Capitol Area Council Boy Scouts of America Philmont

Capitol Area Council Boy Scouts of America Philmont 2005 Council Contingent Second Organizational Meeting Contingent Advisor: Sid Covington 380 -9083, 925 -1231 (cell), 380 -9132 (fax) sid_c@swbell. net Scouting Advisor: Martin Payne 926 -6363 x 16 mpayne@bsacac. org 11/3/2004 Trek Meeting 2

Agenda Tonight: Review 2004 Contingent Trek Experience Contingent/Crew Organization Review Financial Policy & Payment Schedule Contingent Duffle Bags/Shoulder Strips/Crew Tee-Shirts Philmont. What is it? How do we get there? What do we do there? Itinerary Selection Trek Schedule Crew preparation “Rules” Planning Timeline What Next? 11/3/2004 Trek Meeting 2 2

Philmont Vocabulary/Jargon — 12 day Backpacking Trek/Expedition Ranger/Ranger Mile CHQ/Camping “Bear-muda” Triangle Rangers: Cavalcades (8 -day. Headquarters/Base horseback) Programs. What you do. • Very well trained. Ranch Hands (8 -day Camp working, 8 -day Itinerary #9 Cavalcade) PTC/Philmont Training • Very competent. backpacking) Camps Rayado Trek (20 -day. Center Where you go. • Sometimes wrong! R. O. C. S. (21 -day conservation Tent City school/backpacking) • Trailbound Never in doubt! OA Trail Crew (7 -day Service, 7 -day Homebound Day When it is. backpacking) • Always have an Yum-yum Bag answer! Autumn Adventure (Any length, can be adult Expedition #Who you Staffed Trail Dry Oops Bag are. Bears/Mini-bears Kanik (Winter weekend program) only) 11/3/2004 Trek Meeting 2 3

Contingent Experience: 2000 was small, 2001 was large & Very Successful, 2003 was Good (except for some adult issues), 2004 was absolutely Great! Largest Capitol Area Council contingent ever: 13 Crews, 154 participants (of 156 — 2 youth broke bones week before departure! Departed Austin on schedule! Busses were crowded — one time event. 6/2/2002 — 6/17/2002 Travel/meals worked as planned – bus trip takes ~15 hours Arrived at Philmont at 9: 20 pm, scheduled for 9: 30 pm — 10 minutes early! acres Welcome Center assigned tent city tents for both nights to all crews except one! Check-in completed by noon Day 1 – museum tours, naps, Cimarron, etc. 2005 & 2006 will be bigger! Weather very good, little rain, some hail, no trail injuries – one young man sick in Medic Lodge at beginning of trek — able to join crew Day 5. 16 Crews Nobody eaten by bears! Saw some. Some good stories! 192 Participants Took too much stuff! Didn’t get in good enough shape! Ready to go again. One bus lost air conditioner on return trip (have had the same experience with three different bus companies)! Arrived back at REI parking lot 45 minutes late! (related to stopping to purchase 609 -E Ponil Complex Forest Fire 92, 500 11/3/2004 additional water/ice for bus with. Trek broken Meeting 2 air conditioner). 4

Council Contingent: Council makes reservation for multiple crews prior to unit application process. Philmont deals with the Contingent, not individual units from a financial, mailing, communications standpoint. “Contingent” arrives and departs and is checked in as a single group by the Contingent Advisor. “Crews” check themselves out. Contingent Advisor prepares one National Tour Permit for entire group – Crews do not need to do one. Contingent Advisor prepares “Arrival” postcard (and request for early arrival) for entire group – Crews do not need to do it. “Crews” will plan/reserve own itineraries (you mail your own selection postcard). “Crews” will be on trail independently from each other (may be a 11/3/2004 “sister” crew with same itinerary – from the contingent or elsewhere). Trek Meeting 2 5

Philmont Crew 11/3/2004 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 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 Trek Meeting 2 6

Contingent Organization: Contingent Advisor Scouting Advisor (Volunteer) (Professional) Sid Covington Martin Payne nt o hilm P rom f il nd tra a e o h nt el t o v a r nd s, t ta c i n t o gis hilm Lo P At Bus Leader Same bus, could work together on training, shakedown campouts, etc. Leader obtains snacks/drinks for bus, does headcount before departures. Crew “Crew” is made up Crew Leader (youth) of: Chaplain’s Aide (youth) Crew Advisor (Adult) Crew Members 11/3/2004 Trek Meeting 2 The Crew Leader is in charge! The crew always stays together on the trail! 7

