Capitol Area Council Boy Scouts of America Philmont

Capitol Area Council Boy Scouts of America Philmont 2013 Council Contingent Second Organizational Meeting Contingent Advisor: Sid Covington Scouting Advisor: Rick Denison 380 -9083, 925 -1231 (cell), 575 -376 -2281 x 1231 (Philmont ) sid_c@swbell. net 617 -8627 rdenison@bsacac. org www. sccovington. com/philmont

Introductions Contingent Staff: Sid Covington Frank Davol Rick Denison Crew Leaders or Advisors Name Unit Crew’s age 3/5/2021 Expedition # Your Philmont experience Crew’s experience Contingent Meeting 2 2

Program Tonight: Review previous Contingent Trek Experiences Contingent/Crew Organization “Rules” — Philmont, BSA, Contingent Review Financial Policy, Payment Schedule, Refund Policy Contingent Duffle Bags/Shoulder Strips/ Crew Tee-Shirts Crew Advisor Binder Planning Timeline What Next? 3/5/2021 Contingent Meeting 2 3

. . 2000. 2001. . . 2002. 2003. . 2004. . 2005. . 2006. . 2007. . 2008. . 2009. . 2010. . 2011. 2012 Contingent Experiences: Philmont Contingent Charges by Year Contingent Size By Year 2000 was small, 2001 was large & Very Successful, 2, 1 6 were $395. 00 144 $230. 00 122004 & 20050 parabsolutely 2003 was Good (except for some adult issues), ticip $415. 00 $225. 00 Great! 609 -E 1 ants 80 c 144 12 2006 had some challenges with forest fires, drought, fire danger, rain! rew $444. 00 $206. 00 s 2007 was The Good, 144 The Bad, and The Ugly! 12 $475. 00 $235. 00 2008, 2009, 2010, 2011, & 2012 were Great! 6/2/2002 — 6/17/2002 156 13 $495. 00 $230. 00 Equaled largest Capitol Area Council contingents: 16 Crews, 192 participants Whole Earth Provision Company opened 5: 00 am for our departure acres 16 $520. 00 $225. 00 192 Departed Austin on schedule. $540. 00 $240. 00 Travel/meals worked pretty much as planned – bus trip takes ~15 hours — no bus 192 16 Participants $560. 00 $255. 00 problems! Crews 192 16 $595. 00 $265. 00 Busses arrived at Philmont on time All crews assigned trail tents for first night $620. 00 $296. 00 192 16 Check-in completed by noonish Day 1 – had time to visit Villa Philmonte, eat junk $725. 00 $275. 00 food, etc. 192 16 $740. 00 $290. 00 Weather mainly hot & dry. Little water in backcountry! 192 16 Nobody eaten by bears! Saw bears, mountain lions, snakes, etc. Some good $770. 00 $310. 00 stories! 192 16 $800. 00 $350. 00 Took too much stuff! Didn’t get in good enough shape! Ready to go again. Philmont Fee Transportation, Meals, etc. 192 16 Busses arrived back at Whole Earth parking lot on schedule. 36 $300. 00 3 $250. 00 Ponil Complex Forest Fire 92, 500 4

Every Day At Philmont Beginning June 8 ~1, 500 -2, 000 in base camp ~4, 500 -5, 500 in backcountry ~400 -450 people head out to backcountry + 1, 100 staff ~400 -450 people head home ~400 -450 people arrive (35 -45 crews) ~400 -450 people return from backcountry Circle Ten Council 68 consecutive crew arrival days Campers are at Philmont for 75 days each summer

What happened this summer? Major wind storm in November 2011 Extensive damage in base camp All repairs/reconstruction completed! ! 8 Forest Fires on Philmont s m e l b o r p r o s e i r u j n i r o j a No m Detected by staff or campers ” with: ues. Fought by Philmont Fire Department “Iss u . s Bear incidents/sightings c i m a n y d w e Cr significantly lower than . ” s g u b “ l a n i t astrointes Gpast. r o i v a h e b r e b m e m w e r c / w Cre

