information available to us and address certain questions and concerns that have come from parents and volunteers. Following are the policies, regulations, and recommendations associated with this third phase of re-opening. A reminder: policies and regulations are absolutes and cannot be broken; recommendations are the best advice we can give at this time and should be followed if at all possible.
The third phase relates directly to meetings facilitated by both Cub Scout packs and Scouts BSA Troops. Venturing Crews and Sea Scout Ships would be included in this group. (Note: the original Re-opening Plan letter was published on May 9, 2020. Those policies related to Scouts BSA, Sea Scout, and Venturing meetings remain without change.)
Policies:
- Local units are chartered to the BSA and must ahere to BSA policies, rules, and regulations.
- Local units are chartered through the local council, the Voyageurs Area Council, and must adhere to VAC policies, rules, and regulations.
- As citizens of the United States and, in particular, the state we reside in, we are subject to official standards as set by those government officials who have authority to set policy. This may be applicable to county and local governments as well.
- Additionally, local units are chartered to local organizations. Units are also subject to restrictions placed on them by their Chartering Organization.
- The responsibility for managing the health and appropriateness of a Scout, Scouter, or family member in allowing participation in meetings and activities lies with the leadership of the unit – with primary responsibility for each child resting with the parent or guardian.
- Safety is first before all other considerations.
Regulations:
- NEW – Cub Scout Pack and Dens, when meeting outside, will continue to do activities in “pods” of no more than 10 Scouts per pod and four pods in the same activity area. (Parents and Leaders, not active in the particular game or activity, may assist and not be counted toward the limit of 10.)
- NEW – Scouts BSA Troops and Patrols, when meeting outside, will continue to do activities in “pods” of no more than 10 Scouts per pod and four pods in the same activity area. (Parents and Leaders, not active in the particular game or activity, may assist and not be counted toward the limit of 10.)
- These regulations are the same for Venturing Crews and Sea Scout Ships.
- NEW – Beginning on Aug. 15, 2020 Scout Units may begin some meetings indoors in buildings approved by their Chartered Organization and Unit Committee. Indoor meetings and activities will be limited to no more than 25 total persons in any given room space – regardless of the size of the room. Additionally, the room size will dictate how may people may be there. All participants, both adult and youth, must be able to practice physical distancing of at least 6 feet and obey government mandates of wearing a face covering (unless specifically exempted by rule).
- When meeting indoors – Scouts and Scouters are to stay with the group they are assigned to. They are not to “float” back and forth between rooms, thus nullifying any distancing protections put in place.
- The unit is to provide an adequate amount of hand sanitizer or hand washing space and require all participants to use them. The unit is also to provide disinfectant for surfaces.
- NEW – When Scouts or Scout Units meet or use indoor spaces of public accommodation (grocery stores, schools, malls, gymnasiums, etc.) they are to obey the specific rules set by the ownership or management of the location. Regardless of their rules, Scout Units are not permitted to be any more liberal in the number of participants than the rules outlined above.
- NEW – When the unit is traveling to a location outside of the Voyageurs Area Council or that is controlled by some other Council, business, or entity – the rules regarding transportation that are in effect for that organization are the rules that should be followed.
- NEW – When travelling to VAC properties, Scouts are to be transported by someone in their own family group that lives with them. As a change, a legal parent or guardian may approve another family to transport their Scout. This approval has to be cleared with unit leadership and noted in the log for the meeting or activity. A Scout may not approve them-self or just decide to ride with another family. In every case, BSA standards for transportation in the Guide to Safe Scouting must be strictly adhered to.
- There are to be no “pot luck” meals for the time being. Scouts and Scouters must provide their own food. If community food is provided it must come from a single source (Pizza comes to mind) and be handled by someone that is wearing disposable gloves. If cooking is part of the program, the participant must handle their own food after it is cooked.
- If a Scout or Scouting family is unable or unwilling to follow social distancing rules they will be asked to leave the meeting or activity.
Recommendations:
- Post signs at the location you use that encourage frequent hand washing, use of sanitizer, and other good hygiene methods. Remind participants that the signs are reminders only and that they do not take the place of policies or regulations.
- Have a check-in procedure that allows for screening of participants. Ask generic health related questions and use your best judgement when someone seems under the weather. (Note: be careful to not be invasive into the personal life of the participant.) Appropriate questions include:
- Have you done any traveling where you might have come into contact with anyone that has a communicable disease, including Covid-19?
