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Capitol Area Council Boy Scouts of America

621-I / 703-A. Capitol Area Council Boy Scouts of America Philmont 2006 Council Contingent Second Organizational Meeting. Contingent Advisor: Sid Covington 380-9083, 925-1231 (cell), 380-9132 (fax) sid_c@swbell.net. Scouting Advisor: Marty Sepulveda 926-6363 x17 msepulveda@bsacac.org.

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Capitol Area Council Boy Scouts of America

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  1. 621-I / 703-A Capitol Area Council Boy Scouts of America Philmont 2006Council Contingent Second Organizational Meeting Contingent Advisor: Sid Covington380-9083, 925-1231 (cell), 380-9132 (fax)sid_c@swbell.net Scouting Advisor: Marty Sepulveda926-6363 x17msepulveda@bsacac.org

  2. Agenda Tonight: • Review 2005 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 • Crew Advisor Binder • What Next? Trek Meeting 2

  3. Trek/Expedition “Bear-muda” Triangle Programs Itinerary # Camps Staffed Trail Dry Day Expedition # Bears/Mini-bears What you do. 13 Where you go. Who you are. When it is. Philmont Vocabulary/Lingo • Ranger/Ranger Mile • Backcountry • CHQ/Camping Headquarters/Base Camp • PTC/Philmont Training Center • Tent City • Trailbound • Homebound • Yum-yum Bag • Oops Bag • Floaters/Sinkers • — 12 day Backpacking trip • Other ways to go to Philmont: • 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! • Facilities: • Camps • Sump’s • Bear Cables • Commissaries • Trading Posts • Cantinas • Red Roof Inn’s • Pilot/Co-Pilot • Pilot/Bombadier • Catholes Trek Meeting 2

  4. 609-E Ponil Complex Forest Fire 6/2/2002 — 6/17/200292,500 acres Contingent Experience: 2000 was small, 2001 was large & Very Successful, • 2005 was largest Capitol Area Council contingent ever: 16 Crews, 192participants • Whole Earth Provision Company opened 5:00 am for our departure — coffee, rolls, juice! • Departed Austin on schedule! • Travel/meals worked as planned – bus trip takes ~15 hours • Arrived at Philmont at 9:50 & 9:01 pm, scheduled for 9:01 pm! • Welcome Center assigned tent city tents for both nights to all crews except two! • 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 in first group taken off trail following a seizure (Day 2) — had to send home. • 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 in first group had air conditioner problem on outbound trip (have had the same experience with three different bus companies)! • Arrived back at Whole Earth parking lot on schedule! • 2003 was Good (except for some adult issues), 2004 & 2005 were absolutely Great! Trek Meeting 2

  5. 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). Trek Meeting 2

  6. Philmont Crew • A “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. Trek Meeting 2

  7. Contingent Advisor (Volunteer) Sid Covington Scouting Advisor (Professional) Marty Sepulveda Logistics, travel to and from Philmont At Philmont and on the trail Bus Leader Same bus, could work together on training, shakedown campouts, etc. Leader obtains snacks/drinks for bus, does headcount before departures. Contingent Organization: Crew “Crew” is made up of: Crew Leader (youth) The Crew Leader is in charge! The crew always stays together on the trail! Chaplain’s Aide (youth) Crew Advisor (Adult) Crew Members Trek Meeting 2

  8. Good Crew Leadership + Teamwork = SUCCESS & FUN! How are Crews Organized? • Philmont Wilderness Pledge: • LITTER/GRAFFITI-Keep Philmont free of litter and graffiti. • WILDLIFE-Respect all wildlife. • TRAILS-Stay on Trails: Do not cut across switchbacks. • CAMPSITES-Use designated sites and leave neat and clean. • Crew Leader (youth) • Selects itinerary with Advisor • Choose routes during trek • Assignduties (manage the 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.) Thorns & Roses (& buds) Eagles Soaring High book Let the youth run the crew — even when it’s painful! Trek Meeting 2

