Philmont 2003 Council Contingent Second Organizational Meeting Contingent Tour Director: Sid Covington 474-8696, 925-1231 sid_c@swbell.net Scout Advisor: Martin Payne 926-6363 x16 mpayne@bsacac.org Trek Meeting 2

Agenda Tonight: Review 2002 Contingent Trek Experience Contingent/Crew Organization Review Financial Policy & Payment Schedule Contingent Duffle Bags/Crew Tee-Shirts What is it? How do we get there? What do we do there? Itinerary Selection Trek Schedule Planning Timeline “Rules” What Next? 1/15/2019 Trek Meeting 2 Trek Meeting 2

2002 Contingent Review: 2001 was Very Successful, 2002 was Interesting! 142 participants – two last minute medical issues (do those medical exams early!) Departed Austin 5 minutes late! Missing one Scout — asleep in parking lot. Travel/meals worked as planned – bus trip takes ~15 hours (down from 17) Used tent city on arrival (Day 0) — we were the 1st crews for 2002. Check-in completed by noon Day 1 – museum tours, rest, Cimarron, etc. Almost every itinerary changed due to forest fires in Valle Vidal & North Country. Everyone pretty much took in stride. Logistics did a great job! Maps were not available from printer — able to get one set per crew. Weather mostly good, little rain, minimal injuries (blisters). One adult had to leave (death in family), one Scout came off trail to medic lodge for blisters. Three crews needed Chaplains for counseling — none had duty rosters! Nobody eaten by bears! Saw some. Took too much stuff! Didn’t get in good enough shape! Ready to go again. REI had two cars towed from parking lot after 10 days! 1/15/2019 Trek Meeting 2

Ponil Complex Fire 6/2/2002 — 6/17/2002 92,500 acres Lightning Started Valle Vidal closed Philmont North Country closed Valle Vidal Sunday, October 13 13 helicopters 1,342 personnel Lightning Started 125 Porta-potties 100,000 sheets TP/day 1,800 paper bath towels/day 9,000 paper hand towels/day 1,500 gallons potable water/day Cimarron Tent City Beatty Lakes Tent City Engines, Dozers, Busses, Water Tank Trucks NM National Forests, State Forests, State Recreation Areas closed http://www.pnw-team2.com/ponilcomplex 1/15/2019 Trek Meeting 2

Council Contingent: “Contingent” will arrive and depart and will be checked in/out as a single group by the Tour Director. Tour Director will prepare one National Tour Permit for entire group – Crews don’t need to do one. Tour Director will prepare “Arrival” postcard for entire group – Crews don’t need to do one. “Crews” will plan/reserve own itineraries (mail your own postcard). “Crews” will be on trail independently from each other (may be “sister” crew with same itinerary). 1/15/2019 Trek Meeting 2

Contingent Organization: Tour Director Sid Covington Scout Liaison Martin Payne Group Leader Crew Same bus, work together on training, shakedown campouts, etc. Crew Advisor (adult) Two-deep leadership, Youth Protection rules on co-ed crews, tent assignments Crew Leader (youth) Chaplain’s Aide (youth) 1/15/2019 Trek Meeting 2

How are Crews Organized? Crew Leader (youth) Organize crew, assign duties Selects itinerary with Advisor Provides leadership Check-in on arrival at camps Choose routes during trek Crew Advisor (adult) Selects itinerary with Crew Leader Counsel & coach crew leader and crew members Arrange logistics Chaplain’s Aide (youth) Supports Crew Leader Facilitates daily reflections 1/15/2019 Trek Meeting 2

Financial Policies/Information: Council is conducting/coordinating Contingent as a service to Units. Council will incur no financial burden. Crew pays Council, Council pays Philmont & other expenses (travel, meals, etc.). Only personal expense is what individuals spend while at Philmont on snacks, souvenirs, etc. Each crew is financially responsible for 12 participants (12 x $650 = $7,800). If unit cannot fill slots, they must pay fee anyway and/or find youth/adults to fill. There is likely to be scholarship money available for youth (October, 2002). $100, $200, $300 per youth for 2001 Let us know early if there are financial issues or needs! 1/15/2019 Trek Meeting 2

2 Dinner 2 Lunch Bus Snacks Budget: Description Quantity Cost Per Person Cost Per Crew Bus Transportation $104 $1,248 Philmont Fee 444 5,328 Travel meals 2 Dinner 2 Lunch Bus Snacks 11 12 9 132 144 48 Maps 1 to 3 per participant 13 156 Contingent duffle bag 1 each (extra’s $20) 15 180 Additional night/meal 12 144 Administrative Contingency Total: $650 $7,800 1/15/2019 Trek Meeting 2

Payment Schedule: April 1, 2002 $160.00 per participant $1,920 per crew August 1, 2002 $160.00 per participant $ 1,920 per crew December 1, 2002 $160.00 per participant $ 1,920 per crew March 3, 2003 $170.00 per participant (balance due) $2,040 per crew 1/15/2019 Trek Meeting 2

