Capitol Area CouncilCapitol Area Council

Boy Scouts of AmericaBoy Scouts of America

Philmont 2005Philmont 2005Council Contingent

Contingent Advisor: Sid Covington380-9083, 925-1231 (cell)sid_c@swbell.net

Scout Advisor: Martin Payne926-6363 x16mpayne@bsacac.org

http://www.sccovington.com/philmont

6/8/2004 2005 Trek Final Meeting 2

TonightTonight

Travel InformationScheduleUniformPacking

Financial

PaperworkRegistrationYouth Protection

Contact Information

Duty Roster/Equipment

Duffle Bags & Maps

6/8/2004 2005 Trek Final Meeting 3

Travel InformationTravel InformationAustin to Philmont:Austin to Philmont:

Departure Date: Tuesday, June 21/Sunday, July 3, 6:00 amMeet 5:00 am at Whole Earth parking lot (Westgate Mall, 4477 S Lamar)Class-A UniformBusses Depart at 6:00 am REGARDLESS!Lunch in Lubbock – Texas Tech University Stangel/Murdough Dining HallDinner in Las Vegas, NM – Highlands University of New Mexico (no bathrooms in dining hall)Arrive at the Philmont Welcome Center ~9:30 pm (MDT)Overnight in Tent City or trail tents (Advisors — have your tent counts ready)

Philmont to Austin:Philmont to Austin:Return Date: Monday, July 4/Saturday, July 16, ~11:00 pm

Packlines at Welcome Center at 5:00 am — check out of tent cityClass-A UniformDining hall for “continental” breakfast at 5:45 amDepart Philmont ~6:30 am (MDT)Lunch in Clovis, NM – CiCi’s PizzaDinner in Abilene – McMurry University, Mabee Dining HallArrive Whole Earth parking lot (Westgate Mall) ~10:30 – 11:00 pm

Bus 1 Bus 2Pack lines on store side

Beall’sWhole Earth Provision Co.

CentralMarket

CavenderBoots

Westgate MallWhole Earth Provision Co.

Parking Lot

~5:306:00

6/8/2004 2005 Trek Final Meeting 4

Facts of Contingent Bus LifeFacts of Contingent Bus LifeBusses break!

VCRsAir conditionersWindow shadesCargo doors

It can get hot on a full bus! Particularly on the trip home (afternoon Texas heat).Everyone drinks/eats more snacks on way to Philmont than the way home!Bathrooms fill up!Bus drivers take breaks — we don’t!

6/8/2004 2005 Trek Final Meeting 5

Bus AssignmentsBus AssignmentsExpedition # Unit District Contact Bus Number

622-N-01 Crew 151 Tomahawk Gary Boyd 1

622-N-02 Crew 183 Pioneer Vickie Fuqua 1

622-N-03 Crew 2100 Longhorn Jim Eskew 1

622-N-05 Troop 151 Tomahawk T.W. Cook 1

622-N-04 Troop 146 Arrowhead Walt Reep 2

622-N-06 Troop 172 Arrowhead Larry Jantzen 2

622-N-07 Troop 284 Wolf Mountain Doug Spencer 2

622-N-08 Troop 448 Comanche Mike Gordon 2

704-L-01 Troop 4 Longhorn Jackson Harper 1

704-L-05 Troop 263 Green Dickson Paul Watkins 1

704-L-06 Troop 410 Longhorn Joe Denton 1

704-L-07 Troop 511 Longhorn Mike Dallas 1

704-L-02 Troop 88 Tejas Sam Brister 2

704-L-03 Troop 145 Tomahawk David Hailes 2

704-L-04 Troop 101 Comanche Tom Chenault 2

704-L-08 Troop 1954 Twin Valley Richard Warms 2

Bus Leaders

meet to

purchase

drinks &

snacks. June

18

Bus Leaders

6/8/2004 2005 Trek Final Meeting 6

General InformationGeneral InformationBring books, CD-players, radios, Gameboys, iPod’s, etc. (with earphones) for bus trips & base camp.

Bus Leaders will bring snacks & coolers with drinks (water) & snacks — no personal food.

Bus Leaders will bring movies for bus VCR’s (use good judgment in selecting).

Everything must be in duffle bags & backpacks.

Will leave your “stuff” (in your duffle bags) in lockers at Philmont while on trail.