Bus Assignments: Bus Frank Scofield 622 -N 1 Bus Leader 2 Jackson Harper 704 -L 1 Walt Reep 2 11/3/2004 Sam Brister Crew Advisor Class-A Uniform required: 622 -N-01 Gary Boyd Boy Scout Troop based crews: Crew 183 622 -N-02 Victoria Fuqua Crew 2100 622 -N-03 Frank Scofield Troop 151 622 -N-05 T. W. Cook Troop 146 622 -N-04 Walt Reep Tan uniform shirt Scout belt Scout long pants -or. Scout Shorts with Scout socks Troop 172 622 -N-06 Larry Jantzen Troop 284 622 -N-07 Douglas Spencer Venturing Crew based crews: Troop 448 622 -N-08 Mike Gordon Troop 4 704 -L-01 Jackson Harper Troop 263 704 -L-05 Paul Watkins Green uniform shirt Crew’s “official” pant belt Crew’s “official” socks Troop 410 704 -L-06 Joe Denton Troop 511 704 -L-07 Bruce Anderson Troop 88 704 -L-02 Sam Brister Troop 145 704 -L-03 David Hailes Troop 256 704 -L-04 John Conaway Troop 1954 704 -L-08 Richard Warms Unit Expedition # Crew 151 Trek Meeting 2 Busses will pickup from and return to the Whole Earth parking lot at the Westgate Shopping Center near Ben White & Lamar Blvd (360 & 71/290). DON’T LEAVE CARS PARKED IN THE PARKING LOT! 8

How are Crews Organized? Crew Leader (youth) Philmont Wilderness Pledge: Selects itinerary with Advisor Choose routes during trek 1. Assign duties (manage the duty roster) Provides leadership Check-in/out camps 2. Insure “smellables” properly stored Insure Philmont Wilderness Pledge upheld 3. LITTER/GRAFFITI-Keep Philmont free of litter and graffiti. WILDLIFE-Respect all wildlife. TRAILS-Stay on Trails: Do Chaplain’s Aide (youth) not cut across switchbacks. Supports Crew Leader 4. CAMPSITES-Use designated Facilitates daily reflections/devotionals Thorns (& and sites & and. Roses leave neat Crew Advisor (adult) clean. buds) Selects itinerary with Crew Leader Counsel & coach crew leader and crew members Eagles Soaring Arrange logistics (permits for shakedowns, etc. ) High book 11/3/2004 Trek Meeting 2 9

Financial Policies/Information: Capitol Area Council conducts and coordinates Contingent as a service to Units. Council will incur no financial burden. Crew pays Council, Council pays Philmont & other expenses (travel, meals, etc. ). Only additional personal expense is what individuals spend while at Philmont on snacks, souvenirs, etc. 11/3/2004 Each crew is financially responsible for 12 participants (12 x $725 = $8, 700). If unit cannot fill slots, must pay fee and/or find youth/adults to fill vacancy. There is R. E. Freeman scholarship money available for youth. There will likely be Waite Phillips scholarship money available as well ($100, $200, $300 per youth for 2004). Available to any Philmont participant in Capitol Area Council—not just Contingent. Let us know early if there are financial issues or needs! Trek Meeting 2 10

Budget/Costs: Description Cost per Participant Cost per Crew Bus transportation $93 $1, 116 Philmont Fee 495 5, 940 13 12 156 144 10 120 15 180 Contingent travel bag 20 240 Contingent shoulder strip (Council strip) 5 60 Additional Philmont night/breakfast 12 144 Administrative 25 300 Contingency 25 300 TOTAL: $725 Personal Spending Money for Souvenirs at Tooth of Time Trading Post $8, 700 Travel meals 2 Dinner 2 Lunch Drinks/Snacks for bus Maps 1 set per participant (http: //www. toothoftimetraders. com) 11/3/2004 “Campers spend an average of $100 at Philmont’s trading posts. If major items such as jackets Trek Meeting 2 are desired, more money will be needed. ” 11

