CAMP GREENWAY
AT THE MADEIRA SCHOOL
Summer 2013
Dear Parents:
Welcome to Camp Greenway 2013! We are so happy that your child can join us for the 39th
year of Camp Greenway. To make your child’s camp season as safe and enjoyable as
possible, we ask you to please read the following information carefully.
Camp Hours
The camp day begins at 8:30 am and ends at 3:30 pm. Morning drop-off begins at 8:15 am;
please do not drop off your children until 8:15 am, as the counselors are in a daily meeting until
that time. Afternoon carpool begins at 3:30 pm. Please plan accordingly, as cars line up early
and quickly. We ask that you do not pick up your child for early dismissal at the camp
office anytime after 2:45 pm. Additionally, you will not be able to park and pick your child up
from the carpool lawn once carpool has begun. Children enrolled in our Early Morning Program
may be dropped off as early as 7:30 am at the Hurd Sports Center. Extended Day campers
may be picked up between 4-6 pm from the gym in the Hurd Sports Center.
Forms –Due 5/1/13
Because we are licensed by the state of Virginia as a Child Day Center we are required to
obtain information from you. We truly appreciate your cooperation in completing this paperwork.
The New Parent Night on May 2nd is a great time to turn in forms!
The required forms bundle was on your confirmation page when you registered and also
appears on the Parent Information and Forms page of our website. The first page of the bundle
is a checklist to help you identify which forms you need to complete and when each form is due.
Physicals
If you are a returning camper and have a physical on file, you do not need to have
another one done. However, if there is a significant change in a child’s health, such as,
new allergy, asthma, etc., we do require a new physical.
The deadline for Health Forms is May 1st. If your child’s doctor’s appointment is for a date after
May 1st, simply email the camp office indicating by what date you will be able to submit your
Health Form. For your child’s safety, no camper will be allowed to participate in camp activities
unless his/her health form has been submitted, signed by their physician, prior to the first day of
camp. If we have not received your child’s Health Form by May 1st, you will be notified by
email. If the form is not in by the first day of camp, your child will be required to wait at the
Health Center, unable to participate in camp until all paperwork has been submitted. Please
remember physicals need to have been conducted within one year of the start of the camp
session. If your child has any medical condition(s) that you would like to discuss, we encourage
you to contact the Director of The Madeira School Health Center, B. J. Romanoff, via email at
healthcenter@madeira.org, prior to the start of camp.
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Medications
If your child takes medication(s) during the camp day, please email our camp nurse
healthcenter@madeira.org to arrange a time to stop by our Health Center to drop off this
medication prior to the start of camp along with a Medication Authorization Form provided in
the camper forms bundle. If you are unable to do so, you must see the nurse on the first day of
camp to give her your child’s medication(s) and form/s. Our camp nurses will be in the lobby of
the Hurd Sports Center on the morning of the first day of each session of camp to accept
medications. They will make sure he/she gets the medication when needed. Only the camp
nurse or designated staff member may dispense medications. No camper should ever have any
medications (prescription or non-prescription) on his/her person.
Medication Authorization Form
Due to licensing regulations we are unable to dispense any medication (even non-prescription
medications such as Benadryl or Ibuprofen) without a completed Medication Authorization
Form. Non-prescription medication must be supplied in its original box/bottle labeled with your
child’s name, dosage amount and times to be administered.
Prescription medication must be in the original prescription container. (This applies to inhalers
and epi-pens as well).
For Epi-pens and inhalers you need to do one of two things:
1. Send Epi-pens and inhalers in the original box with prescription label and an address
label on the inhaler or Epi-pen itself.
2. Send Epi-pen or inhaler in without a box. In this case there must be a prescription label
on the device.If you do not have an original box, the pharmacy that provided the
prescription will be glad to print you an extra prescription label.
Note: These items can get separated from their boxes and then are difficult to return to you at
the end of the session. Please do not supply medications which have expired, as we are
unable to dispense them.
