Transcript Document 7144052

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)
[email protected]
Scouting Advisor: Marty Sepulveda
926-6363 x17
[email protected]
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?
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2
Philmont Vocabulary/Lingo
Trek/Expedition
Ranger/Ranger
Mile
— 12 day Backpacking
trip
Backcountry
“Bear-muda” Triangle
Rangers:
Other
ways
to
go
to
Philmont:
CHQ/Camping
Facilities:
ProgramsWhat you
• Very
well trained.
Headquarters/Base
• Cavalcades
(8-day horseback)
Camps
do.
Itinerary #13
Camp
Sump’s
• Ranch Hands (8-day working,
8-day
•
Very
competent.
CampsCavalcade)
Bear
Cables
Where
PTC/Philmont
Training
Staffed
Commissaries
• Sometimes
wrong!
you
go.
Center
•
Rayado
Trek
(20-day
backpacking)
Trail
Trading Posts
Tent
City
• Never
in doubt!
Dry• R.O.C.S. (21-day conservation
Cantinas
Trailbound
school/backpacking)
Red Roof Inn’s
Day When it is.
•Homebound
Always have an
Pilot/Co-Pilot
• OA Trail Crew (7-day Service, answer!
7-day
Expedition
#Who you
Yum-yum
Bag
Pilot/Bombadier
backpacking)
are.
Catholes
Bears/Mini-bears
• Autumn Adventure (AnyOops
length,Bag
can be adult
12/14/2005
only)
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Contingent Experience:
2000 was small, 2001 was large & Very Successful,
2003 was Good (except for some adult issues), 2004 & 2005 were
absolutely
Great! Capitol Area Council contingent ever: 16 Crews,
2005
was largest
192 participants
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.
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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 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).
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“Crews” will be on trail independently
from each other
5
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
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Contingent Organization:
Contingent
Advisor
(Volunteer)
Sid Covington
Scouting Advisor
(Professional)
Marty Sepulveda
Bus Leader
Same bus, could
work together on
training,
shakedown
campouts, etc.
Leader obtains
snacks/drinks for
bus, does
headcount before
departures.
12/14/2005
Crew
“Crew” isCrew
made
Leader
up of:
(youth)
Chaplain’s Aide
(youth)
Crew Advisor
(Adult)
Crew Members
Trek Meeting 2
The
Crew
Leader
is in
charge!
The crew
always
stays
together
on the
7
How are Crews Organized?
Crew Leader (youth)
Philmont Wilderness
Pledge:
Selects itinerary with Advisor
Choose routes during trek
1. LITTER/GRAFFITI-Keep
Assign duties (manage the duty roster)
Philmont free of litter and
Provides leadership
graffiti.
Check-in/out camps
Insure “smellables” properly stored 2. WILDLIFE-Respect all
wildlife.
Insure Philmont Wilderness Pledge upheld
Chaplain’s Aide (youth)
3. TRAILS-Stay on Trails: Do
Supports Crew Leader
not cut across switchbacks.
Facilitates daily reflections/devotionals
Thorns
& Roses (&
4. CAMPSITES-Use
designated
Crew Advisor (adult)
sites
and
leave
neat and
buds)
Let
the
youth
run
Selects itinerary with Crew Leader
clean.
the crew — even
Counsel & coach crew leader andEagles
crew members
Soaring High
Arrange logistics (permits for shakedowns,when
etc.) it’s painful!
book
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Bus Assignments:
Bu
s
1
2
1
2
12/14/2005
Bus
Dennis
Borel
David Tabb
Mike
Moriarty
Stewart
Myrick
Unit
Expedition
#
Troop 9
621-I-01
John Burnett
Troop 17
621-I-02
Dennis Borel
Troop 49
621-I-03
Ronnie Franke
Troop 399
621-I-06
Mark Marshall
Troop 204
621-I-04
Don Mayer
Troop 365
621-I-05
David Tabb
Troop 377
621-I-07
Kate Derr
Troop 2770
621-I-08
Carol Swanson
Troop 52
703-A-02
Patrick Blackwell
Troop 441
703-A-05
Mike Moriarty
Troop 513
703-A-06
Bob Powledge
Crew 513
703-A-07
Mike O'Brien
Troop 459
703-A-01
Stewart Myrick
Troop 128
703-A-03
Larry Farris
Troop 135
703-A-04
Steve Allen
Contingent
703-A-08
David Jessich
Crew Advisor
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Class-A Uniform
required:
Boy Scout Troop based
crews:
Tan uniform shirt
Scout belt
Scout long pants
-orScout Shorts with Scout
socks
Venturing Crew based
crews:
Busses
will pickup
from and
Green uniform
shirt
return to the Whole Earth
Crew’s “official”
beltlot
Provision
Companypant
parking
at the Westgate
Shopping
Crew’s
“official” socks
Center near Ben White &
Lamar Blvd (360 & 71/290).
DON’T LEAVE CARS
PARKED IN THE PARKING
LOT!
9
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 financially responsible 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.
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Budget/Costs:
Contingent Fee:
Philmont Fee
Description
Meals @ Philmont:
Base Camp & Trail
Equipment
Bus transportation
Philmont Fee
Travel meals
Transportation
Bus Drinks & Snacks
Meals en-route
2 Dinner
2 Lunch
Cost per
Participa
nt
$93
520
14
12
Cost per
Crew
$1,116
6,240
168
144
Drinks/Snacks for bus
8
96
Maps
15
180
21
252
5
60
1 set per participant
Contingent travel bag
Contingent shoulder strip (Council
(Council strip)
Additional Philmont
night/breakfast
Administrative
Topographic Maps for
12
144
Itinerary
20
240
Duffle Bag
Contingency
25
300
$8,940
Does Not Include
TOTAL: Personal Spending
$745
Council Shoulder Strip
Money for Souvenirs at Tooth of Time
Trading Post:
12/14/2005
“Campers spend an average of $100 at Philmont’s
trading posts. If major items such as jackets are
desired,
more
money will be needed.”
