P h i l m o n t 2 0 2 0Council Contingent

Fall Organizational Meeting

Contingent Advisor: Chuck LemonsCAC High Adventure Chair: Doug LatimerScout Advisor: Rick Denison

Agenda tonight

Philmont

Contingent

Travel plans

Financial

Trek planningParticipants/Rules Equipment/StuffItinerariesShakedown/Preparation

Selecting Itineraries

Health FormsContingent Duffle Bags/Shoulder Strips/Crew Tee-ShirtsCrew Advisor BinderPlanning TimelineCommunications/InformationQuestions

Philmont Webcam@12:30pm 57°F

What happened in 2019?New record for number of campers 24,0291.6 million miles were hiked this summer72,150 hours of conservation work

Program Highlights 2019Garcia Cow Camp new staff camp

Program – Conservation Earnest Thompson SetonChase Cow Camp new staff camp

Climbing camp replacing Dean CowCamping at Phillips JunctionSanta Claus reopened as staff camp with shotgun shooting and reloading as program replacing Harlan10 new trail campsUsed 2 new properties UU Bar Express & CS RanchesOver 132k rounds fired at Shooting Sports camps

RangerBackcountryCHQ/Camping Headquarters/Base Camp PTC/Philmont Training CenterTent City

TrailboundHomebound

Yum-yum Bag/Oops BagRed Roof Inns

Expedition #ProgramsItinerary #Camps

StaffedTrailDry

Day #“Bear-muda” TriangleBears/Mini-bears

Philmont Vocabulary/Lingo(You too can speak “Philmont)”

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.

Philmont “Rules”

Participants MUST meet age requirements: (Participants must be at least 14 by July 6, 2020) OR (have completed the 8th grade andbe at least 13 years of age prior to July 6, 2020.) Philmont will not make any exceptions to the age requirement!Two persons per Crew must be currently certified in Red Cross Wilderness First Aid (WFAB or WRFA) & two persons must be currently certified CPR (adult or youth, doesn’t have to be the same person).Participants MUST meet height/weight guidelines.Participants MUST use current BSA Health & Medical Recordform (Parts A, B, C) — requires physical exam within 12 months.Recommend at least three adults per crew, maximum of 4 (for Philmont crew count purposes, an “adult” is a person over 21).

Philmont “Rules”

Participants must sleep in tents!

No bivy sacks –two-man tents preferred.

No open-toe shoes for backcountry programs.

Long pants needed for rock climbing, horseback riding, blacksmithing, spar pole climbing, conservation project.

If you select a burro itinerary, you arerequired to take burros. “Burro allergy” will not result in being able to reselect your itinerary.

Philmont Tenting (YPT)

Separate tenting arrangements must be provided for male and female adults as well as for male and female youth.Youth sharing tents must be no more than two years apart in age.Spouses may share tents.

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) — take the 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).

Council Contingent

Council makes reservations for “Contingent” & selects participants from applications.

“Contingent” travels to/from Philmont together.“Contingent” is checked in as a single group by the Contingent Advisor.

“Crews” plan/select own itineraries, do their own shakedown, training, etc.

“Crews” are totally independent of one another on trail.

Council Contingent

“Crews” are completely responsible for their crew members while enroute & at Philmont —not Philmont, not the Capitol Area Council.Crew Advisors are responsible for assisting the Bus Leader with video selection.Crew Advisors are responsible for the behavior of their crew members (youth and adult).You CANNOT “vote someone off the island.”If a crew member has to be removed from the trail due to behavior reasons, the entire crew will be sent home — at their own expense.

Contingent Organization:

Crew Members

Bus Leader

Same bus, could work together on

training, shakedown campouts, etc. Leader obtains

snacks/drinks for bus, does headcount before departures.

Scouting Advisor(Professional)Rick Denison

Contingent Advisor(Volunteer)

Chuck Lemons

Crew Leader (youth)

Chaplain’s Aide (youth)

Crew

Logistics, tr

avel to and from Philmont

At Philmont and on the trail

The Crew Leader is

in charge!The crew alwaysstays

together on the trail!

