WELCOME TO THE MONMOUTH COUNCIL OPEN HOUSE FOR THE PHILMONT 2004 EXPEDITION

Transcription

1 WELCOME TO THE MONMOUTH COUNCIL OPEN HOUSE FOR THE PHILMONT 2004 EXPEDITION The attached pages provide information and an application for the Monmouth Council Contingent trip to Philmont Scout Ranch in Cimarron, New Mexico that will be leaving on June 29, 2004 and will return on July 14, Please take a few minutes to go over the information before the meeting and presentations. All of the attached information will be discussed during the meeting so if you have any questions, please hold them to the end as I'm sure most, if not all of them, will be answered. As will be explained during the presentations, the cost of the trip is approximate as negotiations are still in progress for a number of the activities. The total cost of the trip is estimated to be approximately $ The actual expenses will be reviewed in April 2004 to determine the last payment amount but it will more than likely be in the $1150 range unless the cost of several activities can be reduced. If you plan to sign up for the Philmont trip now, pages must be completed and turned in when you make the initial deposit. Pages ( preliminary medical form) must be completed and returned at the 1st Contingent Meeting on September 22nd at Deane Porter School, Black Point Road, Rumson, NJ. The meeting on Sept. 22nd will begin promptly at 7:30PM. The Philmont Medical Form and the addendum need NOT be completed by a doctor at this time but should be completed with as much information as is known. Blank Philmont medical forms needed for the trip will be distributed January 2004 for completion by a Doctor. Depending on the number of Scouts who sign up for the trip through the 1st Contingent meeting, a waiting list may have to be set up as there are limitations because of the reservation already made with Philmont. If the number of Scouts signing up to participate in assign participants and create a waiting list. The rules for the lottery are explained in this document. Philmont 2004 Open House Package 08/27/03 Rev E Page 1 of 26

2 as of 8/21/03 First Name Nickname Last Name City Home Phone Work Phone Unit/District Richard Rich Bascue Freehold T155/CC/BG Paul Paul Berg Manalapan T116/SA/BG Kenneth Ken Bonnell Keyport T80/MC/UC/TL J. Andrew Andy Bowe Rumson T201/SA/TL James Jim Brown Freehold C18/NL/BG Patricia Pat Brown Freehold C18/NA/BG Vincent Vinny Costa Howell T258/SA/BG David Dave Crow Rumson T125/MC/TL Margaret Peggy Crow Rumson T32/T125/V4/TL Dave Dave Dellett Bradley Beach x4281 Activities Chr Sal Sal DePaola Howell T515/SA/BG Ann Marie Ann Marie Dwyer Manalapan C18/MC.BG Richard Rich Edwards Wall MAL John John Erickson Manalapan T18/MC/BG Don Don Erwin Rumson T201/SA/TL Larry Larry Goldman Freehold T155/SA/BG Richard Rich Goldman Howell Dist CM/BG Scott Scott Goldstein Holmdel T331/SA/TL Tony Tony Giunta Freehold T155/MC/BG Carl Carl Gross Monmouth Beach T1/SM/TL Larry Larry Hall Rumson T201/MC/TL Wendy Wendy Harman Freehold T18/SA/BG Douglas Doug Heden Freehold T18/SA/BG Chris Chris Hughes Freehold T454/SM/BG Gary Gary Juncosa Rumson T201/SM/TL Kevin Kevin Madigan Shrewsbury T8/SM/TL Kevin Kevin Majka Freehold #3 T18/SM/BG Gary Gary Marshall Howell T258/SA/BG William Bill Mayer Perrineville T116/SM/BG Thomas Thomas Mueller Fair Haven T67/SA/TL Robert Bob Nehl Howell T515/SA/BG Harvey Harvey Noschese Freehold T358/UC/BG Frederic Fred Pachman Red Bank T32/SA/TL Scott Scott Palmer Clarksburg T18/C18/BG Jose Jose Reis Rumson x240 T201/SA/TL Charles Charles Ragucci Fair Haven T67/SA/TL Michael Michael Rauchwerk Holmdel T131/SA/TL Christopher Chris Renshaw Wall T82/SA/TB Ron Ron Roszkowski Howell T515/SA/BG Jodi Jodi Stark Oakhurst Advisor Fred Fred Stringer Freehold T155/SM/BG Raymond Ray Thompson Englishtown T18/SA/BG Andy Andy Veasey Rumson T201/SA/TL Marian Martie Viets Fair Haven T67/MC/TL Maurice Maurice Zagha Manalapan T180/MC/BG Tom Tom Zalewski Freehold C18/NA/BG

