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Capitol Area Council. Philmont 2003 Council Contingent Tour Director: Sid Covington 474-8696, 925-1231 (cell) [email protected] Scout Advisor: Martin Payne 926-6363 x16 [email protected] Agenda Tonight. Duffle Bags/Logo Travel schedule Financial Crews Communications Itineraries

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Capitol area council

Capitol Area Council

Philmont 2003

Council Contingent

Tour Director:Sid Covington474-8696, 925-1231 (cell) [email protected]

Scout Advisor:Martin Payne926-6363 x16 [email protected]


Agenda tonight
Agenda Tonight

  • Duffle Bags/Logo

  • Travel schedule

  • Financial

  • Crews

  • Communications

  • Itineraries

  • Equipment

  • Certifications

  • Paperwork

2003 Trek Meeting 3 -- 623-B


Duffle bags logo
Duffle Bags/Logo

  • Duffle Bag:

    • 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 arthttp://clipart.usscouts.org/library/BSA_High_Adventure/Philmont_Scout_Reservation/

  • One Council strip per participant

2003 Trek Meeting 3 -- 623-B


Travel schedule
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!

2003 Trek Meeting 3 -- 623-B


Participant expenses
Participant Expenses:

2003 Trek Meeting 3 -- 623-B


Participant expenses1
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

2003 Trek Meeting 3 -- 623-B


Payment schedule
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!

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Financial policies information
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.

2003 Trek Meeting 3 -- 623-B


Crew status
Crew Status:

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Communications
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

2003 Trek Meeting 3 -- 623-B


Web site structure

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)

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

2004 Contingent. . . .

2003 Trek Meeting 3 -- 623-B


Itinerary selection
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.

2003 Trek Meeting 3 -- 623-B


Itinerary selection1
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 ASSOONASPOSSIBLE AFTER RECEIVING TREKS BOOK!

Let me know your choices.

Ask them what they want to do!

2003 Trek Meeting 3 -- 623-B


Itinerary selection2
Itinerary Selection

  • Website Tools:

    • Program survey:

    • Itinerary calculator:

  • Interactive Ranger CD

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Equipment
Equipment

  • Tents required:

    • Philmont tents recommended

    • Two person tents

    • No bivy sacks

  • Bring own backpacking stoves:

    • Cannot carry fuel on bus

    • White gas & Peak 1 Max cartridgesavailable at Philmont — includingbackcountry staffed camps.

    • Can ship fuel to Philmont via UPS

Philmont tentRequires 14 stakes

Eureka Timberline tent

2003 Trek Meeting 3 -- 623-B


Equipment1
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 Flyrequires 10stakes

Can use Trekking poles instead of dining fly poles

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Suggestions
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

2003 Trek Meeting 3 -- 623-B


Certifications
Certifications

  • First Aid/CPR:

    • 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

2003 Trek Meeting 3 -- 623-B


Paperwork
Paperwork

  • Medical Forms

    • 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

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Paperwork continued
Paperwork (continued)

  • CPR/First Aid Certification Cards

    • Originalrequired 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

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Paperwork summary
Paperwork Summary

* will be returned

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What s next

Contingent:

Gather all assigned itinerary numbers

Order maps

Confirm meals

Meeting ~ mid-May

Distribute duffle bags

Distribute maps

Collect all paperwork

Parent information sheets

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

What’s Next?

2003 Trek Meeting 3 -- 623-B


Questions
Questions?

2003 Trek Meeting 3 -- 623-B


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