Can leave “valuables” in envelopes in locked vault in Finance (cash, credit cards, key to locker, etc.)

6/8/2004 2005 Trek Final Meeting 7

UniformUniformWear Class-A Uniform while traveling & for base camp activities (meals, chapel services, campfires).

Can remove uniform shirt & wear crew tee shirt while bus is moving — Class-A when off bus.Applies to all participants — youth and adults.

Class-A Uniform:Troop-based crews:

Tan uniform shirt

Scout belt

Scout long pants -or-Scout Shorts with Scout socks

Will leave in duffle bag in locker while on trail.

Venturing Crew-based crews:Green uniform shirt

Crew’s “official” pant (long or short)

Crew’s “official” socks (with shorts)

Crew’s “official” belt

6/8/2004 2005 Trek Final Meeting 8

Trek Schedule:Trek Schedule:

Day 1 — Camping HQ/Tent City — (6/22 or 7/4) Financial Check-inMedical Re-checkEquipment shakedown*Museum tours (optional)

Day 2 — Depart CHQ/1st Day on trail (6/23 or 7/05)Day 3 — 2nd Day on trail, first full day (6/24 or 7/06)

Day 4 — 3rd Day on trail, Ranger Departs am (6/25 or 7/07)

…… (hike between camps, participate in programs)

Day 11 — Last Full Day on trail (7/2 or 7/14)

Day 12 — Return to Camping HQ/Tent City (7/3 or 7/15)Return equipmentSHOWERS!Souvenirs

Day 13 — Travel — Philmont to Austin (7/4 or 7/16)

Day 0 — Travel — Austin to Philmont – CHQ and/or Tent City (Tuesday, 6/21 or Sunday, 7/3) Meet Your

Ranger

* may do morning of Day 2

Logistics (bring wall map & V.V. map)Services (food, equipment)Crew Photo*Opening Campfire

Financial CheckoutTrip to CimarronClosing Campfire

Ranger Training: Hiking techniques Campsite setup Cooking Water purification Navigation …

6/8/2004 2005 Trek Final Meeting 9

Financial Financial Policies/InformationPolicies/Information

All crews are fully paid! Thank You!Thank You!We are within budget!We are within budget!Participants need 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 shotsFishing license — $1.50 (youth), $9-$40 (adult)Snacks (healthy)Fuel

Trip to Cimarron — any meals there$12.00$20.00

Root Beer in the

Cantina’s!!!

6/8/2004 2005 Trek Final Meeting 10

Paperwork Checklist for Paperwork Checklist for CrewsCrewsDocument Source Use at Philmont

Contingent Advisor

Crew Roster Multipart form received in March, 2005 with the TREKS-2005 Itinerary book.

Turn in original Day 1 Finance check-in.

Copy

CPR & First Aid Certification cards. At least one person per crew must be certified in First Aid and one in CPR.

From organization teaching the courses.  They must be valid though the end of the trek.

Show originals Day 1 Finance check-in

Copy

Philmont Health and Medical Record form.  Verify that this has been properly signed by qualified health professional, parent/guardian, participant.

Distributed in November, 2004 - MUST USE THE ORIGINAL PHILMONT COPY OF THE 2005 FORM - NO COPIES ARE PERMITTED.

Turn in original Day 1 Medical re-check.  Will be returned a check-out Day 12.

Copy

Medical Insurance Card Make copy, staple to Health & Medical Record form.  If family has no insurance, attach a note indicating this and mark the appropriate place on the Health & Medical Record form.

Turn in with Health & Medical Record form during Day 1 Medical re-check.  Will be returned a check-out Day 12.

Copy

Philmont Talent Release form. Requires parent/guardian signature if participant is under 18 years of age.

Received in March, 2005 with the TREKS-2005 Itinerary book.

Turn in original Day 1 Finance check-in

Copy

Crew Member Listing Contingent website Not used by Philmont - this is to provide the Contingent Advisor with emergency contact information.

Original or Copy

6/8/2004 2005 Trek Final Meeting 11

Crew Advisor Responsibility:Crew Advisor Responsibility:

All participants are registered members of the Boy Scouts of America.

All adults (18 or older) with Boy Scout troop based crews — and —

All adults (21 or older) with Venturing Crew based crews — must be:

Registered as adult leadersCurrent (3 years) in Youth Protection

Can take the

on-line Youth

Protection

course on the

Council

website.