3 PHILMONT OPEN HOUSE SEPTEMBER 10, 2003 AGENDA INTRODUCTIONS VIDEOTAPE PRESENTATION ITINERARY & DATES PHILMONT PROGRAM Philmont 2004 Open House Package 08/27/03 Rev E Page 3 of 26

4 Philmont 2004 Selection Process Number of Scouts: 100 (maximum) Number of Crews: 10 (up to 10 scouts per crew; each crew will have at least 2 adults; maximum crew size is 12) Selection Method: Lottery Date of Selection: Selection process starts September 10, 2003 Selection Process Level 1 Scout attends Philmont Open House on September 10, 2003 Scout pays $300 deposit at Philmont Open House Scout receives Level 1 Lottery number Level 1 Lottery (if needed) will be conducted Friday, September 12 (2 pm), at the service center. Level 2 Scout does not attend Philmont Open House on September 10, 2003 Payment of $300 deposit is made in Scout's name at Philmont Open House Scout is assigned a Level 2 Lottery number Level 2 Lottery (if needed) will be conducted Friday, September 12, (2 pm), at the service center. Level 3 Service Center receives payment of $300 deposit in Scout's name after September 10. "First-come / first served" Order of Selection 1. Level 1 Lottery followed by, 2. Level 2 Lottery followed by, 3. Level 3 "First-come / first served" Crew Assignments The first one-hundred (100) scouts selected will be assigned to a crew After the first 100 scouts, a waiting list of up to fifteen scouts will be maintained. To hold a position on the waiting list, the $300 deposit must be retained by the council service center. The $300 deposit will be refunded if the scout is not eventually selected for a crew or withdraws from the waiting list. Philmont 2004 Open House Package 08/27/03 Rev E Page 4 of 26

5 PHILMONT SCHEDULE IMPORTANT DATES TO REMEMBER! September 22, st Contingent Meeting 7:30 PM at Forrestdale School, Black Point Rd. and Forest Ave. Rumson, NJ! October 3-5, st Shakedown Hike! April 2-4, nd Shakedown Hike (Palm Sunday)! May 1 or May 8, 2004 Conservation Project (FSR or QHSR)! June 29, 2004 Depart for Philmont! July 14, 2004 Return from Philmont In addition to the above, Crew Meetings will be held frequently to provide information and get each crew ready for the Philmont Adventure. ATTENDANCE MANDATORY AT ALL ACTIVITIES ABOVE Philmont 2004 Open House Package 08/27/03 Rev E Page 5 of 26

6 Philmont Trek Contingent Meeting Map Directions to Deane Porter School, Rumson, NJ From the North (if you skip GSP exit 114 and continue south to exit 109 use "From the South" directions 1: GARDEN STATE PKWY S (Portions toll). 2: Merge onto CR-52 RED HILL ROAD E via exit number 114 toward MIDDLETOWN 1.06 miles 3: Turn RIGHT onto KINGS HWY miles 4: Turn RIGHT onto NJ-35 S miles 5: Turn SLIGHT RIGHT miles 6: Turn SLIGHT RIGHT onto TWIN BROOKS AVE miles (Jug handle u-turn to cross NJ-35) 7: Turn SLIGHT LEFT onto NJ-35 N miles 8: Turn RIGHT onto KINGS HWY E miles 9: KINGS HWY E becomes MONMOUTH AVE miles 10: Turn RIGHT onto LOCUST POINT RD miles 11: Turn LEFT onto CR-8A/ OCEANIC BRIDGE. Continue to follow CR-8A (BINGHAM AVE) miles 12: Turn LEFT onto BLACK POINT RD miles 13: Deane Porter School first school on left From the South 1: GARDEN STATE PKWY N (Portions toll). 2: Merge onto CR-520 E via exit number 109 toward RED BANK/ LINCROFT miles 3: Turn LEFT onto SR-35 (BROAD ST.) miles 4: Turn RIGHT onto CR-520/ PINCKNEY RD. Continue to follow CR miles 5. Turn RIGHT onto CR-520/BRANCH AVE. Continue to follow CR miles 6: Turn LEFT onto RUMSON RD/ CR miles 7: Turn LEFT onto CR-8A/ BINGHAM AVE miles 8: Turn RIGHT onto BLACK POINT RD miles 9: Deane Porter School first school on left Philmont 2004 Open House Package 08/27/03 Rev E Page 6 of 26