Payment Schedule: April 1, 2004 $181. 25 per participant ar l i m i s. $2, 175 per crew uld use s r e b em o m h w s e s r c or f Crew e l August 1, 2004 $ 181. 25 per participant u hed c s t n me y a p $ 2, 175 per crew December 1, 2004 $ 181. 25 per participant $2, 175 per crew March 3, 2005 $ 181. 25 per participant (balance) $2, 175 per crew 11/3/2004 Trek Meeting 2 12

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. 2004: 10½ x 21½ x 10½ w/handle wrap & shoulder strap Colors: Black, White logo 11/3/2004 Trek Meeting 2 13

Shoulder Strips Each participant provided with one Council strip: Some extra 2005’s available ~$5. 00 each In 2003, one adult leader volunteered to order additional Council strips and made logo patches that were sold to participants. ~$3. 00 each. 11/3/2004 Trek Meeting 2 14

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-2005 book) Crew designed logo Philmont logos (arrowhead, brands, etc. ) Some crews do hats too! Some do Polo-type shirts. Contingent in 2003 did same design tee-shirts & book packs. Tee-shirt is likely to be the “best” Philmont souvenir. May want to have extra shirts for “gift” for your crews’ Ranger. 11/3/2004 Trek Meeting 2 15

Where is Philmont? North Central New Mexico – near Colorado border – 735 miles from Austin! On edge of plains in the Sangre de Cristo mountain range. Elevation ranges from 6, 500’ to 12, 441’ Headquarters is ~4 miles south of Cimarron, NM 11/3/2004 Trek Meeting 2 16

What is Philmont? Philmont is a BSA high adventure base for camping and training. Philmont is a working ranch: Cattle Burros Horses Buffalo History: to with ! t e is s g m h u Yo nce t ogra e s pr i r e nt’ p x e lmo i Ph Early Ponil people Jicarilla Apache/Moache Ute Beaubien-Miranda — Maxwell Land Grant Waite Phillips Boy Scouts of America 11/3/2004 Trek Meeting 2 17

What does Philmont look like? Philmont Near Colorado Border in north central New Mexico Valle Vidal: ~40, 000 acres No trails, 3 – 4 camps Philmont: 137, 493 acres 330 miles trails, ~120 backcountry camps • In summer 2004, over Country’s: 28, 000 campers. Valle Vidal Rolling country, spacious meadows, • ~350/day arrive, limited water, large Elk population, buffalo, LNT, no trails, no permanent ~350/day depart facilities North Country • ~4, 000 in backcountry Highest elevations (Baldy), gold mining, at any time. dramatic vista’s Central Country Much elevation change, dense forest South Country Narrow valleys, more creeks, best fishing, warmer 11/3/2004 Trek Meeting 2 18

Travel Plans: Travel will be on 57 passenger busses Chartered from San Antonio City Tours, San Antonio, TX Austin to Philmont: Departure Dates: Tuesday, Sunday, June 21, 2005 July 3, 2005 — Meet at 5: 00 am Busses will drive straight through to Philmont, with stops for lunch and dinner. Arrival time at Philmont is approximately 9: 30 pm (MDT). Philmont to Austin: Return Dates: Monday, Saturday, July 4, 2005 July 16, 2005 — ~10: 30 pm Busses will depart Philmont ~ 6: 30 am (MDT) and stop for lunch and dinner on return to Austin. 11/3/2004 Trek Meeting 2 19

Travel Plans Dates Austin June 21 622 -N July 3 704 -L Philmont Empty to San Antonio 622 -N July 4 July 16 11/3/2004 Austin Empty from San Antonio Trek Meeting 2 704 -L 20

What do we do when we’re there? Spar pole climbing Sear gra ms Jicarilla Apache Life ch & Homesteading Rescue Pro Burros Challenge. 30 -06 L. N. T. Rock Climbing Astronomy Fly Fishing Archeology ry Black Powder Rifle, Shotgun, . 30 -06 Rifle 11/3/2004 Trek Meeting 2 Gold Panning Mountain Biking he rc A D 3 - ck a Tr x Re T- 21

What do we do when we’re there? Backpacking Navigation Campsite Camping Apache Indian life 11/3/2004 Trek Meeting 2 Wildlife 22

Beaubien What do we do when we’re there? T-Rex Places Tooth of Time Villa Philmonte French Henry Dining Hall Baldy Town Stockade Return to Base Camp 11/3/2004 Trek Meeting 2 23