DSS Form
If your child is a new camper to Madeira's Summer Programs the State of Virginia requires that
we verify your child’s identity. To do so, you must complete the Department of Social Services
form and show us an original birth certificate, passport, or public school report card
(private school report cards are not accepted), before the first day of camp. The Summer
Programs Office located on the 2nd floor of Huffington Library is where you will come to show
this documentation. Our office is open Mon-Fri, 8:30 am – 4:30 pm. However, there are only
two of us in the office so we ask that you call before you come so that you don’t arrive at a time
when we are not in the office. Please call Pam Hamer, in the Summer Program’s Office at
703.556.8213 or email summer@madeira.org to make arrangements for this.
A great time to do this is at the New Parent Information Night (May 2) or New Camper Tour
(June 9). We are unable to accept photocopies, originals or certified copies only please. If
your child is a returning camper, you do not need to do this again unless we contact you
to indicate that we need a new form from you. Returning campers are defined as any
child who attended Camp Greenway or Riding Workshop in the summer of 2012.
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Schedule
The link to your child’s daily activity schedule for week 1 & week 2 will be emailed to you when
group assignments are made in early June. On days when your child has canoeing please
remember to send an extra pair of old sneakers to camp with them. Groups A&B, rising 8th & 9th
grade campers, will be taking off-campus field trips twice each session. Group C campers, rising
7th graders, will take a field trip once each session. A schedule and permission slips will be
emailed to you prior to the start of the session. Permission slips must be returned no later than
two days before the field trip. Additional fees for field trips may apply and your credit card
on file will be charged. Please note if you do not wish for your child to participate in a field trip,
simply indicate that on the permission slip and we will place them with another group for that
day.
Picture Day
All campers will be photographed in their group on camp picture day! Group photo will be
available to order on line.
Mini Session Picture Day -Thursday, June 20th
Session I Picture Day - Thursday, June 27th
Session 2 Picture Day - Thursday, July 11th
Session 3 Picture Day - Thursday, July 25th
Camp T-Shirts
Your child will receive a camp T-shirt on picture day. There is a separate shirt for each session.
Please indicate your child’s T-shirt size when registering on-line.
Food and Drinks
You may access the camp lunch menu on the Summer Forms page of our website. If they
prefer, campers are welcome to bring a bag lunch, which we will refrigerate if necessary. If your
child brings his/her lunch, please send it in a bag that can be thrown away, labeled with his/her
name, group letter and the date. Our preference is that you do not send your child’s lunch in a
lunchbox as these items often get lost.
Each year we have many children with food allergies. Our primary concern is to provide the
safest environment possible for these children. All Greenway & Riding Workshop campers eat in
the Dining Hall with their assigned group. (A peanut free table is available; please email us at
summer@madeira.org for details.) The Madeira School is NOT a peanut/dairy/wheat-free
facility, and it is not possible for camp staff to monitor specific ingredients in foods or snacks.
While we are NOT a peanut/dairy/wheat-free facility we make every attempt to minimize the
risks for campers with food allergies. As such, rising 3rd grade campers and younger, with
food allergies that require them to carry an EpiPen are required to bring their own lunch and
snack. (We provide a menu tuition discount for these campers. Please note this discount is not
provided for campers without medical considerations who elect to bring their own lunch.) If your
child will participate in a campout or cookout, you must also furnish food for that event.
Campers who are rising 4th grade and older, with food allergies that require them to carry an
EpiPen, are strongly encouraged to bring their own lunch and snack.
Additionally, we ask that campers who elect to bring their own lunches do not bring
peanut butter products in their lunches. We are more than willing to discuss any concerns
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you may have, please call 703.556.8213 or email summer@madeira.org. If you would feel
more comfortable discussing your concerns with a nurse you can call 703-556-8243.
There are vegetarian options listed on the menu for campers who have indicated that
dietary restriction on their application.
There are three different lunch periods each day. Each group will be provided with a snack at
approximately 10 am. Fruit is always available for children with allergies. We also encourage
parents of children with food allergies to send in a supply of approved snacks/treats for their
child, which the counselor will make available to them as needed.
