Philmont 2003 Council Contingent Second Organizational Meeting Contingent

Philmont 2003 Council Contingent Second Organizational Meeting Contingent Tour Director: Sid Covington 474 -8696, 925 -1231 sid_c@swbell. net Scout Advisor: Martin Payne 926 -6363 x 16 mpayne@bsacac. org Trek Meeting 2

Agenda Tonight: Review 2002 Contingent Trek Experience Contingent/Crew Organization Review Financial Policy & Payment Schedule Contingent Duffle Bags/Crew Tee-Shirts What is it? How do we get there? What do we do there? Itinerary Selection Trek Schedule Planning Timeline “Rules” What Next? 9/10/2020 Trek Meeting 2 2

2002 Contingent Review: 2001 was Very Successful, 2002 was Interesting! Interesting 142 participants – two last minute medical issues (do those medical exams early!) Departed Austin 5 minutes late! Missing one Scout — asleep in parking lot. Travel/meals worked as planned – bus trip takes ~15 hours (down from 17) Used tent city on arrival (Day 0) — we were the 1 st crews for 2002. Check-in completed by noon Day 1 – museum tours, rest, Cimarron, etc. Almost every itinerary changed due to forest fires in Valle Vidal & North Country. Everyone pretty much took in stride. Logistics did a great job! Maps were not available from printer — able to get one set per crew. Weather mostly good, little rain, minimal injuries (blisters). One adult had to leave (death in family), one Scout came off trail to medic lodge for blisters. 9/10/2020 Three crews needed Chaplains for counseling — none had duty rosters! Nobody eaten by bears! Saw some. Trek Meeting 2 Took too much stuff! Didn’t get in good enough shape! Ready to go 3

Ponil Complex Fire 6/2/2002 — 6/17/2002 92, 500 acres Valle Vidal closed Philmont North Country closed 13 helicopters 1, 342 personnel 3 l da r 1 Vi be lle to Va y, Oc a nd Su d rte a t S ing n t h g i L C Be imarr att y L on Te ake nt s T Cit ent y Cit y 9/10/2020 125 Porta-potties 100, 000 sheets TP/day 1, 800 paper bath towels/day 9, 000 paper hand towels/day 1, 500 gallons potable water/day NM National Forests, State Recreation Areas closed Trek Meeting 2 Engines, Dozers, Busses, Water Tank Trucks http: //www. pnwteam 2. com/ponilcomplex 4

Council Contingent: 9/10/2020 “Contingent” will arrive and depart and will be checked in/out as a single group by the Tour Director will prepare one National Tour Permit for entire group – Crews don’t need to do one. Tour Director will prepare “Arrival” postcard for entire group – Crews don’t need to do one. “Crews” will plan/reserve own itineraries (mail your own postcard). “Crews” will be on trail independently from each Trek Meeting 2 5

Contingent Organization: Tour Director Scout Liaison Sid Covington Martin Payne Crew Same bus, work together on training, shakedown campouts, etc. Crew Advisor (adult) Crew Leader (youth) Chaplain’s Aide (youth) 9/10/2020 Trek Meeting 2 Two-deep leadership, Youth Protection rules on co-ed crews, tent assignments Group Leader 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 9/10/2020 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. ). Only personal expense is what individuals spend while at Philmont on snacks, souvenirs, etc. Each crew is financially responsible for 12 participants (12 x $650 = $7, 800). If unit cannot fill slots, they must pay fee anyway and/or find youth/adults to fill. There is likely to be scholarship money available for youth (October, 2002). $100, $200, $300 per youth for 2001 Let us know early if there are financial issues or needs! 9/10/2020 Trek Meeting 2 8

Budget: Description Cost Person Quantity Bus Transportation $104 $1, 248 444 5, 328 2 Dinner 2 Lunch Bus Snacks 11 12 9 132 144 48 1 to 3 per participant 13 156 1 each (extra’s $20) 15 180 Additional night/meal 12 144 Administrative 15 180 Contingency 15 180 $650 $7, 800 Philmont Fee Travel meals Maps Contingent duffle bag Total: 9/10/2020 Cost Per Crew Trek Meeting 2 9