• High Adventure Philmont 2012 — Statistics y da s/ ie nc ge er em al d ~2 to 3 significant medic • Averageparticipants — 70% Youth, 30% Adults ch? at P d ea h w 23, 926 o rr s” A rie e ar -c th on “n rn 9 ea t t, hy • did 2 1 st 1 re 9 tcpheeor pcalerry'ns-oone all nigh (23, 807 earned Arrowhead Patch) W reasons al ry ic ve ed co re -m dy n o bo n p r am 388 crews had replacement equipment sent to backcountry fo f-c y of rl ne ea O l • ai • Left tr (packs, sleeping bags, bear ropes, stoves, boots, Crew Leader Copies, tents, etc. ) scue operations Re & ch ar Se p am f-c of e re t Th ul • • Too diffic 1, 039 crews had special food (304 in 2011) s ru vi al troiotntmesytinthing” • • Gas“N 50 extraordinary requests were handled lty ffithcu gitdi in th em ea br h s, in w pa t st en he ar C st /p • n so k • Too 60% of crews received 1 choice itinerary, 17% 2 nd choice , nblpistroerjes ct falls s, at ne bo en ok br s, in io ra Sp rv • se n “An army marches on it's stomach Napoleon Bonaparte • Refused to do co attributed to dehydratio” — n! 132, 462 camper dining hall meals served Many could be country k ac b in s” le u “r w o ll fo ’t n Did es on Philmont • 25, 389 backcountry meals (chuckwagon dinners, breakfasts, etc. ) forest fir • 8367, 731 bags of trail meals were delivered (735, 462 meals) - intentional Bear safee tysig • 893, 313 htingsserved to crews! • Numerous smok- chmeals nic • Littemrembero 586 crews (6, 081 campers) had burro packing itineraries “voted off the island” rs • Several crew mmp)e! ca m o fr d ve o m re s lt u ad ho (2 nt 993 crews (8, 585 campers) rode horses eir weight were se Bad behavior • • Participants “too short” for th 8, 587 Nights of Camping in Valle Vidal (LNT) 858 crews had at least 1 night alone (or with only sister crew) 7 2/19/2011

What is going wrong? that! r o f Not properly preparedan app Inadequate teambuilding s ’ e r e h T Physically Crew disorganized re Ready Fire Aim! r u s e b , l i a r t he t n Emotionally Don’t understand crewmember’s o e n o h p t r a m e as d i e v k o a t r p strengths & weaknesses u o o t y f e Equipment I s • nu a c u o y t a h t p p a n a e v No duty roster a h Poor navigation skills to. n o i rge t a a h c c o e l r Adults not letting youth lead r Can’t use map & compass t ’ u n a yo c & e c i v r e s e n o ph l l e c Don’t know how to use GPS e v a h Emergency Locator devices t o ay n • MRely on i. Phone/smart phone ry. t n u o c (SPOT) k c a b e use n a t in th i c e w t u b d Don’t know/understand/follow e r r Want immediate solutions e f e r p s e t a din r o o C M T U • Getting lost ude. Youth Protection/2 -Deep t i g n o L / Medical situations Latitude Leadership rules 2/19/2011 High Adventure 8

What’s going right? g n i v a H s t u o c S g n i n r a e L & n u ! F s r o o d t u O e h t in Young people are enjoying themselves in the outdoors! Learning a huge range of new skills without knowing they are! Adults learning that they can be “advisors” & let the youth be the “leaders”. Parents & children getting to know and respect each other at a level they’ve never had before. High Adventure 9 2/19/2011

CAC Council Contingent The Contingent is offered as a service to the participants. Crew Adult Advisors are: We can minimize risks but we can’t Philmont is not a baby-sitting service. Crews cannot c o n t r o l “ s t u pid. ” “vote someone off the island” unless they all want to fully responsible for the behavior of their crewmembers, for personal items (hand washing sanitizer), the movies they bring on the busses, and insuring all crewmembers (youth and adult) follow contingent, Philmont, and BSA rules and guidelines! go home (at their own expense). A Philmont manager, 2006 If you have “issues”, Philmont’s staff and Chaplain’s corps can provide assistance — it’s not their job to take responsibility for them! 3/5/2021 Contingent Meeting 2 10