Crew Advisor (adult)

Wilderness Pledge Guía (youth)

Who’s responsible for what?

Crew Leader (youth)Selects itinerary with Advisor Choose routes during trekAssign duties (manage the duty roster)Provides leadershipCheck-in/out camps

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

Wilderness Pledge Guía (youth)Insure “smellables” properly storedInsure Philmont Wilderness Pledge upheld

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

Contingent Travel PlansTravel will be on 57 passenger busses

Roadrunner Bus Co.• Bathrooms• Video (DVD) players• Snacks/drinks are provided

Austin to Philmont:Sunday, July 5th, 2020 — 5:00 amThe bus will depart Austin at 6:00 am and drive straight through to Philmont, with stops for lunch (TBD, Lubbock) and dinner (Highlands University of NM, Las Vegas). Arrival time at Philmont is approximately 9:30 pm (MDT).

Philmont to Austin:Saturday, July 19, 2020 — ~10:45 pmThe bus will depart Philmont ~ 6:30 am (MDT) and stops for lunch (Mr. Gatti’s, Amarillo) and dinner (McMurray University, Abilene) on return to Austin.

Daily Trek Schedule:July 6

Stuff! Where does it come from?

Contingent provides:Sectional mapsDuffle bagsShoulder strips

Philmont provides:TentsDining fly & polesFood (trail & base camp)Cooking equipmentCleaning gearWater purificationBear bags & ropes

**Can also rent one in Philmont

Crew provides:First Aid kitBackpacking stovesGround clothsTent stakesWater carriersCrew tee shirts

Individuals provide:Backpack** & CoverClothingRain gearBootsSleeping bag/padWater bottles

Spices Bowl, spoon, cupWater bottles (3 or 4 - 1 qt)PocketknifeFlashlightCompass & mapsRope/CordStuff sacks for dining fly & poles, ½ tent, tent pins, bear bag contents

What kind of “stuff” do we need?

Good rain gear! Rain suit —no ponchos!Backpack — with rain coverOver-the-ankle bootsSleeping bag with pad & sleeping clothesShorts & crew tee shirt(s)Lots of socks — liners & outerLong pants, long-sleeve shirt CameraSpending money

What about the other “stuff”?

Philmont-provides:Cooking/cleaning gearTrail FoodTwo-person Tents

Crew provides:Backpacking StovesTent pins 60

Bear bags/ropeWater purifier (Micro Pur)

Dining fly & poles

Ground cloths 6’X8’First Aid KitWater containers Sectional Maps

14 p

ins

10 pins

Scout Uniform (youth & adult)

Wear Class-A Uniform while traveling & for base camp activities.

Can remove uniform shirt & wear crew tee shirt while bus is moving — Class-A when off bus.

Class-A Uniform:Registered with Troop*:

Tan uniform shirtScout beltScout long pants

-or-Scout Shorts with

Scout socks

Will leave in duffle bag in locker while on trail.

Registered with Venturing Crew*:Green uniform shirtCrew’s “official” pant (long or short)

Crew’s “official” socks (with shorts)

Crew’s “official” belt

* Primary Registration

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-2019 book)Crew designed logo/sloganPhilmont logos (arrowhead, brands, etc.)

Some crews do hats too! Some do Polo-type shirts.One crew in 2006 used Hawaiian shirts & leis — were “noticed!”Tee-shirt is likely to be the “best” Philmont souvenir.May want to have extra shirts for “gift” for your crews’ Ranger.

Crew tee-shirts:

Itinerary SelectionBe cognizant of the desires and capabilities of your Crew.Weigh selection toward programs that the crew wants to participate in.Consider Distance & Difficulty.Consider Elevation — maximum & daily change.Which area does the crew want to hike?

