Introduction

Scouts Canada’s policy is that all real property, owned or leased, must meet Scouts Canada’s Property Standards and comply with Scouts Canada’s real property procedures.

 

Our Standards

The standards refer to provincial government regulations and standards. Where a province or territory does not have standards, Scouts Canada expects that Government of Ontario standards will be adhered to.

 

Standards are organized within two categories:

1. Facility/Safety/Regulatory/Administrative Standards that are relevant to every Scouts Canada property and
2. Programing and Operations Standards that are relevant to camp properties and are in addition to Facility/Safety/Regulatory/Administrative Standards.

 

Facility / Safety / Regulatory/Administrative Standards

1.      Buildings

1. Buildings show safe construction.
2. Permits and contracts related to construction and maintenance on file at the appropriate Scouts Canada office.
3. Electrical wiring installation and operations are compliant with local codes and safety regulations.
4. Inspection of gas/propane tanks, equipment conducted within last 12 months by a licensed inspector.
5. Smoke detectors, carbon monoxide detectors, fire extinguishers and evacuation plans are located in each building as required.
6. Bunks are compliant with rails and safety rules as per Scouts Canada directive.
7. An annual fire inspection has been completed by the local fire department/authority in collaboration with local Property Manager.
8. A supplemental fire inspection by the local fire department/authority has been conducted if a material change is made to a structure or property.
9. Buildings receive regular maintenance with maintenance activities recorded in a maintenance log.
10. Capacity is posted in building as determined in accordance with local fire code.
11. Sleeping areas are compliant with footage per occupant requirement as per local Health regulations.
12. Camp property fire response and evacuation plan is on file and reviewed annually by local Property Manager.
13. Fire safety equipment is inspected in accordance with local Fire Code.  Inspections are duly recorded in the safety log.
14. Chimneys for stoves and fireplaces are inspected every 12 months by certified technician. Inspection records are filed at the property and Council office.
15. Camp properties have a Forest Fire Prevention Plan that is posted on the property website or otherwise available to property users prior to their arrival

2.     Kitchens

1. Kitchens are inspected by Provincial Health Inspector as per Provincial regulations. Kitchen inspections are also required before start of extended program e.g. Summer camp.
2. Kitchen equipment is inspected annually by certified technician.
3. Anyone working in a kitchen meets Provincial Safe Food Handling Regulations.
4. Food storage facilities maintained in sanitary condition as per Provincial regulations.
5. Food storage (fresh, refrigerated and frozen) adequately maintains food at required temperatures as per Provincial Health Unit requirements.
6. A cold food storage temperature log maintained and provided to camp leadership.
7. Food preparation and service conducted in accordance with Provincial Health Unit requirements.
8. Best practices for food handling and hand washing are posted within the kitchen.
9. Kitchen and dining area clean-up is conducted in a manner consistent with Provincial Health Unit requirements.

3.     Grounds

1. Parking lots, walkways, stairs, bridges have adequate lighting, marking, snow removal.
2. Access paths to buildings are clear of obstructions and outdoor lighting is in good operational condition.
3. Scouts Canada properties meet the requirements of the Member Accommodation and Accessible Customer Service Policies.

4.     Vehicles and Operators

1. Scouts Canada owned vehicles are licensed in accordance with Provincial Motor Vehicle regulations.
2. Vehicles are insured in accordance with Provincial regulations.
3. Drivers of Scouts Canada owned vehicles are duly licensed under Provincial Motor Vehicle regulations.
4. Drivers are included in vehicle insurance policy and approved by Operations Manager.
5. Vehicles and large property equipment such as tractors are kept in good working order. Maintenance logs are maintained by the Property Manager.
6. Anyone operating a vehicle including 2-wheeled, 4-wheeled, all-off-road vehicles, skid steer loaders, tractors, and other self-propelled equipment must be licensed under Provincial Motor Vehicle regulations.
7. Before operating vehicles and machinery, operators must be trained in safe operation.

