1. Philmont 2003 Council Contingent Second Organizational Meeting
Contingent Tour Director: Sid Covington ,
Scout Advisor: Martin Payne x16
Trek Meeting 2

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?
1/15/2019
Trek Meeting 2
Trek Meeting 2

3. 2002 Contingent Review:
2001 was Very Successful, 2002 was 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 1st 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.
Three crews needed Chaplains for counseling — none had duty rosters!
Nobody eaten by bears! Saw some.
Took too much stuff! Didn’t get in good enough shape! Ready to go again.
REI had two cars towed from parking lot after 10 days!
1/15/2019
Trek Meeting 2

4. Ponil Complex Fire 6/2/2002 — 6/17/2002 92,500 acres Lightning Started
Valle Vidal closed Philmont North Country closed
Valle Vidal Sunday, October 13
13 helicopters 1,342 personnel
Lightning Started
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
Cimarron Tent City Beatty Lakes Tent City
Engines, Dozers, Busses, Water Tank Trucks
NM National Forests, State Forests, State Recreation Areas closed
1/15/2019
Trek Meeting 2

5. Council Contingent:
“Contingent” will arrive and depart and will be checked in/out as a single group by the Tour Director.
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 other (may be “sister” crew with same itinerary).
1/15/2019
Trek Meeting 2

6. Contingent Organization:
Tour Director
Sid Covington
Scout Liaison
Martin Payne
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)
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Trek Meeting 2

7. 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
1/15/2019
Trek Meeting 2

8. 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!
1/15/2019
Trek Meeting 2

9. 2 Dinner 2 Lunch Bus Snacks
Budget:
Description
Quantity
Cost Per Person
Cost Per Crew
Bus Transportation
$104
$1,248
Philmont Fee
444
5,328
Travel meals
2 Dinner 2 Lunch Bus Snacks
Maps
1 to 3 per participant 13
156
Contingent duffle bag
1 each (extra’s $20) 15
180
Additional night/meal 12
144
Administrative
Contingency
Total: $650
$7,800
1/15/2019
Trek Meeting 2

10. Payment Schedule:
April 1, 2002 $ per participant $1,920 per crew
August 1, 2002 $ per participant $ 1,920 per crew
December 1, 2002 $ per participant $ 1,920 per crew
March 3, 2003 $ per participant (balance due) $2,040 per crew
1/15/2019
Trek Meeting 2

11. Duffle-bags:
All participants provided with a duffle bag to carry on bus with items for base camp.
2001:
10h x 21½” x 11d” with handle wrap & shoulder strap
Color: black bag, white logo
1/15/2019
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-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.
1/15/2019
Trek Meeting 2

13. Where is Philmont?
North Central New Mexico – near Colorado border – miles from Austin!
On edge of plains in the Sangre de Cristo mountain range.
Headquarters is ~4 miles south of Cimarron, NM.
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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
Elevation ranges from 6,500’ to 12,441’
20,908 campers in summer of (~350/day arrive, ~350/day depart—4,000 in backcountry)
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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
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Trek Meeting 2

16. Travel Plans: Austin to Philmont: Philmont to Austin:
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.
Breakfast: Philmont Dining Hall — Continental
Lunch: CiCi’s Pizza (Clovis, NM)
Dinner: McMurray University (Abilene, TX)
1/15/2019
Trek Meeting 2

17. DON’T LEAVE CARS PARKED IN THE PARKING LOT!
Bus Assignments:
Bus
Group Leader
Crew
Expedition #
Crew Advisor 1
Corey Taylor
Troop 171
623-B-01
Troop 421
623-B-02
Jeff Carter
Troop 280
623-B-10
Mike Howard
Troop 10
623-B-11
Steve Hanson 2
Bruce Barre
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 3
Greg Smith
Troop 1998
623-B-03
Steve Nelson
Troop 157
623-B-05
623-B-06
Ryan Savage
Troop 204
623-B-07
Don Mayer
Busses will pickup and return to the REI parking lot near Loop 360 & US-183.
DON’T LEAVE CARS PARKED IN THE PARKING LOT!
1/15/2019
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
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Trek Meeting 2

19. What itinerary should we pick?
2002: 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 your crew!
1/15/2019
Trek Meeting 2

20. 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.
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.
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Trek Meeting 2

21. Contingent Itinerary Selection Tools
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Trek Meeting 2

22. Duty Roster Tool: Prepare duty roster before leaving Austin.
Copies for all participants (laminate).
Tool on website (MS Excel).
All participants share work equally?
1/15/2019
Trek Meeting 2

23. 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/1st Day on trail (Tuesday, 6/24)
Day 3 — 2nd Day on trail (Wednesday, 6/25)
Day 4 — 3rd 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)
1/15/2019
Trek Meeting 2

24. 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 – selections to Sid
Philmont will inform you of your itinerary – 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
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Trek Meeting 2

25. Philmont “Rules”
Participants MUST meet age requirements: (Participants must be at least 14 by January 1, 2003) 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), Maximum of 4 adults per crew (over 21).
If one crew from Contingent comes off mountain, all do!
1/15/2019
Trek Meeting 2

26. 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.
1/15/2019
Trek Meeting 2

27. 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)
1/15/2019
Trek Meeting 2

28. 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.
1/15/2019
Trek Meeting 2

29. 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)
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
We don’t leave ‘til the paperwork’s ready!
1/15/2019
Trek Meeting 2

30. What else? Training: Web site:
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:
(follow links to CAC Events)
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Trek Meeting 2

31. Let me know of errors, suggestions, etc.
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
Let me know of errors, suggestions, etc.
2002 Contingent
2003 Contingent
Crew Information Financial Schedule Logo Contacts Meetings
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32. Questions?
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Trek Meeting 2