  9. Class-A Uniform 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 Bus Assignments: Busses will pickup from and return to the Whole Earth Provision Company parking lot at the Westgate Shopping Center near Ben White & Lamar Blvd (360 & 71/290). DON’T LEAVE CARS PARKED IN THE PARKING LOT! Trek Meeting 2

  10. 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 financiallyresponsible for 12 participants (12 x $745 = $8,940). If unit cannot fill slots, must pay fee and/or find youth/adults to fill vacancy. • There is limited Waite Phillips scholarship money available as well ($100, $200, $300, $400 per youth). Available to any Philmont participant in Capitol Area Council — not just Contingent. • Let us know early if there are financial issues or needs! Scholarship requests must be in by January 31, 2006. Trek Meeting 2

  11. Budget/Costs: • Contingent Fee: • Philmont Fee • Meals @ Philmont:Base Camp & Trail • Equipment • Transportation • Bus Drinks & Snacks • Meals en-route • Topographic Maps for Itinerary • Duffle Bag • Council Shoulder Strip Does Not Include Personal Spending Money for 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.” (http://www.toothoftimetraders.com) Trek Meeting 2

  12. Payment Schedule: • April 4, 2005 $186.25 per participant $2,235 per crew • August 1, 2005 $ 186.25 per participant $ 2,235 per crew • December 7, 2005 $ 186.25 per participant $2,235 per crew • February 6, 2006 $ 186.25 per participant(net balance) $2,235 per crew Crews should use similar payment schedule for crewmembers. Add enough to cover crew tee-shirts, shakedowns, etc. Trek Meeting 2

  13. 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. • 2005: • 10½ x 21½ x 10½ w/handle wrap & shoulder strap • Colors: Black, Tan logo Trek Meeting 2

  14. Shoulder Strips • Each participant provided with one Council strip: Some extra 2005’s available ~$5.00 each • In 2003 & 2005, logo patches were sold to participants. ~$3.00 each. Trek Meeting 2

  15. 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 map • Trek map (from Treks-2006 book) • Crew designed logo • Philmont logos (arrowhead, brands, etc.) • Some crews do hats too! Some do Polo-type shirts. • A Contingent in 2002 did same design tee-shirts & book packs in bright Cub Scout blue & yellow. Way too cute! • Tee-shirt is likely to be the “best” Philmont souvenir. • May want to have extra shirts for “gift” for your crews’ Ranger. Trek Meeting 2

  16. What is Philmont? • Philmont is a BSA high adventure base for camping and training. • Philmont is a working ranch: • Cattle Horses • Burros Buffalo • History: • Early Ponil people • Jicarilla Apache/Moache Ute • Beaubien-Miranda — Maxwell Land Grant • Waite Phillips • Boy Scouts of America You get toexperience this withPhilmont’s programs! • Florida Sea Base • Northern Tier Canoe Base ~1.7 million acres Larger than: Rhode Island & Delaware Trek Meeting 2

  17. 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 Trek Meeting 2

  18. What does Philmont look like? • Valle Vidal: ~40,000 acresNo trails, 3 – 4 camps • Turner Ranch: ~20,000 acres, Trails, 2 camps • Barker Wildlife Area: ~10,000 acres Trails, no camps • Philmont: 137,493 acres330 miles trails, ~120 backcountry camps Total ~ 200,000+ acres Scouts can use! 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 • Your crew will decide: • Where you want to go, • Which programs you want to participate in, • Which camps you want to visit, • Which mountains you want to climb, • How many miles you want to hike. • You will select your “itinerary” from one of over 30 available. • Numbers: • In summer 2005, 20,471 campers (down because of Jamboree — 22,079 in 2004). • ~350/day arrive, ~350/day depart • ~4,000 in backcountry at any time. Mr. C’s House! Trek Meeting 2