If your child will be celebrating a birthday while at camp you are welcome to send in a birthday
treat such as cookies or cupcakes for the group.
Water is available at every activity location While we provide cups at each water station; in
the interest of being "greener" we are requesting that you send your child with a water bottle
with their name on it.
If you have any questions regarding the menu please contact Andy Gaylord our Director
of Dining Services at 703.556.8246.
Cook Outs
Once each session all campers have the opportunity to extend their camp day by attending a
cookout. Rising K through 3rd graders are eligible to attend a cookout. In addition to swimming,
playing games and enjoying hot dogs, hamburgers and s’mores, our young campers will enjoy a
visit to the archery range during their cookouts! Since our youngest groups do not have archery
included in their daily schedule this is especially exciting for them! Pick-up for cookouts is at
8:00 pm at the Hurd Sports Center.
Rising 4th through 9th graders may attend one of 2 cookouts. During the evening, campers
canoe and swim at Black Pond, pitch their tents, gather firewood for the campfire and take a
nature hike and of course make and eat dinner and s’mores! After dinner the campers will
gather together to watch a movie under the start. The cookout ends at 10:00 at which point their
parents pick them up from the Hurd Sports Center.
Attendance is limited to 45 campers per event on a first come first serve basis. To ensure that
we can have adequate staffing levels, we close enrollment when the event reaches
capacity or three days prior to the event, whichever comes first. Many dates are close to
full already. We regret that we are unable to add campers the day of the event. Many of
you registered for these events at point of registration. If you did not, and would like to
enroll your child please email us at summer@madeira.org and indicate the name of the child
and the cookout or campout date(s) OR fax us the completed Cookout or Campout
permission slip which you may access in the Camper Forms Bundle. Refunds of 50% of
the cost will be given for campers withdrawn from cookouts/campouts no later than one
week prior to the event date.
* Cookouts for Rising 7th-9th graders are held on Friday evenings. Pick-up is from the Hurd
Sports Center at 10:00 pm.
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Carpool & Bus Transportation
Please see the attached document, which outlines carpool procedures. Parents of campers
enrolled in either one-way or round-trip bus transportation will be emailed by our Transportation
Coordinator approximately two weeks prior to the start of the session with specific pick-up and
drop-off times. If for any reason your child will not be riding the bus at any time during the
session please email the camp office as soon as possible. If your child is not currently enrolled
in bus transportation and you would like them to be, please email the camp office at
summer@madeira.org by June 1st and indicate which bus stop you would like to add them to
and whether you would like AM/PM or round trip transportation. While we cannot guarantee
placement for transportation requests made after June 1st we may be able to add your child if
the stop you select is already in use and there is room on the bus.
Our bus drivers are often the counselors at Camp Greenway who possess a clean driving
record and have shown the maturity to drive the bussettes. They will be at least 18 years
of age.
There are no refunds for transportation after May 1. If registering after May 1, there is no
refund for transportation.
Dress
LABEL EVERYTHING YOU BRING TO CAMP WITH YOUR FIRST AND LAST NAME
Campers spend much of their day engaged in activities at which they will get dirty, so please
dress them appropriately. Campers must wear close-toed/closed heeled shoes at all times,
preferably sneakers. Please do not allow your child to attend camp in sandals, flip-flops,
Crocs or Heelys. Campers wearing open toed or open heeled shoes will be unable to
participate in Inner Quest, Ropes and Canoeing activities. Those campers who participate
in canoeing should bring an extra pair of OLD sneakers that they can get wet and muddy.
Each camper will need a suit and towel daily for swimming lessons and free swim. Please label
these and all other items like towels, backpacks, goggles and even shoes, with the
camper’s first and last name. Younger campers are encouraged to come to camp with
their swimsuit on under their shirt & shorts to make changing for swim lessons (which
are always in the mornings) easier.
Parents of our young campers (Little Snails and rising K groups) are encouraged to leave
a spare set of clothes in their child’s backpack. If there is no clothing available and there
is an accident you will be required to come and pick up your child.