CAC Council Contingent Objective is to make the Philmont experience available to as many youth in the Capitol Area Council as possible. Orientation is toward participants going to Philmont for the first time. Provide the ability for units/individuals to go to Philmont who have a difficult time obtaining slot otherwise. Provide the logistical support and economies of scale so that crews can concentrate on their trek preparation. 3/5/2021 Contingent Meeting 2 11

What did previous leaders say? Be better physically prepared! “If you want this to be a vacation, then you have to earn it. Spend a lot of time getting into shape and you will truly be able to enjoy more of the experience!” “This may be the hardest physical labor some of your crew members may experience in their lives. ” “Everything else is weak compared to this” “Be prepared! Living and breathing at 900 feet above sea level does not qualify anyone to be physically fit at 10, 000 feet above sea level. Philmont participants should work extra hard at physical training for this trip. ” "It's the Philmont CHALLENGE. Not the Philmont Walk-in-the-Park. “ “The Philmont experience tests the skill, training, endurance and will of each and every participant. … Training, experience and skill and perseverance is required at Philmont. The participants are exposed to the elements for 10 days in a row in the backcountry. The risk of heatstroke as well as hypothermia is great, not to mention lightning. … In the same day, a boy could get dehydrated, heat exhaustion and then hypothermia when hit by a cold hail or thunderstorm. ” 3/5/2021 Contingent Meeting 2 12

What did previous leaders say? Do your shakedowns with the Philmont crew only. Don’t try to combine with troop campouts. Focus on team-building. Have the right equipment. “Make sure that everyone in your group has a proper backpack rain cover and good rain suit. We had some boys get the $3 plastic Walmart rain suits and they got ripped up the first day. By the 2 nd day, the duct tape exceeded the rain suit in coverage. ” “Pack light and get very fit” “Don't try and go on the cheap. Buy good equipment. ” 3/5/2021 Contingent Meeting 2 13

Philmont “Problems” Many participants (not limited to Contingent) were not adequately prepared for Philmont: Mentally/emotionally/physically ct a r t n o c a n sig ) s t n Equipment e r a P d ts (an ulty, n c i a f f p i i c d i t e r h a t P tand s Have Crew Advisors MUST take a strong position to keep r e d n u y e at th h t ek g r t n i t e s h e t people from going to Philmont who should not be there! t t f a o r nge ir sk, and da lly participate in THIS IS NOT JUSTom. Ami. LONGER SUMMER CAMP! to fu g n i t t k r o w r ape CAN BE p and, c. DANGEROUS , n o i — IT IS DIFFICULT , AND t a r a p , pre s n w o d etc. MUST BE e , k n a o i sh s LIFE-THREATENING ! PARTICIPANTS s i m b d su n a n o i t e l p ABLE TO HANDLE com. IT! Philmont will not/cannot make special allowances. Crew “paperwork” is extremely important and must be turned in to Contingent Advisor ON TIME! 3/5/2021 Contingent Meeting 2 14

Changes for 2013 TREKS book organization improvements 2012. in s e ri ra e in it ll a f o n g • Major redesi t Updates to many itineraries o n l il w ! 3 s 1 0 w 2 e r r c fo s” : e e ix F g “ n Major chcalude: Updates inparticipate in “pass through” • Crew Leader Copy layout be ab • le. Batlaoncing camps alone ts h ig n r fo l a ti n te o p. g s Providin progr • am ing • Betterraexmpesctalitisotendsettin TREKS book Only • p. Sroomge new programs ! le b a il a v a e r a y p o C s r p and C • r. Seowme. Lneeawdtreail cam DRY! • Removing “long” legs Y USING Take Water! R A R E IN IT R U O Y T C E • DON’T TRY TO SEL OOK! B S K E R T ’S R A E Y T S A L DRY CAMP! Take Water! Evolving from changes started in 2009 3/5/2021 Contingent Meeting 2 15