  19. Travel Plans • Travel will be on 57 passenger buses • San Antonio City Tours • Bathrooms • Video (VHS) players • Snacks/drinks are provided • Austin to Philmont: • Departure Dates:Tuesday, June 20, 2006 / Sunday, July 2, 2006 — 5:00 amThe bus will depart Austin at 6:00 am and drive straight through to Philmont, with stops for lunch (Texas Tech) and dinner (NM Highlands University.) Arrival time at Philmont is approximately 9:30 pm (MDT). • Philmont to Austin: • Return Dates:Monday, July 3, 2006 / Saturday, July 15, 2006 — ~10:45 pmThe bus will depart Philmont ~ 6:30 am (MDT) and stops for lunch (Ci-Ci’s Clovis) and dinner (McMurray University) on return to Austin. Trek Meeting 2

  20. Empty to San Antonio Empty from San Antonio Travel Plans 621-I 703-A 621-I 703-A Trek Meeting 2

  21. Spar pole climbing What do we do when we’re there? Search & Rescue Homesteading Jicarilla Apache Life Programs BurrosChallenge.30-06L.N.T.Rock Climbing AstronomyFly FishingArcheology 3-D Archery Gold PanningMountain Biking T-Rex Track Black Powder Rifle, Shotgun, .30-06 Rifle Trek Meeting 2

  22. Navigation Campsite Wildlife Apache Indian life What do we do when we’re there? Backpacking Camping Trek Meeting 2

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

  24. What itinerary should we pick? • 2005: 35 itineraries, 34 programs, 28 staffed camps • Described in Treks-2006 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! Trek Meeting 2

  25. Contingent Itinerary Selection 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 crew should print questionnaire for each participant — enter responses into spreadsheet. Will “fit” crew’s interests to itineraries for further review. • When TREKS-2006 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. Trek Meeting 2

  26. Contingent Itinerary Selection Tools 5 5 18 10 20 13 14 6 11 4 Trek Meeting 2

  27. 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? • Tentmates • Skill level • Crew Leader? • Adults? Trek Meeting 2

  28. Daily Trek Schedule: • Day 0 — Travel — Austin to Philmont – CHQ/Tent City? • Day 1 — Camping HQ/Tent City (Wed June 21 or Sun July 3) • 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 • Day 3 —2nd Day on trail, first full day • Day 4 — 3rd Day on trail, Ranger Departs am …… (hike between camps, participate in programs) • Day 11 — Last Full Day on trail • Day 12 — Return to Camping HQ/Tent City • Return equipment Financial check-out • SHOWERS!Trip to Cimarron • Souvenirs Closing Campfire • Day 13 — Travel — Philmont to Austin Meet Your Ranger (or early Day 1) • Ranger Training: • Hiking techniques • Campsite setup • Cooking • Water purification • Navigation • … “Arrival Day” Trek Meeting 2

  29. PhilmontArrowhead WAMI Plaque 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 Award Partial What you come home with! Photographs, Memories that willlast a lifetime! Trek Meeting 2

  30. Participants MUST meet age requirements. (Participants must be at least 14 by January 1, 2006) 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 per Crew MUST be currently certified in Red Cross Standard First Aid & CPR (bring original cards). All participants MUST meet height & weight guidelines (on web site) — can be waivers for youth — obtain in advance. All participants MUST use original 2006 Philmont Health & Medical Record form — requires physical exam within 12 months of trek. No copies! Don’t 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” Trek Meeting 2

  31. 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). Trek Meeting 2

  32. BSA/Contingent “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 responsiblefor insuring these rules are followed. Trek Meeting 2

  33. Crew Preparation Suggestions • Crew Payment schedule — secure the commitment! • Schedule “Shakedown” activities: • C.O.P.E. Course for crew • Equipment shakedown(s) • Technique shakedown(s): • Campsite setup • Bear Bags • Water purification • Cooking (Philmont style) • First Aid/CPR Course • Crewmember “Contract” May want to have“alternate” participantsin reserve. Trek Meeting 2

