Capitol Area CouncilBoy Scouts of America Philmont 2005 Philmont 2005 Council Contingent Second Organizational Meeting Contingent Advisor:Sid Covington

Capitol Area Council Boy Scouts of America

Philmont Philmont 20052005

Council ContingentSecond Organizational Meeting

Contingent Advisor: Sid Covington380-9083, 925-1231 (cell), 380-9132 (fax)

[email protected] Advisor:

Martin Payne926-6363 [email protected]

11/3/2004 Trek Meeting 2 2

Agenda Tonight:Agenda Tonight:Review 2004 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

Crew preparation

“Rules”

Planning Timeline

What Next?


Philmont Philmont Vocabulary/JargonVocabulary/Jargon

Trek/Expedition“Bear-muda” TriangleProgramsItinerary #Camps

StaffedTrailDry

DayExpedition #

Ranger/Ranger MileCHQ/Camping Headquarters/Base Camp PTC/Philmont Training CenterTent City

TrailboundHomebound

Yum-yum BagOops BagBears/Mini-bears

What you do.

Who you are.

When it is.

Where you go.

9

— 12 day Backpacking

Cavalcades (8-day horseback)

Ranch Hands (8-day working, 8-day Cavalcade)

Rayado Trek (20-day backpacking)

R.O.C.S. (21-day conservation school/backpacking)

OA Trail Crew (7-day Service, 7-day backpacking)

Autumn Adventure (Any length, can be adult only)

Kanik (Winter weekend program)

Rangers:• Very well trained.

• Very competent.

• Sometimes wrong!

• Never in doubt!

• Always have an answer!


Largest Capitol Area Council contingent ever: 13 Crews, 154 participants (of 156 — 2 youth broke bones week before departure!Departed Austin on schedule! Busses were crowded — one time event.Travel/meals worked as planned – bus trip takes ~15 hoursArrived at Philmont at 9:20 pm, scheduled for 9:30 pm — 10 minutes early!Welcome Center assigned tent city tents for both nights to all crews except one! Check-in completed by noon Day 1 – museum tours, naps, Cimarron, etc.Weather very good, little rain, some hail, no trail injuries – one young man sick in Medic Lodge at beginning of trek — able to join crew Day 5. Nobody eaten by bears! Saw some. Some good stories!Took too much stuff! Didn’t get in good enough shape! Ready to go again.One bus lost air conditioner on return trip (have had the same experience with three different bus companies)!Arrived back at REI parking lot 45 minutes late! (related to stopping to purchase additional water/ice for bus with broken air conditioner).

2005 & 2006 will be bigger!16 Crews

192 Participants

Contingent Experience:Contingent Experience:2000 was small, 2001 was large & Very Successful, 2003 was Good (except for some adult issues), 2004 was absolutely Great! 609-E609-E

Ponil Complex Ponil Complex Forest FireForest Fire

6/2/2002 — 6/17/2002

92,500 acres


Council Contingent: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 as a single group by the Contingent Advisor. “Crews” check themselves out.

Contingent Advisor prepares one National Tour Permit for entire group – Crews do not need to do one.

Contingent Advisor prepares “Arrival” postcard (and request for early arrival) for entire group – Crews do not need to do it.

“Crews” will plan/reserve own itineraries (you mail your own selection postcard).

“Crews” will be on trail independently from each other (may be a “sister” crew with same itinerary – from the contingent or elsewhere).


Philmont CrewPhilmont CrewA “Crew” goes on a trek at Philmont. The “Crew” may be created from either a Boy Scout Troop or a Venturing Crew (may be coed youth) — at Philmont, they are all referred to as a “Crew.”By definition, a “Crew” is 7 to 12 people with a majority of youth and a maximum of 4 adults (21 or older). Adults may be male or female.A Capitol Area Council Contingent Crew is 12 people with a maximum of four participants that are 21 years old or older.


Crew Members

Contingent Contingent Organization: Organization:

Bus Leader

Same bus, could work together on training, shakedown campouts, etc. Leader obtains snacks/drinks for bus, does headcount before departures.

Crew Advisor (Adult)

Scouting Advisor

(Professional)Martin Payne

Contingent Advisor

(Volunteer)Sid Covington

Crew Leader (youth)

Chaplain’s Aide (youth)

Crew

Logistics, travel to

and from Philm

ont

At Philm

ont and on the trail

The Crew Leader is in charge!The crew always stays together on the trail!

“Crew” is made up of:


Bus Assignments:Bus Assignments:

Busses will pickup from and return to the Whole Earth parking lot at the

Westgate Shopping Center near Ben White &

Lamar Blvd (360 & 71/290).

DON’T LEAVE CARS PARKED IN THE PARKING LOT!