What itinerary should we pick? 2004: 35 itineraries, 34 programs, 28 staffed camps Described in Treks-2005 book (March) Itineraries vary on: r u o y k w! s A e r Difficulty – “typical” to “super strenuous” c 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. 11/3/2004 Trek Meeting 2 24

Contingent Itinerary Selection Tools On Contingent web site (http: //www. sccovington. com/philmont). Two components: Questionnaire to let participants rank interests (MS Word) Spreadsheet to fit responses to itineraries (MS Excel) 11/3/2004 Each unit should print questionnaire for each participant — enter responses into spreadsheet. Will “fit” crew’s interests to itineraries for further review. When TREKS-2005 is received, spreadsheet will be updated to reflect itinerary changes. Each Crew will submit itinerary selection postcard Trek Meeting 2 25

Contingent Itinerary Selection Tools 5 5 18 10 20 13 11/3/2004 14 6 11 4 Trek Meeting 2 26

Duty Roster: Prepare duty roster before leaving for Philmont. Make copies for all participants (laminate). Website has tool (MS Excel) & Philmont version. Crew Decisions: 11/3/2004 All participants share work equally? Tentmates Skill level Trek Meeting 2 27

Daily Trek Schedule: Day 0 — Travel — Austin to Philmont – CHQ/Tent City? (Tue 6 -21/Sun 7 -3) our Day 1 — Camping HQ/Tent City — (Wed 6 -22/Mon 7 -4) eet Y Financial Check-in Medical Re-check Equipment shakedown* Museum tours (optional) Logistics (bring wall map) Services (food, equipment) Crew Photo* Opening campfire Day 2 M er Rang Day 1) rly (or ea * may do morning of Day 2 — Depart CHQ/1 st Day on trail (Thu 6 -23/Tue 7 -5) Day 3 — 2 nd Day on trail, first full day (Fri 6 -24/Wed 7 -6) Day 4 — 3 rd Day on trail, Ranger Departs am (Sat 6 -25/Thu 7 -7) …… (hike between camps, participate in programs) “Arrival Day” Day 11 — Last Full Day on trail (Sat 7 -2/Thu 7 -14) Day 12 — Return to Camping HQ/Tent City (Sun 7 -3/Fri 7 -15) Return equipment SHOWERS! Souvenirs Financial check-out Trip to Cimarron Closing Campfire Day 13 — Travel — Philmont to Austin (Mon 7 -4/Sat 7 -16) 11/3/2004 Trek Meeting 2 28

Philmont Arrowhead WAMI Plaque What you come home with! s, h p a r ill g w o t ot a h h t ! P e s rie fetim o Duty to God Patch m a li e • Attend at least 1 chapel service at M ast CHQ l • Participate in crew devotions at least 3 times while on trail • Lead your crew in a before meal grace at least once on the trail. 50 -Miler Award Partial 11/3/2004 Trek Meeting 2 29

Philmont “Rules” Participants MUST meet age requirements. (Participants must be at least 14 by January 1, 2005) or (have completed the 8 th 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 height & weight guidelines (on web site) — can be waivers, primarily for youth — obtain in advance. All participants MUST use original 2005 Philmont Health & Medical Record form — requires physical exam within 12 months of trek. No copies! Don’t separate pages! Crew MUST be majority youth participants (20 or younger), Maximum of 4 adults per crew (over 20). If one crew from Contingent comes off mountain, all do! 11/3/2004 Trek Meeting 2 30

Philmont “Rules” All participants must sleep in tents. No bivy sacks – two-man tents preferred. No open-toe shoes in backcountry. Long pants needed for rock climbing, horseback riding, spar pole climbing. Strict bear-bag use for all smellables; Change into sleeping clothes in dining fly (Bear-muda Triangle). 11/3/2004 Trek Meeting 2 31

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) — can take on-line course. e l b i Crews required to follow Youth Protection Guidelines. s n o p s e. r d In particular: s e i w r o lo l s i o v f d Co-ed crews require female adult leaders (two in case one gets e r A a lt s e l u injured? ) ’s Adu r e w s e e r h t Tent assignments (base camp & trail) must follow Youth Protection C g n i r u s guidelines. n i r fo 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). 11/3/2004 Trek Meeting 2 32