- Have you had any prolonged close contact (within 6 feet) with anyone that could be infectious?
- Have you been ill, or do you feel in any way under the weather now?
- Have you been advised to self isolate at any point since mid-March?
- Do you feel like you pose no risk to anyone else here or anyone they might be in contact with at home?
- NEW – Use part of your first meeting together to openly discuss the pandemic and how it has affected your Scouts. Discuss new rules and how your unit will meet all the requirements and keep the Scouts safe and protected.
- At all times remember and practice the Scout Oath and Law. Regardless of how an individual feels about what is going on in the world around us they must feel safe and welcome. Personal protection practices, though they may differ, must not become a source of contention or bullying.
Here are some examples related to the new regulations and recommendations:
Example 1:
A church sponsors your unit. They agree that the troop can begin meeting at the Church again. The Church has multiple meeting rooms that you are approved to use. The largest can hold up to 25 people while following distancing rules. The other rooms are smaller and have a reduced capacity. You have about 40 Scouts and about 10 adults that attend troop meetings. Multiple rooms would have to be arranged to accommodate the entire troop. The troop may not meet, even for opening announcements, all in one room.
Example 2:
The local grocery store has approved your Scouts to sell Trails End Popcorn in their entry. The Scouts must maintain distancing from each other (inside the store and out) and wear face coverings while inside – and must follow any rules the store has for their presence.
Example 3:
Your pack is going on a field trip to the Zoo, which means travel to another town. Each Scout is to be transported by a family member, unless a legal parent or guardian specifically approves another family to transport their child. The unit leadership has to be notified and keep notes of all such situations. (This relates to contact tracing and other issues with Covid-19.) In every case BSA policies as stated in the Guide to Safe Scouting and Youth Protection Training have to be followed.
Please note: State and Local governments may have more liberal or non-restrictive rules in place at any given time than we do. So long as we are not breaking any rules or regulations ourselves, we reserve the right to pace our re-opening as we see fit and as we are prepared to do.
Lastly, please note that several calls have come to the Council Service Center expressing concern about leaders not following the rules “when they think no one is watching”. People have asked what the consequences are for such behavior. Scouting has long been known as an “ON MY HONOR” organization. The first point of the Scout Law is Trustworthy. We expect all members of the staff, volunteers, and participating parents to be trustworthy and to understand that they are setting an example for every Scout in their care.
Our ideals, morals, and ethics are being reinforced by your behavior. Make sure it is appropriate.
Sincerely,
Michael Jenkins – Scout Executive
Stacey Dennee – Council Risk Management Chair
The four-step plan for re-opening the Voyageurs Area Council to in person meetings and events does not specifically address issues that may be particular to overnight camping at facilities that are not part of the council.
This document will address rules and regulations, which are subject to change as government policies change, for overnight camping.
The rules and regulations addressed here are relative to that re-opening date and will be in force until such official communication from the Council changes or updates those rules.
This addendum is for units that are participating in overnight camping on their own at a facility that is not part of the Voyageurs Area Council.
For those units attending a nationally accredited long-term summer camp at another council’s property or national high adventure base, you will adhere to the guidelines set for by that camp while you attend that camp to keep everyone safe. This included travel to and from the camp.
Rules for Use: (beginning July 1, 2020)
- Overnight camping is allowed outside of buildings only. No camping inside a building.
- Tent camping or housing in camp trailers/RVs is to be done in family groups only. Tents are not to be shared by those that are not in the same family.
- Available buildings may be used for emergency or health concerns only. Cooking facilities in the buildings may be used with the following recommendations:
- Access is limited to two people at a time. Those inside must be wearing a face covering.
- Social distancing by those doing the cooking/food preparation must be adhered to.
- Other rules regarding sanitation, disinfecting surfaces, handling of food, and hand washing as stated in the Council’s Re-Opening Step 3 letter or other Council official communications must be strictly followed.
- Participants must be organized into pods of not more than 10 total people (youth and adults). Social distancing within pods and physical distancing between pods must be followed.
- Program materials must be organized such that participants are not sharing them.
- Hand sanitizer and hand washing stations must be available throughout the program area.
- Any program materials used for demonstration or instruction must be sanitized after each use.