Payment Schedule: April 1, 2002 $160. 00 per participant $1, 920 per crew August 1, 2002 $160. 00 per participant $ 1, 920 per crew December 1, 2002 $160. 00 per participant $ 1, 920 per crew March 3, 2003 $170. 00 per participant (balance due) 9/10/2020 $2, 040 per crew Trek Meeting 2 10

Duffle-bags: All participants provided with a duffle bag to carry on bus with items for base camp. 2001: 10 h x 21½” x 11 d” with handle wrap & shoulder strap Color: black bag, white logo 9/10/2020 Trek Meeting 2 11

Crew tee-shirts: Each Crew designs 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-2003 book) Crew designed logo Philmont logos (arrowhead, brands, etc. ) Some crews do hats too! Some do Polo-type shirts. This is likely to be the “best” Philmont souvenir. 9/10/2020 Trek Meeting 2 12

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. Headquarters is ~4 miles south of Cimarron, NM. 9/10/2020 Trek Meeting 2 13

How big is Philmont? Philmont Scout Ranch: 137, 493 acres 330 miles of trails, 125 backcountry camps Valle Vidal Unit, Carson National Forest: 40, 000 acres No trails, 3 – 4 backcountry camps Elevation ranges from 6, 500’ to 12, 441’ 20, 908 campers in summer of 2002 (~350/day arrive, ~350/day depart— 4, 000 in backcountry) 9/10/2020 Trek Meeting 2 14

What does Philmont look like? Valle Vidal Rolling country, spacious meadows, limited water, large Elk population, LNT, no trails, no permanent facilities North Country Highest elevations (Baldy), gold mining, dramatic vista’s Central Country Much elevation change, dense forest South Country Narrow valleys, more creeks, warmer 9/10/2020 Trek Meeting 2 15

Travel Plans: Austin to Philmont: Departure Date: June 22, 2003, 6: 00 am (meet at 5: 00 am) The bus will drive straight through to Philmont, with stops for lunch and dinner. Arrival time at Philmont is approximately 10: 00 pm (Mountain Time). • Breakfast: None • Lunch: Texas Tech University (Lubbock, TX) • Dinner: New Mexico Highlands University (Las Vegas, NM) Philmont to Austin: Return Date: July 5, 2003, ~11: 30 pm The bus will depart Philmont ~ 6: 30 am and stop for lunch and dinner on return to Austin. 9/10/2020 • Breakfast: Philmont Dining Hall — Continental • Lunch: Ci. Ci’s Pizza (Clovis, NM) • Dinner: Mc. Murray University (Abilene, TX) Trek Meeting 2 16

Bus Assignments: Bus 1 2 3 9/10/2020 Group Leader Corey Taylor Bruce Barre Greg Smith Crew Expedition # Crew Advisor Troop 171 623 -B-01 Corey Taylor Troop 421 623 -B-02 Jeff Carter Troop 280 623 -B-10 Mike Howard Troop 10 623 -B-11 Steve Hanson Troop 1407 623 -B-04 Granville Ott Troop 228 623 -B-08 Dennis Kocian Troop 2770 623 -B-09 Don Gottschalk Troop 357/30 623 -B-12 John Smith/Bruce Barre Troop 1998 623 -B-03 Steve Nelson Troop 157 623 -B-05 Greg Smith Troop 157 623 -B-06 Ryan Savage Troop 204 623 -B-07 Don Mayer Trek Meeting 2 Busses will pickup and return to the REI parking lot near Loop 360 & US-183. DON’T LEAVE CARS PARKED IN THE PARKING LOT! 17

What do we do when we’re there? Sear Jicarilla Apache Life ch & Resc Homesteading ue Programs Burros Challenge. 30 -06 L. N. T. Rock Climbing Black Powder Rifle, Shotgun, . 30 -06 Rifle 9/10/2020 Trek Meeting 2 Gold Panning Mountain Biking Astronomy Fly Fishing Archeology k ac r T y er ex h R c TAr D 3 - 18

What itinerary should we pick? 2002: 35 itineraries, 34 programs, 28 staffed camps r u o Itineraries vary on: y k s A ew! Difficulty – “typical” to “super strenuous” cr 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. 9/10/2020 Trek Meeting 2 19

Contingent Itinerary Selection Tools On Contingent web site. Two components: Questionnaire to let participants rank interests (MS Word) Spreadsheet to fit responses to itineraries (MS Excel) 9/10/2020 Each unit should print questionnaire for each participant — enter responses into spreadsheet. When TREKS-2003 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. Trek Meeting 2 20