Crew Preparation Suggestions Crew Payment schedule — secure the commitment! Schedule “Shakedown” activities: C. O. P. E. Course for crew Equipment shakedown(s) Technique shakedown(s): Campsite setup Bear Bags Water purification Cooking (Philmont style) 11/3/2004 First Aid/CPR Course Crewmember “Contract” Trek Meeting 2 ve a h t to ipants n a w ic May te” part. ve na r r e e t s l “a in re 33

Planning Timeline (approximate): Tonight — Crews receive Planning Guide, Medical forms, copy of 2004 TREKS, 2004 Guidebook to Adventure, etc. March 2005 — Crews will receive information package: TREKS-2005 book: Select 5 itineraries (monitor website to see what other crews chose) Return postcard with 5 selections – e-mail selections to Sid Philmont will inform you of your itinerary – e-mail to Sid (for map order) DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY SID DO NOT SUBMIT A NATIONAL TOUR PERMIT – DONE BY SID 11/3/2004 Equipment & Packing lists (Guidebook to Adventure) Trek Meeting 2 34

What’s Next? Encourage crewmembers to get physicals now! Begin shakedowns, training (C. O. P. E. ) May schedule another meeting (~March) to distribute TREKS-2005 books & discuss itineraries. May let Crew Advisors pick up. 11/3/2004 Final meeting will be ~mid-May to review and turn-in paperwork, distribute duffle Trek Meeting 2 35

LOOK OUT! DROPOUTS! Legitimate Medical No skin in game ($$$$) Medical Forms: Adults wait until last minute (going to lose weight, get blood pressure down, get in shape, …) Insurance only covers one Physical per year — wait until 2005 -2006 school year. Tee shirts not done. No uniform pants! 11/3/2004 Trek Meeting 2 36

Crew Advisor “paperwork” Each Crew’s Adult Advisor MUST put together: A notebook/binder to take with you to Philmont containing: Philmont Crew Roster form (3 part) Receive in March Philmont Talent Release form — signed by Parents/Participant Receive in March d in Philmont 2005 Medical form for each participant – signed by Doctor, e n r u t e b Participant, Parent (no copies, do not separate) Receive tonight t s u m r k o r vis wo r d Copies of Medical Insurance cards for each participant (letter/note if none) e A p t a n P e g. At least one set per crew tin 5 n 1 Original First Aid & CPR certification cards o e C n u o t J n a h t er oat! May meeting, fax, eg t Documentation for Contingent Advisor: (turn in ’ no lat n o ud o y mail) , t ’ If it isn Crew List with emergency contact info 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 Philmont Medical Forms & insurance cards Only actual med form. Copies of First Aid & CPR Certification cards 11/3/2004 Trek Meeting 2 37

Web Site Contents www. sccovington. com/philmont General Information Philmont Overview Itinerary Selection (includes tool & survey form) Programs Personal Equipment Crew Equipment Philmont Equipment Duty Roster (tool) 2001 Contingent Tips 2002 Contingent 2003 Contingent 2004 Contingent 2005 Contingent Crew Information Financial Schedule/Transportation Logo Contacts Meetings 11/3/2004 Trek Meeting 2 38

Information Resources Passport to High Adventure Boy Scout Field Guide http: //www. bsafieldbook. org 11/3/2004 ! e v i s s e Tooth of Time Traders http: //www. toothoftimetraders. org s b o t e g ’t Don http: //www. lns. cornell. edu/~seb/philmont Seldon’s List: c i t s i l a e r Philmont Advisor’ss. Guide n u t e t ’ $10 — benefits Crew 1519, Warrenton, VA Don ! s n o i t a t Request Word copy from Cooper Wright (Coop. Wright@aol. com) c expe Philmont Staff Association: http: //www. philstaff. com/ he t y o j n e Jason Cotting (former Ranger) website: d n a x a l Re http: //anvilgear. com/jason/backpacking/main. php ! e c n e i r e exp http: //www. scouting. org/philmont/ BSA Philmont website: t i e k Clip Art: http: //clipart. usscouts. org/library/index. asp a m l l i w f f a t s s ’ t General Philmont information: http: //www. philmont. com/ n o m Phil work! Trek Meeting 2 39

Questions? 11/3/2004 Trek Meeting 2 40