Lost and Found
We make every effort to return lost items to their owners. If items are unmarked we will place
them in our Lost & Found area. During the camp session we keep Lost & Found items in the
dance studio in the Hurd Sports Center adjacent to the camp office. You are welcome to check
the Lost & Found for missing items at any time. We ask you to please come find lost items as
soon as you notice them missing. If your child is attending camp for more than one session,
please check at the end of each session. Items not claimed at the conclusion of the last day of
camp will be disposed of. We have bags and bags of unmarked lost and found that we would
love to give back to you, so please check the lost and found.
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Sunscreen & Insect repellant
As the campers spend at least half of their day outside, we encourage you to apply sunscreen to
them each morning before camp. Due to licensing regulations we are unable to apply
sunscreen to your child without your written consent (This consent was completed during
registration.) We are only able to apply sunscreen that you provide for your child. If you
wish for your child to have access to sunscreen during the camp day you must send in a bottle
of SPRAY ON sunscreen clearly labeled with their name and group letter (please put clear
plastic tape over the name and group letter as the names tend to run off). We also highly
recommend the small sunscreen sticks for application on faces. Sunscreen should be given to
your child’s counselor on the first day of the session. Counselors are aware of the dangers of
sun exposure and will do their best ensure the children continue to use it throughout the day.
Due to licensing regulations, we do not allow campers to bring their own insect repellant,
nor do we supply it. Campers attending cookouts may bring insect repellant for the cookouts
only. Any insect repellant brought to camp for the cookout must be labeled with the child’s
name and checked in at the camp office upon the camper’s arrival at the camp on the day of the
cookout.
Toys & Stuff!
Please DO NOT allow your child to come to camp with cell phones, ipods, electronic
games, water guns, trading cards, etc. They distract from our myriad of activities and tend to
get lost or damaged. The camp is not responsible for lost or damaged items. Any of these items
seen in use during the camp day will be taken to the camp office for safekeeping and returned to
the camper at the end of the day. Though unlikely, on rainy days it is possible that campers may
be in spaces where they are in proximity to school computers. Campers are not permitted to
use computers on campus unless given permission from the Camp Director
In addition, campers (with the exception of those enrolled in the extended day program or our
oldest campers who are going on field trips) should not bring money to camp. With the
exception of the afternoon extended day program campers, campers are prohibited from using
vending machines on the premises and therefore, there is no need for them to bring money to
camp.
Emergencies
In an effort to effectively manage an emergency situation that effects the normal operation of
camp, an Emergency Response Plan has been developed and is available for your review in the
camp office.
We thank you for taking the time to read the above information and we look forward to seeing
you soon!
**Please remember that once camp begins the camp office is located in The Hurd Sports
Center.** The telephone number in the camp office is 703.556.8213; email is:
summer@madeira.org .
We look forward to a wonderful summer!
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Camp Greenway Carpool
On the first day of each session we will have staff in place to guide you along the carpool route both in
the morning and afternoon. Carpool inevitably moves more slowly than normal on these days, but we
are hopeful that the following directions will help it to run as smoothly as possible for the duration of the
summer.
Prior to the first day of camp the first day of camp we will mail you two cards with your child’s name(s)
and group letter on it.
 During morning drop off please place this card on the driver's side of your dashboard. This will
help expedite your entrance through the gatehouse.
 During afternoon carpool please place it on the right passenger side of your windshield. It will
help us have your child ready for pick up and expedite carpool.
 Any person picking campers up from camp will need to have this sign in their window. This
procedure ensures that only authorized adults pick campers up. For security reasons, if the
provided sign is not displayed, you will be asked to park and provide identification to a member of
the administrative staff.
 If you are part of a carpool group and would prefer to have all of the campers' names on the
same form simply email summer@madeira.org and we will make a note of it so that we can
produce the correct form for you and send it home with your child on the first day of camp.
 Each session there is a “special day” on Friday and this sometimes dismisses from our
auditorium. You can count on carpool taking between 15-30 minutes longer on those days.
