Transcript Capitol Area Council

Capitol Area Council
Boy Scouts of America
Philmont 2004
Council Contingent
Second Organizational Meeting
Contingent Advisor:
Sid Covington
474-8696, 925-1231
[email protected]
Scouting Advisor: Martin Payne
926-6363 x16
[email protected]
Agenda Tonight:
Review 2003 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
Planning Timeline
“Rules”
What Next?
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2003 Contingent Review:
2001 was Very Successful, 2002 was Interesting, 2003 was
Great!
143 participants – added 3 participants 2 days before departure!
Departed Austin 30 minutes late! Bus arrived late.
Travel/meals worked as planned – bus trip takes ~15 hours
Arrived at Philmont at 9:34pm, scheduled for 9:30pm — 4
minutes late!
Welcome Center assigned tent city tents for both nights!
Check-in completed by noon Day 1 – museum tours, naps,
Cimarron, etc.
Weather very good, little rain, minimal injuries. One adult off trail
(breathing), one Scout came off trail to medic lodge for ankle injury
(twice), one Adult injured both knees last day.
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One crew needed counseling — adult leaders!
Best behaved, most polite youth of all my contingents!
Nobody eaten by bears! Saw some.
Meeting
Took too much stuff! Didn’tTrekget
in2 good enough shape! Ready
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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/out as
a single group by the Tour Director.
Tour Director prepares one National Tour Permit for entire
group – Crews do not need to do one.
Tour Director prepares “Arrival” postcard for entire group –
Crews do not need to do one.
“Crews” will plan/reserve own itineraries (you mail your
own selection postcard).
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“Crews” will be on trail independently from each other
(may be “sister” crew with
same itinerary).
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Contingent Organization:
Contingent Advisor
Scouting Advisor
Sid Covington
Martin Payne
Crew
Same bus, could
work together on
training, shakedown
campouts, etc.
Crew Advisor (adult)
Crew Leader (youth)
Chaplain’s Aide (youth)
Crew Members
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Two-deep leadership, Youth
Protection rules on co-ed crews,
tent assignments
Bus Leader
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How are Crews Organized?
Crew Leader (youth)
Selects itinerary with Advisor
Choose routes during trek
Assign duties (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.)
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Financial Policies/Information:
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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 financially responsible for 12
participants (12 x $705 = $8,460). If unit cannot fill
slots, must pay fee and/or find youth/adults to fill
vacancy.
There is R.E. Freeman scholarship money available
for youth. There will likely be Waite Phillips
scholarship money available as well ($100, $200, $300 per
youth for 2002). Available to any Philmont participant in
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Budget/Costs:
Description
Quantity
Bus Transportation
Cost Per
Crew
$102
$1,224
475
5,700
2 Dinner
2 Lunch
Bus Snacks
12
11
9
144
132
108
Maps
1 to 3 per participant
15
192
Contingent duffle bag
1 each (extra’s ~$20)
16
180
1 each
3
36
Additional night/meal
12
144
Administrative
25
300
Contingency
25
300
$705
$8,460
Philmont Fee
Travel meals
Contingent shoulder patch
Total:
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Cost Per
Person
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Payment Schedule:
April 1, 2003
participant
$176.25 per
$2,115 per crew
August 1, 2003
participant
$ 176.25 per
$ 2,115 per crew
December 1, 2003 $ 176.25 per
participant
$2,115 per crew
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March 3, 2004
participant
$ 176.25 per
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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!
2003:
10½ x 21½ x 10½ w/handle wrap & shoulder strap
Colors: Green, Yellow logo
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Shoulder Strips
Each participant provided with one
Council strip:
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In 2003, one adult leader
volunteered to
order additional Council strips
and
made logo patches that were
sold
to participants. ~$3.00 each.
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Crew tee-shirts:
Each Crew designs 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-2004 book)
Crew designed logo
Philmont logos (arrowhead, brands, etc.)
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Some crews do hats too! Some do Polo-type shirts.
Contingent in 2003 did same design tee-shirts &
book packs.
Tee-shirt is likely to be the “best” Philmont souvenir.
May want to have extra shirts for “gift” for your crews’
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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’
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Headquarters is ~4 miles south of
Cimarron, NM
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How big is Philmont?
Philmont Scout Ranch: 137,493
acres
330 miles of trails, 125 backcountry camps
Valle Vidal Unit, Carson National
Forest:
~40,000 acres
No trails, 3 – 4 backcountry camps
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28,000 campers in summer of
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What does Philmont look like?