7 MONMOUTH COUNCIL PHILMONT 2004 TENTATIVE ITINERARY JUNE 29 TO JULY 14, /29/04 - Leave Newark Airport - Fly to Denver - Meet Bus Co. - Dinner at Country Buffet - Overnight at Colorado Nat l Guard Armory 6/30/04 - Breakfast at Best Western Palmer House - Half-day Whitewater Rafting Trip - Lunch in Colorado Springs - Visit to Air Force Academy - Drive through Garden of the Gods - Dinner and Show at the "Flying W" Ranch - Overnight at Colorado Nat'l Guard Armory 7/1/04 - Breakfast at Best Western Palmer House - Travel to Pikes Peak Cog Railway - Lunch in Colorado Springs - Travel to La Junta - Dinner, Indian Dance Show & overnight at Koshare Indian Kiva 7/2/04 - Breakfast at Otero Junior College - Travel to Philmont - Philmont, meet Ranger & be assigned site in Tent City- Go to Logistics - Adult Physicals & Youth Medical review - Crew pictures - Equipment & food checkout - Visit Philmont Museum & Villa Philmonte - Personal equipment shakedown - Trading Post - Crew Advisors meeting & Crew Leaders meeting - Religious Services for all Contingent members - Opening Campfire 7/3/04 - Breakfast at Tent City - Hit the trail - Ranger Training on the trail (Leave No Trace Camping, etc.) 7/3/04 to 7/12/04-10 Full Days on Selected Trail Itinerary 7/13/04 - Hike to Base Camp or Pick-up Point - Equipment Check-in, Mail Check, Laundry & Showers, Pick-up Pictures - Visit Philmont Museum & Villa Philmonte - Closing Campfire, Awards Ceremony - Trading Post & Patch Trading - Overnight at Tent City 7/14/04 - Early AM - Break Camp - Breakfast - Bus to Colorado Springs - Lunch at Fargo s Pizza - Bus to Denver for flight to Newark Airport Philmont 2004 Open House Package 08/27/03 Rev E Page 7 of 26

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17 WHAT IS BEING PROVIDED FOR $1150 Contingent fee includes: Round Trip Airfare from Newark to Denver Ground Transportation from Denver to Philmont & return All meals prior to, after and while at Philmont Cog Railway to the top of Pikes Peak Whitewater Rafting down the Arkansas River Air Force Academy Flying "W" Ranch - Dinner & Show Overnight stays prior to arriving at Philmont Koshare Indian Show (if scheduled) and Museum Overnight stay at the Koshare Indian Kiva Philmont fee 2 Contingent T-Shirts, 1 Baseball Hat and 1 Philmont Patch Crew Picture Other fees (i.e., extra white gas, crew maps, etc.) Contingent fee does not include: Transportation for Conservation Weekend Transportation for Shakedown weekends ($12.00 per Scout - Ride or not) Spending money Personal gear Any crew equipment needed Transportation to and from Newark Airport Philmont Payment Schedule Due Date Payment September 10, 2003 $ November 1, 2003 $ December 1, 2003 $ January 1, 2004 $ February 1, 2004 $ March 1, 2004 $ April 1, 2004 $ May 1, 2004 $ All payments should be made payable by check to: "Monmouth Council - Boy Scouts of America" and should be provided to the Crew Advisor for your crew each month. (other than the initial payment at the Open House). Please be sure to annotate your check: "Philmont 2004 Expedition" Fundraising is encouraged by each crew to reduce the cost of the trip for all crew members. Philmont Open House 2004 Package 08/27/03 Rev E Page 17 of 26