PLEASE READ THESE DIRECTIONS CAREFULLY
8:15 – 8:30 am
MORNING DROP-OFF INSTRUCTIONS
Follow the road past the tennis courts and make your first left, down the hill. Stay to the right and
proceed BEHIND the sports center. You will drop your child/ren off at the back of the Hurd Sports
Center. Once the camp staff has gotten your camper(s) out of the car and closed the door, please
continue straight ahead up the hill. At the stop sign take a right and proceed out through the front gate.
Staff members will be on hand to help get the campers out of the car*. (Please do not drop children off
until staff members are in place at 8:15 am. Campers dropped off prior to that time will be placed into the
Early Morning program and your credit card will be charged accordingly).
If you arrive after 8:45 am (at which point all staff are in the gym with campers) please park and walk
your child into the gym to join their group.
PLEASE NOTE! On the 1st Wednesday morning of each session we conduct a fire drill. If you arrive
after 8:45 am when the drill has begun your car will likely be unable to proceed up the hill in front of the
Hurd until the drill is over. If you know you are running late this day you may want to park in the front of
the sports center and walk your child into the gym.
*If you feel it is necessary for you to walk your camper into the gym on the first day (only), you may find
some parking spaces available in the front of the sports center, and more in the lower visitors parking lot
PAST the sports center.
PLEASE DO NOT PARK on the road or on the grassy area in front of the sports center, or in the ‘No
Parking Zone’ directly in front of the sports center. This creates a dangerous situation for the campers,
and Madeira and Camp Greenway staff members trying to get to the parking lot past the sports center.
NOTE: If the situation warrants, Madeira Security may tow illegally parked cars.
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We ask for your cooperation in driving with care. We have approximately 350 campers in camp each
session; therefore there may be campers/counselors on or near the road. The speed limit on campus is
15 mph.
3:30 – 4:00 pm
AFTERNOON PICK-UP INSTRUCTIONS
Pick-up route
Follow the road into campus and continue past the tennis courts and make your first left, down the hill.
Then take your first left into the Beeches neighborhood. You will be driving on the wrong side of the
road. Follow the route around the cul-de-sac and return back out the way you came in. When you get to
the intersection, turn left and proceed BEHIND the sports center and up the hill to the stop sign. You will
be stopped there until carpool begins. All campers will be picked up in front of the sports center.
Counselors will listen with campers for their name, walk them to, and then help them into the car.
PLEASE DO NOT call for, or motion to your camper(s) to come to your vehicle in advance of their name
being called. Your child might run into the path of an oncoming car. As well, please explain to your
child that for safety reasons they cannot run to their car when they first identify your vehicle in
the carpool line. They must wait for their name to be called and to be placed into their car by a
staff member.
You can expect carpool to last anywhere from 15-25 minutes. Having your sign in the window helps to
expedite carpool and minimize waiting time. The last day of each session often proves to be a slightly
slower carpool as the campers are often saying extended goodbyes to their friends and therefore don’t
get to their cars quite as quickly. Thanks in advance for your patience on these days!
Half Day Camper AFTERNOON PICK-UP INSTRUCTIONS
12:45 – 1:00 pm
Everything is the same as it is for the full day campers EXCEPT carpool rarely lasts more than about 10
minutes!
Procedure for the Late Arrival of a Camper - (After 8:40 am)
You will need to accompany your camper to the main camp office. (Located immediately inside the Hurd
Sports Center on the right)
The Administrative Assistant will check the camper in and have the parent sign the child in.
You or a staff member (if one is available) will then escort the camper to join his/her group.
Please do not drop campers off directly at their activity, as then we have no way of monitoring
their attendance.
Any Camper who arrives after the start of a field trip will be placed with another group for that day.
Procedure for Early Departure of a Camper
The parent or guardian of the camper must call ahead of time or email the camp office to alert us of the
early departure of their child. So as not to interfere with carpool traffic, any camper leaving early must
depart by 2:45 pm.
Fifteen minutes prior to the requested time of departure, a staff member will retrieve the camper from
his/her activity and escort him/her back to the camp office located immediately inside the Hurd Sports
Center on the right.
