Philmont 2004 Council Contingent Tour Director: Sid Covington 474-8696, 925-1231 (cell) sid_c@swbell.net Scout Advisor: Martin Payne 926-6363 x16 mpayne@bsacac.org

2004 Contingent -- Trek Meeting 1 -- 620-x Agenda tonight Philmont Contingent Travel plans Financial Trek planning Communications 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x What is Philmont? Philmont is a BSA high adventure base for camping and training. Philmont is a working ranch: Cattle Horses Buffalo History: Early Ponil people Jicarilla Apache Beaubien-Miranda — Maxwell Land Grant Waite Phillips Boy Scouts of America 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x Philmont Experience Philmont “Experience” More than backpacking! Programs: 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

Where is Philmont? How do we get there? North Central New Mexico — near Colorado border. On edge of plains in Sangre de Cristo mountain range. Headquarters is ~ 4 miles south of Cimarron, NM. Travel by chartered 57-passenger bus (~15-17 hours). 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x 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 Elevation — 6,500’ to 12,441’ 20,908 campers in Summer 2002 ~350/day arrive, ~350/day depart ~4,000 in backcountry 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x Council Contingent Council makes reservations for “Contingent”. Capitol Area Council fills crews with units, some councils use provisional technique. We may adopt in 2005. “Contingent” is checked in/out as a single group by the Tour Director. “Crews” plan/select own itineraries, do their own shakedown, training, etc. “Crews” are totally independent of one another on trail. 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

Contingent Organization Tour Director Sid Covington Scout Liaison Martin Payne Logistics, travel to and from Philmont At Philmont and on the trail Bus Leader Same bus, work together on training, shakedown campouts, etc. Crew Crew Advisor The Crew Leader is in charge! The crew always stays together on the trail! Crew Leader Chaplain’s Aide 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x Travel Plans Travel will be on 57 passenger buses San Antonio City Tours Austin to Philmont: Departure Date: Saturday, June 19, 2004, 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. Philmont to Austin: Return Date: Friday, July 2, 2004, 11:00 pm The bus will depart Philmont ~ 6:30 am and stop for lunch and dinner on return to Austin. 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

Participant Expenses: Description Quantity Cost Per Person Cost per Crew Bus Transportation $102 $1,224 Philmont Fee 475 5,700 Travel meals 2 Dinners 2 Lunches 12 11 144 132 Bus Snacks 9 108 Maps 1 set/participant 15 180 Contingent duffle bag 19 228 Additional night/bkfst 12 144 Administrative 25 300 Contingency Total: $705 $8,460 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x Payment Schedule: April 1, 2003 $176.25 per participant $2,115 per crew August 1, 2003 $ 176.25 per participant $ 2,115 per crew December 1, 2003 $ 176.25 per participant $ 2,115 per crew March 3, 2004 $ 176.25 per participant (Balance due) $ 2,115 per crew 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x Financial Policies Each crew is financially responsible for 12 participants (12 x $705 = $8,460). There will probably be Waite Phillips scholarship money available (October, 2003) ($100, $200, $300 per youth) Let us know early if there are financial issues! 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

Contingent Participants Expedition # Unit Contact Participants Youth Adult Male Female 620-x-01 Crew 399 Roy Keithley 4 2 620-x-02 Crew 36 Mike Reynolds 5 1 620-x-03 Crew 200 Jim Jacobson 8 620-x-04 Troop 413 Robert Browne 620-x-05 Troop 555 Cary McGregor 620-x-06 Troop 201 Mike Graham 9 3 620-x-07 Troop 231 Doug Kaspar 620-x-08 Troop 365 David Tabb 620-x-09 Troop 472 Mike Sugars 10 620-x-10 Troop 259 Robert Haig 620-x-11 Troop 30 Richard South 620-x-12 Troop 399 Paul Parker 620-x-13 Troop 441 MikeMoriarty 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