Richard Warms704-L-08Troop 1954

John Conaway704-L-04Troop 256

David Hailes704-L-03Troop 145

Sam Brister704-L-02Troop 88

Sam Brister

2

Bruce Anderson704-L-07Troop 511

Joe Denton704-L-06 Troop

410

Paul Watkins704-L-05Troop 263

Jackson Harper704-L-01Troop 4

Jackson Harper

1

Mike Gordon622-N-08Troop 448

Douglas Spencer

622-N-07Troop 284

Larry Jantzen622-N-06Troop 172

Walt Reep622-N-04Troop 146

Walt Reep2

T.W. Cook622-N-05Troop 151

Frank Scofield622-N-03Crew 2100

Victoria Fuqua622-N-02Crew 183

Gary Boyd622-N-01Crew 151

Frank Scofield

1

Crew AdvisorExpeditio

n #Unit

Bus Leader

Bus

622-N

704-L

Class-A Uniform Class-A Uniform required:required:

Boy Scout Troop based crews:

Tan uniform shirt Scout belt Scout long pants

-or-Scout Shorts with Scout socks

Venturing Crew based crews:

Green uniform shirt Crew’s “official” pant

belt Crew’s “official” socks


How are Crews How are Crews Organized?Organized?

Crew Leader (youth)Selects itinerary with Advisor Choose routes during trekAssign duties (manage the duty roster)Provides leadershipCheck-in/out campsInsure “smellables” properly storedInsure Philmont Wilderness Pledge upheld

Chaplain’s Aide (youth)Supports Crew LeaderFacilitates daily reflections/devotionals

Crew Advisor (adult)Selects itinerary with Crew LeaderCounsel & coach crew leader and crew membersArrange logistics (permits for shakedowns, etc.)

Philmont Wilderness Pledge:

1. LITTER/GRAFFITI-Keep Philmont free of litter and graffiti.

2. WILDLIFE-Respect all wildlife.

3. TRAILS-Stay on Trails: Do not cut across switchbacks.

4. CAMPSITES-Use designated sites and leave neat and clean.

Thorns & Roses (& buds)

Eagles Soaring High book


Financial Financial Policies/Information: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 $725 = $8,700). 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 2004). Available to any Philmont participant in Capitol Area Council—not just Contingent.

Let us know early if there are financial issues or needs!


Budget/Costs:Budget/Costs:Description Description

Cost per Participant

Cost per Crew

Bus transportation $93 $1,116

Philmont Fee 495 5,940

Travel meals 2 Dinner2 Lunch

13 12

156 144

Drinks/Snacks for bus 10 120

Maps 1 set per participant 15 180

Contingent travel bag 20 240

Contingent shoulder strip (Council strip)

5 60

Additional Philmont night/breakfast 12 144

Administrative 25 300

Contingency 25 300

TOTAL: $725 $8,700

Personal Spending Money for Souvenirs at Tooth of Time Trading Post (http://www.toothoftimetraders.com) “Campers spend an average of $100 at Philmont’s trading posts. If major items such as jackets are desired, more money will be needed.”


Payment Schedule:Payment Schedule:April 1, 2004 $181.25 per participant

$2,175 per crew

August 1, 2004 $ 181.25 per participant $ 2,175 per crew

December 1, 2004$ 181.25 per participant $2,175 per crew

March 3, 2005 $ 181.25 per participant (balance) $2,175 per crew

Crews should use similar

payment schedule for crewmembers.


Duffle-bags: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!

Duffle bags will stay in locker at CHQ while you’re on the trail.2004:

10½ x 21½ x 10½ w/handle wrap & shoulder strap

Colors: Black, White logo


Shoulder StripsShoulder Strips

Each participant provided with one Council strip:

Some extra 2005’s available ~$5.00 each

In 2003, one adult leader volunteered to order additional Council strips and made logo patches that were sold to participants. ~$3.00 each.


Crew tee-shirts:Crew tee-shirts:Each Crew designs its 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 mapTrek map (from Treks-2005 book)Crew designed logoPhilmont 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.


Where is Philmont?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


What is Philmont?What is Philmont?Philmont is a BSA high adventure base for camping and training.

Philmont is a working ranch:Cattle HorsesBurros Buffalo

History:Early Ponil peopleJicarilla Apache/Moache UteBeaubien-Miranda — Maxwell Land GrantWaite PhillipsBoy Scouts of America

You get to

experience th

is with

Philmont’s

programs!


What does Philmont What does Philmont look like?look like?

Near Colorado Border in north central New Mexico

Valle Vidal: ~40,000 acresNo trails, 3 – 4 campsPhilmont: 137,493 acres330 miles trails, ~120 backcountry camps

Country’s:Valle VidalRolling country, spacious meadows, limited water, large Elk population, buffalo, LNT, no trails, no permanent facilities

North CountryHighest elevations (Baldy), gold mining,dramatic vista’s

Central CountryMuch elevation change, dense forest

South CountryNarrow valleys, more creeks, best fishing, warmer

Philmont

• In summer 2004, over 28,000 campers.