Duffle-bags: All participants provided with a duffle bag to carry on bus with items for base camp. 2001: 10h x 21½” x 11d” with handle wrap & shoulder strap Color: black bag, white logo 1/15/2019 Trek Meeting 2

Crew tee-shirts: Each Crew designs own tee-shirt. Include Contingent logo on sleeve or breast (artwork on website). Typically have at least two shirts per participant. Tee-shirt ideas: Topo map Trek map (from Treks-2003 book) Crew designed logo Philmont logos (arrowhead, brands, etc.) Some crews do hats too! Some do Polo-type shirts. This is likely to be the “best” Philmont souvenir. 1/15/2019 Trek Meeting 2

Where is Philmont? North Central New Mexico – near Colorado border – 735 miles from Austin! On edge of plains in the Sangre de Cristo mountain range. Headquarters is ~4 miles south of Cimarron, NM. 1/15/2019 Trek Meeting 2

How big is Philmont? Philmont Scout Ranch: 137,493 acres 330 miles of trails, 125 backcountry camps Valle Vidal Unit, Carson National Forest: 40,000 acres No trails, 3 – 4 backcountry camps Elevation ranges from 6,500’ to 12,441’ 20,908 campers in summer of 2002 (~350/day arrive, ~350/day depart—4,000 in backcountry) 1/15/2019 Trek Meeting 2

What does Philmont look like? Valle Vidal Rolling country, spacious meadows, limited water, large Elk population, LNT, no trails, no permanent facilities North Country Highest elevations (Baldy), gold mining, dramatic vista’s Central Country Much elevation change, dense forest South Country Narrow valleys, more creeks, warmer 1/15/2019 Trek Meeting 2

Travel Plans: Austin to Philmont: Philmont to Austin: Departure Date: June 22, 2003, 6:00 am (meet at 5:00 am) The bus will drive straight through to Philmont, with stops for lunch and dinner. Arrival time at Philmont is approximately 10:00 pm (Mountain Time). Breakfast: None Lunch: Texas Tech University (Lubbock, TX) Dinner: New Mexico Highlands University (Las Vegas, NM) Philmont to Austin: Return Date: July 5, 2003, ~11:30 pm The bus will depart Philmont ~ 6:30 am and stop for lunch and dinner on return to Austin. Breakfast: Philmont Dining Hall — Continental Lunch: CiCi’s Pizza (Clovis, NM) Dinner: McMurray University (Abilene, TX) 1/15/2019 Trek Meeting 2

DON’T LEAVE CARS PARKED IN THE PARKING LOT! Bus Assignments: Bus Group Leader Crew Expedition # Crew Advisor 1 Corey Taylor Troop 171 623-B-01 Troop 421 623-B-02 Jeff Carter Troop 280 623-B-10 Mike Howard Troop 10 623-B-11 Steve Hanson 2 Bruce Barre Troop 1407 623-B-04 Granville Ott Troop 228 623-B-08 Dennis Kocian Troop 2770 623-B-09 Don Gottschalk Troop 357/30 623-B-12 John Smith/Bruce Barre 3 Greg Smith Troop 1998 623-B-03 Steve Nelson Troop 157 623-B-05 623-B-06 Ryan Savage Troop 204 623-B-07 Don Mayer Busses will pickup and return to the REI parking lot near Loop 360 & US-183. DON’T LEAVE CARS PARKED IN THE PARKING LOT! 1/15/2019 Trek Meeting 2

What do we do when we’re there? Search & Rescue Homesteading Jicarilla Apache Life Programs Burros Challenge .30-06 L.N.T. Rock Climbing Astronomy Fly Fishing Archeology T-Rex Track 3-D Archery Gold Panning Mountain Biking Black Powder Rifle, Shotgun, .30-06 Rifle 1/15/2019 Trek Meeting 2

What itinerary should we pick? 2002: 35 itineraries, 34 programs, 28 staffed camps Itineraries vary on: Difficulty – “typical” to “super strenuous” Distance – 50 to 78 miles Area – South, Central, North, Valle Vidal or combinations Campsites/Programs Elevation – min/max & up/down Select based on crew’s capabilities and interests. Use questionnaire or other techniques to decide. Ask your crew! 1/15/2019 Trek Meeting 2

Contingent Itinerary Selection Tools On Contingent web site. Two components: Questionnaire to let participants rank interests (MS Word) Spreadsheet to fit responses to itineraries (MS Excel) Each unit should print questionnaire for each participant — enter responses into spreadsheet. When TREKS-2003 is received, spreadsheet will be updated to reflect itinerary changes. Each Crew will submit itinerary selection postcard to Philmont with top 5 choices – Philmont will assign. 1/15/2019 Trek Meeting 2

