Pioneer Summer Staff Policies and Expectations

 

Pioneer Camp and Retreat Center

9324 Lakeshore Rd.

Angola NY 14006

(716) 549-1420

 

 

Table of Contents

 

 

I. Staff Conduct 2

 

II. Staff and Campers 5

 

III.               Telephone Usage 6

 

IV.              Visitors 6

 

V.                 Corrective Action and Disciplinary Actions 6

 

VI.              Grievance Procedure 7

 

VII.            Resignation and Termination 7

 

VIII.         Pay Procedures 7

 

IX.              Health and Insurance Coverage 8

 

X.                 Laundry Facilities 8

 

XI.              Emergencies 9

 

 

 

 

 

 

 

 

 

 

 

 

 

Introduction

 

Each member of our staff serves in a unique position of leadership and responsibility. It is critical that our lifestyle exemplifies our relationship with Jesus Christ. We seek through the power of the Holy Spirit to live the message with love. The following expectations have been carefully considered, and we believe them to be consistent with Scripture. All of the policies and procedures are enforced at Pioneer for good reasons.

 

I.                   Staff Conduct

 

A.                The staff should consistently edify each other in the spirit of unconditional Christian love and respect. At all times we should build each other up in faith and lend aid and support to one another. Being a staff member of Pioneer requires that we put forth our best self in actions and appearance. Pioneer is proud of it s employees and trusts in God that He would cause them to grow in all aspects of their lives.

 

1.                  Let no corrupt communication proceed out of your mouth, but that which is good to the use of edifying, that it may minister grace unto the hearers. And grieve not the holy Spirit of God, whereby ye are sealed unto the day of redemption. Let all bitterness, and wrath, and anger, and clamor, and evil speaking, be put away from you, with all malice: And be ye kind one to another, tenderhearted, forgiving one another, even as God for Christ's sake hath forgiven you. Ephesians 4:29-32

 

2.                  As we have therefore opportunity, let us do good unto all men, especially unto them who are of the household of faith. Galatians 6:10

 

3.                  I pray that out of his glorious riches he may strengthen you with power through his Spirit in your inner being, so that Christ may dwell in your hearts through faith. And I pray that you, being rooted and established in love. Ephesians 3:16-17

 

4.                  Each one should test his own actions. Then he can take pride in himself, without comparing himself to somebody else. Galatians 6:4

 

B.                 In addition to morning chapel, staff growth, worship services, and camp devotions, all staff members are encouraged to develop a regular personal devotion time. Even five minutes in God s word can make an incredible difference. The demands placed upon us during the summer make the strengthening of our spiritual life absolutely necessary. Full-time staff would aid in identify such resources.

 

C.                Staff members will be given the equivalent of one day off per week. Staff are expected to attend worship services on Sunday. All staff need to report to chapel of the woods at 10:00 a.m. to help with set-up.

 

D.                All residential staff members are required to be at staff growth meeting unless other camp duties conflict. Staff growth is a service that Pioneer provides for its staff to fellowship, relax, laugh, rejuvenate, regain sanity, and grow in faith.

 

E.                 Non- program residential staff are expected to participate with the program on working days when they do not have other duties. However your primary responsibility on your job description must come first.

 

F.                 Quiet hours are from 10 p.m. to 7 a.m. Staff members are expected to abide by this as well, whether on duty or not.

 

G.                Residential staff are not allowed to leave camp property at any time unless under the direction of their immediate supervisor. On days off, staff at least 18 years of age may come and go as they please. Staff and volunteers under the age of 18 who wish to leave camp property must have prior approval of the Program Director and written or verbal consent from their parent or guardian, as identified in their file.

 

H.                Days at camp can be long and exhausting. In order for staff members to maintain their health and enthusiasm, sufficient sleep is essential. Residential staff members are expected to be in their cabin within a half-hour after campfire singing/ devotions. On days off residential staff are to be in their cabin by midnight, unless other arrangements have been made with your immediate supervisor.

 

I.                   Staff members should always maintain a professional work environment.

 

J.                   Staff members should dress and present themselves in a neat and appropriate manner. Swimsuits and other clothing should be appropriate for the setting of a Christian camp. A staff shirt will be provided and is to be worn on camper arrival and leaving dates.

 

K.                Use of camp keys is a privilege. And any abuse or misuse of camp keys will result in the loss of this privilege. Each member of staff is responsible for their own keys. Staff members should be cautious about loaning keys out and should never loan their keys to youth and teen campers. Staff members will be fined for lost keys since this poses a security problem to the camp.

 

L.                 Staff members are responsible for the change over cleaning that happens between camps. No person is considered off duty until the camp is cleaned and the cleaning has been checked by the housekeeping staff.

