PROCEDURES: Payment of Guider Camp/Event Expenses
Newfoundland and Labrador Council


Purpose of Procedures:
In recognition that many Guiding adult Members and non-Member volunteers willingly give of themselves to attend camping events as Site Guiders, resource persons, or program staff and that all too frequently they have attended at personal expense to themselves by contributing supplies from their own personal means, by traveling at their own cost, or by taking leave from their place of work or home responsibilities, and that most event/camp organizers handle these legitimate camp costs in varying ways and sometimes not at all, the Provincial Council of Newfoundland and Labrador has deemed it necessary to issue a statement which clarifies the legitimacy of such charges and how they should be handled in a fair and equitable manner for all those to whom the circumstance would apply.


General Application:
While these procedures are developed for application to provincially sponsored camps/events, they may also apply to area, division, and district council sponsored camps and Guiding unit camps, with adaptation as appropriate and as approved by the parent council (By-law 5.15).


Procedures:

1. The organizing committee for the camp/event must anticipate potential locations and distance from the site of on site Guiders and other program or resource persons;
2. Guider, resource persons and program staff travel and other equipment/program costs are to be factored into the budget for the camp/event;
3. Guider costs are to be based on the required ratios for girl supervision and necessary core staff, unless special circumstances require additional staffing, i.e. one-on-one supervision;
4. Where a core or program staff person has to attend the camp/event on an irregular basis (i.e. lifeguard who would be coming only for scheduled swimming times) or where the position of site Guider may be a shared one, any additional travel or program costs must also be factored into the camp budget;
5. Honoraria are only to be considered for specialized resources (i.e. lifeguard; canoe instructors, etc.) when these resources cannot be obtained voluntarily;
6. No payments are to be made to Guiders, core or other program/resource staff as an offset for leave taken from paid employment or to compensate for salary;
7. Additional Guiders or other non-Member volunteers wishing to participate in the camp that exceed the required ratios and necessary core staffing will be required to pay the camp fee and her own full travel costs;
8. The Provincial Council will approve the budget for the camp/event in accordance with normal budgeting procedures, will determine the level of provincial contribution, and will set the fee;
9. Travel expenses and timeframes for the submission of claims will be in accordance with the current travel rules as determined periodically by the Provincial Council;
10. Guiders having travel expenses or other costs will submit their claims for authorization to the Responsible Guider for the camp/event within the time frame as prescribed by the Provincial Council Travel Rules. Claims submitted after the deadline may not be approved for payment;
11. The Responsible Guider will submit the claim(s) to the Executive Director for payment.

February 12, 2007, Recommended Provincial Finance Committee
February 28, 2007, Approved Provincial Executive Committee