1. Philmont 2004 Council Contingent Second Organizational Meeting
Capitol Area Council Boy Scouts of America
Philmont Council Contingent Second Organizational Meeting
620-B
Contingent Advisor: Sid Covington ,
Scouting Advisor: Martin Payne x16
Trek Meeting 2

2. Agenda Tonight: Review 2003 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
Planning Timeline
“Rules”
What Next?
11/6/2018
Trek Meeting 2
Trek Meeting 2

3. 2003 Contingent Review:
2001 was Very Successful, 2002 was Interesting, 2003 was Great!
143 participants – added 3 participants 2 days before departure!
Departed Austin 30 minutes late! Bus arrived late.
Travel/meals worked as planned – bus trip takes ~15 hours
Arrived at Philmont at 9:34pm, scheduled for 9:30pm — 4 minutes late!
Welcome Center assigned tent city tents for both nights!
Check-in completed by noon Day 1 – museum tours, naps, Cimarron, etc.
Weather very good, little rain, minimal injuries. One adult off trail (breathing), one Scout came off trail to medic lodge for ankle injury (twice), one Adult injured both knees last day.
One crew needed counseling — adult leaders!
Best behaved, most polite youth of all my contingents!
Nobody eaten by bears! Saw some.
Took too much stuff! Didn’t get in good enough shape! Ready to go again.
Arrived back at REI parking lot 6 minutes early!
11/6/2018
Trek Meeting 2

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/out as a single group by the Tour Director.
Tour Director prepares one National Tour Permit for entire group – Crews do not need to do one.
Tour Director prepares “Arrival” postcard for entire group – Crews do not need to do one.
“Crews” will plan/reserve own itineraries (you mail your own selection postcard).
“Crews” will be on trail independently from each other (may be “sister” crew with same itinerary).
11/6/2018
Trek Meeting 2

5. Contingent Organization:
Scouting Advisor
Martin Payne
Contingent Advisor
Sid Covington
Bus Leader
Same bus, could work together on training, shakedown campouts, etc.
Two-deep leadership, Youth Protection rules on co-ed crews, tent assignments
Crew Members
Crew
Crew Advisor (adult)
Crew Leader (youth)
Chaplain’s Aide (youth)
11/6/2018
Trek Meeting 2

6. How are Crews Organized?
Good Crew
Leadership +
Teamwork =
SUCCESS!
Crew Leader (youth)
Selects itinerary with Advisor
Choose routes during trek
Assign duties (duty roster)
Provides leadership
Check-in/out camps
Insure “smellables” properly stored
Insure Philmont Wilderness Pledge upheld
Chaplain’s Aide (youth)
Supports Crew Leader
Facilitates daily reflections/devotionals
Crew Advisor (adult)
Selects itinerary with Crew Leader
Counsel & coach crew leader and crew members
Arrange logistics (permits for shakedowns, etc.)
11/6/2018
Trek Meeting 2

7. 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.
Each crew is financially responsible for 12 participants (12 x $705 = $8,460). 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 2002). Available to any Philmont participant in Council—not just Contingent.
Let us know early if there are financial issues or needs!
11/6/2018
Trek Meeting 2

8. 2 Dinner 2 Lunch Bus Snacks
Budget/Costs:
Description
Quantity
Cost Per Person
Cost Per Crew
Bus Transportation
$102
$1,224
Philmont Fee
475
5,700
Travel meals
2 Dinner 2 Lunch Bus Snacks
Maps
1 to 3 per participant 15
192
Contingent duffle bag
1 each (extra’s ~$20) 16
180
Contingent shoulder patch
1 each 3 36
Additional night/meal 12
144
Administrative 25
300
Contingency
Total: $705
$8,460
11/6/2018
Trek Meeting 2

9. Payment Schedule:
April 1, 2003 $ per participant $2,115 per crew
August 1, 2003 $ per participant $ 2,115 per crew
December 1, 2003 $ per participant $2,115 per crew
March 3, 2004 $ per participant $2,115 per crew
11/6/2018
Trek Meeting 2

10. 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!
2003:
10½ x 21½ x 10½ w/handle wrap & shoulder strap
Colors: Green, Yellow logo
11/6/2018
Trek Meeting 2