 

M.               Practical jokes must be appropriate in actions and words for Discovery, youth, teen and families. Common sense, and Christian courtesy, must be

practiced. An example of items that would cross the line would be, cross-dressing, scaring campers, inappropriate nick names etc.

 

N.                Staff living quarters are to be kept neat and clean at all times. On occasion tours of the facility are given and the upkeep of all areas of camp reflect the care and concern Pioneer has for people and the setting that God has given us.

 

O.                No TVs and VCRs.

 

P.                 Music, which is disrespectful or degrading to Christ or Christians, will not be tolerated. Christian music in accordance with a correct understanding of scripture, or secular music that is not considered offensive, is permitted. The Christian radio station in the area is 99.5.

 

Q.                The refrigerators in lower Dallman is exclusively for the staff. Please mark your personal items stored there, or they become fair game for any staff.

 

R.                 Staff members are not allowed in the kitchen, office, country store, maintenance shop, or first aid station unless they have been assigned responsibilities in those areas.

 

S.                 Only kitchen staff and designated helpers are allowed access to food storage units including the walk-in refrigerator, freezers, pantry, and food preparation areas. Meals are provided at regular times for staff members while they are on camp. Staff members should never take food from the kitchen unless under the direction of the Food Service Director.

 

T.                 Camp vehicles may not be used by anyone without the knowledge and consent of the Facilities Director.

 

U.                The use or possession of illegal or illicit drugs is strictly prohibited and results in immediate termination of your position.

 

V.                Smoking is permitted only in the area next to the office. There is a picnic table as well as disposal cans. All staff are responsible for disposing of their own cigarette butts. Staff may not smoke in the presence of campers.

 

W.              Fireworks, and firearms are not allowed on camp property.

 

X.                Consumption and / or possession of alcoholic beverages by anyone under the age of 21 is illegal in New York. Staff members over the age of 21 are not allowed to have alcohol on site, or consume alcohol within a 50-mile radius of camp property. Any alcohol brought on site or consumed within a 50-mile radius of camp by summer staff results in immediate dismissal.

 

Y.                Dating relationships are not allowed between summer staff and high school volunteers or campers. Care should be taken so that the love and attention given to volunteers or campers is not construed as romantic interest or courtship.

 

Z.                 Summer staff should use discretion if involved in a dating relationship with one another. Public displays of affection are not allowed in the presence of campers. Our focus and attention must be on the campers at all times.

 

II.                Staff and Campers

 

A. According to state law, all campers must be supervised by a staff member at all times. Counselors should always be mindful of where their campers are. Counselors are required to stay with their cabin at night.

B.                 Camper information forms are confidential and are only to be used by personnel working with those campers.

 

C.                Campers are not allowed in staff lounge, or staff housing at any time.

 

D.                It is extremely important to be careful with references to alcohol, drugs or any immoral activities. All conversations should be a reflection of a Christian perspective, remember that staff members are representatives of Pioneer at all times.

 

E.                 Under no circumstances should a camper be transported in a staff member s personal vehicle.

 

F.                 Striking a camper in any way or putting a camper in physical danger is grounds for immediate dismissal.

 

G.                While at camp, children can become very close to their counselor or other staff members; as a result, they may reveal some terrifying events that have occurred in their lives. If a child tells you of an instance of abuse (physical, emotional, or sexual) or you have physical evidence to suspect abuse, the information must be reported to the Program Director immediately. By law, Pioneer and it s staff are immune to civil or criminal liability that may be imposed because of reporting of instances of child abuse, whether or not the report was true, as long as the report was made in good faith and without malicious intent.

 

 

III. Telephone Usage

 

A.                Campers do not have access to a telephone. In case of homesickness the camper should be encouraged to write letters. If a camper is homesick and desires to call home, please inform the Program Director.

 

B.                 High School volunteers are allowed to use the public payphones with the permission of their assigned counselor.

 

C.                Personal telephone calls by staff are to be made from the public phones. Please be courteous and respect other staff members desire to use the telephone. Public pay phone numbers are: lower Dallman (716)549-9805,

and Hickman (716) 549-9786.

 

 

IV.              Visitors

 

A.                Immediate family members of staff are welcome to stay as a guest free of charge for up to two consecutive nights. Meal costs are to be paid at the office. Please inform Program Director of all family visits so appropriate accommodations can be made. Any other visitors must be approved by the Program Director.

 

B.                 Visitors can be approved by the Program Director to join in with the program. However, visitors who pull staff members away from their duties will be asked to leave.

 

C.                Staff members are responsible for their visitors and must make sure that they are aware of and following Camp s Policies and Expectations.

 

V.                 Corrective Action and Disciplinary Procedure

 

A.                Employees who fail to follow Pioneer s policies are subject to disciplinary action, including termination of employment. Termination of employment may be necessary due to illegal activity, immoral conduct, insubordination, unfulfilled duties, attitude problems etc.