- Temperature screening materials are available from the Council and are to be used. Each participant is to have their temperature screened upon arrival and again each day of the campout.
- A record or log of all screening is to be kept and turned in to the Council upon completion of the activity. See additional sheet on the website for use.
- Participants must certify that they are not currently sick, nor have they had any contact with anyone Infected with Covid-19 in the past 14 days. Those that cannot so certify must be asked to leave.
- Travel to and from the properties is to be done within families only.
Here are the recommendations from the CDC regarding travel:
Follow state and local travel restrictions. For up-to-date information and travel guidance, check the state or local health department where you are, along your route, and at your planned destination. While you are traveling, it is possible a state or local government may put into place travel restrictions, such as stay-at-home or shelter-in-place orders, mandated quarantines upon arrival, or even state border closures. Plan to keep checking for updates as you travel.
Any one of these rules or restrictions may be updated at any time. Please refer to this document on the
Sincerely,
Brad Olson – District Director,
Mike Cooper – Council President
Stacey Dennee – Council Risk Management Chair
Covid-19 Re-opening Addendum (6.26.20)
The Risk Management Committee of the VAC, headed by Chairperson, Stacey Dennee, has met and reviewed all of the imformation available to us. Following are the policies, regulations, and recommendations associated with this second phase of re-opening. A reminder: policies and regulations are absolutes and cannot be broken; recommendations are the best advice we can give at this time and should be followed if at all possible.
The second phase relates directly to “in person” meetings facilitated by Cub Scout Packs. (The phase one policies, regulations, and recommendations related to Scouts BSA, Sea Scout, and Venturing meetings remain without change.)
Policies:
- Local units are chartered to the BSA and must ahere to BSA policies, rules, and regulations.
- Local units are chartered through the local council, the Voyageurs Area Council, and must adhear to VAC policies, rules, and regulations.
- As citizens of the United States and, in particular, the state we reside in, we are subject to official standards as set by those government officials who have authority to set policy. This may be applicable to county and local governments as well.
- Additionally, local units are chartered to local organizations. Units are also subject to restrictions placed on them by their Chartering Organization.
- The responsibility for managing the health and appropriateness of a Scout, Scouter, or family member in allowing participation in meetings and activities lies with the leadership of the unit – with primary responsibility for each child resting with the parent or guardian.
- Safety is first before all other considerations.
Regulations:
- Cub Scout Dens (as noted by the CDC designated as “pods”) may begin meetings in-person again on June 15, 2020.
- The full Cub Scout Pack is not yet approved to meet together as that would require more than one den or “pod” in one place as one time.
- For the time being, Cub Scout meetings are to consist of only one pod/den of no more than 10 total people.
- Meetings and activities are all to be on the outside of buildings or in the out of doors until further notice.
- Within pods, Scouts and Scouters are to maintain social distancing rules of six feet apart.
- The unit is to provide an adequate amount of hand sanitizer or hand washing space and require all participants to use them. The unit is also to provide disinfectant for surfaces.
- There are to be no “pot luck” meals for the time being. Scouts and Scouters must provide their own food.
If community food is provided it must come from a single source (Pizza comes to mind) and be handled by someone that is wearing disposable gloves. If cooking is part of the program, the participant must handle their own food after it is cooked.
- Overnight camping is not approved at this time. We are working toward a potential start date of July 1.
- If a Scout or Scouting family is unable or unwilling to follow social distancing rules they will be asked to leave the meeting or activity.
Recommendations:
- Post signs at the location you use that encourage frequent hand washing, use of sanitizer, and other good hygene methods. Remind participants that the signs are reminders only and that they do not take the place of policies or regulations.
- Have a check-in procedure that allows for screening of participants. Ask generic health related quesitons and use your best judgement when someone seems under the weather. (Note: be careful to not be invasive into the personal life of the participant.) Appropriate questions include:
- Have you done any travelling where you might have come into contact with anyone that has a communicable disease, including Covid-19?
- Have you had any prolonged close contact (within 6 feet) with anyone that could be infectious?
- Have you been ill, or do you feel in any way under the weather now?
- Have you been advised to self isolate at any point since mid-March?
- Do you feel like you pose no risk to anyone else here or anyone they might be in contact with at home?
- Use part of your first meeting together to openly discuss the pandemic and how it has affected your Scouts.