5.     Emergency Management

1. Property has an Emergency Management Plan in place.
2. Property has a Crisis Communications Plan in place.
3. Emergency vehicles have access to the property year round.
4. Emergency phone numbers are posted in buildings.
5. The local emergency service addresses and contact phone numbers posted at fixed phones and provided to users of cellular phones.
6. For 911 service, rural and civic address of property is posted for identification by emergency vehicles.

6.     Security

1. Appropriate signage is posted at property perimeters. (e.g.  Private Property/, No Trespassing)
2. A log of equipment storage inspections, by Property Manager, is maintained.
3. A log of Security systems tests, as per operation guidelines, is maintained.

7.     Environmental Protection

1. Operations Manager and all local Property Managers have identified and are aware of any Environmental Act(s) that apply in their jurisdiction.
2. Property is free of environmental encumbrances.
3. Any historical environmental studies have been documented and are on file at Council office.
4. Potable water is tested in accordance with and meets Provincial government regulations.
5. Water test log is submitted with the standards report to Council office.
6. Groundwater (creeks, springs) is tested in accordance with Provincial regulations.
7. Property has taken steps to prevent leaks, spills or misuse of hazardous materials.
8. Any historical remediation has been completed in accordance with regulatory body.
9. Property is free of current or known pending legal/regulatory proceedings.
10. Property is free of any communication indicating activities on the property have or may result in environmental liability at another location (e.g. neighbouring property).
11. Property has insurance coverage for environmental liabilities.
12. Operations Manager and local Property Manager are aware of any ecologically sensitive areas within the property.
13. Camps have a Nature and Environmental Policy.
    1. Policy is available to users prior to arrival, posted on property website or made available upon request.
    2. Policy is posted at camp.
14. Operations Manager and local Property Manager are aware of any past or present environmental problems on adjacent properties including: ecologically sensitive areas; landfills; dumps or other waste disposal facilities; sensitive facilities such as gas station, chemical plant, bulk storage facilities or manufacturing plant.

8. Water

1. Standpipes and hose systems are installed and maintained in accordance with Provincial regulations.
2. Washrooms are inspected by Provincial Health Inspector as per Provincial regulations.
3. Waste storage meets provincial regulations.
4. KYBO (outhouse) inspection and pumping schedule in place and followed.
5. Abandoned wells have been capped in accordance with Provincial regulations.
6. All water and waste disposal is conducted with minimal impact on environment.

9.     Hazardous Goods

1. Material Safety Data Sheets are posted where hazardous products are in use.
2. Hazardous materials are stored in accordance with WHMIS requirements.
3. Storage containers are free of any signs of leakage, spills or discharge.
4. Areas surrounding Hazardous Material Storage are free of any signs of leakage, spill or discharge such as ground stains or stressed dead vegetation.
5. Any hazardous waste generated by property is properly handled and disposed of at approved disposal facility.
6. Property is free of dumping areas such as pits, ponds or lagoons used for waste or abandoned equipment.

10.   Storage Tanks

1. All existing underground storage tanks are equipped with leak detection or secondary containment systems.
2. All existing underground storage tanks are tested for leaks in accordance with local regulations.
3. Any leak spill, leak or discharge from underground or above ground tanks has been addressed in accordance with local regulations.
4. Water equipment is inspected prior to start of camp and after each out-trip.
5. Water equipment is inventoried at end of program period and inventory passed to local property manager for inclusion in year-end standards reports.

11.    Ownerships

1. The title or lease for the property complies with Scouts Canada’s Property Policy
2. Copies of the title or lease are filed with the Provincial/Territorial Property Company, the regional Service Centre and National Business Office.

12.   Reporting

1. A property standards report must be submitted to the Operations Manager for each property, active or inactive, by August 31 each year.
2. All deficiencies from standards must be reported to the Operations Manager and National Business office.
3. The approved business plan for the next fiscal year must be submitted with the annual property standards report.
4. The approved operating and capital budgets for the next fiscal year .shall be submitted with the annual property standards report
5. All property, equipment and content inventories must be submitted consistent with Scouts Canada’s Asset Management Procedures

13.   Legal

1. All Property Transactions shall be completed in according to Scouts Canada Property Transaction Chart.
2. All contracts, agreements and legal documents must be executed in compliance with Scouts Canada’s Contracts Procedure

14.   Management

1. A volunteer committee has been appointed to manage and operate the property.
2. A property manager has been appointed (volunteer) or employed according to Scouts Canada procedures.

