Philmont 2017 Council Con1ngent Third Organiza1onal Mee1ng Con1ngent Advisor: Mark McDermoA Associate Advisor: Erich Stokes

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1 Philmont 2017 Council Con1ngent Third Organiza1onal Mee1ng Con1ngent Advisor: Mark McDermoA Associate Advisor: Erich Stokes CAC High Adventure Chair: Frank Davol Scout Advisor: Rick Denison

2 Agenda Travel Informa;on Schedule Uniform Packing Financial Paperwork Registra;on Youth Protec;on Contact Informa;on Duty Roster Duffle Bags & Maps

3 Travel Informa1on Aus1n to Philmont: Departure Date: Sunday, July 2, 6:00 am on Meet 5:00 am at the Frank FickeJ Center parking Set up packlines in front. FULL Class- A Uniform Busses Depart at 6:00 am Lunch in Lubbock Furrs Cafeteria Dinner in Las Vegas, NM Highlands University of New Mexico Arrive at the Philmont Welcome Center ~9:30 pm (MDT) Overnight in Tent City or trail tents Philmont to Aus1n: Return Date: Saturday, July 15, ~10:45 pm Packlines at Welcome Center at 5:00 am check out of tent city FULL Class- A Uniform Dining hall for con;nental breakfast at 5:45 am Depart Philmont ~6:30 am (MDT) Lunch in Amarillo, TX GaX's Pizza Dinner in Abilene McMurry University, Mabee Dining Hall Arrive at the Frank FickeJ Center ~10:30 11:00 pm

4 Facts of Con1ngent Travel Busses break! VCRs Air condi;oners Window shades Cargo doors Engine problems It can get hot on a full bus! Par;cularly on the trip home (abernoon 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!

5 Bus Assignments: Expedi1on # Unit District Contact 703- K- 01 Troop 511 Armadillo *Paul Youngdale 703- K- 02 Ship 24 Skyline-SHAC Evan Kramer 703- K- 03 Troop 441 Bee Cave Noah Menikoff 703- K- 04 Troop 125 Sacred Springs Art Trevethan 703- K- 05 Troop 146 Chisholm Trail *Tray Read 703- K- 06 Provisional Council Mark Switzer 703- K- 07 Troop 146 Chisholm Trail Andy Johnson 703- K- 08 POC Council Lee Chastain Bus leaders are responsible for: Obtaining drinks and snacks for their busses including ice & coolers (Contingent pays) Coordinating video selection (with other leaders) Bus Number 1 2 * Bus Leader Full Class- A Uniform is required: Boy Scout: Tan uniform shirt Scout belt Scout long pants - or- Scout Shorts with Scout socks Venturing : Green uniform shirt Crew s official pant belt Crew s official socks Busses will pickup from and return to Frank FickeA parking lot. Seating on busses is first-come, first-served! All adult leaders are responsible for their crew s adherence to the uniform policy. 5

6 General Informa1on Bring 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 on the trip (use good judgment in selec;ng). Everything must be in duffle bags, backpacks or stuff sacks if you are ren;ng backpacks in Philmont Will leave your stuff (in your duffle bags) in lockers at Philmont while on trail. Can leave valuables in envelopes in locked vault in Registra;on (cash, credit cards, key to locker, etc.)

7 Class- A Uniform Policy Wear Class- A Uniform while traveling & for base camp ac;vi;es (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 par;cipants youth and adults. Class- A Uniform: Boy Scout: Venturing Crew: Tan uniform shirt Scout belt Scout long pants - or- Scout Shorts with Scout socks Green uniform shirt Crew s official pant (long or short) Crew s official socks (with shorts) Crew s official belt Will leave in duffle bag in locker while on trail.