Contingent Itinerary Selection Tools 1/15/2019 Trek Meeting 2

Duty Roster Tool: Prepare duty roster before leaving Austin. Copies for all participants (laminate). Tool on website (MS Excel). All participants share work equally? 1/15/2019 Trek Meeting 2

Trek Daily Schedule: Day 0 — Travel — Austin to Philmont (Sunday, 6/22) Day 1 — HQ/Tent City — Check-in/Shake-down/Opening campfire (Monday, 6/23) Day 2 — Depart HQ/1st Day on trail (Tuesday, 6/24) Day 3 — 2nd Day on trail (Wednesday, 6/25) Day 4 — 3rd Day on trail/Ranger Departs am (Thursday, 6/26) …… Day 11 — Last Full Day on trail (Thursday, 7/3) Day 12 — Return to HQ/Tent City — Closing campfire (Friday, 7/4) Day 13 — Travel — Philmont to Austin (Saturday, 7/5) 1/15/2019 Trek Meeting 2

Planning Timeline (approximate): December 2002 — Crews will receive Planning Guide, medical forms March 2003 — Crews will receive TREKS-2003 book Itineraries: Select 5 itineraries Return postcard with 5 selections – e-mail selections to Sid Philmont will inform you of your itinerary – email to Sid DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY SID Equipment & Packing lists (Guidebook to Adventure) Program information Crew Leader/Chaplain’s Aide/Advisor Information 1/15/2019 Trek Meeting 2

Philmont “Rules” Participants MUST meet age requirements: (Participants must be at least 14 by January 1, 2003) or (have completed the 8th grade and be at least 13 years of age prior to participation). Philmont will not make any exceptions! One person (preferably two) per Crew must be currently certified in Red Cross Standard First Aid & CPR (bring cards). All participants MUST meet weight guidelines (on web site). All participants MUST use Philmont Health & Medical Record form — requires physical exam within 12 months of trek. Crew MUST be majority youth participants (21 or younger), Maximum of 4 adults per crew (over 21). If one crew from Contingent comes off mountain, all do! 1/15/2019 Trek Meeting 2

Philmont “Rules” All participants must use tents. No bivy sacks – two-man tents. No open-toe shoes in backcountry. Strict bear-bag use for all smellables – change into sleep clothes in dining fly. 1/15/2019 Trek Meeting 2

BSA/Contingent “Rules” All adults must be current (within 2 years) on Youth Protection Training. Crews required to follow Youth Protection Guidelines In particular: Co-ed crews require female adult leaders (two for safety?) Tent assignments must follow Youth Protection guidelines Should have at least three adults per crew – must maintain two-deep leadership at all times. Full “Class-A” uniform while traveling (shirt/shorts/socks) 1/15/2019 Trek Meeting 2

What’s Next? Will mail package to Crew Advisor when Medical Forms & other information arrives (~December). Will schedule another meeting (~March) to distribute TREKS-2003 books & discuss itineraries. May let Crew Advisors pick up. Final meeting will be mid-May to review and turn-in paperwork, distribute duffle bags & maps. 1/15/2019 Trek Meeting 2

Crew Advisor “paperwork” Each Crew’s Adult Advisor MUST: Prepare a notebook/binder to take to Philmont containing: Philmont Crew Roster form (3 part) Receive in March Philmont Talent Release form — signed by Parents Philmont Medical form for each participant – signed by Doctor, Participant, Parent (one or two places) Receive in December Copies of Medical Insurance cards for each participant Original First Aid & CPR certification cards Documentation for Contingent Tour Director: (turn in at March meeting) Crew List with emergency contact info (form is on website) Copy of Philmont Crew Roster form (above) Copy of Philmont Talent Release form (above) Copies of Philmont Medical Forms & insurance cards Copies of First Aid & CPR Certification cards We don’t leave ‘til the paperwork’s ready! 1/15/2019 Trek Meeting 2

What else? Training: Web site: Crews should work with their Crew Advisors/Group Leaders to develop a training/shakedown schedule. Could be classroom, campouts, C.O.P.E., hikes, etc. Each Crew MUST have one person current in First Aid & CPR. ALL ADULTS MUST BE CURRENT IN YOUTH PROTECTION. Web site: http://www.bsacac.org (follow links to CAC Events) http://www.bsacac.org/oldsite/philmont/default.htm 1/15/2019 Trek Meeting 2

Let me know of errors, suggestions, etc. Web Site Structure council_contingent General Information Philmont Overview Itinerary Selection (includes tool & survey form) Programs Personal Equipment Crew Equipment Philmont Equipment Duty Roster (tool) Tips Let me know of errors, suggestions, etc. 2002 Contingent . . . . 2003 Contingent Crew Information Financial Schedule Logo Contacts Meetings 1/15/2019 Trek Meeting 2

Questions? 1/15/2019 Trek Meeting 2