1. Philmont 2003 Council Contingent Capitol Area Council
Tour Director: Sid Covington , (cell)
Scout Advisor: Martin Payne x16

2. Agenda Tonight Duffle Bags/Logo Travel schedule Financial Crews
Communications
Itineraries
Equipment
Certifications
Paperwork
11/22/2018
2003 Trek Meeting B

3. Duffle Bags/Logo Duffle Bag: Crews design/obtain own T-shirts
10½ x 21½ x 10½ w/handle wrap & shoulder strap
Colors: Green, Yellow logo
Crews design/obtain own T-shirts
Include Logo on sleeve, breast
Can use Philmont clip art
One Council strip per participant
11/22/2018
2003 Trek Meeting B

4. DO NOT LEAVE YOUR CAR IN THE REI PARKING LOT!
Travel Schedule:
Austin to Philmont (Day 0):
Departure Date: Sunday, June 22, 2003, 5:00 am
Meet 5:00 am at Crossroads Shopping Center area (REI parking lot)
Bus Departs at 6:00 am
Lunch in Lubbock (Texas Tech — Wiggins Dining Hall)
Dinner in Las Vegas, NM (Eastern New Mexico University)
Arrive Philmont ~9:00 pm (MDT)
Overnight in Tent City
Philmont:
Check-in: Monday, June 23, 2003 (Day 1)
Trail: Tuesday, June 24-Friday, July 4 (Days 2-12)
Check-out: Friday, July 4, 2003 (Day 12)
Philmont to Austin (Day 13):
Return Date: Saturday, July 5, 2003, ~11:00 pm
Depart Philmont ~ 9:00 am (after breakfast)
Lunch in Clovis, NM (CiCi’s Pizza)
Dinner in Abilene, TX (McMurrey University)
Arrive Crossroads Shopping Center ~11:00 pm
DO NOT LEAVE YOUR CAR IN THE REI PARKING LOT!
11/22/2018
2003 Trek Meeting B

5. Participant Expenses:
Description
Quantity
Cost Per Person
Cost Per Crew
Bus Transportation
$104
$1,248
Philmont Fee
444
5,328
Travel meals
2 Dinners 2 Lunches
11 12
Bus Snacks 9 54
Maps
1 set/participant 13
156
Contingent duffle bag 15
180
Additional night/bkfst 12
144
Administrative
Contingency
Total: $650
$7,800
11/22/2018
2003 Trek Meeting B

6. Participant Expenses:
Personal money for:
Snacks at Camping Headquarters (before/after).
Souvenirs at Tooth of Time Trading Post. “Campers spend an average of $100 at Philmont’s trading posts. If major items such as jackets are desired, more money will be needed.”
Backcountry (~$20, small bills):
Shotgun shooting — additional shots
Fishing license — $1.50 (youth), $9-$40 (adult)
Snacks
Fuel
Trip to Cimarron — any meals there
11/22/2018
2003 Trek Meeting B

7. ALL CREWS SHOULD HAVE PAID $5,760!
Payment Schedule:
April 1, 2002 $ per participant
August 1, 2002 $ per participant
December 1, 2002 $ per participant
May 3, 2003 $ per participant (Net balance due)
ALL CREWS SHOULD HAVE PAID $5,760!
11/22/2018
2003 Trek Meeting B

8. Financial Policies/Information
Each crew is financially responsible for 12 participants (12 x $650 = $7,800).
Check your statement to determine your final payment.
If you have to cancel participants, you will be responsible for all cancellation charges and your share of other Council expenses including transportation.
11/22/2018
2003 Trek Meeting B

9. Crew Status: Crew Composition Expedition Leader Roster? Youth M F
Adults M F
623-B-01
Corey Taylor No 9 3
623-B-02
Jeff Carter
623-B-03
Steve Nelson
623-B-04
Granville Ott
623-B-05
Greg Smith
Yes-Need CL/CA 8 4
623-B-06
Jim Sadio
Partial-Need CL/CA 7
623-B-07
Don Mayer
623-B-08
Dennis Kocian
623-B-09
Don Gottschalk (Coed) 2
623-B-10
Mike Howard
623-B-11
Steve Hanson
623-B-12
Bruce Barre
11/22/2018
2003 Trek Meeting B

10. Communications Postcard/Letter to Crew Advisor
to everyone on list
Web site:
(follow links to Council Calendar/Events)
11/22/2018
2003 Trek Meeting B

11. Let me know of errors, suggestions, etc.
Web Site Structure
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) Philmont Trail food menu
Tips (descriptive) Philmont Trek Hints (descriptive)
Let me know of errors, suggestions, etc.
2003 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)
2004 Contingent
11/22/2018
2003 Trek Meeting B