SouthCentralNorthValle Vidal

Duty Roster Selection Spreadsheet

Crew Advisor will log on to a website at the scheduled time and enter their itinerary choices and other information.Itinerary assignment will be made immediately!

Itinerary Selection

Shakedown/Preparation

Do what works best for your crew!

“Train for Day 11, not Day 1”

“training is mandatory … it is absolutely essential that the crew spends time together, learning the skills they will need while on the trail at Philmont. Remind the crew that the purpose of these training sessions is not just to get in shape or learn how to hike, anymore than ball practice is to learn to throw and catch. The purpose of the training is to learn how to work together as a team rather than a group of individuals hiking together.”

Focus on equipment, skills, teamwork, not just conditioning!

What did previous leaders say?

Do your shakedowns with the Philmont crew only.

Don’t try to combine with troop campouts/activities.

Have the right equipment.“Make sure that everyone in your group has a proper backpack rain cover and good rain suit. We had some boys get the $3 plastic Wal-Mart rain suits and they got ripped up the first day. By the 2nd day, the duct tape exceeded the rain suit in coverage.”“Pack light and get very fit”“Don't try and go on the cheap. Buy good equipment.”

“Problems” Observed Many participants (not just in our Contingent) are not adequately prepared for Philmont:

Mentally/emotionally/physicallyEquipment

Crew Advisors MUST take a strong position to keep people from going to Philmont who should not be there.Philmont will not/cannot make special allowances.Crew “paperwork” is extremely important and must be turned in to Crew Advisor ON TIME!

PHILMONT IS NOT JUST A LONGER SUMMER CAMP — IT IS DIFFICULT, DANGEROUS, AND CAN BE LIFE-

THREATENING! PARTICIPANTS MUST BE ABLE TO HANDLE IT!

Crew Preparation Suggestions

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

Campsite setupBear BagsWater purificationCooking (Philmont style)

Wilderness & Remote First Aid* and CPR CoursesCrewmember “Contract”Duty Roster

* Successor to Wilderness First Aid Basic course

Participant Expenses:

“Campers spend an average of $100 at Philmont’s trading posts.”

Payment Schedule:

Create a payment schedule for your crew that collects money in advance of these payments!

Refund PolicyNo refunds for the contingent portion of the feeRefunds MAY be approved for the Philmont portion of the fee ($1025.00) for valid medical reasons

Refund must be requested in writing to Chuck LemonsMust include letter from Doctor explaining reasonIf approved by Philmont, it may be proratedWill not be processed until after summer when Philmont processes refundsTypically will not refund an adult that leaves with an injured or sick youth or vice-versa

If refund is approved, will follow the reverse payment flow:Philmont refunds CouncilCouncil refunds UnitUnit refunds individual

All participants provided with a duffle bag to carry on bus with items for travel & base camp. Make your own crew bag tags — duffle bags all look alike!

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

Duffle-bags:

Each participant receives one Council Strip:

Each participant receives one logo patchAdditional CSP’s and patches for sale;proceeds used to fund Philmont Opportunity crew.

Shoulder Strips/Logo

Medical Forms

Medical Forms

Medical FormsGuidelines to filling out forms:http://www.sccovington.com/philmont/annualContingents/trek_2018/med_form_guidelines.pdf

Fill out forms in a readable manner.Electronically is preferred -- forms are editable.

Planning Timeline

Critical

Critical

Wilderness First Aid ClassesNOLS and REI (Austin Gateway REI)

Jan 4-5, 2020Feb 1-2, 2020Feb 29-Mar 1, 2020May 30-31, 2020

NOLS and REI (LCRA Redbud Center)Jun 6-7, 2020

Mega Training WeekendMay 2020

Communications & InfoSend email with questions to:

Chuck Lemons• texasgrenadier@gmail.com• (512) 217-3010

Doug Latimer• latimerdk@gmail.com• (972) 896-6755

Web site:

http://www.sccovington.com/philmont

Links to:• General Information• 2020 Contingent & past Contingents