11. Shoulder Strips Each participant provided with one Council strip:
In 2003, one adult leader volunteered to order additional Council strips and made logo patches that were sold to participants. ~$3.00 each.
11/6/2018
Trek Meeting 2

12. 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-2004 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.
11/6/2018
Trek Meeting 2

13. 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
11/6/2018
Trek Meeting 2

14. 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
28,000 campers in summer of (~350/day arrive, ~350/day depart ~4,000 in backcountry)
11/6/2018
Trek Meeting 2

15. 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
11/6/2018
Trek Meeting 2

16. Travel Plans: Austin to Philmont: Philmont to Austin:
Departure Date: June 19, 2004, 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 9:30 pm (Mountain Time).
Breakfast: None
Lunch: Texas Tech University (Lubbock, TX)
Dinner: Highlands University of New Mexico (Las Vegas, NM)
Philmont to Austin:
Return Date: July 2, 2004, ~10:30 pm The bus will depart Philmont ~ 6:30 am and stop for lunch and dinner on return to Austin.
Breakfast: Philmont Dining Hall — Continental
Lunch: CiCi’s Pizza (Clovis, NM)
Dinner: McMurray University (Abilene, TX)
11/6/2018
Trek Meeting 2

17. DON’T LEAVE CARS PARKED IN THE PARKING LOT!
Bus Assignments:
Bus
Group Leader
Crew
Expedition #
Crew Advisor 1
Harry Zimmerman
Crew 399
620-B-01
Roy Keithley
Crew 36
620-B-02
Barry Streusand
Troop 413
620-B-04
Bob Bowne
Troop 30
620-B-11
Stuart Nelson
Troop 399
620-B-12
Harry Zimmerman 2
Mike Moriarty
Troop 201
620-B-06
Jerry Brockell
Troop 472
620-B-09
Michael Sugars
Troop 259
620-B-10
Robert Haig
Troop 441
620-B-13 3
Cary McGregor
Troop 395
620-B-03
CR Thomas
Troop 555
620-B-05
Troop 231
620-B-07
Douglas Kaspar
Troop 365
620-B-08
David Tabb
Busses will pickup and return to the REI parking lot near Loop 360 & US-183.
DON’T LEAVE CARS PARKED IN THE PARKING LOT!
11/6/2018
Trek Meeting 2

18. What do we do when we’re there?
Search & Rescue
Homesteading
Jicarilla Apache Life
Programs
Burros Challenge L.N.T. Rock Climbing
Astronomy Fly Fishing Archeology
T-Rex Track
3-D Archery
Gold Panning Mountain Biking
Black Powder Rifle, Shotgun, Rifle
11/6/2018
Trek Meeting 2

19. What do we do when we’re there?
Programs
Cons Project
Navigation
Spar pole climbing
Rock climbing
Campsite
Homesteading
Wildlife
Shotgun Shells
Apache Indian life
3-D Archery
11/6/2018
Trek Meeting 2

20. What do we do when we’re there?
French Henry
Baldy Town
Beaubien
Dining Hall
Tooth of Time
Villa Philmonte
T-Rex
Places
Stockade
Return to Base Camp
11/6/2018
Trek Meeting 2

21. What itinerary should we pick?
2003: 35 itineraries, 34 programs, 28 staffed camps
Described in Treks-2004 book (March)
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 your crew!
11/6/2018
Trek Meeting 2

22. 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)
Each unit should print questionnaire for each participant — enter responses into spreadsheet. Will “fit” crew’s interests to itineraries for further review.
When TREKS 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.
11/6/2018
Trek Meeting 2

23. Contingent Itinerary Selection Tools
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Trek Meeting 2

24. Duty Roster Tool: Prepare duty roster before leaving Austin.
Copies for all participants (laminate).
Website has tool (MS Excel) & Philmont version.
Crew Decisions:
All participants share work equally?
Crew Leader?
Adults?
11/6/2018
Trek Meeting 2

