1. Philmont 2002 Council Contingent Second Organizational Meeting
Contingent Advisor: Sid Covington ,
Scout Advisor: James Johnson x33
Trek Meeting 2

2. Agenda Tonight Review 2001 Contingent Trek Experience
Contingent/Crew Organization
Review Financial Policy & Payment Schedule
Contingent Duffle Bags/Crew Tee-Shirts
Trek Schedule
Itinerary Selection
Travel
Planning Timeline
“Rules”
What Next?
2/23/2019
Trek Meeting 2

3. 2001 Contingent Very Successful! 144 participants – all crews full.
Departed Austin 15 minutes early!
Travel/meals worked as planned – bus trip takes 17 hours!
Used tent city & trail tents on arrival (Day 0). Moved to tent city tents morning of Day 1.
Check-in completed by noon Day 1 – museum tours, rest, etc.
Weather mostly good, little rain, minimal injuries.
Nobody eaten by bears!
Took too much stuff! Didn’t get in good enough shape!
Ready to go again.
2/23/2019
Trek Meeting 2

4. Contingent
“Contingent” will arrive and depart and will be checked in/out as a single group by the Contingent Advisor.
Contingent Advisor will prepare one National Tour Permit for entire group – Crews don’t need to do one.
“Crews” will plan/reserve own itineraries.
“Crews” will be on trail independently from each other (may be “sister” crew with same itinerary).
2/23/2019
Trek Meeting 2

5. Contingent Organization
Contingent Advisor
Sid Covington
Scout Liaison
James Johnson
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)
2/23/2019
Trek Meeting 2

6. 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
2/23/2019
Trek Meeting 2

7. 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.)
Each crew is financially responsible for 12 participants (12 x $640 = $7,680). If unit cannot fill slots, they must pay fee anyway and find youth/adults to fill.
There is likely to be scholarship money available for youth (October, 2001). $125, $225, $325 per youth for 2001
Let us know early if there are financial issues!
2/23/2019
Trek Meeting 2

8. 2 Dinner 2 Lunch Bus Snacks
Revised Budget:
Description
Quantity
Cost Per Person
Cost Per Crew
Bus Transportation
$108
$1,296
Philmont Fee
415
4,980
Travel meals
2 Dinner 2 Lunch Bus Snacks
Maps
1 to 3 per participant 13
156
Contingent duffle bag
1 each (extra’s $20) 15
180
Additional night/meal 12
144
Administrative 25
300
Contingency
Total: $640
$7,680
2/23/2019
Trek Meeting 2

9. Revised Payment Schedule:
May 1, 2001 $50.00 per participant $600 per crew
August 1, 2001 $ per participant $3,000 per crew
December 1, 2001 $ per participant $3,000 per crew
March 2, 2002 $90.00 per participant (balance due) $1,080 per crew
2/23/2019
Trek Meeting 2

10. Duffle-bags
All participants provided with a duffle bag to carry on bus with items for base camp.
10½” x 21½” x 10½” with handle wrap & shoulder strap
Color: Dark tan bag, gold logo (2000) Who is creating logo?
2/23/2019
Trek Meeting 2

11. Crew tee-shirts Each Crew designs own tee-shirt
Include Contingent logo on sleeve or breast
Typically have at least two shirts per participant
Tee-shirt ideas:
Topo map
Trek map (from Treks-2002 book)
Crew designed logo
Philmont logos (arrowhead, brands, etc.)
Some crews do hats too!
This is likely to be the “best” Philmont souvenir.
2/23/2019
Trek Meeting 2

12. What do we do when we go? Search & Rescue Homesteading
Jicarilla Apache Life
Programs
Burros Challenge L.N.T. Rock Climbing
Astronomy Fly Fishing Archeology
T-Rex Track
Gold Panning Mountain Biking
Black Powder Rifle, Shotgun, Rifle
2/23/2019
Trek Meeting 2

13. How big and tall is Philmont?
Philmont Scout Ranch: 137,493 acres
330 miles of trails, 125 backcountry camps
Valle Vidal Unit, Carson National Forest: ,000 acres
Elevation ranges from 6,500’ to 12,441’
~24,000 campers in (~360/day arrive, ~360/day depart)
2/23/2019
Trek Meeting 2

14. What does Philmont look like?
Valle Vidal Rolling country, spacious meadows, limited water, large Elk population
North Country Highest elevations (Baldy), gold mining
Central Country Much elevation change, dense forest
South Country Narrow valleys, more creeks, warmer
2/23/2019
Trek Meeting 2

15. What itinerary should we pick?
2001: 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 them!
2/23/2019
Trek Meeting 2

16. Contingent Itinerary Selection Tool
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
When TREKS-2002 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
2/23/2019
Trek Meeting 2

17. Where is Philmont? How do we get there?
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
Travel by chartered 57-passenger bus (~17 hours)
2/23/2019
Trek Meeting 2