Valle Vidal
Rolling country, spacious
meadows, limited water, large
Elk population, LNT, no trails, no
permanent facilities
North Country
Highest elevations (Baldy), gold
mining,
dramatic vista’s
Central Country
Much elevation change, dense
forest
South Country
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Narrow valleys, more creeks,
warmer
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Travel Plans:
Austin to Philmont:
Departure Date: June 19, 2004, 6:00 am (meet at
5:00 am)
The bus will drive straight through to Philmont, with stops for
lunch and dinner. Arrival time at Philmont is approximately 9:30
pm (Mountain Time).
• Breakfast: None
• Lunch: Texas Tech University (Lubbock, TX)
• Dinner: Highlands University of New Mexico (Las Vegas, NM)
Philmont to Austin:
Return Date: July 2, 2004, ~10:30 pm
The bus will depart Philmont ~ 6:30 am and stop for lunch and
dinner on return to Austin.
• Breakfast: Philmont Dining Hall — Continental
• Lunch: CiCi’s Pizza (Clovis, NM)
• Dinner: McMurray University (Abilene, TX)
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Bus Assignments:
Bu
1
2
3
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Group Leader
Harry Zimmerman
Mike Moriarty
Cary McGregor
Crew
Expedition #
Crew 399
620-B-01
Roy Keithley
Crew 36
620-B-02
Barry
Troop 413
620-B-04
Bob Bowne
Troop 30
620-B-11
Stuart Nelson
Troop 399
620-B-12
Harry
Zimmerman
Troop 201
620-B-06
Jerry Brockell
Troop 472
620-B-09
Michael Sugars
Troop 259
620-B-10
Robert Haig
Troop 441
620-B-13
Mike Moriarty
Troop 395
620-B-03
CR Thomas
Troop 555
620-B-05
Cary McGregor
Troop 231
620-B-07
Douglas
Troop 365
620-B-08
David Tabb
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Crew Advisor
Busses will pickup
and return to the
REI parking lot
near Loop 360 &
US-183.
DON’T LEAVE
CARS PARKED
IN THE PARKING
LOT!
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What do we do when we’re
there?
Homesteadin
g
Program
s
Burros
Challenge
.30-06
L.N.T.
Rock
Climbing
Astronomy
Fly Fishing
Archeology
Black Powder Rifle, Shotgun, .30-06
Rifle
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Gold Panning
Mountain
Biking
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What do we do when we’re
there?
Programs
Spar pole climbing
Navigation
Homesteading
Cons Project
Rock climbing
Campsite
3-D Archery
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Wildlife
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Shotgun
Shells
Apache Indian life
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Beaubien
What do we do when we’re
there?
T-Rex
Places
Tooth of Time
Villa
Philmonte
French Henry
Dining Hall
Baldy Town
Stockade
Return to Base Camp
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What itinerary should we pick?
2003: 35 itineraries, 34 programs, 28 staffed
camps
Described in Treks-2004 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
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Select based on crew’s capabilities and
interests.
Use questionnaire or other techniques to
decide.
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Contingent Itinerary Selection
Tools
On Contingent web site.
Two components:
Questionnaire to let participants rank interests
(MS Word)
Spreadsheet to fit responses to itineraries (MS
Excel)
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Each unit should print questionnaire for each
participant — enter responses into
spreadsheet. Will “fit” crew’s interests to
itineraries for further review.
When TREKS-2004 is received, spreadsheet
will be updated to reflect itinerary changes.
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Contingent Itinerary Selection
Tools
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Duty Roster Tool:
Prepare duty roster before leaving
Austin.
Copies for all participants (laminate).
Website has tool (MS Excel) & Philmont
version.
Crew Decisions:
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All participants
share work
equally?
Crew Leader?
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Trek Daily Schedule:
Day 0 — Travel — Austin to Philmont (Saturday, 6/19)
Day 1 — HQ/Tent City — Check-in/Shakedown/Opening
campfire (Sunday, 6/20)
Day 2 — Depart HQ/1st Day on trail (Monday, 6/21)
Day 3 — 2nd Day on trail (Tuesday, 6/22)
Day 4 — 3rd Day on trail/Ranger Departs am (Wednesday,
6/23)
……
Day 11 — Last Full Day on trail (Wednesday, 6/30)
Day 12 — Return to HQ/Tent City — Closing campfire
(Thursday, 7/1)
Day 13 — Travel — Philmont to Austin (Friday, 7/2)
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Philmont
Arrowhead
WAMI Plaque
What you come home with!