Contingent Itinerary Selection Tools 9/10/2020 Trek Meeting 2 21

Duty Roster Tool: Prepare duty roster before leaving Austin. Copies for all participants (laminate). Tool on website (MS Excel). All participants share work equally? 9/10/2020 Trek Meeting 2 22

Trek Daily Schedule: Day 0 — Travel — Austin to Philmont (Sunday, 6/22) Day 1 — HQ/Tent City — Check-in/Shake-down/Opening campfire (Monday, 6/23) Day 2 — Depart HQ/1 st Day on trail (Tuesday, 6/24) Day 3 — 2 nd Day on trail (Wednesday, 6/25) Day 4 — 3 rd Day on trail/Ranger Departs am (Thursday, 6/26) …… Day 11 — Last Full Day on trail (Thursday, 7/3) Day 12 — Return to HQ/Tent City — Closing campfire (Friday, 7/4) Day 13 — Travel — Philmont to Austin (Saturday, 7/5) 9/10/2020 Trek Meeting 2 23

Planning Timeline (approximate): December 2002 — Crews will receive Planning Guide, medical forms March 2003 — Crews will receive TREKS-2003 book Itineraries: • • Select 5 itineraries Return postcard with 5 selections – e-mail selections to Sid Philmont will inform you of your itinerary – email to Sid DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY SID Equipment & Packing lists (Guidebook to Adventure) Program information Crew Leader/Chaplain’s Aide/Advisor Information 9/10/2020 Trek Meeting 2 24

Philmont “Rules” 9/10/2020 Participants MUST meet age requirements: (Participants must be at least 14 by January 1, 2003) 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 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 Trek Meeting 2 25

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. 9/10/2020 Trek Meeting 2 26

BSA/Contingent “Rules” All adults must be current (within 2 years) on Youth Protection Training. Crews required to follow Youth Protection Guidelines In particular: 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. Full “Class-A” uniform while traveling (shirt/shorts/socks) 9/10/2020 Trek Meeting 2 27

What’s Next? Will mail package to Crew Advisor when Medical Forms & other information arrives (~December). Will schedule another meeting (~March) to distribute TREKS-2003 books & discuss itineraries. May let Crew Advisors pick up. Final meeting will be mid-May to review and turn-in paperwork, distribute duffle bags & maps. 9/10/2020 Trek Meeting 2 28

Crew Advisor “paperwork” Each Crew’s Adult Advisor MUST: Prepare a notebook/binder to take to Philmont containing: Philmont Crew Roster form (3 part) Receive in March Philmont Talent Release form — signed by Parents Philmont Medical form for each participant – signed by Doctor, Participant, Parent (one or two places) Receive in December Copies of Medical Insurance cards for each participant Original First Aid & CPR certification cards Documentation for Contingent Tour Director: (turn in at March meeting) t ’ n Crew List with emergency contact info (form is on website) do e h e t Copy of Philmont Crew Roster form (above) W ‘til ’s e ork Copy of Philmont Talent Release form (above) v a w r Copies of Philmont Medical Forms & insurance cardsle e ! p y a Copies of First Aid & CPR Certification cards p ead r 9/10/2020 Trek Meeting 2 29

What else? Training: Crews should work with their Crew Advisors/Group Leaders to develop a training/shakedown schedule. Could be classroom, campouts, C. O. P. E. , hikes, etc. Each Crew MUST have one person current in First Aid & CPR. ALL ADULTS MUST BE CURRENT IN YOUTH PROTECTION. Web site: http: //www. bsacac. org (follow links to CAC Events) http: //www. bsacac. org/oldsite/philmont/default. htm 9/10/2020 Trek Meeting 2 30

Web Site Structure council_contingent General Information Philmont Overview Itinerary Selection (includes tool & survey form) Programs Personal Equipment Crew Equipment Philmont Equipment Duty Roster (tool) Tips 2002 Contingent . . s, r o r r of e. w o e kn ions, etc m t Le ggest su 2003 Contingent Crew Information Financial Schedule Logo Contacts Meetings 9/10/2020 Trek Meeting 2 31

Questions? 9/10/2020 Trek Meeting 2 32