Capitol Area Council

Boy Scouts of America

Philmont 2011Council Contingent

Contingent Advisor: Sid Covington925-1231 (cell)(575) 376-2281 x1231 (Philmont)sid_c@swbell.net

Scout Advisor: Rick Denison617-8627rdenison@bsacac.org

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Tonight

Travel InformationScheduleUniformPacking

FinancialPaperwork

RegistrationYouth Protection

Contact InformationDuty RosterPatches, Duffle Bags, & Maps

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Travel Information

Pack lines on store side

Beall’sWhole Earth Provision Co.

CentralMarket

CavenderBoots

Westgate MallWhole Earth Provision Co.

Parking Lot

~5:30

6:00

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Bus 1 Bus 2 Bus 3 Bus 4

Austin to Philmont:Departure Date: Saturday, June 25, 6:00 am

Meet 5:00 am at Whole Earth parking lot (Westgate Mall, 4477 S Lamar)FULL 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

Philmont to Austin:Return Date: Friday, July 8, ~10:45 pm

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

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VCRsAir conditionersWindow shadesCargo doorsEngine problems

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!

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Facts of Contingent TravelBusses break!break!

Sometimes you

have to be patient!

If there is a problem, the bus

leader on Bus 1 is in charge! The

bus leader on each bus is

responsible for their bus!

They will be in contact with the

Contingent advisor & bus company.

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Expedition # Unit District ContactBus

Number 626-E-02 Troop 30 Bee Cave Tom Lambe*

1626-E-06 Troop 31 Bee Cave Jim Behrends626-E-13 Crew 454 Bee Cave Glenn Lightsey626-E-16 Contingent Council Carol Swanson626-E-03 Troop 146 Chisholm Trail Christian Nelson

2626-E-04 Crew 365 Chisholm Trail Joe Hollifield626-E-07 Troop 159 Chisholm Trail Peter Dolan*626-E-08 Crew 157 Chisholm Trail Tim Dunnahoo626-E-05 Troop 204 Colorado River Billy Haynes

3626-E-09 Troop 555 Thunderbird Alan Stevens*626-E-11 Troop 403 Thunderbird Mark Olson626-E-14 Troop 448 Thunderbird Michael Reyes626-E-01 Troop 1954 Sacred Springs Patty Derrickson

4626-E-10 Troop 112 Sacred Springs Clay Green626-E-12 Troop 172 North Shore Brian Talbot626-E-15 Troop 410 Armadillo Tom Hackett*

Bus Assignments

Bus Leaders

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General 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 to play bus trip (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 Registration (cash, credit cards, key to locker, etc.)

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UniformWear Class-A Uniform while traveling & for base camp activities (crew photo, 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:Boy Scout:

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:Green uniform shirt

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

Crew’s “official” socks (with shorts)

Crew’s “official” belt

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Can be “new” or “old” uniform.

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

Trek Schedule:

Day 1 — Camping HQ/Tent City — (6/26) Registration Check-inMedical Re-checkEquipment shakedown*Museum tours (optional)

Day 2 — Depart CHQ/1st Day on trail (6/27)Day 3 — 2nd Day on trail, first full day (6/28)Day 4 — 3rd Day on trail, Ranger Departs am (6/29) …… (hike between camps, participate in programs)

Day 11 — Last Full Day on trail (7/6)Day 12 — Return to Camping HQ/Tent City (7/7)

Return equipmentSHOWERS!Souvenirs

Day 13 — Travel — Philmont to Austin (Friday, 7/8)

Day 0 — Travel — Austin to Philmont – CHQ—Tent City and/or trail tents (Saturday, 6/25)

Meet Your

Ranger

* may do morning of Day 2

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

“Arrival Day”

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Registration check-outTrip to CimarronClosing Campfire

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Financial Policies/InformationAll crews are fully paid.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$15.00-$20.00$25.00-$30.00

Root Beer in the

Cantina’s!!!2011 Trek Final Meeting 9

Adults need to take Driver’s license or other photo Id

with them to the backcountryto be able to purchase

fishing license!

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Outstanding Paperwork

Paperwork was due April 15.Scan & e-mail to sid_c@swbell.net (preferable)

If you must send hardcopy: UPS or US Mail to: Sid Covington, LOGISTICS 47 Caballo Rd Cimarron, NM 87714

Paperwork MUST be complete or your crew can’t go.

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Paperwork Checklist for Crews

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Document Source Use at PhilmontContingent

Advisor

Philmont Crew Roster Multipart form received in March, 2011 with the TREKS-2011 Itinerary book.Not needed if Emergency Contact List fully completed.