Crew Leader Copy Food Pickups Shows actual meals to be picked up at each commissary. Each food “bag” contains a meal for 2 crewmembers A 12 -person crew would pick up 6 “bags” of food for each meal At Ute Gulch commissary, a 12 -person crew would pick up 6 bags each of: Supper 6 Supper 7 Supper 8 Supper 9 3/5/2021 Breakfast 7 Breakfast 8 Breakfast 9 Breakfast 10 Contingent Meeting 2 Lunch 7 Lunch 8 Lunch 9 Lunch 10 d! oo F f o s g a B 72 16

2013 Itinerary Selection Itinerary selection process was changed in 2010. y ll a u t c a o t e im t s e iv G ! s Prior to 2010, crews received TREKS book & w e r c r fo r ie s a e / r e t s a F • e. ic o h c g in k a m selected 5 itineraries. They then submitted e r fo e b s study itinerarie it e t a d p u & these to Philmont via a postcard included with n io t a m r fo in r o is v d A lt u d A r e t n • Can e TREKS book. ff a t s t n o m il h P n o d a klo r o w s e c u d e r ly t n a ic if n • Sig Now, there is no postcard. n io t c e ll o c a t a Crew Advisor will log on to a website and enter d ly r a e s • Enable s w e r c t u o b a n their itinerary choices io t a m r fo • More accurate in and other information. … , ff a t s , s p m a c g in d a rmits planning/lo • Pe. Itinerary assignment will be made immediately! 3/5/2021 Contingent Meeting 2 17

Philmont Crew A “Crew” goes on a trek at Philmont. The “Crew” may be created from either a Boy Scout Troop or a Venturing Crew (may be coed youth) — at Philmont, they are all referred to as a “Crew. ” By Philmont’s definition, a “Crew” is 7 to 12 people with a majority of youth and a maximum of 4 adults (21 or older). Adults may be male or female. A Capitol Area Council Contingent Crew is 12 people with a maximum of four participants that are 21 years old or older. 3/5/2021 Contingent Meeting 2 18

Contingent Organization: Contingent Advisor (Volunteer) Sid Covington Scouting Advisor (Professional) Rick Denison rav t cs, isti Log Bus Leader m fro nd nt a on ail tr the lmo i h t. P Crew Same bus, could Thi s was a new leadership work together on position in 2010 to training, shakedown emphasize camping skills & campouts, etc. conservation. Leader obtains A o el t and ont m l i Ph Leader “Crew” Crew is made up(youth) of: Chaplain’s Aide (youth) snacks/drinks for bus, does headcount before departures. Wilderness Pledge Guía (youth) Crew Advisor (adult) Crew Members 3/5/2021 Contingent Meeting 2 The Crew Leader is in charge! The crew always stays together on the trail! 19

Who’s responsible for what? L e is k e r t Philmont Wilderness t t the n o m il h P Selects itinerary with Advisor A • Pledge: y r Choose routes during trek u o n uth. e c n ie r e the exp Assign duties (manage the duty roster) 1. LITTER/GRAFFITI-Keep c — Philmont free of litter and r r fo e le Provides leadership ib s n o e p s w e r is v r e d a e L e w graffiti. e r C e h n T • Check-in/out camps it’s whalle 2. WILDLIFE-Respect p n. a i /her crew. Aide (youth) his. Chaplain’s n wildlife. W ful! e Supports Crew Leader t r o p p k u 3. TRAILS-Stay on Trails: s e id v o n r p o t e r e o h t e r Thorns w yo(& ca. Do dults a e a. Facilitates daily reflections/devotionals not& cut. Roses across • Th. Wilderness n Pledge Guía (youth) d u switchbacks. o buds). s r e d a le i h t b 4. et. CAMPSITES-Use t e you to th. Insure “smellables” properly stored t e r busites and t n Insure Philmont Wilderness Pledge upheld o m il h designated P t a e iv r r j a u u o t stleave wait until y iclean. on’t Advisor (adult) neat and t • DCrew d o e h t o e t r e v o m y s it il ib s n o Selects itinerary with Crew Leader p s e a r e h t n r t to tu. Counsel & coach crew leader and crew memberster! n’t Leader! Crew. Arrange logistics (permits for shakedowns, etc. ) Crew Leader (youth) a “Youth-Led” 3/5/2021 Contingent Meeting 2 20