• ~350/day arrive, ~350/day depart

• ~4,000 in backcountry at any time.


Travel Plans:Travel Plans:Travel will be on 57 passenger busses

Chartered from San Antonio City Tours, San Antonio, TX

Austin to Philmont:Departure Dates: Tuesday, Sunday, June 21, 2005 July 3, 2005 — Meet at 5:00 amBusses will drive straight through to Philmont, with stops for lunch and dinner. Arrival time at Philmont is approximately 9:30 pm (MDT).

Philmont to Austin:Return Dates: Monday, Saturday, July 4, 2005 July 16, 2005 — ~10:30 pmBusses will depart Philmont ~ 6:30 am (MDT) and stop for lunch and dinner on return to Austin.


Travel PlansTravel Plans

Dates AustinPhilmo

ntAustin

June 21

July 3

July 4

July 16 Empty from San Antonio

Empty to San Antonio

704-L

704-L

622-N

622-N


What do we do when What do we do when we’re there?we’re there?

BurrosChallenge

.30-06L.N.T.Rock

Climbing

Pro

gra

ms

Homesteading

Gold PanningMountain

Biking

AstronomyFly FishingArcheology

Black Powder Rifle, Shotgun, .30-06 Rifle

Jicari

lla

Apach

e L

ife

T-Rex

Tra

ck

Search & Rescue

3-D A

rche

ry

Spar pole climbing

11/3/2004 Trek Meeting 2 22Wildlife


BackpackingNavigatio

n

Apache Indian life

Campsite

Camping



Places

French Henry

Return to Base Camp

Baldy Town

Din

ing H

all

Stockade

Beaubie

n

Vill

a

Philm

onte

Tooth

of

Tim

e

T-Rex


What itinerary should What itinerary should we pick?we pick?

2004: 35 itineraries, 34 programs, 28 staffed camps

Described in Treks-2005 book (March)

Itineraries vary on:Difficulty – “typical” to “super strenuous”Distance – 50 to 78 milesArea – South, Central, North, Valle Vidal or combinations

Campsites/ProgramsElevation – min/max & up/down

Select based on crew’s capabilities and interests.

Use questionnaire or other techniques to decide.

Ask your

Ask your

crew! crew!


Contingent Itinerary Contingent Itinerary Selection ToolsSelection Tools

On Contingent web site (http://www.sccovington.com/philmont).

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-2005 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.


Contingent Itinerary Contingent Itinerary Selection ToolsSelection Tools

13 14 6 11 4

5

5

181020


Duty Roster:Duty Roster:Prepare duty roster before leaving for Philmont.Make copies for all participants (laminate).Website has tool (MS Excel) & Philmont version.Crew Decisions:

All participantsshare work equally?TentmatesSkill levelCrew Leader?Adults?


Daily Trek Schedule:Daily Trek Schedule:

Day 1 — Camping HQ/Tent City — (Wed 6-22/Mon 7-4)Financial Check-in Logistics (bring wall map)Medical Re-check Services (food, equipment)Equipment shakedown* Crew Photo*Museum tours (optional) Opening campfire * may do morning of

Day 2

Day 2 — Depart CHQ/1st Day on trail (Thu 6-23/Tue 7-5)Day 3 — 2nd Day on trail, first full day (Fri 6-24/Wed 7-6)Day 4 — 3rd Day on trail, Ranger Departs am (Sat 6-25/Thu 7-7) …… (hike between camps, participate in programs)

Day 11 — Last Full Day on trail (Sat 7-2/Thu 7-14)Day 12 — Return to Camping HQ/Tent City (Sun 7-3/Fri 7-15)

Return equipment Financial check-outSHOWERS! Trip to CimarronSouvenirs Closing Campfire

Day 13 — Travel — Philmont to Austin (Mon 7-4/Sat 7-16)

Day 0 — Travel — Austin to Philmont – CHQ/Tent City? (Tue 6-21/Sun 7-3)

Meet Your

Ranger

(or early Day 1)

“Arrival Day”


What you come home What you come home with!with!

WA

MI

Pla

qu

e

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.50-Miler

AwardPartial

Ph

ilm

on

tP

hilm

on

tA

rrow

head

Arr

ow

head

Photographs,

Memories th

at will

last a life

time!


Philmont “Rules” Philmont “Rules” Participants MUST meet age requirements. (Participants must be at least 14 by January 1, 2005) or (have completed the 8th grade and be at least 13 years of age prior to participation). PHILMONT WILL NOT MAKE ANY EXCEPTIONS!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 2005 Philmont Health & Medical Record form — requires physical exam within 12 months of trek. No copies! Don’t No copies! Don’t separate pages!separate pages!Crew MUST be majority youth participants (20 or younger),Maximum of 4 adults per crew (over 20).If one crew from Contingent comes off mountain, all do!


