Philmont 2002 Council Contingent Capitol Area Council Philmont 2002 Council Contingent Contingent Advisor: Sid Covington 474-8696, 925-1231 (cell) sid_c@swbell.net Scout Advisor: James Johnson 926-6363 x33 jjohnson@bsa-austin.org

Agenda Distribute Duffle Bags Maps—will be distributed at Philmont on Day 1 Distribute Contact Information Travel schedule Financial Fire Situation Paperwork 5/19/2019 2002 Trek Meeting 4

Duffle Bags Duffle Bags: Have a few bags for sale, $20.00 each Backpack & duffle bag ONLY! Don’t bring anything else on bus! 5/19/2019 2002 Trek Meeting 4

Maps — will pick up at Philmont 5/19/2019 2002 Trek Meeting 4

Contact Information Letter: Each advisor make copies for participant families Uniform while traveling/base camp Includes telephone numbers for emergencies Travel information Money, packing, and manners 5/19/2019 2002 Trek Meeting 4

Travel Schedule Austin to Philmont: Philmont to Austin: Departure Date: Saturday, June 8, 2002, 5:00 am Meet 5:00 am at REI parking lot (Crossroads Shopping Center, 9901 N Capitol of Texas Highway) Bus Departs at 6:00 am REGARDLESS! Lunch in Lubbock – Texas Tech University Wiggins Dining Hall Dinner in Las Vegas, NM – Highlands University of New Mexico Arrive Philmont ~9:30 pm (MDT) Tent City or trail tents Philmont to Austin: Return Date: Friday, June 21, 2002, ~11:00 pm Meet at bus at 5:30 am Depart Philmont ~ 6:00 am (“continental” breakfast) Lunch in Clovis, NM – CiCi’s Pizza Dinner in Abilene – McMurry University, Campus Dining Arrive REI parking lot (Crossroads Shopping Center) ~11:00 pm 5/19/2019 2002 Trek Meeting 4

Financial Policies/Information Each crew is responsible for 12 participants (12 x $640 = $7,680) If you have participants cancel, you will be responsible for all cancellation charges and your share of other Council expenses including transportation. All crews should be fully paid at this time. Participants should bring spending money for junk food at Philmont and souvenirs at the Tooth of Time Trading Post. 5/19/2019 2002 Trek Meeting 4

Carson National Forest Fires McCrystal Fire 6 acres Two lightening-caused fires in Valle Vidal 5/20/2002. Effective May 21, almost all of the Carson National Forest (including the Valle Vidal) is closed due to fire danger. Philmont logistics will reroute itineraries scheduled to be in the Valle Vidal if it is still closed when we arrive. Beatty Lake Fire 40 acres 5/19/2019 2002 Trek Meeting 4

Paperwork tonight Crew Rosters: Medical forms Contingent Crew list-emergency contact information Copy of Philmont’s form (5-part NCR paper) Copy of Philmont’s Photo (Talent) Release Form Must be signed by parent/guardian for younger than 18, participant 18 or older. Medical forms Must be signed by participant, parent/guardian & physician. Include insurance information (copy of insurance card). First Aid/CPR Training certification At least one per crew 5/19/2019 2002 Trek Meeting 4

Paperwork Checklist for Crews (Copy for Contingent Tour Director) Completed Contingent Crew List Completed Philmont Crew Roster (received with TREKS-2002 book) Type if possible. Philmont Health & Medical Record for each crew member with insurance information (copy of insurance card), parent/guardian and physician signatures. Philmont Photo (Talent) Release form — properly signed Proof of current CPR Certification (copy of card) Proof of current First Aid Certification (copy of card) 5/19/2019 2002 Trek Meeting 4

Questions 5/19/2019 2002 Trek Meeting 4