- At all times remember and practice the Scout Oath and Law. Regardless of how an individual feels about what is going on in the world around us they must feel safe and welcome. Personal protection practices, though they may differ, must not become a source of contention or bullying.
- The wearing of masks and face coverings is recommended, though not required. It is best that each person have one in case the group agrees that it is needed. Some may not wish to participate without them or if others are not wearing them. Be sensitive to each other.
- Come up with a device or gimmick to help the Cubs remember social distancing. A couple of examples are included here.
Example 1: Use a pool noodle or similar toy and make a “helmet” or shield for each Scout (or have them make one) extending 3 feet in each direction from their body. Explain to them how they will help each Scout to follow the Scout Law.
Example 2: Have a hula hoop for each Scout. Discuss a signal of some kind, that, when sounded because a social distancing “flub”, all Scouts go back to their hula hoop. You may have to consider that some kids may do this on purpose to get the signal to go off.
Please note: State and Local governments may have more liberal or non-restrictive rules in place at any given time than we do. So long as we are not breaking any rules or regulations ourselves, we reserve the right to pace our re-opening as we see fit and as we are prepared to do.
Sincerely,
Michael Jenkins – Scout Executive
Stacey Dennee – Council Risk Management Chair
Covid-19 Re-Opening Plan Step 3 Implementation (phase 2)
The four step plan for re-opening the Voyageurs Area Council to in person meetings and events does not specifically address issues that may be particular to the properties owned or leased by the Council (other than the Council Service Center).
This document will address rules and regulations, which are subject to change as government policies change, for the following properties:
- Camp Horace Johnson
- Camp Barksdale
- Camp Nushka
- New Port Plat (on Rainey Lake)
- Voyageur Adventure Base
- Note: Camp 28 will not be available for use until significant mitigation of safety issues is taken care of.
The Council proposes a re-opening date of the properties to be July 1, 2020. The rules and regulations addressed here are relative to that re-opening date and will be in force until such official communication from the Council changes or updates those rules. Please note: the properties may be reserved for day use, outside of buildings only, prior to July 1, 2020. No overnight programs or camping is to take place on any of our properties prior to that date.
Rules for Use: (beginning July 1, 2020)
- Overnight camping is allowed outside of buildings only. The bunkrooms at Camp Horace Johnson andCamp Barksdale are not to be used for housing participants or staff.
- Tent camping or housing in camp trailers/RVs is to be done in family groups only. Tents are not to be shared by those that are not in the same family.
- Available buildings may be used for emergency or health concerns only. Cooking facilities in the buildings may be used with the following recommendations:
- Access is limited to two people at a time. Those inside must be wearing a face covering.
- Social distancing by those doing the cooking/food preparation must be adhered to.
- Other rules regarding sanitation, disinfecting surfaces, handling of food, and hand washing as stated in the Council’s Re-Opening Step 3 letter or other Council official communications must be strictly followed.
- Participants must be organized into pods of not more than 10 total people (youth and adults). Social distancing within pods and physical distancing between pods must be followed.
- Program materials must be organized such that participants are not sharing them.
- Hand sanitizer and hand washing stations must be available throughout the program area.
- Any program materials used for demonstration or instruction must be sanitized after each use.
- Temperature screening materials are available from the Council and are to be used.Each participantis to have their temperature screened upon arrival and again each day of the campout. A record or log of all screening is to be kept and turned in to the Council upon completion of the activity.
- Participants must certify that they are not currently sick nor have they had any contact with anyoneInfected with Covid-19 in the past 14 days. Those that cannot so certify must be asked to leave.
- Travel to and from the properties is to be done within families only.
Any one of these rules or restrictions may be updated at any time.
With respect to all and with an abundance of caution, we are prepared to begin the process of having Scouting units begin meeting again “in-person”. This is an important time for the movement and for the Voyageurs Area Council. It is important for the emotional, psychological, and spiritual health of our members to give them opportunities to gather and experience the adventure of Scouting. With all of that being said, we cannot ignore the physical health of our members.
There is still much uncertainty about Covid-19, and we don’t want to get ahead of ourselves. We have monitored the ongoing reports by government and health agencies, the updates to the science, and the adjustments to policies and regulations. This is a challenging process as we have federal agencies and the relative groups from Minnesota, Wisconsin, and Michigan to follow.
