YMWCA of Newark and Vicinity. 600 Broad Street, Newark, New Jersey, 973.624.8900

YMCA Camp Linwood MacDonald

Retreat Program Planning

Welcome and thank you for choosing YMCA Camp Linwood MacDonald! This guide has been designed to assist you in planning your experience in conjunction with our Center staff. This packet contains information about the Camp, activity descriptions, and planning forms. Please feel free to copy any of the included material for use in your planning process.

We are here to help you plan a unique, exciting and rewarding experience that meets the needs of your group. Please contact our staff with questions.

Program Philosophy
Objectives
Pre-Trip Planning Checklist
Who is Responsible?
Participant Responsibilities and Center Rules
Emergencies and Medical Care
Emergency Procedures
Safety Tips
Planning Your Schedule
Services Offered
Program Descriptions
Team Building
Outdoor & Recreation Activities
Evening Activities
Room Assignment Worksheets
Group Assignment Worksheets
Linwood MacDonald YMCA Suggested Equipment Checklist

Program Philosophy

YMCA Camp Linwood MacDonald provides experiences that nurture the skills and knowledge necessary to improve quality of life. Our programs center on recreational and educational activities that help develop a clearer understanding of social skills through a group living situation while reconnecting with nature. We present opportunities to develop positive personal relationships based upon the YMCA's national character development program. We teach caring, honesty, respect, and responsibility in everything we do to promote a better world full of these qualities.

Objectives

To provide opportunities for individual and community growth.
To provide opportunities for youth and family development.
To contribute to the overall enhancement of life in our community through programs which include health, environmental education, recreation and social direction.
To cultivate healthy lifestyles through recreational and educational outdoor activities, encouraging environmentally friendly behaviors.
Offer family friendly programming that leads to opportunity for family unity.
To strengthen group dynamics through a community group living arrangement not only within each individual group but also in sharing the facilities with other groups.

Pre-Trip Planning Checklist

1 Year Prior to Retreat:

Contact Administrative Assistant to set dates and contract.
Sign contract, policies and procedures and contract terms and return to Center with deposit by due date written on contract.
Mail certificate of insurance to the Center for the file.
Contact Program Director to set up time for group planning meeting prior to trip if needed.
If a guest presenter is desired, contact the Center to confirm dates and times so that Center staff can make arrangements.

2 - 3 Months prior to Retreat:

Hold orientation meeting with group participants, review policies and procedures for group participants. A Center staff member can attend the meeting at your request. Please make requests at least one month in advance.
Select activities and evening programs. Call the Program Director with selections so that schedule can be developed and returned for your confirmation. Program schedules must be completed no later than two weeks prior to arrival.
Arrange for transportation if necessary for your group.
Ensure your group has proper ratio for chaperone's attending the trip.

1 Month Prior to Retreat:

Determine the number of participants going on the trip and report to the Program Director. This will ensure proper sleeping space/staffing for group. This participant number will be used as the guaranteed minimum for payment.

2 Weeks Prior to Retreat (In conjunction with the Program Director)

Use forms in the back of this book to complete room assignments, table assignments and group assignments. Please note that rooms must be filled to specified minimums or there will be a $50 charge per room. Call the Program Director prior to room assignment to find out which rooms in your designated location will be available to your group.
Fax these forms to the Program Director (973) 948-3272. This assures that everything will be ready when your group arrives.
Call the Center with information regarding any special needs including menus. We can meet most needs with advance notice.
Make sure all participants know their schedule, and room assignment prior to arrival.

Who to contact: Feel free to contact any one of our friendly staff but here is some direction for specific needs:

Executive Director	Administrative Assistant	Program Director
Policy Questions	Reservations	Program Schedule
	Billing	Special Diet Needs
		Room/space Assignments

Who is Responsible?

Linwood MacDonald YMCA Conference Center will:

Provide clean, safe facilities and equipment.
Repair facility and Center equipment promptly and as required. (See policies and procedures for group's payment for damages)
Provide trained instructors for classes and activities as pre-arranged.
Provide meals in the dining hall at 8:00 AM, 12:30 PM and 5:30 PM unless otherwise specified and scheduled in advance.
Provide a program coordinator for your group, before and during your visit to the Center.
Assist you in planning your schedule to assure that your experience at the Center is trouble free.
Attend meetings during your stay as requested.
Perform other duties as agreed upon by the Executive Director, Program Director and group coordinators.

Group Coordinator will:

Collect all required forms from participants and give to the Center as needed.
Communicate with the Center in a timely fashion.
Contact the Program Director in a timely fashion and partner on setting the schedule.
Recruit, supervise and support chaperones as required for group.
Pre-assign rooms, tables and groups and submit assignments to Center staff prior to arrival.
Supervise group participants at all times requiring that all Center policies be upheld.

