Camp Myrtlewood

Outdoor School Contract and Policy

This OUTDOOR SCHOOL CONTRACT AND POLICY (the "Agreement") is made by and between [School / District] (the "Client") and Camp Myrtlewood, a 501(c)(3) non-profit organized in the State of Oregon (the "Provider"), for the Myrtlewood ODS Fall 2026 / Spring 2027 session, according to the following terms, conditions, and provisions.

Term of Agreement. This Agreement will start on the date Client signs below (the "Execution Date") and will continue until June 10, 2027 (the end of the field season) unless earlier terminated.

Work to Be Performed and Terms of Payment. The Provider will conduct outdoor school activities and perform services for Client's students as described in Exhibit 1, below. Client will pay Provider the fees described there. The outdoor school activities may be conducted in person or virtually online.

Fees. Provider charges a flat rate program fee per student per session, calculated automatically above from the enrollment each participating school reports. These are the numbers Provider will bill: the enrollment entered above determines the invoice unless later updated by the Headcount Confirmation & Final Invoice document. Client is solely responsible for paying all fees and costs incurred under this Agreement. Based on current entries, the Estimated Total Cost is $0.00.

Deposit. Client will pay a non-refundable deposit of $0.00 (30% of the estimate) within 15 days of the invoice. If activities begin less than two months after the Execution Date, the deposit is due within 7 days of the Execution Date. The schedule is not confirmed until Provider receives this deposit.

Rescheduling or Termination. Client may cancel or reschedule more than one month prior to the start date without penalty. Cancelling less than one month prior may incur a cancellation fee of 10% of total program costs — currently $0.00. Provider may terminate this Agreement if Client fails to pay within 30 days of a due date.

Insurance. Client must maintain a current certificate of liability insurance providing $1 million per occurrence, naming Provider as an additional insured, valid throughout all program dates, and provided to Provider within one month of the Execution Date and no later than one month before the program start date.

Background Checks. Each party is responsible for a substantive criminal background check on any adults (18+) participating on their respective behalf, and will share results with the other party.

Health Officer

During any off-campus activities, Client must designate one teacher/adult as health officer, responsible for reviewing medical forms, tracking student medical issues, administering medications, making emergency medical decisions, and coordinating with parents/guardians of sick or injured students. If a parent/guardian is present, they assume this responsibility instead.

Grant Reporting. Each party handles its own grantor reporting and will cooperate with the other's requirements.

Access to Records. Both parties will share relevant records — health records, background-check records, fees/costs, incident reports — created during this Agreement.

Confidentiality Obligations

"Confidential Information" includes Client's proprietary information, anything marked confidential, information Provider knows or should know is confidential, and third-party information Client must keep confidential — including reports, designs, data, client files, legal documents, and financial/technical information. Provider will safeguard this information and student data per applicable federal and state law.

Safety and Security. Provider maintains emergency procedures, will immediately notify Client of any emergency, and follows mandated reporting requirements for suspected child abuse/neglect.

Intellectual Property. Provider retains ownership of IP from its own work under this Agreement. Provider's curriculum partner, Rogue Environmental Education, retains ownership of its own pre-existing curriculum and instructional materials; nothing here transfers that ownership to Client or Provider.

Independent Contractor Relationship. Provider acts as an independent contractor, not Client's employee, with sole control over the manner of providing services, and may serve other clients when not serving Client.

No Authority to Bind Client. Provider cannot contractually bind Client to any agreement other than this one.

Other Persons, Subcontractors, and Curriculum Partner

Provider has sole authority for managing all persons providing services under this Agreement. If Client wants to engage additional help, Client submits a written request; Provider approves at its sole (not unreasonably withheld) discretion.

Provider is solely responsible for the employment, payroll, and background checks of all staff and instructors delivering activities under this Agreement. Provider has separately contracted with Rogue Environmental Education ("Rogue EE") to assist with program contracting, staff hiring, and training support. Rogue EE is not a party to this Agreement, is not Client's employee, and this Agreement creates no direct relationship between Client and Rogue EE. Both Provider and Rogue EE independently maintain their own commercial general liability insurance.

Tax Duties and Liabilities. Client will not withhold any income or payroll tax; Provider is solely responsible for taxes on payments received.

Workers' Compensation Insurance. Each party maintains its own workers' compensation insurance.

Equipment, Tools, Materials, or Supplies. Provider supplies all necessary tools, materials, and supplies unless otherwise specified in Exhibit 1.

Representations, Warranties, and Covenants

• Each party is duly authorized to enter this Agreement free of encumbrances;
• Each party will maintain required business registrations/licenses; and
• Each party has complied and will continue to comply with applicable laws governing this Agreement.

Indemnification. Client will defend, indemnify, and hold harmless Provider from damages arising from Client's negligence, misconduct, or breach of this Agreement.