12. Itinerary Selection Process:
Select 5 itineraries from TREKS Rank these in order of preference.
Fill out postcard with choices in order (i.e., 13, 14, 6, 11, 4).
Send postcard to Philmont as soon as possible.
5 choices (in order) to Sid.
When Philmont sends you back the assigned itinerary, the itinerary number to Sid.
11/22/2018
2003 Trek Meeting B

13. Let me know your choices.
Itinerary Selection
Be cognizant of the desires and capabilities of your Crew.
Weigh selection toward programs that the crew wants to participate in.
Campsites/Programs
Distance/Difficulty
Elevation — max, daily change
Area:
South
Central
North
Valle Vidal
EACH CREW SHOULD SEND ITS ITINERARY SELECTION POSTCARD TO PHILMONT AS SOON AS POSSIBLE AFTER RECEIVING TREKS BOOK!
Let me know your choices.
Ask them what they want to do!
11/22/2018
2003 Trek Meeting B

14. Itinerary Selection Website Tools: Interactive Ranger CD
Program survey:
Itinerary calculator:
Interactive Ranger CD
11/22/2018
2003 Trek Meeting B

15. Equipment Tents required: Bring own backpacking stoves:
Philmont tents recommended
Two person tents
No bivy sacks
Bring own backpacking stoves:
Cannot carry fuel on bus
White gas & Peak 1 Max cartridges available at Philmont — including backcountry staffed camps.
Can ship fuel to Philmont via UPS
Philmont tent Requires 14 stakes
Eureka Timberline tent
11/22/2018
2003 Trek Meeting B

16. Equipment
Use Philmont cooking pots/pans, shovel, bear bags & ropes, dining fly.
Tent stakes: Dining fly, tents, spares
BRING ONLY WHAT IS ON THE LIST IN THE GUIDEBOOK TO ADVENTURE BOOKLET!
Dining Fly requires 10 stakes
Can use Trekking poles instead of dining fly poles
11/22/2018
2003 Trek Meeting B

17. Tent City & Trail tent counts
Suggestions
Make tent assignments:
Follow Youth Protection rules
Don’t allow changing
Two per tent
Advisor & Crew Leader make Duty Roster:
Adults participate in duties?
Spreadsheet on website 
Copies (laminated) for everyone.
Tent City & Trail tent counts
11/22/2018
2003 Trek Meeting B

18. Certifications First Aid/CPR: Youth Protection:
At least one adult must be certified.
Must be current (generally 3 years for First Aid, 1 year for CPR).
Must bring certification card (copy for Tour Director).
Youth Protection:
All adults must be current (National Tour Permit).
Must be taken within 24 months of trek.
Lost Pines Summer Camp — weekly, usually Wednesday after chapel (~8:00 pm) - call
Online via Council website —
11/22/2018
2003 Trek Meeting B

19. Paperwork Medical Forms Insurance Cards
MUST use original Philmont 2003 medical form — do not separate sheets. No copies.
Requires physical examination.
Original for Philmont (will be returned on checkout), copy for Tour Director
Insurance Cards
Copy for Philmont (with medical form), copy for Tour Director
11/22/2018
2003 Trek Meeting B

20. Paperwork (continued)
CPR/First Aid Certification Cards
Original required for check-in at Philmont, copy for Tour Director
Crew Roster (multi-part form with TREKS book)
Originals for Philmont, copy for Tour Director
Talent Release Form (form with TREKS book)
MUST be signed by parent! Check carefully!
Original for Philmont, copy for Tour Director
Crew Lists (from website)
Copy for Tour Director
11/22/2018
2003 Trek Meeting B

21. Contingent Tour Director
Paperwork Summary
Description
Goes to:
Philmont
Contingent Tour Director
Crew Roster (Philmont multi-part form)
Original
Copy
Crew List (Word document-website)
none
Talent Release Form
Medical Forms
Original*
Insurance Cards
CPR/First Aid Certification Cards
Show original
* will be returned
11/22/2018
2003 Trek Meeting B

22. What’s Next? Crews: Itinerary selection Send assigned itinerary to Sid
Final payment — March 3
Paperwork:
Medical forms!
Certifications (1st Aid, CPR, Youth Protection)
Rosters/leadership positions
Shakedowns — equipment & conditioning
Contingent:
Gather all assigned itinerary numbers
Order maps
Confirm meals
Meeting ~ mid-May
Distribute duffle bags
Distribute maps
Collect all paperwork
Parent information sheets
11/22/2018
2003 Trek Meeting B

23. Questions?
11/22/2018
2003 Trek Meeting B