Bus Groups Bus Group Leader Crew Expedition # Crew Advisor 1 Paul Parker Crew 399 620-x-01 Roy Keithley Crew 36 620-x-02 Mike Reynolds Troop 412 620-x-04 Robert Browne Troop 30 620-x-11 Richard South Troop 399 620-x-12 2 David Tabb Troop 555 620-x-05 Cary McGregor Troop 231 620-x-07 Doug Kaspar Troop 365 620-x-08 Troop 472 620-x-09 Mike Sugars 3 Mike Graham Crew 200 620-x-03 Jim Jacobson Troop 201 620-x-06 Troop 259 620-x-10 Robert Haig Troop 441 620-x-13 Mike Moriarty This will need to be worked out. One crew will have to split busses. 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

Planning Timeline (approximate): December, 2003 — Crews will receive Planning Guide, medical forms March, 2004 — Crews will receive TREKS book. Itineraries: Select 5 itineraries Return postcard with 5 selections Philmont will inform you of the itinerary assigned Equipment & Packing lists. Program information. Crew Leader/Chaplain’s Aide/Advisor Information. 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x “Philmont Rules” Participants MUST meet age requirements: (Participants must be at least 14 by January 1, 2004) OR (have completed the 8th grade and be at least 13 years of age prior to participation.) Philmont will not make any exceptions to the age requirement! One person (preferably two) per Crew must be currently certified in Red Cross Standard First Aid & CPR. Participants MUST meet weight guidelines. Participants MUST use 2004 Philmont Health & Medical Record form — physical within 12 months. Should have at least three adults per crew, maximum of 4 (for Philmont, an adult is a person over 21). If one crew from Contingent comes off mountain, all do! 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x Itinerary Selection Be cognizant of the desires and capabilities of your Crew. Weigh selection toward programs that the crew wants to participate in. Consider Distance & Difficulty. Consider Elevation-max, daily change. Area: South Central North Valle Vidal Ask your crew what they want to do & where they want to go! 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x Trek Schedule: Day 0 — Travel — Austin to Philmont (Saturday, 6/19) Day 1 — HQ/Tent City — Opening campfire (Sunday, 6/20) Day 2 — 1st Day on trail (Monday, 6/21) Day 3 — 2nd Day on trail, first full day (Tuesday, 6/22) Day 4 — 3rd Day on trail, Ranger Departs am (Wed, 6/23) …… Day 11 — Last Full Day on trail (Wednesday, 6/30) Day 12 — HQ/Tent City — Closing campfire (Thursday, 7/1) Day 13 — Travel — Philmont to Austin (Friday, 7/2) 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x Communications Postcards/letters to Crew Advisor. Email to everyone on mailing list. Web site: http://www.bsacac.org (follow links to Council Calendar/Events) http://www.bsacac.org/oldsite/philmont/default.htm Send email with questions to sid_c@swbell.net 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

Web Site Structure Let me know of errors, suggestions, etc. council_contingent Trek Information Philmont Overview (descriptive) Itinerary Selection (description, survey document, spreadsheet) Programs (descriptive) Philmont Rules & Policies Medical Considerations Personal Equipment (list-what to bring) Crew Equipment (list-what to bring) Philmont Equipment (list-what Philmont provides) Duty Roster (spreadsheet) Bears (information, bear bags) 2002 Philmont Trail food menu Tips (descriptive) Philmont Trek Hints (descriptive) Let me know of errors, suggestions, etc. http://www.bsacac.org/oldsite/philmont/default.htm 2004 Contingent Advisor Checklist (things you need to have done, crew list document) Crew Information (crew members) Financial (costs, payment schedule) Schedule (daily trek schedules, transportation, uniform) Contingent Logo (logo artwork, duffle bag, shoulder strip) Contacts (descriptive) Meeting Information (presentations, meeting agendas) 2003 Contingent . . . . 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x

2004 Contingent -- Trek Meeting 1 -- 620-x Questions? 4/16/2019 2004 Contingent -- Trek Meeting 1 -- 620-x