Binding Effect. This Agreement binds the parties and their heirs, successors, and permitted assigns.

Force Majeure. Delays from labor disputes, material shortages, natural disasters, pandemics, or other events beyond reasonable control are not a breach, if the delayed party notifies the other and resumes performance promptly.

Assignment. Neither party may assign this Agreement without the other's prior written consent.

No Third-Party Beneficiaries. This Agreement confers no rights on anyone other than the parties, except as explicitly stated.

Notices. Notices must be in writing, delivered personally, by certified mail, overnight delivery, or email, and are deemed given on delivery (or the 3rd day after mailing).

Amendments. This Agreement may be amended only in writing, executed by both parties.

Construction. Captions are for convenience only; "include/including" means "without limitation."

Counterparts. This Agreement may be executed in counterparts, together forming one agreement.

Further Assurances. Each party will execute further documents reasonably needed to carry out this Agreement.

Expenses. Each party bears its own expenses in connection with this Agreement, unless stated otherwise.

Waiver. Any provision may be waived in writing; waiving one breach doesn't waive others.

Governing Law. This Agreement is governed by Oregon law, without regard to conflict-of-law rules.

Dispute Resolution. Disputes go to mediation first, then arbitration under American Arbitration Association rules in Portland, Oregon, unless both parties agree otherwise.

Venue. Each party submits to courts in Multnomah County, Oregon.

Exhibits. Referenced exhibits are part of this Agreement.

Severability. If any provision is invalid, the rest of the Agreement remains in effect.

Entire Agreement. This Agreement is the entire understanding of the parties and supersedes all prior agreements on this subject.

Exhibit 1 — Scope of Work & Fees

Name of Session: Myrtlewood ODS Fall 2026 / Spring 2027

Description: Outdoor School is a field-based natural science program for 5th/6th graders, with four hands-on Field Studies aligned to the Next Generation Science Standards, plus team-building, recreation, and community.

Participating Schools: 0 school(s) — see enrollment details in Sections 1 and 2, above.

Location

Residential activities are held at Camp Myrtlewood, 49658 Myrtle Creek Rd, Myrtle Point, OR 97458; (541) 572-5307; campmyrtlewood.org. Dates are determined by Camp Myrtlewood in coordination with its curriculum and training partner, Rogue Environmental Education ("Rogue EE"), and confirmed upon deposit. If in-person/overnight gatherings aren't allowed due to a pandemic, Provider will conduct activities as day-only and/or online.

Fees and Costs

Estimated Total Program Fees: $0.00, with a non-refundable deposit of $0.00 (30%) due within 15 days of invoice. Program fees include instructional materials, meals, and lodging for overnight programs — not transportation or special equipment.

Invoicing. A draft invoice is available immediately from Section 1, above, for funding requests and deposit planning. Approximately 30 days before the program start date, Provider will send a separate Headcount Confirmation & Final Invoice document for Client to complete and sign, confirming the actual student count, teachers, and chaperones. The final invoice is based on this confirmed count. The remaining balance shown on that document is due 30 calendar days from its date, with 0.75% monthly interest on late balances.

Overnight Program Notes

Medications. The health officer schedules and secures medications (ideally locked), dispenses them, and obtains parent permission for OTC medication. Provider may carry limited OTC/first-aid supplies, but Client is ultimately responsible for adequate supply. Students needing an emergency inhaler or EpiPen may carry it themselves at the health officer's discretion.

Student Emergency Transportation. Client arranges transportation for medical or evacuation emergencies per school policy, and is encouraged to keep a vehicle available.

Additional Adults. If a student benefits from additional adult support, it's Client's responsibility to provide that aide.

Pre/Post Programming. Provider provides two pre-field-trip site visits, 1–3 pre-trip classroom activities, program evaluations, and 1–2 post-trip classroom activities; the classroom teacher leads any further activities.

Standards Alignment. Provider's curriculum, developed in partnership with Rogue EE, aligns with Next Generation (Oregon) Science Standards.

Staff. Myrtlewood ODS instructors — trained and supported in partnership with Rogue EE — are First Aid/CPR/AED or Wilderness First Responder certified and background-checked by Provider.

Meals and Lodging. Heated cabins with bunk beds; meals accommodate dairy-free, gluten-free, meat-free, and nut-free needs (bring supplemental food for other allergies).

Transportation. Schools arrange their own transportation to and from the site.

Student Leaders. Provider trains and mentors volunteer High School Student Leaders in a guided, controlled environment.

Program Materials. Provider supplies field/recreational equipment, notebooks, name tags, and writing implements; students/schools bring personal gear per the packing list. Provider provides Teacher, Chaperone, Student Leader, and Student handbooks plus permission/medical forms; the school distributes these to families.