18. Travel Plans Austin to Philmont: Philmont to Austin:
Departure Date: June 8, 2002, 6:00 am (meet at 5:00) The bus will drive straight through to Philmont, with stops for lunch and dinner. Arrival time at Philmont is approximately 10:00 pm (Mountain Std Time).
Breakfast: None
Lunch: Texas Tech University (Lubbock, TX)
Dinner: New Mexico Highlands University (Las Vegas, NM)
Philmont to Austin:
Return Date: June 21, 2002, 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
Lunch: CiCi’s Pizza (Clovis, NM)
Dinner: Hardin-Simmons University (Abilene, TX)
2/23/2019
Trek Meeting 2

19. Trek Schedule Day 0 — Travel — Austin to Philmont (Saturday, 6/8)
Day 1 — HQ/Tent City — Check-in/Shake-down/Opening campfire (Sunday, 6/9)
Day 2 — Depart HQ/1st Day on trail (Monday, 6/10)
Day 3 — 2nd Day on trail (Tuesday, 6/11)
Day 4 — 3rd Day on trail/Ranger Departs am (Wednesday, 6/12) ……
Day 11 — Last Full Day on trail (Wednesday, 6/19)
Day 12 — Return to HQ/Tent City — Closing campfire (Thursday, 6/20)
Day 13 — Travel — Philmont to Austin (Friday, 6/21)
2/23/2019
Trek Meeting 2

20. Updated 9/20/2001 to reflect co-ed crews.
Bus Assignments
Bus
Group Leader
Crew
Expedition #
Crew Advisor 1
Pat Hastings
Troop 8787
609-E-02
Dan Price
Troop 405
609-E-08
Allan Higgins
609-E-09
John Montgomery
Troop 77
609-E-12 2
Kent Black
Troop 4
609-E-04
Jackson Harper
Troop 162
609-E-03
Craig Shackleton
Troop 88
609-E-07
Sam Brister
Troop 17
609-E-11 3
Mary Powell
Crew 109
609-E-01
Molly Alexander
Crew 49
609-E-05
Troop 403
609-E-06
Jim Fulford
Troop 256
609-E-10
Simon Garza
Busses will pickup and return to the REI parking lot near Loop 360 & US-183.
Updated 9/20/2001 to reflect co-ed crews.
2/23/2019
Trek Meeting 2

21. Planning Timeline (approximate)
December 2001 — Crews will receive Planning Guide, medical forms
March 2002 — Crews will receive TREKS-2002 book
Itineraries:
Select 5 itineraries
Return postcard with 5 selections – send selections to Sid
Philmont will inform you of your itinerary – send to Sid
DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY CONTINGENT
Equipment & Packing lists (Guidebook to Adventure)
Program information
Crew Leader/Chaplain’s Aide/Advisor Information
2/23/2019
Trek Meeting 2

22. Philmont “Rules”
Participants MUST meet age requirements: (Participants must be at least 14 by January 1, 2002) 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).
If one crew from Contingent comes off mountain, all do!
2/23/2019
Trek Meeting 2

23. 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.
2/23/2019
Trek Meeting 2

24. BSA/Contingent “Rules”
All adults must be current (within 2 years) on Youth Protection Training.
Crews required to follow Youth Protection Guidelines – particularly:
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.
2/23/2019
Trek Meeting 2

25. What’s Next?
Will mail package to Crew Advisor when Medical Forms & other information arrives (~December).
Will schedule another meeting (~March) to distribute TREKS-2002 books & discuss itineraries.
Final meeting will be mid-May to review paperwork, distribute duffle bags & maps.
2/23/2019
Trek Meeting 2

26. Crew Advisor “paperwork”
Prepare notebook/binder with:
Philmont Crew Roster form (3 part) March
Philmont Medical form for each participant – signed by Doctor, Participant, Parent (one or two places) December
Copies of Medical Insurance cards for each participant
Original First Aid & CPR certification cards
Documentation for Contingent Advisor:
Crew List with emergency contact info (form is on website)
Copy of Philmont Crew Roster form (above)
Copies of Philmont Medical Forms & insurance cards
Copies of First Aid & CPR Certification cards
2/23/2019
Trek Meeting 2

27. What else? Training Web site:
Crews should work with their Crew Advisors/Group Leaders to develop a training schedule.
Could be classroom, campouts, etc.
Each Crew MUST have one person current in First Aid & CPR.
ALL ADULTS MUST BE CURRENT IN YOUTH PROTECTION.
Web site:
(follow links to CAC Events)
2/23/2019
Trek Meeting 2

28. Let me know of errors, suggestions, etc.
Web Site Structure
council_contingent
Trek 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.
2001 Contingent
2002 Contingent
Crew Information Financial Schedule Contacts
2/23/2019
Trek Meeting 2

29. Questions?
2/23/2019
Trek Meeting 2