25. Trek Daily Schedule:
Day 0 — Travel — Austin to Philmont (Saturday, 6/19)
Day 1 — HQ/Tent City — Check-in/Shake-down/Opening campfire (Sunday, 6/20)
Day 2 — Depart HQ/1st Day on trail (Monday, 6/21)
Day 3 — 2nd Day on trail (Tuesday, 6/22)
Day 4 — 3rd Day on trail/Ranger Departs am (Wednesday, 6/23) ……
Day 11 — Last Full Day on trail (Wednesday, 6/30)
Day 12 — Return to HQ/Tent City — Closing campfire (Thursday, 7/1)
Day 13 — Travel — Philmont to Austin (Friday, 7/2)
11/6/2018
Trek Meeting 2

26. What you come home with! Philmont Arrowhead WAMI Plaque
50-Miler Award
Partial
Duty to God Patch
Attend at least 1 chapel service at CHQ
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.
11/6/2018
Trek Meeting 2

27. Planning Timeline (approximate):
Tonight — Crews receive Planning Guide, Medical forms, copy of 2003 Guidebook to Adventure, etc.
March 2004 — Crews will receive TREKS book
Itineraries:
Select 5 itineraries
Return postcard with 5 selections – selections to Sid
Philmont will inform you of your itinerary – to Sid (for map order)
DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY SID
Equipment & Packing lists (Guidebook to Adventure)
Program information
Crew Leader/Chaplain’s Aide/Advisor Information
11/6/2018
Trek Meeting 2

28. Philmont “Rules”
Participants MUST meet age requirements. (Participants must be at least 14 by January 1, 2004) 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 height & weight guidelines (on web site) — can be waivers, primarily for youth — obtain in advance.
All participants MUST use original 2004 Philmont Health & Medical Record form — requires physical exam within 12 months of trek.
Crew MUST be majority youth participants (21 or younger), Maximum of 4 adults per crew (over 21).
If one crew from Contingent comes off mountain, all do!
11/6/2018
Trek Meeting 2

29. Philmont “Rules” All participants must use 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 sleep clothes in dining fly (Bearmuda Triangle).
11/6/2018
Trek Meeting 2

30. BSA/Contingent “Rules”
All adults must be current (within 3 years of trek) on Youth Protection Training — can take 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
Should have 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)
11/6/2018
Trek Meeting 2

31. What’s Next? Encourage crewmembers to get physicals now!
Begin shakedowns, training (C.O.P.E.)
Will schedule another meeting (~March) to distribute TREKS-2004 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.
11/6/2018
Trek Meeting 2

32. 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 Receive in March
Philmont 2004 Medical form for each participant – signed by Doctor, Participant, Parent Receive tonight
Copies of Medical Insurance cards for each participant (letter/note if none)
Original First Aid & CPR certification cards At least one set per crew
Documentation for Contingent Tour Director: (turn in at March meeting)
Crew List with emergency contact info Form is on website
Copy of Philmont Crew Roster form (above)
Copy of Philmont Talent Release form (above)
Copies of Philmont Medical Forms & insurance cards
Copies of First Aid & CPR Certification cards
Busses don’t leave ‘til the paperwork’s complete!
11/6/2018
Trek Meeting 2

33. What else? Build the team! Training: Web site:
Crews should work with their Crew Advisors/Crew Leaders/Group Leaders to develop a training/shakedown schedule.
C.O.P.E. course strongly recommended!
Could be classroom, campouts, hikes, etc.
Each Crew MUST have one person current in First Aid & CPR.
ALL ADULTS MUST BE CURRENT IN YOUTH PROTECTION.
Web site:
(follow links to Council Activities)
Build the team!
11/6/2018
Trek Meeting 2

34. Let me know of errors, suggestions, etc.
Web Site Structure
General Information
2003 Contingent
2004 Contingent
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.
2005 Contingent
Crew Information Financial Schedule Logo Contacts Meetings
11/6/2018
Trek Meeting 2

35. Information Resources
Passport to High Adventure
Seldon’s List:
Philmont Advisor’s Guide
$10 — benefits Crew 1519, Warrenton, VA
Request Word copy from Cooper Wright
Philmont Staff Association:
Jason Cotting (former Ranger) website:
BSA Philmont website:
Clip Art:
General Philmont information:
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Trek Meeting 2

36. Questions?
11/6/2018
Trek Meeting 2