Chaperones will:

Supervise group at all times.
Support Center instructors and administration.
Follow all Center policies at all times supervising group participants requiring that policies be followed.

Participants will:

Obey all Center policies.
Take turns at assigned duties
Participate fully in all activities
HAVE FUN!!!

Participant Responsibilities and Center Rules

Keeping their belongings (clothes, sleeping gear, etc.) neat and clean. Rooms should be swept out daily.
In accordance with the set schedule arrive at the dining hall 15 minutes prior to mealtime and clean up after each meal.
Know the schedule of activities, arrive on time for schedule and be attentive to announcements and class sessions.
Respecting the rights, privacy, belongings, differences, opinions and habits of others. Participants are living in a group situation, which requires much consideration and cooperation from each individual.
Dress appropriately for weather.
Act responsibly by keeping Center property, personal property, and the environment free from damage and garbage.
Place all trash and recyclable products in designated locations.
Treat each other respectfully and positively following the four core values of the YMCA: Caring, Honesty, Respect and Responsibility.
Tell stories that are fun, positive and appropriate.
Keep electronic equipment (i.e. CD players, game boys) safely at home.
Enter only the room assigned to you or others only with permission.
Refrain from wasting, playing with, or having contests with food.
Respect others by observing quiet hours.
Care for others by avoiding physical horseplay, fighting, and degrading insults.
Walk inside buildings and maintain appropriate indoor noise levels.
Refrain from writing on, or causing damage to, bunk beds, walls or any other room feature. (interior and exterior)
Walk throughout the Center and on designated pathways. Running is only permitted in fields and open spaces.
Care for the environment by taking only photographs and leaving only footprints to ensure a lasting and healthy environment.
Only enter the waterfront areas when they are open and with the supervision of Center staff.
Use or play on Center equipment only with approval from staff.

Emergencies and Medical Care

Emergency (Ambulance/Rescue)	Center Office	Emergency Night Time Phone
911	973-948-7090	Cell Phone Number of Director on Duty

In the event of any emergency during the day, please contact your group coordinator who will contact Center staff. Center staff will alert EMS as necessary.

Prior to 9:00 PM Center staff are on duty and available. If there is an injury/emergency at the Center after 9:00 PM, please call the emergency night phone number of the Director on Duty. This number will be given to your group's leaders upon arrival at camp.

Local Hospitals:

Newton Memorial Hospital: Newton, NJ (973) 383-2121

Turn right out of Linwood MacDonald YMCA Conference Center until you come to a T. Turn left onto Route 206. Continue on Route 206 approximately 8.5 miles. Come to an intersection at a light and turn right staying on Route 206. Continue approximately 5 miles. Enter the town of Newton; follow signs to Hospital taking you onto NJ-94/High Street for .36 miles. Hospital will be on your right.

Travel time approximately 20 minutes.

Bon Secours Hospital: Port Jervis, NY (845) 856-5351

Turn right out of Linwood MacDonald Conference Center until you come to a T. Turn right onto Route 206. Continue on to Route 206 until you come to a fork in the road (approximately 6 miles), Route 206 will continue to the left, you turn to the Right. Stay on this road until you come to a T. At the T take a left and follow signs to hospital through the town of Port Jervis. The hospital will be on your right.

Travel time approximately 40 minutes.

Emergency Procedures

In case of emergency an air horn whistle will be blown. In hearing this signal all participants and staff should return to the parking lot of Percy Smith Lodge immediately. Upon arrival Center staff will give further direction on the nature of the emergency and necessary action that will be taken by participants and staff.

Safety Tips

Animals: Wild animals are present on Center property. If sighted, we encourage visitors to observe and enjoy them from a distance. Participants should refrain from disturbing them for they are unpredictable. Bears are part of our natural habitat. They have little interest in humans but are very interested in our garbage. Follow bear common sense practices by not running or making loud noise during a sighting. Simply let the bear pass. We generally see bears in the early morning and/or early evening.

Plants: The best rule to follow about eating wild plants is "if you do not know what it is, do not eat it". Visitors are asked not to eat any wild plants other than those directly identified in a class situation. Poison Ivy will be in leaf during the Spring and Fall. Ask for assistance if you do not know how to recognize Poison Ivy so you do not go home with a rash souvenir. Poison Ivy can be transmitted through your clothes, pets and campfire smoke.

Ticks: Ticks are present in the Spring and Fall. Check your hair and body once a day for ticks.