The parent must come into the office and sign their child out on the early departure sheet.
Procedure For Your Child Going Home With Another Camper.
If your child will be going home with another camper outside of any pre-arranged carpools, for a play
date for example, we ask that both sets of parents send in a note indicating the details of the pick-up.
Please remind your child to give this note to their counselor when they arrive so that the counselor can
turn it in to the camp office. (If your child is to go home with a camper who takes the bus. the
Transportation Director must approve this the day before.)
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In an Emergency
If it is necessary to pick up your camper directly from the camp, PLEASE go directly to the camp
office. Camp Greenway must be sure that you are the person authorized to pick up that camper.
With your support in complying with these procedures camp will run safely and smoothly this
summer. If you have any questions or concerns, please feel free to call the Camp Greenway
Office at 703-556-8213. Thank you!
Cancellation Policy
There is a $175 non-refundable policy on each session cancelled before May 1. This fee is nontransferable. Cancellations must be submitted in writing. After May 1 there are no refunds. Cancellation
requests due to illness or accident prior to camp session start date require a note written by the attending
physician. Upon receipt of verification we will refund 50%.
Exceptions to this policy cannot be made for any reason, including weather, Act of God events, or
personal emergencies.
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Frequently Asked Questions
1. What equipment does my camper need to bring to camp?
Your camper needs to bring a bathing suit and a towel in a backpack and a water bottle. Rising 4th
through 9th graders will also need to bring an old pair of shoes for canoeing. Equipment for all other
activities is provided. Please remember to label everything with first and last name and with permanent
marker!!
2. Where do campers meet their counselors each morning?
Counselors meet their groups in the gym of the Hurd Sports Center. Group letters will be posted around
the gym to designate the area where each group meets.
3. How do I find out what group my child is in?
There are 22 groups, letters A-U at Camp Greenway. Campers are grouped by grade. Prior to the start
of camp you will receive an email indicating what group your child is in. We make every attempt to honor
group requests, though we are unable to place campers in different grades in the same group. You will
also receive the name of the Counselor assigned to that group for the session. Either the Counselor or
Junior Counselor will contact you the weekend before the session begins. At this point feel free to
mention any concerns or to ask any questions you or your child have about the upcoming session.
4. Can I walk my child in to the gym each day?
On the first day of camp absolutely! After that time it is our preference that you do not do this even if
your child asks you to. In most instances it is easier for the child to say goodbye to you at the car than
inside the gym. If your child is having a hard time at drop-off contact the camp office and we can arrange
to have their counselor or a member of the administrative staff meet your car.
5. Can I drop my child off early?
Children dropped off before 8:15 am will be placed into Early Morning Care and the credit card on file will
be charged the daily drop-in rate of $20.00.
6. What if I am running late and cannot pick my child up by 4pm?
Not a problem! Please call the camp office if you anticipate being late. We will place your child into the
Extended Day Program and your credit card will be charged the $35 extended day drop-in fee. Children
not picked up by the end of extended day at 6 pm will be held in the camp office. The camp administrator
on duty will notify the emergency contacts to pick up the camper in the event that they are unable to
reach either parent. In the event you do not arrive by 6 pm, a $25 fee for every 15 minutes late will be
charged to your credit card.
7. Is it too late to sign up for Early Morning/Extended Day or Bus Transportation?
No! You may sign up for weekly extended day and early morning care up until June 1st. The deadline to
sign up for bus transportation is June 1st, however we may be able to accommodate inquiries made after
that time, depending on which route & stop are being requested. To enroll in either of these programs
simply email us at summer@madeira.org .
8. Can my child bring a friend to camp?
Due to liability and insurance costs campers are not allowed to bring a friend to camp.
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9. What is the cancellation policy?
The $175.00 deposit paid at point of registration and is non-refundable. Cancellations made after May 1st
are subject to forfeiture of the entire fee for the cancelled session. There are no refunds for absences or
dismissal. Please refer to Cancellation Policy in the Greenway Parent Packet.