Turn in original Day 1 Registration check-in.

Copy

CPR & First Aid Certification cards.

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

Show originals Day 1 Registration check-in

Copy

Philmont Talent Release form.

Received in March, 2011 with the TREKS-2011 Itinerary book. Also available on the contingent website.

Turn in original Day 1 Registration check-in. Will not get back.

Copy

Emergency Contact List Contingent website: Not used by Philmont - provides the Contingent Advisor with emergency contact information.

Original or Copy

Philmont Health and Medical Record form.

Distributed in Fall, 2010 - MUST USE THE FULL ANNUAL HEALTH & MEDICAL RECORD FORM – (PARTS A, B, C, & D).

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

Copy (Part A, Part B, & Part C

only)

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

You keep the originals!

Sid needs copies only.

Take your paperwork to

Philmont with you in your

Crew Advisor Binder.

You keep the originals!

Sid needs copies only.

Take your paperwork to

Philmont with you in your

Crew Advisor Binder.

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Crew Advisor Responsibility:

All participants (youth and adult) must be registered members of the Boy Scouts of America.

All adults (18 or older) with primary registration in a Boy Scout troop or team — and —All adults (21 or older) with primary registration in a Venturing Crew — must be:

Registered as adult leadersCurrent (2 years) in Youth Protection

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This is your

responsibility! Nobody

will ask to see the

cards.

Youth Protection can

be taken on-line via

Council website.

This is your

responsibility! Nobody

will ask to see the

cards.

Youth Protection can

be taken on-line via

Council website.

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Contact InformationParent/Family Information Letter

Each advisor should make copies for crewmember’s families

Discusses Uniform while traveling/base campIncludes telephone numbers for emergenciesComplete Travel informationInformation about money, packing, and manners

Phone numbers:Sid Covington:

Cell: (512) 925-1231Philmont: (575) 376-2281 x1231 — LogisticsEagle Nest, New Mexico: (575) 377-6820

Philmont Switchboard: (575) 376-22812011 Trek Final Meeting 13

This

information is

on the

Contingent

website and in

your Crew

Advisor binder.

This

information is

on the

Contingent

website and in

your Crew

Advisor binder.

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Duty Roster:Prepare duty roster before leaving for Philmont.Make copies for all participants (laminate).Website has tool (Excel) & Philmont version.On back of CrewLeader Copy.

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

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Duffle Bags (count your bags tonight):Have a few bags for sale, $25.00 each

Patches:Have CSP’s for saleHave 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.

Duffle Bags/Council Strips

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CSP’s:

$5.00 each for participants

$30.00 each for others

Logo patches:

$5.00 each for participants

$10.00 each for others

CSP’s:

$5.00 each for participants

$30.00 each for others

Logo patches:

$5.00 each for participants

$10.00 each for others

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Crew Unit Advisor ItinerarySouth

CountryNorth

Country Valle Vidal626-E-01 Troop 1954 Patty Derrickson 12 12 12626-E-02 Troop 30 Thomas Lambe 9 12626-E-03 Troop 146 James Nelson 4 12626-E-04 Crew 365 Joe Hollifield 25 12 12626-E-05 Troop 204 Billy Haynes 11 12626-E-06 Troop 31 Jim Behrens 7 12 12626-E-07 Troop 159 Peter Dolan 22 12 12626-E-08 Crew 157 Tim Dunnahoo 26 12 12626-E-09 Troop 555 Alan Stevens 9 12626-E-10 Troop 112 Michael Frame 32 12 12626-E-11 Troop 403 Mark Olson 13 12 12626-E-12 Troop 172 Richard Knight 4 12626-E-13 Crew 454 Glenn Lightsey 19 12 12626-E-14 Troop 448 Michael Reyes 19 12 12626-E-15 Troop 410 Tom Hackett 12 12 12626-E-16 Contingent Carol Swanson 7 12 12

Maps — one topo map set per person

5 Sets of

Known Sister Crews

16

Only need to

take two or

three sets of

maps on the

trail with you!

Advisors: bring

the “Overall” (&

Valle Vidal) map

with you to Day

1 Logistics Trip

Planning!

Do not mark up

your maps

before coming to

Philmont!

The number of maps each crewmember gets is based on the crew’s

itinerary.

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Questions?

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Philmont!Here we come!

It will be 5:00

in the morning

before you

know it!

I’ll see you at

Philmont! —Sid