18 MONMOUTH COUNCIL BOY SCOUTS OF AMERICA P.O. BOX 188 OAKHURST, NEW JERSEY PHILMONT 2004 EXPEDITION REGISTRATION FORM (Last Name) (First Name) (Middle Name) (Address) (City) (State) (Zip Code) Home Phone Number: Religious Preference: In case of Emergency, please notify: Emergency Phone number Alternate emergency contact: Alternate Phone number: REFUND POLICY: If a scout registers for the Philmont 2004 Expedition and then finds that he/she cannot participate, the refund amount will be determined based upon whether an alternate can be found to take the scout's place. The chart shown on the Payment and Refund Policies page provides an estimated fee liability. In all cases, any expenses incurred for pre-philmont activities will be reflected as a reduction to a refund. The actual refund amount will be calculated based upon payments made by the scout and deducting expenses incurred for pre-philmont activities at the time he/she withdraws from the Philmont 2004 Expedition. We reserve TENTATIVE PAYMENT SCHEDULE Sep. 10 $ Jan. 1 $ Apr. 1 $ Nov. 1 $ Feb. 1 $ May. 1 $ Dec. 1 $ Mar. 1 $ PARENTS' OR GUARDIANS' APPROVAL: I am willing and desirous that my child be a member of the Monmouth Council Philmont Expedition. If accepted, I will see that he is given the required medical examination and will obtain a doctor's certificate stating that my child is physically able to undertake this trip and also stating that the doctor is aware the trip will include trail hiking at an altitude range of 6,000 to 12,000 feet. In the event that I cannot be reached in a medical emergency, nor can the person who is listed at the emergency phone, I hereby give permission to the physician selected by the adult leader in charge to provide the necessary medical treatment, including hospitalization, securing proper anesthesia, or ordering injection or surgery, for the scout named above. I understand and agree to all of the On this 10th day of September, in the year 2003, before above conditions. me personally came to me known, who, being by me duly sworn, did dispose that Date: he/she is the Parent/Guardian of and say that he resides in New Jersey; and that name Parent/Guardian Signature: was signed hereto by like order. Notary Public Notary Public of New Jersey My Commission Expires THIS FORM MUST BE NOTARIZED Philmont Open House 2004 Package 08/27/03 Rev E Page 18 of 26

19 Payment and Refund Policies Payment Schedule Due Date Payment September 10, 2003 $ November 1, 2003 $ December 1, 2003 $ January 1, 2004 $ February 1, 2004 $ March 1, 2004 $ April 1, 2004 $ May 1, 2004 $100.00! All payments should be made payable by check to: "Monmouth Council - BSA"! Payment should be provided to the Crew Advisor for your Scout's crew each month (after initial payment at the Open House).! Please be sure to annotate your check: "Philmont 2004 Expedition" and include your Scout s name. Payment Policy In the event that a Scout s payments are more that 45 days behind or the total amount paid is less than No Replacement Available Non-Refundable amount shown below, the Contingent reserves the right to drop the Scout from the Contingent if payment is not brought up-to-date with 48 hours after notification to the parents. In the event of payment difficulties, you should discuss the situation with your Scout s Adult Advisor. Refund Policy If a scout registers for the Philmont 2004 Expedition and then finds that he/she cannot participate, the refund amount will be determined based upon whether an alternate can be found to take the scout's place. The chart shown on the Payment and Refund Policies page provides an estimated fee liability. In all cases, any expenses incurred for pre-philmont activities will be reflected as a reduction to a refund. The actual refund amount will be calculated based upon payments made by the scout and deducting expenses incurred for pre-philmont activities at the time he/she withdraws from the Philmont 2004 Expedition. We reserve the right to process refunds after completion of the Expedition in July Estimated Fee Liability The following table lists the estimated schedule of fee liabilities based upon the date the Council Office and the Contingent Leader receive written notification of a Scout s withdrawal from the Contingent. This table will be adjusted to reflect actual commitments of revenue. Last Notification Date Total Non-Refundable Amount Comment Replacement Available No Replacement Available 9/10/2003 $25 9/22/2003 $25 $100 Philmont Deposit 10/15/2003 $50 $300 Philmont 2 nd Payment/Shakedown 1/15/2004 $50 $350 Airfare Deposit 3/15/2004 $50 $525 Philmont Final Payment 4/1/2004 $70 $550 Shakedown/Patches 5/1/2004 $85 $600 Reservations 6/1/2004 $100 $650 Reservations After airline tickets issued $500 $1000 Non-refundable airfare Philmont Open House 2004 Package 08/27/03 Rev E Page 19 of 26