8 Trek Schedule: Day 0 Travel Aus;n to Philmont CHQ Tent City and/or trail tents Sunday, 7/2) Day 1 Camping HQ/Tent City (7/03) Arrival Day Registra;on Check- in Medical Re- check Equipment shakedown* Museum tours (op7onal) Day 2 Depart CHQ/1 st Day on trail (7/4) Day 3 2 nd Day on trail, first full day (7/5) Day 4 3 rd Day on trail, Ranger Departs am (7/6) (hike between camps, par;cipate in programs) Day 11 Last Full Day on trail (7/13) Day 12 Return to Camping HQ/Tent City (7/14) Return equipment SHOWERS! Souvenirs Meet Your Ranger Registra;on check- out Trip to Cimarron Closing Campfire Day 13 Travel Philmont to Aus;n (Saturday, 7/15) Logis;cs (bring overall & V.V. map) Services (food, equipment) Crew Photo* Opening Campfire Ranger Training: Hiking techniques Campsite setup Cooking Water purifica;on Naviga;on * may do morning of Day 2

9 Financial Policies/Informa1on 6 crews are fully paid. Par;cipants need personal money for: Snacks at Camping Headquarters (before/aber). 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 shoo;ng addi;onal shots Snacks (healthy) Fuel Trip to Cimarron shujle bus & any meals there Root Beer in the Cantina s!!!

10 Fishing Licenses 1 0

11 Planning Timeline 11

12 Outstanding Paperwork Medical forms/insurance cards need to be uploaded to Con;ngent web site by 4/15/17 Online rosters must be finalized by 4/30/17 Incl. WFA/CPR details Paperwork MUST be complete or your crew cannot go.

13 Paperwork Checklist for Crews Document Source Use at Philmont Contingent Advisor Philmont Crew Roster Online as of 2015 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 Emergency Contact List Contingent website: Not used by Philmont - provides the Contingent Advisor with emergency contact information. Philmont Health and Medical Record form. Medical Insurance Card MUST USE THE FULL ANNUAL HEALTH & MEDICAL RECORD FORM (PARTS A, B, & C). 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 original Day 1 Medical re-check. Will be returned at check-out Day 12. Turn in with Health & Medical Record form during Day 1 Medical recheck. Will be returned at check-out Day 12. Copy Original or Copy Copy (Part A, Part B, & Part C only) Copy

14 Crew Advisor Responsibility: All par;cipants (youth and adult) must be registered members of the Boy Scouts of America. All adults (18 or older) with primary registra;on in a Boy Scout troop or Venture Crew and All adults (21 or older) with primary registra;on in a Venturing Crew must be: Registered as adult leaders Current (2 years) in Youth Protec1on training

15 Contact Informa1on Parent/Family Informa;on LeJer Each advisor should make copies for crewmember s families Discusses Uniform while traveling/base camp Includes telephone numbers for emergencies Complete Travel informa;on Informa;on about money, packing, and manners Phone numbers: Mark McDermoJ: Cell: (512) Frank Davol: Cell: (512) Philmont Switchboard: (575)

16 Duty Roster: Prepare duty roster before leaving for Philmont. Make copies for all par;cipants (laminate). Website has tool (Excel) & Philmont version. On back of Crew Leader Copy. Crew Decisions: All par;cipants share work equally? Tentmates Skill level Crew Leader? Adults?

17 Duffle Bags/Council Strips Duffle Bags Located in the back. Count them before you leave May have a couple bags for sale Patches: Pick them up before you leave. Have CSP s and Con;ngent Patches for sale Bring backpack (or stuff sack) & 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 the lockers while on the trail.

18 Crew Advisor Responsibility: All par;cipants (youth and adult) must be registered members of the Boy Scouts of America. All adults (18 or older) with primary registra;on in a Boy Scout troop or Venture Crew and All adults (21 or older) with primary registra;on in a Venturing Crew must be: Registered as adult leaders Current (2 years) in Youth Protec1on training

19 Maps* & Licenses Crew I1nerary # South Country North Country Valle Vidal Fishing License 703- K X X 703- K X X 703- K X X 703- K X X 703- K X 703- K X X 703- K X X 703- K X * One topo map set per person

20 Ques1ons? It will be 5:00 in the morning before you know it 74 days and counting I ll see you in Philmont! Mark