Bus Assignments: Expedition Unit # District Bus Number Contact 624 -B-02 Troop 49 Armadillo John Alexander 624 -B-06 Crew 157 San Gabriel Tim Dunnahoo* 624 -B-13 Crew 8 Lone Star Tink Hill 624 -B-15 Troop 448 Thunderbird Michael Reyes 624 -B-16 Contingent Council Raymond Gray Full Class-A Uniform is required: Boy Scout: : r 624 -B-03 Troop 17 Armadillo Robert Swafford* o Tan uniform shirt f e l b i s n s o e p s s s e 1 Scout belt r u b e 624 -B-04 Troop 17 Armadillo Robert Swafford r r i a e s r th der o a f e Scout long pants s l k s c u a B n s Roger Harden • 624 -B-05 Troop 89 Armadillo d n a ) s -orinks Conrad Klahn ontingent pay r d g n i 624 -B-09 Troop 421 Armadillo n i Scout Shorts with Scout socks (C s r Obta e l o ers) o d o a c e l r & e h e 624 -B-10 Crew 454 Bee Cave Dan Hill t Venturing : with o ( ding ic u Bus Leaders l n c o i n t i c 2 e l 624 -B-11 Crew 454 Bee Cave Mark Mc. Dermott* o se ! e d Green uniform shirt d i e v v r g e n s i t t a s r n i 624 -B-14 Troop 511 e, f Crew’s “official” pant belt m o c o Coordi Armadillo s i. Chris Holtcamp t s ’s r i f w e s r c r e i 624 -B-01 Troop 12 Blackland Prairie Dennis Kleppe s Crew’s “official” socks e s h bu r t n o f o e g l n b i i t s a n 624 -B-07 Scott Thompson spo • Se Troop 159 Chisholm Trail e r a s r Busses will pickup from and e d a e l 624 -B-08 Troop 162 Chisholm Trail David Walshak* policy. 3 t l u rm return to the Whole Earth l ad l o f i A n • u e h t 624 -B-12 Troop 233 North Shore Gerry Henderson o Provision Company parking lot e t c n e r e h d a * Bus Leader 3/5/2021 Contingent Meeting 2 4 at the Westgate Shopping Center near Ben White & Lamar Blvd (360 & 71/290). DON’T LEAVE CARS PARKED IN THE PARKING LOT! 21

Philmont When you“Rules” r unit submit ted thee rs) applicatipoeno pfoler( am acinly adult lead rew in t(Participants must be 14 by 2012, 18 h In. Participants MUST meet age requirements. e t a g June 24, 2013) or (have completed the 8 grade and be at least 13 years of age in iv C o arr u r n e t c f a i l ’ e s m 2 o 0 h 1 t n 3 e s P e h r e ilmeorenot v. Ceorwnetiignhgte! nt wprior to June 24, 2013). w ANY EXCEPTIONS! , y e h t e s y u o a c u e PHILMONT WILL NOT MAKE b c t h n e o c ked “Yes” in two b Philm o x e ! s e. s One person per Crew MUST be currently certified in Red Cross n e p x e n w o ir e h t ater Thhisewsaes w TWilderness First Aid & Standard CPR* (bring original cards). e: in k c e h c ’s w e r c e h t All participants MUST meet height & weight guidelines (on web site) — e away from im t k o o t It 1 uth for adults! o. be Y Dowaivers h can — obtain in advance — no waivers it esantdhforecayouth w s m le b o C r p r e usedw a gere teh. Health s ’t ha e t o ft&o rocese p. All participants MUST use BSA l b l o o Annual Medical Record form w t e , v g in in a r n s id A o t D s P Fir h s s i l e m n r o e d n il — requires physical exam within 12 months of trek. t ’ W s , n r u io t l e c e s ? rot P— Download from www. Philmont. Scout. Ranch. org e b y a M . n o s r e p e. m n a s io t a t r o p s n 2 Crew MUST be majority youth participants (under 21), a r. t D d n o a es the Crew. agree ! u o y lt o t t u o d n f a e o r p l l o p o h a w t Maximum of 4 adults per crew (21 or older). h u yoeon tnlteint gthenist ’ t D h C o If crewmember comes off mountain for behavior problem, entire crew rules? will be sent home at their own expense! th * or equivalent courses 3/5/2021 Contingent Meeting 2 22