Fires: Fires may only be built in designated preset fire rings with permission from the Camp Director. Fires may not exceed 3 feet in height or expand outside of the fire ring. Any fire determined to be dangerous by Center staff will be extinguished. Running or active games around a fire are prohibited. Do not hold or remove burning pieces from a fire.

Food in Cabins: While Percy Smith and the Lower Dining Hall areas are closed to wildlife entrance our cabins are not. Therefore we ask that no food be left or eaten in the cabin area, as it will attract animals and bugs.

Energy Conservation: In order to conserve energy we ask that all lights be turned off when space is not in use, all heat is turned down when buildings are not in use and all doors are closed at all times.

Damage to Center property: It is greatly appreciated if participants alert Center staff immediately when there is a need to repair Center property. We then can make the needed repairs quickly so that your stay is as enjoyable as possible.

Injuries: For minor injuries please report to your group leader or coordinator. If a person is seriously injured do not attempt to move them. Leave someone with the victim and immediately alert Center staff who will activate EMS.

Planning Your Schedule

Whether you are planning your own program or our staff are providing the fun please call our office to schedule your experience here. We will provide a group schedule for each participant and must partner on schedules/meal times regardless of who is providing the activities.

As we partner to plan a memorable experience please remember the following guidelines.

Upon arrival group leaders are to check in at the Center office, located on the parking lot side of the dining hall, to complete paperwork and make any needed payments.
Center staff will need to do an orientation within the first two hours of arrival for each group regardless of program involvement by the Center.
Meal times are set in advance. Please alert all participants that in order to serve hot, healthy food we must serve as scheduled. Therefore they need to report on time to maximize their dining experience. There is no guarantee of service after designated food service times. All groups share the dining hall during meal times. Tables will be assigned as needed.
Center staff will ask specific questions about your programming so that we may be prepared to serve you. We are especially interested in your request for different locations on our site.
When the Center is providing classes, a class typically runs from one to one and a half hours in length.
We provide program staff on a one Center staff to twenty participants ratio. More instructors can be provided at an additional cost.
Center staff complete work at 9:00 PM at night. After this time there will be a designated director on call for emergencies on the property.
We welcome comments throughout your stay and request your assistance be completing a written evaluation.

Please work with our program director while scheduling your group’s activities. This will allows us to schedule the necessary program staff to meet your needs. We take the planning of a retreat very seriously and want to meet all your expectations.

Services Offered

All groups that visit our Center can access the following services. Please remember to alert the Program

*First come - first serve basis. Please reserve with Program Director when planning your retreat as to your needs. This ensures we will be able to serve at the highest level.

Coffee Station in Dining Hall
Easels for newsprint*
Facsimile/Photocopier
Refrigerator*
LCD projector*

Program Descriptions

The Linwood MacDonald YMCA Conference Center offers a whole host of environmental and recreational activities for groups who have purchased our programs. If you have any questions as to what is included with your fee please feel free to contact our office.

Environmental Education

Beaver Ecology: Students will discover the life history of the beaver by listening to a Native American story, touching beaver specimens and searching for evidence of beaver in the forest. Students will make comparisons between humans and beaver as keystone species.
New Jersey State Curriculum Content Standards:3.4;5.1;5.5;5.10;6.8;6.9;9.3

Fish Ecology: Students will participate in a discussion about the anatomy and physiology of fish, as well as their ecological importance. Students will develop an appreciation for fish through catching and handling them, weighing and measuring them, creating a fish print, and listening to a Native American Story.
New Jersey State Curriculum Content Standards: 3.4; 4.2; 5.5; 5.10

Forest Ecology: Students role-play tree anatomy, look for signs of wildlife in the forest, discover forest values by making metaphors, and compete in the energy flow relay to understand how forest plants and animals interact. A focus on the Northern Red Oak, New Jersey’s state tree, is included.
New Jersey State Curriculum Content Standards: 3.3;3.4;5.5;5.7;5.10;6.8

Habitat Hunt: This fun offering lets students explore natural habitats throughout camp. The search will include learning on bears, beaver, deer, squirrels and other native creators.

Nature Crafts: A great break in a busy day to make a craft in our "Art Barn". Our Program Director will plan with you an activity that fits into your program.

Orienteering: Students learn basic orienteering skills then follow a set course throughout our camp. A great camping/life skill to learn.

Pond and Stream Study: Students get down and dirty with our nets exploring one of our three ponds. Students will learn basic pond ecology and answer the age-old question "Is it a pond or is it a lake?"

