Once the summer camp season ends, we’re all ready for some rest and a much-needed vacation. (And we hope you did both!) Also, good “wrap-up” procedures and preventive maintenance will save a lot of time and aggravation, making you or your successor staff happy and grateful next spring. Check out the checklists and then read on for advice from UMCRM colleagues about their summer wrap-up process.

General site maintenance and housekeeping:

• Close and lock windows and close curtains.

• Empty and clean all trash cans.

• Store outdoor furniture, picnic tables, benches, and hammocks. Note items that need to be repainted, repaired, or replaced for next season.
• Transition summer staff housing to its non-summer use.

• Check crevices of furniture to ensure that there are no food particles or lost-n-found items.

• Restock first aid kits or make a list for next year.

• Unplug computers, air conditioners, microwaves, and major appliances that will not be used.

• Clean ovens, stoves, toasters, grills, and microwaves to eliminate food, crumbs, or grease deposits.

• Clean out grease traps.

• Remove batteries from electronics such as clocks, radios, etc.

• Seal up cracks & crevices that are ¼” or larger to keep unwanted critters out.

• Discard opened food that will not be used. Donate unused, unopened food that will expire before you can use it. 

• Clean and sanitize fridge, freezer, and pantry shelves, drawers, etc. Unplug and prop open units that will not be used.

• Clean and winterize lawnmower and other gas-powered yard equipment.

• Clean out gutters and inspect roofs for shingles that are raised or cracked.

• Store and secure waterfront equipment and docks. Note replacement needs like rescue tubes, paddles, lifejackets, etc.

Program wrap-up:

• Clean up and put away program areas that aren't used the rest of the year (archery, climbing, health center, pool & waterfront, arts & crafts, etc.) Store cleaning supplies, chemicals, art supplies, etc. to ensure that they will not freeze and will be safe from critters.

• Organize the office.

• Debrief with summer staff, collect evaluations, conduct exit/stay interviews.

• Create communications plan for summer staff (remembering birthdays, winter reunion, retreat hosting opportunities, etc.)

• Create communications plan for camper families (evaluations, next year’s registration info, newsletters and holiday greetings, faith formation resources, donor appeals, etc)

A few UMCRM colleagues offered their own additions and advice.

from Jeff Wilson, Assistant Director, Camp Lake Stephens, Mississippi:

The biggest thing for us is getting any thing that could be chewed by squirrels or mice (high ropes gear, life jackets, foam balls, camping gear, pool noodles, etc) into containers (inventoried and organized) and inside a building. Most of that stuff lives in sheds with screen ventilation during the summer. They wind up being easy targets for overwintering mice / squirrels. We used to lose a lot of gear each year, until we started making space inside for it. 

This year I am trialing some new NFC tags called "Organize-it!" that let you keep all the info about what's in a box on an app. You can scan the tag and see what's in the box without opening it. TBD if they are awesome or not. 

During organization and inventory I also ask my staff to write notes inside the box on what we need for next year. That way we aren't replacing stuff using the previous years budget, AND I don't forget about it by the time April rolls around. 

from Julie Lautt, Director, Wanake Camp & Retreat Center, East Ohio: 

I have begun keeping a Google Doc list of items that we are going to need to purchase or replace for the next year. This way I have a good shopping list and can capitalize on sales throughout the year.

 

One practice I have found to be invaluable is to take a "tour" of the summer program areas after summer camp is over and keep notes about what I see or don't see that needs attention or needs to be retained for the coming summer program season.

from Dan Kirby, Assistant Director, Gretna Glen Camp & Retreat Center, Eastern PA: 

Program

• STUFF: ropes, safety gear, inflatables, fun signage, prop things, game leftovers, and summer-only program spaces. Put things away into a mouse-tight shed or building (Check: is it dry, is it maintained, is it in a good container, is it worth keeping?)
• Did you spend $1500 on a foam machine and foam packets? Think through odd things like this that should not be left where they might freeze (foam machines may hold water, as would many of these types of devices).
• Don’t assume that the stuff all got put back. Every year I find a harness in the outskirts of our high ropes course because a kid thought it didn’t need to be put back with the others and staff missed it during clean up.
• Extension Cords, Hoses, Tools, and other maintenance-y things. Our program staff are focused on fun, and if we aren’t intentional we might forget the importance of returning tools borrowed from the maintenance barn, or tidying up hoses.
• Safe Storage – as you store things, be intentional not to block utilities such as hot water heaters, furnaces/ac units where filters will need to be installed, water shut off, etc. Ask your maintenance staff to come with you and tape off the areas that they would like to keep open. Bring coffee.
• Don’t depend on yourself in May. Remember what May was like? It was just 3 months ago and also a year’s worth of life has passed. “May You” is not asking for more things to fix, repair, or maintain. Take care of the bike with the busted tire now, repair the bow that needs new limbs if you can afford to. Write a list for “January You” if the budget demands it.

Maintenance

• Pools: Is it on someone’s radar to pull out the pool pump motors and winterize the pool shed before a freeze? This would be a costly miss.
• Outpost sites. Water lines or utilities that need to be drained out before winter? Platforms that ought to be covered or blown off regularly to help the wood last?
• Tents and Shelters – what gets taken down before winter hits? If you have mattresses on beds that won’t be used until next summer, turn them up on their side to prevent a cozy warm spot for pest nests.
• Picnic tables – turn em up on their sides and they shed snow way faster so your wood will last longer.
• Fire sites – before winter hits, dump out water buckets to keep them from popping in the freeze.
• Did anyone call to have the porta johns picked up yet? What other summer services do you need to cancel today to avoid extra fees? 

What's on YOUR checklist? If you have additional checklist items to add, please share in the comments!