Philmont “Rules” Participants must sleep in tents! No bivy sacks – two-man tents preferred. No open-toe shoes for backcountry programs. Long pants needed for rock climbing, horseback riding, blacksmithing, spar pole climbing, conservation project. If you select a burro itinerary, you are required to take burros. “Burro allergy” will result in reselecting itinerary. 3/5/2021 Contingent Meeting 2 23

BSA/Contingent “Rules” All participants must be registered members of Boy Scouts of America. All adults must be current on Youth Protection Training (within 2 years of trek) — take the on-line course. Crews required to follow Youth Protection Guidelines. In particular: Co-ed crews require female adult leaders (two in case one gets injured? ) Tent assignments (base camp & trail) must follow Youth Protection guidelines. Recommend at least three adults per crew – must maintain two-deep leadership at all times. Full “Class-A” uniform when off busses while traveling (shirt/shorts/socks). 3/5/2021 Contingent Meeting 2 24

Contingent Recommendations Don’t permit youth to carry electronics on trail: i. Pods, … Cell Phones Blackberry’s IF you decide YOU must carry a cell phone: Use it for emergencies only Before making an emergency call, think about how you would handle the situation if you didn’t have a cell phone. It will very possibly take your crew away from programs all day! Don’t take personal emergency locator devices. If you take a GPS — learn how to use it before your trek — take compass & sectional maps too! 3/5/2021 Contingent Meeting 2 25

Financial Policies/Information: Crew pays Council pays Philmont & other vendors (travel, meals, patches, etc. ). Only additional personal expense is what individuals spend while at Philmont on snacks, souvenirs, etc. Each crew is financially responsible for 12 participants (12 x $1, 080 = $12, 960). If unit cannot fill slots, must pay fee and/or find youth/adults to fill vacancy. Crews must stay current on the payment schedule. 3/5/2021 Contingent Meeting 2 26

Budget/Costs: Contingent Fee includes: Philmont Fee ($770) Bus transportation Philmont Fee Ranger for 4 days Meals @ Philmont: Travel meals 2 Dinner 2 Lunch (Base Camp & Trail) Drinks/Snacks for bus Equipment (tents, dining fly, Sectional Maps cooking, etc. ) Transportation Drinks & Snacks on Bus Meals en-route Topographic (sectional) Maps for Itinerary Duffle Bag Council Shoulder Strip Contingent logo patch 3/5/2021 Cost per Participant Description 1 set per participant Contingent duffel bag Contingent Council Shoulder Strip Contingent Logo patch Additional Philmont night/breakfast Administrative Contingency TOTAL: Cost per Crew $165 770 14 14 7 $1, 980 9, 240 168 84 9 108 35 420 5 60 4 48 15 180 27 15 $1, 080 324 180 $12, 960 Does Not Include Personal Spending Money for 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. ” Contingent Meeting 2 (http: //www. toothoftimetraders. com) 27

Payment Schedule: Deposit with application r a l i m $16. 67 per participant i s se u $200. 00 per crew February 3, 2013 (balance due) 265. 83 per participant TOTAL: $1, 080. 00 per participant $12, 960. 00 per crew d l u o h s Crews r o f e l u d e 265. 83 per participant h c s t n April 1, 2012 e paym. $3, 190. 00 per crew s r e b m e w e r c crewm r e v o c o t August 5, 2012 265. 83 per participant h g , s t r Add enou $3, 190. 00 per crew i h s e te w e r c , t n e m p i u q e December 2, 2012 265. 83 per participant. c t e , s n w o $3, 190. 00 per crew d e k a h s 3/5/2021 $3, 190. 00 per crew Contingent Meeting 2 28