Sensory Awareness: Students will play a series of games that will require them to use their five senses in the forest. Connections will be made between how animals and humans use their senses.
New Jersey State Curriculum Content Standards: 1.1;3.3;3.4;5.5;5.10

Survival: Students will prioritize and meet their basic needs in a simulated emergency. Activities include a debate on the creative use of available resources as well as building shelters in the forest.
New Jersey State Curriculum Content Standards:2.5;3.3;3.4;5.1;5.5;9.3

Water Ecology: Students will use dip-nets to search for invertebrates in the pond, then sort the invertebrates according to distinguishing physical features, or adaptations. Older students will then identify their organisms and evaluate the health of the water ecosystem according to what is found.
New Jersey State Curriculum Content Standards:3.3;3.4;3.5;5.1;5.5;5.10;6.8;6.9;9.3

Wildlife Ecology: Through animal tracking and two stimulation games, students will become familiar with local wildlife and their relationship with humans.
New Jersey State Curriculum Content Standards:5.1;5.3;5.5;5.10;6.8;6.9;9.3

Team Building

Low Ropes Course: Our staff will challenge and amaze as they lead your group through a series of exercises designed to test group dynamics and strengthen communication. Appropriate for almost any age.

Cooperative Games: Your whole group will be challenged by these games designed to fortify group strength and ability. Whether your team works like a well-oiled machine or there are a few cogs in the spokes we can develop a program to fit your needs. Can be done with any size group.

Outdoor & Recreation Activities

Archery: Our certified instructors will let you try your hand at a bull’s eye after instruction on proper arrow and bow usage. A safety lesson is included in this fun offering.

Arts and Crafts: Our "Art Barn" is sure to please with crafts planned by our Program Director for your group. Candle making, tye dye or bracelet making are just some of our creative offerings.

Wiffleball/kickball/basketball/soccer/volleyball: We'll supply the equipment you supply the players of these great games. Perfect for a family reunion or large group event as everyone can get in on the action or provide cheering squads for the adventurers.

Bike Trails: Bring your own mountain bike and we will supply the map to this fun adventure. For safety practices participants are asked to check in and out of the Center office and observe good safety practices wearing protective helmets/gear. This is a great way to enjoy our beautiful terrain.

Canoeing: After a lesson on paddles, strokes and canoe safety our certified instructors will set you off on 20-acre Rooke Lake to enjoy the wildlife and each other. With up to three to a canoe the sport is a great teambuilding activity as well as great way to spend some time together. All participants are required to wear a PFD while in canoes.

Fishing: Bring your own pole to fish off the bountiful shores of the Rooke Lake. Our healthy pond has perch, pickerel, and bass for our catch and release program.

Football: No outing is complete without a touch football game. So make use of our fields with good old fashion fun. We supply the equipment, you supply the fun.

Hiking: Enjoy a walk around the Lake or explore the ridges of the property. Stokes State Forest is nearby with additional trails for your enjoyment. Hiking maps are available or our staff can lead the way.

Climbing Wall: Camp Staff supervise the use of the 25 foot climbing wall. It is available for your use as scheduled with the program director.

Olympics: Let our staff create a fun filled event for your group. With classics like an egg toss, three legged race and tug of war, everyone will get into the spirit.

Playground: Our playground is available throughout your stay for everyone’s enjoyment. Located next to our dining hall it makes for the perfect break. An adult must accompany participants at all times.

Swimming: June through August swimming is available to groups in Rooke Lake. Our certified lifeguards will swim check each member of your group.

Volleyball: Pick your team and head on out to our grass volleyball court. Tons of fun for everyone while getting a great workout.

Evening Activities

Our evening activities typically start at 7:00 PM and conclude by 9:00 PM. Our staff can cap off a terrific day of fun and fellowship.

Campfire Program: Come along and sing a song at our campfire program. Great for any age our staff will entertain and delight as the sky grows dim. Of course this includes S'mores.

Night Hikes: Groups will go out into our night to discover night animals, sensory awareness and star gaze. This offering teaches appreciation of the dark night around us all.

Special Guest Presenters: For an additional fee our Center staff would be happy to invite a guest presenter to your program. Listed are some ideas but please feel free to give us suggestions or additions.

Jerry Zelenka - "Touch of Nature" The Zelenka family brings over 100 animals with their program to amaze all those who watch. A fabulous night of entertainment for any age.
Square Dancing - A change of pace from your everyday dance, the square dance caller will teach typical square dances to your group. This night promises to be filled with smiles and fun.
D.J. with dancing - Enjoy an evening of fine dancing or boogying down, your group will decide as the tunes played.
Special Camp Fire Program - Karen Matthews provide sons, programs, stories, and even teaches about the constellations.
Mad Science - Ed Blevens, a local High School Science Teacher, explains the lie cycles of flora and fauna at the level of chemical reactions.