10. Does the camp offer accident insurance?
The camp offers accident insurance to enrolled campers to supplement their regular insurance policy.
11. What is the camp's discipline policy?
In the case of drug use, smoking or drinking the camper will be immediately dismissed. As cited in the
Camper Agreement, Camp Greenway has a zero tolerance policy towards bullying, hazing and any other
types of physically or verbally abusive behavior. Evidence of such behavior may result in immediate
dismissal from camp.
In other instances, depending on the nature of the situation the behavior will be discussed with the child
and a note will be sent home to be reviewed and signed by their parent/guardian, then returned to camp
the next day. If repeated incidents occur the parents will be called. Counselors make every attempt to
redirect inappropriate behaviors of campers who are having a hard time in the group. However, if the
behavior continues, the child will be asked to take a break from that camp activity by going to the camp
office or being placed with another group for a short period of time. No camper is ever confined in any
space the camper cannot open. There is no physical punishment, no shaking, no verbal abuse, and no
humiliation. Food and rest breaks are never withheld and no camper is punished for a toileting accident.
12. What happens if my child is sick?
By law, any child with an elevated temperature, a communicable disease such as chicken pox, diarrhea,
or who is vomiting must be picked up from camp immediately. The child will be taken to the Health
Center where the certified camp nurse will care for him/her until he/she is picked up. Please ensure you
have made arrangements for your child to be picked-up in a timely fashion if he/she becomes ill. In
addition, please do not return your child to camp until he/she has been fever free for 24 hours without the
use of fever-reducing medication. In situations where Camp Greenway suspects child abuse or neglect
we are required by law to report this information to the Department of Child Protective Services. There is
no nurse available after 3:30 pm for any activity after that time.
13. What is the best way to communicate with my child’s counselor?
Call or email the camp office. Chances are the counselor will not be immediately available, but the
administrative assistant will be able to take your information and tell you when the counselor will be able
to return your call. If the matter does not require a phone call, you are also always welcome to send
notes in with your child
14. Can parents attend any of the all-camp activities?
The Custodial Parents have the right to visit camp at any time and are encouraged to attend our special
day celebrations such as the Beach Day, lip sync and the Olympic Day flag ceremony and parade. At
the beginning of each session you will receive a newsletter outlining the events for the session. This will
indicate the schedule for each session’s special events.
15. How will I receive information from the camp administration?
Communications from the camp office are done electronically via email. In the event of an emergency,
i.e., tornado, earthquake, flood, fire, we will use email as our first line of communications. We will also
post updates on Facebook and Tweet out any pertinent information (For example, last year we chose to
suspend carpool midway through due to severe lightning. This is the kind of information we would email,
post to Facebook and tweet out to you.) Please ensure that you are capable of receiving messages from
our email address or provide us with an alternate email address if you’ve not already done so. We also
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have links to all of our paperwork on the Summer Forms page of our website, www.madeira.org/summer.
Reminders about special events will always be emailed.
16. What do you do when it's really hot or raining?
Every outdoor activity has a designated indoor "rainy day" space. On days when it is raining or the heat
is extremely oppressive these activities operate in these indoor locations. On days when the air quality is
a Code Red we move all activities indoors at 11 am.
17. Where can I find the list of bus stops that you all use?
On the Parent Information and Forms page of our website. You can also click here for the PDF.
18. I can’t remember; is lunch included for half day campers?
Yes! Lunch is served for all campers. Half day campers eat lunch the period before they depart for the
day. Of course as for full day campers you are welcome to send lunch in with them.
19. If I have any questions, to whom should I speak?
Day-to-day operation and management decisions rest with the Camp Directors, and the Camp
Administrative Staff. Should you have any billing or registration questions please contact Pam Hamer.
The following is a list of our current camp administrative staff:
Rachel Minchew
Pam Hamer
B. J. Romanoff
Director of Summer Programs
Summer Programs Business Administrator
Camp Nurse-HealthCenter
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703.556.8213
703.556.8261
703.556.8244