The Risk Management Committee of the VAC, headed by Chairperson – Stacey Dennee, has met and reviewed all of the information available to us. Following are the policies, regulations, and recommendations associated with this first phase of re-opening. A note: policies and regulations are absolutes and cannot be broken; recommendations are the best advice we can give at this time and should be followed if at all possible.
Policies:
- Local units are chartered to the BSA and must adhere to BSA policies, rules, and regulations.
- Local units are chartered through the local council, the Voyageurs Area Council, and must adhear to VAC policies, rules, and regulations.
- As citizens of the United States and, in particular, the state we reside in, we are subject to official standards as set by those government officials who have authority to set policy. This may be applicable to county and local governments as well.
- Additionally, local units are chartered to local organizations. Units are also subject to restrictions placed on them by their Chartering Organization.
- The responsibility for managing the health and appropriateness of a Scout, Scouter, or family member in allowing participation in meetings and activities lies with the leadership of the unit – with primary responsibility for each child resting with the parent or guardian.
- Safety is first before all other considerations.
Regulations:
- Scouts BSA Troops, Sea Scout Ships, and Venturing Crews may begin meetings in-person again on June 1, 2020. Cub Scout Packs or Dens are not to begin meeting in-person until June 15 to give us more time to review the situation.
- Meetings and activities are all to be on the outside of buildings or in the out of doors until further notice.
- Gatherings are limited to “pods” of 10 people or less. 10 people includes both Scouts and adults.
- There may be multiple pods in one activity or meeting but they are to remain completely separate fromeach other. Pods may not intermingle during the meeting or activity. If check-in is required, there must be staggered arrival times for pods.
- Within pods, Scouts and Scouters are to maintain social distancing rules of six feet apart.
- Units must still follow the buddy system, though buddies must remain six feet apart.
- Equipment and materials are not to be shared. If a piece of equiment must be used by multiple people itmust be sanitized after each use.
- The unit is to provide an adequate amount of hand sanitizer or hand washing space and require all participants to use them. The unit is also to provide disinfectant for surfaces.
- There are to be no “pot luck” meals for the time being. Scouts and Scouters must provide their own food.If community food is provided it must come from a single source (Pizza comes to mind) and be handled by someone that is wearing disposable gloves. If cooking is part of the program, the participant musthandle their own food after it is cooked.
- Overnight camping is not approved at this time. We are working toward a potential start date of July 1.
Recommendations:
- Post signs at the location you use that encourage frequent hand washing, use of sanitizer, and othergood hygene methods. Remind participants that the signs are reminders only and that they do not takethe place of policies or regulations.
- Have a check-in procedure that allows for screening of participants. Ask generic health related quesitons and use your best judgement when someone seems under the weather. (Note: be careful to not be invasive into the personal life of the participant.) Appropriate questions include:
- Have you done any travelling where you might have come into contact with anyone that has a communicable disease, including Covid-19?
- Have you had any prolonged close contact (within 6 feet) with anyone that could be infectious?
- Have you been ill, or do you feel in any way under the weather now?
- Have you been advised to self isolate at any point since mid-March?
- Do you feel like you pose no risk to anyone else here or anyone they might be in contact with at home?
- Use part of your first meeting together to openly discuss the pandemic and how it has affected your Scouts.
- At all times remember and practice the Scout Oath and Law. Regardless of how an individual feels about what is going on in the world around us they must feel safe and welcome. Personal protection practices, though they may differ, must not become a source of contention or bullying.
- The wearing of masks and face coverings is recommended, though not required. It is best that each person have one in case the group agrees that it is needed. Some may not wish to participate without them or if others are not wearing them. Be sensitive to each other.
Example 1: The troop decides to have instruction on the cooking merit badge.
- Meeting and program is done outside.
- All program and instruction done within a pod of 10 or fewer.
- Troop supplies like fuel, etc. would be handled by one person or santized after each use.
- Each Scout would provide their own food for preparation.
- Each Scout would provide their own cooking utensils and dishes.
- Scouts may have to take turns in order to promote social distancing.
- Samples or shared food available with disposable utensils.
Example 2: The troop has a court of honor.
- Meeting and program is done outside.
- Awards are presented in pods of 10 or fewer.
- All award materials are handled by one person, or if by multiple persons, they use disposable gloves.