Philmont “Rules”Philmont “Rules”All participants must sleep in 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 sleeping clothes in dining fly(Bear-muda Triangle).


BSA/Contingent BSA/Contingent “Rules”“Rules”

All participants must be registered members of Boy Scouts of America.All adults must be current on Youth Protection Training (within 2 years of trek) — 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.

Recommend 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).

Crew’s Adult Advisor is responsible

for insuring these rules are followed.


Crew Preparation Crew Preparation SuggestionsSuggestions

Crew Payment schedule — secure the commitment!

Schedule “Shakedown” activities:C.O.P.E. Course for crewEquipment shakedown(s)Technique shakedown(s):

Campsite setupBear BagsWater purificationCooking (Philmont style)

First Aid/CPR CourseCrewmember “Contract”

May want to have

“alternate” participants

in reserve.


Planning Timeline Planning Timeline (approximate):(approximate):

Tonight — Crews receive Planning Guide, Medical forms, copy of 2004 TREKS, 2004 Guidebook to Adventure, etc.March 2005 — Crews will receive information package:

TREKS-2005 book:Select 5 itineraries (monitor website to see what other crews chose)Return postcard with 5 selections – e-mail selections to SidPhilmont will inform you of your itinerary – e-mail to Sid (for map order) DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY SIDDO NOT SUBMIT A NATIONAL TOUR PERMIT – DONE BY SID

Equipment & Packing lists (Guidebook to Adventure)

Program information brochureCrew Leader/Chaplain’s Aide/Advisor Information


What’s Next?What’s Next?Encourage crewmembers to get physicals now!

Begin shakedowns, training (C.O.P.E.)

May schedule another meeting (~March) to distribute TREKS-2005 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.


LOOK OUT!LOOK OUT!DROPOUTS!

Legitimate MedicalNo skin in game ($$$$)

Medical Forms:Adults wait until last minute (going to lose weight, get blood pressure down, get in shape, …)Insurance only covers one Physical per year — wait until 2005-2006 school year.

Tee shirts not done.No uniform pants!


Crew Advisor Crew Advisor “paperwork”“paperwork”Each Crew’s Adult Advisor MUST put together:

A notebook/binder to take with you to Philmont containing:Philmont Crew Roster form (3 part) Receive in March

Philmont Talent Release form — signed by Parents/ParticipantReceive in MarchPhilmont 2005 Medical form for each participant – signed by Doctor, Participant, Parent (no copies, do not separate) 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 Advisor: (turn in at May meeting, fax, e-mail)

Crew List with emergency contact info Form is on website

Copy of Philmont Crew Roster form (copy from Philmont Crew Roster above)

Copy of Philmont Talent Release form (Copy of Talent Release Form above)

Copies of Philmont Medical Forms & insurance cardsOnly actual med form.

Copies of First Aid & CPR Certification cards

Paperwork must be turned in

to Contingent Advisor

no later than June 15.

If it isn’t, you don’t go!


Web Site ContentsWeb Site Contentswww.sccovington.com/philmont

2005 Contingent

Philmont OverviewItinerary Selection (includes tool & survey form)ProgramsPersonal EquipmentCrew EquipmentPhilmont EquipmentDuty Roster (tool)Tips

General Information

Crew InformationFinancialSchedule/TransportationLogoContactsMeetings

2001 Contingent

2003 Contingent2004 Contingent

2002 Contingent


Information ResourcesInformation ResourcesPassport to High AdventureBoy Scout Field Guide http://www.bsafieldbook.orgTooth of Time Traders http://www.toothoftimetraders.orgSeldon’s List: http://www.lns.cornell.edu/~seb/philmont Philmont Advisor’s Guide

$10 — benefits Crew 1519, Warrenton, VARequest Word copy from Cooper Wright ([email protected])

Philmont Staff Association: http://www.philstaff.com/Jason Cotting (former Ranger) website: http://anvilgear.com/jason/backpacking/main.phpBSA Philmont website: http://www.scouting.org/philmont/Clip Art: http://clipart.usscouts.org/library/index.aspGeneral Philmont information: http://www.philmont.com/

Don’t get obsessive!

Don’t set unrealistic

expectations!

Relax and enjoy the

experience!

Philmont’s staff will make

it work!

Don’t get obsessive!

Don’t set unrealistic

expectations!

Relax and enjoy the

experience!

Philmont’s staff will make

it work!


Questions?Questions?

Documents

Capitol Area CouncilBoy Scouts of America Philmont 2005 Philmont 2005 Council Contingent Second Organizational Meeting Contingent Advisor:Sid Covington