15.   Administration

1. There is a reservations (booking) procedure that has been approved by the property committee and Scouts Canada Operations Manager.

16.   Insurance

Scouts Canada provides comprehensive general liability insurance coverage for all Scouting members on properties.

1. Real property, including buildings and contents of any description, must be insured for fire, theft, and damage.
2. Equipment, including vehicles and trailers must be insured for fire, theft, or damage.
3. If property is rented to third parties, the property must also have a general liability policy to cover the non-Scouting members visiting.
4. All insurance claims and related activity records must be submitted to the appropriate Scouts Canada office.

17.   Non-Scouting use

1. All third-party use of properties must conform to  the Third Party Use of Scouts Canada Real Property Procedure
2. Above agreements for past 12 months must be provided at year-end for filing at Council Operations Centre.

 

Programming and Operations Standards

1.      Program

1. All program activities are conducted in compliance with Scouts Canada policies, standards and procedures.
2. All camp programs are developed in line with Scouts Canada core program standards.
3. Camp programs cover all six areas of Scouts Canada youth development:  social, physical, intellectual, character, emotional and spiritual.
4. All camp program demonstrate practise of the “Leave No Trace” philosophy and are conducted with sensitivity to their environmental impact.
5. Camp Program Budget is approved by Council Management Committee.

2.     Out-trips

1. Out trips meet Scouts Canada’s Camping and Outdoor Adventure Standards.

3.     Health Care

1. Health Care facility is clearly marked and known by staff and campers.
   Site is in sanitized condition throughout program period.
2. Medical operation is under supervision of on-site physician, nurse or certified first aider.
3. Camp partakes in preventive measures related to spread of infections.  E.g. hand wash stations/sanitization.
4. Camp has medical procedures documented and are reviewed with all medical supervisors, Camp Director and Camp Warden.
5. Medications are stored in locked facility and monitored in controlled manner.
6. Staff and campers are briefed on general camp hygiene practices including hydration, sun protection, tick protection, wearing of socks and removal of wet clothing.
7. Medical care and medication administration is duly recorded in log book(s).
   -Log books are provided to Camp Director at end of program period. Camp Director is responsible for filing log books at Council office.
8. Incidents are duly reported to Scouts Canada using the ScoutSafe incident reporting application
9. Program sites and out-trip units are provided with fully stocked first aid kits.
10. Completed Physical fitness form for each staff, camper and volunteer is filed with medical supervisor and provided to out-trip leaders.
11. Transportation is available in case of an emergency.

4.     Transportation

1. Transportation companies meet Scouts Canada Transportation Standards
2. Staff is instructed in procedures when bus is “no show”.
3. Staff is instructed in boarding and disembarking procedures, and educates campers on their use prior to boarding.
4. Vehicle seating capacities are adhered to at all times.
5. An accurate list of passengers is maintained for each bus.

Related Policies & Standards

• Safety First Policy
• Property Policy
• Accessible Customer Service Policy
• Animals at Scout Properties and Activities Standards
• Camping Facilities Standards
• Delegation of Property Transaction Approval Standards
• Firearms and Weapons Standards
• First Aid Standards
• Safety Equipment Standards
• Swimming Standards
• Watercraft Standards
• Zip Lines, Climbing Walls, Challenges and Rope Course Standards

 

Related Procedures

• Accessible Customer Service Procedure
• Certificate of Insurance Procedure
• Contracts Procedure
• Member Accommodation Procedure
• Third Party Waivers, Indemnification and Hold Harmless Agreements Procedure
• Volunteer Screening Procedure

 

Resources 

• FAQs — Scouts Canada Online Support Centre

Effective Date

March 2, 2019