Philmont 2003 Council Contingent Capitol Area Council Tour Director: Sid Covington 474-8696, 925-1231 (cell) sid_c@swbell.com Scout Advisor: Martin Payne 926-6363 x16 mpayne@bsa-austin.org

Agenda Tonight Duffle Bags/Logo Travel schedule Financial Crews Communications Itineraries Equipment Certifications Paperwork 11/22/2018 2003 Trek Meeting 3 -- 623-B

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 http://clipart.usscouts.org/library/BSA_High_Adventure/Philmont_Scout_Reservation/ One Council strip per participant 11/22/2018 2003 Trek Meeting 3 -- 623-B

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 3 -- 623-B

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 12 132 144 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 3 -- 623-B

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 3 -- 623-B

ALL CREWS SHOULD HAVE PAID $5,760! Payment Schedule: April 1, 2002 $160.00 per participant August 1, 2002 $160.00 per participant December 1, 2002 $160.00 per participant May 3, 2003 $170.00 per participant (Net balance due) ALL CREWS SHOULD HAVE PAID $5,760! 11/22/2018 2003 Trek Meeting 3 -- 623-B

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 3 -- 623-B

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 3 -- 623-B

Communications Postcard/Letter to Crew Advisor E-mail to everyone on list Web site: http://www.bsacac.org (follow links to Council Calendar/Events) http://www.bsacac.org/oldsite/philmont/default.htm 11/22/2018 2003 Trek Meeting 3 -- 623-B

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) 2002 Philmont Trail food menu Tips (descriptive) Philmont Trek Hints (descriptive) Let me know of errors, suggestions, etc. http://www.bsacac.org/oldsite/philmont/default.htm 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 3 -- 623-B

Itinerary Selection Process: Select 5 itineraries from TREKS-2003. 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. E-mail 5 choices (in order) to Sid. When Philmont sends you back the assigned itinerary, e-mail the itinerary number to Sid. 11/22/2018 2003 Trek Meeting 3 -- 623-B

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 3 -- 623-B

Itinerary Selection Website Tools: Interactive Ranger CD Program survey: Itinerary calculator: Interactive Ranger CD 11/22/2018 2003 Trek Meeting 3 -- 623-B

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 3 -- 623-B

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 3 -- 623-B

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 3 -- 623-B

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 303-0768. Online via Council website — http://www.bsacac.org 11/22/2018 2003 Trek Meeting 3 -- 623-B

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 3 -- 623-B

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 3 -- 623-B

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 3 -- 623-B

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 3 -- 623-B

Questions? 11/22/2018 2003 Trek Meeting 3 -- 623-B