6/8/2004 2005 Trek Final Meeting 12

Contact InformationContact InformationParent/Family Information Letter:

Each advisor make copies for participant familiesDiscusses Uniform while traveling/base campIncludes telephone numbers for emergenciesComplete Travel informationInformation about money, packing, and manners

Phone numbers:Sid Covington:

Cell: (512) 925-1231Eagle Nest, New Mexico: (505) 377-6820

Philmont: (505) 376-2281

All this

information

is on the

Contingent

website.

6/8/2004 2005 Trek Final Meeting 13

Duty Roster:Duty Roster:

Prepare duty roster before leaving for Philmont.Make copies for all participants (laminate).Website has tool (Excel) & Philmont version.

Crew Decisions:All participantsshare work equally?TentmatesSkill levelCrew Leader?Adults?

6/8/2004 2005 Trek Final Meeting 14

EquipmentEquipment

Philmont-issued:Cooking gearFoodTents

Crew provided:Backpacking StovesTent pins

Bear bags/ropeWater purifier (Micro Pur)

Dining fly & poles

Ground clothsFirst Aid KitWater containers (collapsible)

14 p

ins

10 pinsBring extra

rope & carabineers if

you are going into the Valle Vidal.

Coffee isn’t included in food

packages. Pick up at Advisor’s

meeting in base camp Day 1.

6/8/2004 2005 Trek Final Meeting 15

What kind of personal “stuff” What kind of personal “stuff” do we need to take? do we need to take?

Good rain gear! Rain suit — no ponchos!

Backpack — with rain cover

Over-the-ankle boots

Sleeping bag with pad & sleeping clothes

Shorts & crew tee shirt(s)Lots of socks — liners & outer

Camera

Spices

Bowl, spoon, cup

Water bottles (3 - 1 qt)

Pocketknife

Flashlight

Compass & maps

Rope/Cord

Stuff sacks for dining fly & poles, ½ tent, tent pins, bear bag contents

Long pants, long-sleeve shirt

You

really

don’t

need all

that

stuff!

This is the

REALLY important stuff!

GPS recommended ifgoing to Valle Vidal.

Load campsite & intermediate waypointsbefore leaving home.

6/8/2004 2005 Trek Final Meeting 16

Duffle Bags/Council StripsDuffle Bags/Council Strips

Duffle Bags:Have a few bags for sale, $25.00 each

Patches:Have a few CSP’s for sale

Have Contingent patches for sale

Bring backpack & duffle bag ONLY! Don’t bring anything else on bus! Everything must fit into duffle bag while on trail. Duffle bag will be stored in locker while on trail.

Bring one padlock per crew for locker.

$3.00 each for participants

$5.00 each for others

6/8/2004 2005 Trek Final Meeting 17

Crew Unit Advisor Itinerary #South East

South West

North East

North West

Valle Vidal

622-N-01 Crew 151 Gary Boyd 32 12   12 12  

622-N-02 Crew 183 Vickie Fuqua 8 12   12 12  

622-N-03 Crew 2100 Frank Scofield 17     12 12 12

622-N-04 Troop 146 Walt Reep 28 12   12 12  

622-N-05 Troop 151 T.W. Cook 16 12 12      

622-N-06 Troop 172 Larry Jantzen 4 12 12      

622-N-07 Troop 284 Doug Spencer 24 12   12 12 12

622-N-08 Troop 448 Mike Gordon 8 12   12 12  

704-L-01 Troop 4 Jackson Harper 28 12   12 12  

704-L-02 Troop 88 Sam Brister 27     12 12 12

704-L-03 Troop 145 David Hailes 13 12 12      

704-L-04 Troop 101 Tom Chenault 11 12 12      

704-L-05 Troop 263 Paul Watkins 24 12   12 12 12

704-L-06 Troop 410 Joe Denton 4 12 12      

704-L-07 Troop 511 Mike Dallas 13 12 12      

704-L-08 Troop 1954 Richard Warms 9     12 12 12

Maps Maps — one topo map set per person — one topo map set per person

Only take two

sets of maps

on the trail

with you!

Sister Crews

Advisors:bring the wall map with you for check-in!

6/8/2004 2005 Trek Final Meeting 18

Questions?Questions?

Philmont!

Philmont!Here we come!

It will be 5:00 in the

morning before you

know it!