- Traditions that are not in keeping with Covid-19 rules are suspended.
- Singing, shouts, and cheers are not recommended.
- Person making the presentations should wear a mask when presenting badges, etc. to Scouts. Scouts should also wear a mask when receiving badges.
- One Scout at a time to maintain social distancing rules. Parents or guardians may accompany their Scout if they live in the same household and are wearing a mask.
Use the included flow chart for general questions about whether you should do the activities you have planned.
We wish you all the best in getting your units back together and pursuing the fun and adventure of Scouting.
Please contact us at the Council Service Center if you need any assistance. 218-729-5811.
Sincerely,
Michael Jenkins – Scout Executive
Stacey Dennee – Council Risk Management Chair
Step 3 Phase 1 for Troops, Crews, and Ships
The Executive Board of the Voyageurs Area Council met Tuesday night in its regular Board Meeting. One of the important topics of discussion was the Covid-19 related plan for re-opening the Council. Specifically, the Board addressed the issue of units beginning to meet again “in person”, or Step 3 of the plan.
Some highlights of Step 3: “Notifications will include any remaining restrictions or guidance…”, and “Step 3 may have several phases”.
The Board came to an agreement that the first phase of Step 3 can begin on June 1. We recognize that Wisconsin’s stay at home order has been overturned by the Supreme Court of the state and that Minnesota’s stay at home order has been lifted with restrictions. We have also reviewed CDC guidelines and what they are calling “recommendations”. All of that was taken into account in setting a path forward. We also recognize the request for more communication and specific examples of what the rules may mean. The Council president has requested that the Risk Management Committee of the Council present recommendations to the Board by May 28 for what will be allowed by units on June 1st and any other appropriate dates and phases to Step 3 that can be reasonably planned out at this time.
We are concerned that all of our Scouts and Scouters can be safe and healthy, and particularly that none of our policies will contribute to undue risk. We are also interested in getting our units back together and Scouts back into the out of doors.
Some units have put together service projects, which have been encouraged by the Council. When participating we ask that you do these in family groupings, continue to practice safe distancing, and be sensitive to everyone’s ideas of what is appropriate. Please do not move to organized meetings in any enclosed space until we have further guidance for you as to what will be allowed on June 1st.
As of Tuesday, May 26 we will be at Step 2 here at the office. The Scout Store will be open without an appointment (in keeping with retail store policies set by the Governor of Minnesota), though a face covering will be required. We are also preparing a companion document that outlines procedures for using our camp properties. That will be available in the next few days.
Yours in Scouting,
Michael Jenkins – Scout Executive
In response to rules and regulations published by government officials, accompanied by standards of work and occupational safety, the Voyageurs Area Council has prepared a plan for re-opening the business of the Council and re-starting programs in local units.
In publishing this document, this plan becomes the standard operating procedure for the Council and is binding upon all applicable parties. Employees, volunteers, Scouts, and chartering organizations providing Scouting opportunities to families are expected to abide by these rules and principles.
General and specific guidance has been received from multiple sources including, but not limited to, the National Council of the Boy Scouts of America, the Centers for Disease Control, the Occupational Safety and Health Administration, and the state governments of Minnesota, Wisconsin, and Michigan. As we are a legal entity of the State of Minnesota, we must adhere to rules and regulations set forth from the leaders of that state as well as any additional orders that affect municipalities where we have properties and programs.
The bulk of specific recommendations for this process come from the booklet “Guidance on Preparing Workplaces for Covid-19” which is published by The Department of Health and Human Services. We regularly review information from the following websites, www.osha.gov, www.cdc.gov, and www.cdc.gov/niosh for updated information or resources.
The Voyageurs Area Council will follow a four step process to re-open the Council and get units back to full-functioning programs and activities. As we progress from Step 1 to Step 4 we will send out specific communications to our people and to the public. We will use our email system, telephone, text messaging, social networking, website management, and public media to provide notification.
Step 1
This step involves bringing Council employees back to the Council Service Center to work. Currently they are on a “work-at-home” and “shelter-in-place” order.
Employees will be notified that they are to return to the normal practice of coming to the Council Service Center each business day to perform their regular duties just as they did before Covid-19.
This step does not include re-opening the Council Service Center for regular business.
Some principles and rules apply to bringing the employees back to the Council Service Center for their regular work duties.