Refund Policy No refunds for the contingent portion of the fee Refunds MAY be approved for the Philmont portion of the fee ($770. 00) for valid medical reasons Refund must be requested in writing to Sid Covington Must include letter from Doctor explaining reason If approved by Philmont, may be prorated Will not be processed until after summer when Philmont processes refunds Typically will not refund adult that leaves with an injured or sick youth or vice-versa If refund is approved, will follow the reverse payment flow: Philmont refunds Council refunds Unit refunds individual 3/5/2021 Contingent Meeting 2 29

Duffle-bags: All participants provided with a duffle bag to carry on bus with items for travel & base camp. Make your own or crew bag tags — duffle bags all look alike! Duffle bags will stay in locker at CHQ while you’re on the trail. 2006: 3/5/2021 Contingent Meeting 2 30

Shoulder Strips Each participant receives one Council strip: 2013 design is similar to 2007 -2012 without Council Contingent notation Each participant receives one logo patch Additional CSP’s and patches for sale; proceeds used to fund Scoutreach crew. 3/5/2021 Contingent Meeting 2 31

Crew tee-shirts: Each Crew designs its 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-2013 book) Crew designed logo/slogan Philmont logos (arrowhead, brands, etc. ) Some crews do hats too! Some do Polo-type shirts. One crew in 2006 used Hawaiian shirts & leis — were “noticed!” Tee-shirt is likely to be the “best” Philmont souvenir. May want to have extra shirts for “gift” for your crews’ Ranger. Can have made by Tooth of Time Traders. 3/5/2021 Contingent Meeting 2 32

Crew Advisor Binder One binder for each Crew Advisor Information about: Contingent organization/travel hg i h d r a d tan s a , d t e n t o a Contingent/Philmont “rules” e m r l i c h s or P f m BSA ha r o f l a edic r e m i T e r n u r Base camp check-in/check-out process t e n h ort adve N d n a , e s Ba or a f e s S e i a p d i o Equipment r c o Fl load n w o D . t e s n a o B m l e i o h n P Ca Itinerary Selection/Duty Rosters the m o r f org . s h r c e n b a m R t e u Sco t n crewm o m l i Financial information h P w. w w : e t i s b we Required paperwork Medical information Miscellaneous/CD-ROM/High Adventure DVD 3/5/2021 Contingent Meeting 2 33

Crew Advisor Binder Put “original, signed” 2013 BSA Annual Health & Medical Record forms (Parts A, B, & C) in your binder when you get the completed ones back from your crewmembers. Bring binder to Philmont with the original copies of the crew paperwork. Let me know of any corrections or suggestions you have as soon as possible. 3/5/2021 Contingent Meeting 2 34

Planning Timeline Key Events! In Crew Advisor binder On Contingent website Will send e. Don’t wait until the mail notices of last minute! important events. 3/5/2021 Contingent Meeting 2 35

Planning Timeline Crew Advisor Binder: 2013 Council & Unit Planning Guide, 2012 Guidebook to Adventure, 2012 TREKS, etc. March 2013 — Information package: 2013 Guidebook to Adventure — Equipment & Packing lists Program information brochure Crew Leader/Chaplain’s Aide/WP Guia/Advisor Information TREKS-2013 book: Select 5 itineraries (monitor website to see what other crews chose) Enter 5 selections on national website & receive assignment – e-mail selections & assignment to Sid (for map order) DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY SID DO NOT SUBMIT A TOUR PLAN – DONE BY SID 3/5/2021 Contingent Meeting 2 36

