Philmont 2002 Council Contingent Second Organizational Meeting Contingent Advisor: Sid Covington 474-8696, 925-1231 sid_c@msn.com Scout Advisor: James Johnson 926-6363 x33 jjohnson@bsa-austin.org Trek Meeting 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

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

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

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

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

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

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 11 12 4 126 145 48 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

Revised Payment Schedule: May 1, 2001 $50.00 per participant $600 per crew August 1, 2001 $250.00 per participant $3,000 per crew December 1, 2001 $250.00 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

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

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

What do we do when we go? Search & Rescue Homesteading Jicarilla Apache Life Programs Burros Challenge .30-06 L.N.T. Rock Climbing Astronomy Fly Fishing Archeology T-Rex Track Gold Panning Mountain Biking Black Powder Rifle, Shotgun, .30-06 Rifle 2/23/2019 Trek Meeting 2

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: 40,000 acres Elevation ranges from 6,500’ to 12,441’ ~24,000 campers in 2001 (~360/day arrive, ~360/day depart) 2/23/2019 Trek Meeting 2

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

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

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

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

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

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

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

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

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

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

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

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

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

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: http://www.bsa-austin.org (follow links to CAC Events) http://www.troop399.org/council_contingent 2/23/2019 Trek Meeting 2

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

Questions? 2/23/2019 Trek Meeting 2