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Capitol Area Council

Capitol Area Council. Philmont 2003 Council Contingent Tour Director: Sid Covington 474-8696, 925-1231 (cell) sid_c@swbell.com Scout Advisor: Martin Payne 926-6363 x16 mpayne@bsa-austin.org. Agenda Tonight. Duffle Bags/Logo Travel schedule Financial Crews Communications Itineraries

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Capitol Area Council

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  1. Capitol Area Council Philmont 2003 Council Contingent Tour Director:Sid Covington474-8696, 925-1231 (cell) sid_c@swbell.com Scout Advisor:Martin Payne926-6363 x16 mpayne@bsa-austin.org

  2. Agenda Tonight • Duffle Bags/Logo • Travel schedule • Financial • Crews • Communications • Itineraries • Equipment • Certifications • Paperwork 2003 Trek Meeting 3 -- 623-B

  3. 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

  4. 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

  5. Participant Expenses: 2003 Trek Meeting 3 -- 623-B

  6. 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

  7. 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! 2003 Trek Meeting 3 -- 623-B

  8. 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

  9. Crew Status: 2003 Trek Meeting 3 -- 623-B

  10. 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

  11. 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

  12. 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

  13. 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

  14. Itinerary Selection • Website Tools: • Program survey: • Itinerary calculator: • Interactive Ranger CD 2003 Trek Meeting 3 -- 623-B

  15. 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

  16. 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 2003 Trek Meeting 3 -- 623-B

  17. 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

  18. 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

  19. 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 2003 Trek Meeting 3 -- 623-B

  20. 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 2003 Trek Meeting 3 -- 623-B

  21. Paperwork Summary * will be returned 2003 Trek Meeting 3 -- 623-B

  22. 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

  23. Questions? 2003 Trek Meeting 3 -- 623-B

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