Preparation/Shakedown Focus on teambuilding, skills Achieve comfort with equipment, packs Suggestions C. O. P. E. course Standard First Aid/CPR course Philmont meals from Philmont commissary Backpacking/campsite/hiking/navigation skills practice Griffith League Ranch (has Philmont-style campsites) Pedernales Falls S. P. Nails Creek S. P. Lost Maples S. P. Lake Georgetown Big Bend 3/5/2021 Contingent Meeting 2 37

Emergency Contact List Is an Excel spreadsheet On Crew Info page of website Fill out as much information as you have & email to Contingent Advisor—send updates when additional info/changes are available. If completely filled out, Contingent Advisor will print Philmont Crew Roster for crew. Missing info shows in red. 3/5/2021 Contingent Meeting 2 38

Crew Advisor “paperwork” Each Crew’s Adult Advisor MUST maintain: Your Crew Advisor binder (take with you to Philmont) containing: in ed n r Philmont Crew Roster form (5 part NCR paper) Receive in March u t e b t us m Philmont Talent Release form—signed by Parents/Participant Receive in March k r r o o s i w r v e d p t. A Pa n Original First Aid & CPR certification cards At least one set per crew e g n i t Not needed if current . n 5 o 1 il r to C p Annual BSA Medical form for each participant – signed by Doctor, A n a Emergency Contact List Participant, Parento later th Download !from www. Philmont. Scout. Ranch. org o g n t ’ n o Copies of Medical Insurance cards for each participant !(letter/note if none) t, you dhas been sent to Contingent ’ ules r e If it isn h t ow l. Advisor — will print hardcopy l o f o Documentation for Contingent Advisor: t d e e r g a (turn in no to pdf & e-mail) ou than 4/15/2013, scan for Philmont check-in. Ylater Emergency Contact List Form is on website Copy of Philmont Crew Roster form (copy from Philmont Crew Roster above) Copy of Philmont Talent Release form (copy of Talent Release Form above) Copies of First Aid & CPR Certification cards (copy page from Advisor binder) Copies of Annual BSA Medical Forms & insurance cards (Only Parts A, B, & C) 3/5/2021 Contingent Meeting 2 39

What’s Next? Encourage crewmembers to get physicals as soon as possible but no later than April 1! Begin shakedowns, training (C. O. P. E. ) NOW! Will notify Crew Advisors when TREKS-2013 books arrive (~March. ) Usually have them pick up at Sid’s house. Final meeting will be in April to review and turn-in any outstanding paperwork, distribute duffle bags & maps. 3/5/2021 Contingent Meeting 2 40

LOOK OUT! RISKS! DROPOUTS! Legitimate Medical No skin in game ($$$$) Medical Forms: Adults wait until last minute (going to lose weight, going to get blood pressure down, going to get in shape, …) Insurance only covers one Physical per year — want to wait until 2012 -2013 school year. Tee shirts not done. No uniform pants/shorts! 3/5/2021 Contingent Meeting 2 41

Contingent Web Site http: //www. bsacac. org www. sccovington. com/philmont Crew Roster General 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 menus Tips (descriptive) Philmont Trek Hints (descriptive) Paperwork Status Red is not turned in) Crew Information Crew Makeup 2013 Contingent 2001 Contingent . . 2012 Contingent 3/5/2021 Financial Status Advisor Checklist (things you need to have done, Emergency Contact List document) Crew Information (crew members) Schedule/Transportation (daily trek schedules, transportation) Planning Timeline (events, activities) Financial (costs, payment schedule) Uniform Meeting Information (presentations, meeting agendas) Contingent Logo (logo artwork, duffle bag, shoulder strip) Contacts (descriptive) 2013 Contingent -- Trek Meeting 1 -- 624 -B-12 http: //www. sccovington. com/philmont Travel/Tent Info

Questions? ! e v i s s e s b o t e g t ’ n Do c i t s i l a e r n u t e s t ’ n Do ! s n o i t a t c expe e h t y o j n e d n a x a l Re ! e c n e i r e exp t i e k a m l l i w f f a t s s ’ t n o m l i h P work! 3/5/2021 Contingent Meeting 2 43