Duty to God
•Attend at least 1 chapel service at
Patch
CHQ
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50-Miler
Partial
Award
•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.
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Planning Timeline (approximate):
Tonight — Crews receive Planning Guide,
Medical forms, copy of 2003 Guidebook to
Adventure, etc.
March 2004 — Crews will receive TREKS-2004
book
Itineraries:
• Select 5 itineraries
• Return postcard with 5 selections – e-mail selections to
Sid
• Philmont will inform you of your itinerary – e-mail to Sid (for
map order)
• DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY
SID
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Equipment & Packing lists (Guidebook to Adventure)
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Philmont “Rules”
Participants MUST meet age requirements.
(Participants must be at least 14 by January 1, 2004) or (have
completed the 8th grade and be at least 13 years of age prior to
participation). PHILMONT WILL NOT MAKE ANY
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EXCEPTIONS!
One person (preferably two) per Crew MUST be
currently certified in Red Cross Standard First Aid &
CPR (bring cards).
All participants MUST meet height & weight
guidelines (on web site) — can be waivers, primarily
for youth — obtain in advance.
All participants MUST use original 2004 Philmont
Health & Medical Record form — requires physical
exam within 12 months of trek.
Crew MUST be majority youth participants (21 or
younger),
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Philmont “Rules”
All participants must use 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
sleep clothes in dining fly (Bearmuda Triangle).
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BSA/Contingent “Rules”
All adults must be current (within 3 years of
trek) on Youth Protection Training — 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
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Should have at least three adults per crew –
must maintain two-deep leadership at all
times.
Full “Class-A” uniform when off busses while
traveling
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What’s Next?
Encourage crewmembers to get
physicals now!
Begin shakedowns, training (C.O.P.E.)
Will schedule another meeting (~March)
to distribute TREKS-2004 books &
discuss itineraries. May let Crew
Advisors pick up.
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Final meeting will be ~mid-May to
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Crew Advisor “paperwork”
Each Crew’s Adult Advisor MUST:
Prepare a notebook/binder to take to Philmont containing:
Philmont Crew Roster form (3 part)
Receive in March
Philmont Talent Release form — signed by ParentsReceive in March
Philmont 2004 Medical form for each participant – signed by Doctor,
Participant, Parent
Receive tonight
Copies of Medical Insurance cards for each participant (letter/note if
none)
Original First Aid & CPR certification cards
At least one set per crew
Documentation for Contingent Tour Director: (turn in at March
meeting)
Crew List with emergency contact info
Form is on website
Copy of Philmont Crew Roster form
(above)
Copy of Philmont Talent Release form
(above)
Copies of Philmont Medical Forms & insurance cards
Copies of First Aid & CPR Certification cards
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What else?
Training:
Crews should work with their Crew Advisors/Crew
Leaders/Group Leaders to develop a
training/shakedown schedule.
C.O.P.E. course strongly recommended!
Could be classroom, campouts, hikes, etc.
Each Crew MUST have one person current in First
Aid & CPR.
ALL ADULTS MUST BE CURRENT IN YOUTH
PROTECTION.
Web site:
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http://www.bsacac.org (follow links to Council Activities)
http://www.bsacac.org/philmont
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Web Site Structure
www.bsacac.org/philmont
General Information
Philmont Overview
Itinerary Selection (includes tool &
survey form)
Programs
Personal Equipment
Crew Equipment
Philmont Equipment
Duty Roster (tool)
2003 Contingent
Tips
2005 Contingent
2004 Contingent
Crew Information
Financial
Schedule
Logo
Contacts
Meetings
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Information Resources
Passport to High Adventure
Seldon’s List:
http://www.lns.cornell.edu/~seb/philmont
Philmont Advisor’s Guide
$10 — benefits Crew 1519, Warrenton, VA
Request Word copy from Cooper Wright
([email protected])
Philmont Staff Association:
http://www.philstaff.com/
Jason Cotting (former Ranger) website:
http://anvilgear.com/jason/backpacking/main.php
BSA Philmont website:
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http://www.scouting.org/philmont/
Clip Art: http://clipart.usscouts.org/library/index.asp
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Questions?
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