- According to the CDC and OSHA pyramid of risk, the Voyageurs Area Council Service Center is at the lowest level of risk related to the actual work environment.
- Our building is already conducive to social distancing for employees.
- We are prepared to keep surfaces clean and follow rules of respecting other employees’ equipment and personal work space.
- The doors to the building will remain locked at all times to outside traffic.Employees can come and go as they need.
- No appointments will be granted to anyone for in-person meetings or cooperative work in Step 1.
- Vendors and others may enter the lobby (outside doors) and leave materials for the staff, but may not enter the building.
- Volunteer committees will not yet be allowed to have in-person meetings at the Service Center.
- Partner businesses or agencies that have approval to meet at the Service Center will not yet be allowed to return.
- Cub Scout Packs and Scouts BSA Troops will not yet be allowed to have in-person meetings or activities.(The rules for Explorer Posts have to be governed separately.)
Step 2
- This step involves loosening restrictions on access to the Council Service Center and to council employees.Notification will be sent out that the Council Service Center is now “open for business”. This step does not include re-opening Cub Scout Packs and Scouts BSA Troops for in-person meetings and activities.Some principles that apply:
- Volunteers and vendors will need an appointment to enter the building.This is a safety factor for our employees.The safety of our volunteers and Scouts is likewise of utmost importance. When setting an appointment you will be asked a few questions related to your personal health and contact with others who may be infected with Covid-19. Note: almost all employees of the Council are in special health risk categories as are many of our family members. Our safety is an imperative.
- Those with appointments will be asked to wear a face covering while they are in the building.(Note: where we are in the low-risk category, hand-made face coverings are acceptable.)
- Employees will also wear face coverings when meeting with guests.
- Hand sanitizer will be provided and guests will be asked to wash their hands thoroughly before touching anything in the Scout Shop or the copy machine, or any other equipment and supplies.
- There may be a limit to the number of people allowed in the building at any one time.That information will be posted on the door.
- Certain areas of the Council Service Center will be off limits to anyone except employees.
Step 3
- This step is the first step in removing restrictions to in-person meetings. Notifications will be sent specifically to Scout units that they may begin the process of gathering their Scouts and families together for programs and activities.
- Notifications will include any remaining restrictions or guidance on how many people are allowed to gather in one place at one time.We will follow government restrictions.
- Council, District, and unit meetings and activities will be re-scheduled, re-opened, or otherwise planned in accordance with the loosening of government restrictions on public gatherings.
- Step 3 may have several phases as the number of people allowed to gather may go from 10 to 20 to 50 and so forth.We will keep pace with those guidelines.
- Those individuals and families that continue to have concerns over health issues and risks will be respected and will not be coerced into doing anything they may see as a danger to them personally.
- District or Unit leaders that may disagree with policies or procedures are not free to defy the policies just because they disagree.Individuals will be encouraged to meet with Council leadership about their concerns.Specific situations, such as a particularly hard hit county or neighborhood, may be handled differently depending on the situation.
- Outside groups that have an arrangement with the Council will be notified that they may begin using the Council Service Center again following specific guidelines and regulations.
- Council committees will be notified that they may begin using the Council Service Center again following specific guidelines and regulations.
- The Council Service Center will be set up to promote good heath, social distancing, and safety for all who enter.
Step 4
This step is when we give the “all clear”.
Expectations are that when we get to Step 4, either Covid-19 will have been eradicated or there will be enough trust in treatments and prevention to go back to doing business essentially the way it was done before the outbreak.
This step may not come for some time after Step 3, but will be communicated the same way we have the rest of the plan.
For each step we believe these are minimal safety standards. In all steps, individuals are also to exercise their own judgment to protect themselves if they feel that additional safeguards beyond those mandated in this plan are appropriate. Our employees and other users of the facility will at all times honor the right of any individual to be more stringent in their personal protection than these minimum standards require. “A Scout is Kind” should be our guide in these times.
We reserve the right to roll back to a prior step or steps if conditions warrant a return to more stringent safety requirements including, if necessary, the right to return to full closure. We reserve the right to update and revise this plan as necessary as recommendations from governmental agencies evolve during this pandemic.
Sincerely,
Michael Jenkins – Scout Executive
Mike Cooper – Council President
Bob Woodke – Council Commissioner