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11
Payment Schedule:
April 4, 2005
participant
$186.25 per
$2,235 per crew
August 1, 2005
participant
$ 186.25 per
$ 2,235 per crew
December 7, 2005 $ 186.25 per
participant
$2,235 per crew
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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!
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
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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.
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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.)
12/14/2005
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.
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What is Philmont?
Philmont is a BSA high adventure base for
camping and training.
Florida is
Sea
Base
Philmont
a working
ranch:
Cattle
Burros
Horses
Buffalo
History:
Northern Tier Canoe Base
~1.7 million acres
Larger than:
Rhode Island &
Delaware
Early Ponil people
Jicarilla Apache/Moache Ute
Beaubien-Miranda — Maxwell Land Grant
Waite Phillips
Boy Scouts of America
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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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What does Philmont look like?
Valle
~40,000
acres
Your Vidal:
crew will
decide:
Country’s:
No trails,
3 – 4 camps
you want to go,
Numbers:
Valle Where
Vidal
Turner
Ranch:
~20,000
Rolling Which
country,
spacious
meadows,
programs
you want
limited
water,
large
Elk
population,
acres,
Trails,
2
camps
to
participate
in,
In summer
2005,
buffalo,
LNT, no trails,
no
Which
camps
you want to
permanent
facilities
Barker
Wildlife
Area:
20,471
campers
visit,
~10,000
acres
Trails,of
no camps
North
Country
(down
because
Which
mountains
you want
Highesttoelevations
(Baldy),
gold
climb,
Philmont:
137,493
acres
Jamboree
— 22,079
mining,
dramatic
vista’s
Mr. C’s House!
How
many
miles
you want
330 miles
trails,
~120
backcountry
in
2004).
Central
Country
to hike.
camps
Much elevation change, dense
You will select your “itinerary”
forest
~350/day arrive,
Total
200,000+
from~one
of over 30 acres
available.
South
Country
~350/day
depart
Scouts
cancreeks,
use!
Narrow
valleys, more
best
fishing, warmer
~4,000 in
backcountry at any
time.
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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
am
The 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:
12/14/2005
Monday, July 3, 2006 / Saturday, July 15, 2006 —
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Travel Plans
Dates
Austin
June 20
621-I
July 2
703A
Philmon
Empty to San Antonio
621-I
July 3
July 15
12/14/2005
Austin
Empty from San Antonio
Trek Meeting 2
703A
20
What do we do when we’re
there?
Spar pole
climbing
Homesteadin
g
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
21
What do we do when we’re
there?
Navigation
Backpackin
g
Campsite
Camping
Apache Indian life
Wildlife
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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?
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
12/14/2005
Select based on crew’s capabilities and
interests.
Use questionnaire or other techniques to
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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)
12/14/2005
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.
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Contingent Itinerary
Selection Tools
5
5
1
8
10
20
13
12/14/2005
14
6
11
4
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Duty Roster:
Prepare duty roster before leaving for
Philmont.
Make copies for all participants
(laminate).
Website has tool (MS Excel) & Philmont
version.
Crew Decisions:
12/14/2005
All participants
share work
equally?
Tentmates
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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
Medical Re-check
Equipment shakedown*
Museum tours (optional)
Logistics (bring wall map)
Services (food, equipment)
Crew Photo*
Opening campfire
* may do morning of Day 2
Day 2 — Depart CHQ/1st Day on trail
Day 3 — 2ndRanger
Day onTraining:
trail, first full day
Day 4 — 3rd DayHiking
on trailtechniques
, Ranger Departs am
…… (hike between
camps,
participate in programs)
Campsite
setup
Cooking
Day 11 — Last Full
Day on trail
purification
Day 12 — ReturnWater
to Camping
HQ/Tent City
Navigation
Return equipment
Financial check-out
SHOWERS!
Trip to Cimarron
…
“Arrival Day”
Souvenirs
Closing Campfire
Day 13 — Travel — Philmont to Austin
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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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Philmont “Rules”
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!
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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).
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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.
12/14/2005
Recommend 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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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)
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First Aid/CPR Course
Crewmember “Contract”
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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)
DO NOT RETURN “ARRIVAL” POSTCARD – DONE BY
SID
DO NOT SUBMIT A NATIONAL TOUR PERMIT – DONE
BY SID
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Crew Advisor “paperwork”
Each Crew’s Adult Advisor MUST maintain:
Your crew binder (take with you to Philmont) containing:
Philmont Crew Roster form (3 part)
Receive in March
Philmont Talent Release form — signed by Parents/ParticipantReceive in March
Original First Aid & CPR certification cards
At least one set per crew
Philmont 2006 Medical form 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, email)
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 cardsOnly actual med form pages.
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Crew Advisor Binder
Contents
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
Collect all your
paperwork and
put it in this
section of your
binder!
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
Travel/Transportation
Schedule
Uniform
Other
General Information
12/14/2005
Camping Headquarters Information for Crews
Advisors Copy — Crew Leader’s Orientation
Crew Leader Copy — Crew Leader’s
Orientation
Chaplain’s Aide Orientation
Family Information
Trek Meeting 2
Information for Female Participants
Philmont TREKS 2005 Itinerary Guide
2005 New Mexico Vacation Guide
36
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
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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!
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Web Site Structure
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
2001 Contingent
....
2007 Contingent
12/14/2005
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)
Trek Meeting 2
http://www.sccovington.com/philmont
www.sccovington.com/philmont
39
Questions?
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