 

B.                 For other infractions which would result in immediate dismissal, the Program Director or the immediate supervisor will verbally counsel the employee about the problem with the intent of clearing up any misunderstanding and establishing behavior expected in the future. This counsel will be written out by the supervisor and placed in the employee s personal file.

 

C.                Continued violation of policies will result in written notification to the employee of unacceptable action. Upon three written notifications, employment will be terminated.

 

VI.              Conflict /Resolution Procedures

 

A.                The employee should in the model of Matthew 18 first bring the matter to the other person involved. At this time a full discussion, or setting up a meeting for this discussion, should happen. An understanding of the problem by both parties is essential at this point.

 

B.                 If the grievance is not forgiven and resolved, the employee is to discuss the matter with their immediate supervisor.

 

C.                If there is still no resolution, the employee will put the grievance in written form and forward it to the Executive Director. The Executive Director will meet with the immediate supervisor to try and resolve the matter.

 

D.                If the matter is not yet resolved, The Executive Director may choose to review the matter with the Camp Board. The Executive Director will discuss with the employee any results of the Camp Board.

 

E.                 Grievances will receive a prompt consideration. Each step of the above procedure must be followed in the order outlined.

 

VI. Resignation and Termination

 

A.                Employees who resign should give their supervisor as much advance notice as possible. A minimum of two weeks is required.

 

B.                 The staff member is to leave the area of responsibility in good order and prepared for transition.

 

C.                Final paychecks will be sent via U.S. mail unless other arrangements are made.

 

D.                Final paychecks will not be issued until all keys and any other property of the camp have been returned.

 

VII.           Pay Procedures

 

A.                Ministry Stipend checks are to be paid bi-weekly.

 

B.                 Hourly employees must sign and turn in their time sheet to their immediate supervisor to be reviewed and signed. Any discrepancies noted by the supervisor will be discussed with the employee.

 

C.                Late or incomplete time sheets will be paid on the following pay period.

 

D.                Checks will be distributed and placed in your staff mailbox.

 

E.                 Staff members may request to keep their check in Pioneers office safe.

 

F.                 Procedures are in place for assisting you in cashing your checks through our local bank. This process will be reviewed at staff orientation.

 

G.                Personal checks up to $50 may be cashed in the country store.

 

H.                No cash advances are allowed.

 

I.                   Final paychecks will be sent to you via U.S. mail. The Final paycheck will deduct any previously approved days off or additional days worked, as well as any penalties for Pioneer s property that has not been returned.

 

J.                   Any use of personal vehicle for an off camp trip under the direction of your department will be reimbursed at IRS standards. Reimbursement can only be made after a mileage form from the office is completed and submitted for your supervisor to sign.

 

VIII.        Health and Insurance Coverage

 

A.                Workman s compensation insurance covers staff injuries incurred while on duty at camp. Personal illnesses, off duty injuries or prescription drugs are not covered under this insurance.

 

B.                 Anytime there is an injury, staff, volunteer or camper, should be seen by the volunteer nurse immediately.

 

C.                An incident report must be submitted within 12 hours of the injury to your supervisor, who in turn will submit it to the Executive Director within 24 hours after the incident.

 

D.                Staff members are responsible for their ongoing health care needs. The camp does not provide aspirin, cold tablets, etc. for staff members.

 

E.                 All staff should keep their personal ingested medication (prescription or over the counter) in the first-aid station so that it is inaccessible to campers.

 

F.                 No staff member should give or make available any medication to campers.

 

IX.              Laundry Facilities

 

A.                Camp laundry facilities are located on the property for both staff and campers. Pioneer provides the machines only. Staff members are responsible for their own laundry detergent, softeners, etc. and may not use Pioneers supplies which are for maintenance and housekeeping.

 

B.                 As a courtesy to campers, the staff may use the washers and dryers on the weekends only.

 

C.                As a courtesy to one another, please do not transfer clothes from the washer to the dryer without permission from the owner.

 

D.                Be mindful of when your clothes are in the washer and dryer, don t let them sit for an hour!

 

E.                 Always check your pockets for foreign material. Pioneer is not responsible for stained or damaged items.

 

X.                 Emergencies

 

A.                In any emergency:

 

1.                  Stay Calm! Help other campers and staff to do the same.

 

2.                  Appropriate numbers and information are posted by each phone.

 

3.                  When all staff need to notified of an emergency, the chapel bell will be rung continuously. Staff members should go to the chapel in the woods, seat their campers, and find out the nature of the emergency.

 

4.                  Never talk to any media personnel. The Executive Director will make any necessary official statements.

 

5.                  Use common sense!