  34. Planning Timeline (approximate): • Tonight — Crews receive Crew Binder, Planning Guide, Medical forms, copy of 2005 TREKS, 2005 Guidebook to Adventure, etc. • March 2006 — Crews will receive information package: • TREKS-2006 book: • Select 5 itineraries (monitor website to see what other crews chose) • Return postcard with 5 selections – e-mail selections to Sid • Philmont will inform you of your itinerary – e-mail to Sid(for map order) • DONOT RETURN “ARRIVAL” POSTCARD – DONE BY SID • DONOT SUBMIT A NATIONAL TOUR PERMIT – DONE BY SID • Equipment & Packing lists (Guidebook to Adventure) • Program information brochure • Crew Leader/Chaplain’s Aide/Advisor Information Trek Meeting 2

  35. Crew Advisor “paperwork” Each Crew’s Adult Advisor MUST maintain: • Your crew binder (take with you to Philmont) containing: • Philmont CrewRoster form (3 part) Receive in March • Philmont TalentRelease form — signed by Parents/ParticipantReceive in March • Original First Aid & CPR certification cards At least one set per crew • Philmont 2006 Medicalform 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) • Documentation for Contingent Advisor: (turn in at May meeting, fax, e-mail) • Emergency Contact List 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 First Aid & CPR Certification cards • Copies of Philmont Medical Forms & insurance cards Only actual med form pages. Paperwork must be turned into Contingent Advisorno later than June 15. If it isn’t, you don’t go! Trek Meeting 2

  36. Contingent/Crew Planning/Organization Timeline Contingent Crew Advisor Contact List Philmont Base Camp Philmont Camping Headquarters map Camping Headquarters – Tent City map Arrival at Welcome Center Philmont Welcome Center Check-in Day 1 Check-in Day 2 Departure for trail Day 12 Check-out Return from trail Check-out Day 13 Departure for Austin Travel/Transportation Schedule Uniform General Information Camping Headquarters Information for Crews Advisors Copy — Crew Leader’s Orientation Crew Leader Copy — Crew Leader’s Orientation Chaplain’s Aide Orientation Family Information Information for Female Participants Paperwork Rosters Philmont Crew Roster form Talent Release form Emergency Contact list First Aid/CPR Certification Medical Philmont 2006 Medical Forms & Personal Insurance Cards Notes/Presentations Miscellaneous C.O.P.E. Course Information/Application 50-Miler Award Application Philmont Resources Sangre de Cristo Chronicle article Lessons Learned from previous contingents Other Philmont TREKS 2005 Itinerary Guide 2005 New Mexico Vacation Guide Crew Advisor Binder Contents This becomes Your “Life!” Keep it up to date! Use it! Collect all your paperwork and put it in this section of your binder! Trek Meeting 2

  37. What’s Next? • Encourage crewmembers to get physicals now! • Begin shakedowns, training (C.O.P.E.) • May schedule another meeting (~March) to distribute TREKS-2006 books & discuss itineraries. More likely to let Crew Advisors pick up. • Final meeting will be ~mid-May to review and turn-in paperwork, distribute duffle bags & maps. Trek Meeting 2

  38. LOOK OUT! RISKS! • DROPOUTS! • Legitimate Medical • No skin in game ($$$$) • Medical Forms: • Adults wait until last minute (going to lose weight, going to get blood pressure down, going to get in shape, …) • Insurance only covers one Physical per year — wait until 2006-2007 school year. • Tee shirts not done. • No uniform pants/shorts! Trek Meeting 2

  39. www.sccovington.com/philmont General 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)2004 Philmont Trail food menu Tips (descriptive)Philmont Trek Hints (descriptive) 2006 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) 2001 Contingent. . . . 2007 Contingent Web Site Structure Let me know of errors, suggestions, things to add/delete. http://www.sccovington.com/philmont Trek Meeting 2

  40. Questions? Don’t get obsessive! Don’t set unrealistic expectations! Relax and enjoy the experience! Philmont’s staff will make it work! Trek Meeting 2

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