20 Registration Forms Package Instructions: There are 3 sheets (6 pages) of required forms after this sheet that need to be filled out and turned in. 1. The Preliminary Medical Record with Addendum must be filled out and signed by the Parent or Guardian at the Contingent Meeting on September 22, A Doctor s Signature is NOT required! 2. The Registration Form must be filled out completely, notarized, and accompanied by the initial fee payment of $300 by check made payable to Monmouth Council BSA with the Scout s Name and Philmont 2004 noted on the check. A Scout is NOT considered to be registered until this step is completed. 3. The Scout Questionnaire and Information for First Shakedown must be turned in with the Registration Form. You will have the opportunity to update the Information for First Shakedown form at the Contingent Meeting on September 22, Philmont Open House 2004 Package 08/27/03 Rev E Page 20 of 26

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23 MONMOUTH COUNCIL BOY SCOUTS OF AMERICA P.O. BOX 188 OAKHURST, NEW JERSEY PHILMONT 2004 EXPEDITION REGISTRATION FORM (Last Name) (First Name) (Middle Name) (Address) (City) (State) (Zip Code) Home Phone Number: Religious Preference: In case of Emergency, please notify: Emergency Phone number Alternate emergency contact: Alternate Phone number: REFUND POLICY: If a scout registers for the Philmont 2004 Expedition and then finds that he/she cannot participate, the refund amount will be determined based upon whether an alternate can be found to take the scout's place. The chart shown on the Payment and Refund Policies page provides an estimated fee liability. In all cases, any expenses incurred for pre-philmont activities will be reflected as a reduction to a refund. The actual refund amount will be calculated based upon payments made by the scout and deducting expenses incurred for pre-philmont activities at the time he/she withdraws from the Philmont 2004 Expedition. We reserve TENTATIVE PAYMENT SCHEDULE Sep. 10 $ Jan. 1 $ Apr. 1 $ Nov. 1 $ Feb. 1 $ May. 1 $ Dec. 1 $ Mar. 1 $ PARENTS' OR GUARDIANS' APPROVAL: I am willing and desirous that my child be a member of the Monmouth Council Philmont Expedition. If accepted, I will see that he is given the required medical examination and will obtain a doctor's certificate stating that my child is physically able to undertake this trip and also stating that the doctor is aware the trip will include trail hiking at an altitude range of 6,000 to 12,000 feet. In the event that I cannot be reached in a medical emergency, nor can the person who is listed at the emergency phone, I hereby give permission to the physician selected by the adult leader in charge to provide the necessary medical treatment, including hospitalization, securing proper anesthesia, or ordering injection or surgery, for the scout named above. I understand and agree to all of the On this 10th day of September, in the year 2003, before above conditions. me personally came to me known, who, being by me duly sworn, did dispose that Date: he/she is the Parent/Guardian of and say that he resides in New Jersey; and that name Parent/Guardian Signature: was signed hereto by like order. Notary Public Notary Public of New Jersey My Commission Expires THIS FORM MUST BE NOTARIZED Philmont Open House 2004 Package 08/27/03 Rev E Page 23 of 26

24 Payment and Refund Policies Payment Schedule Due Date Payment September 10, 2003 $ November 1, 2003 $ December 1, 2003 $ January 1, 2004 $ February 1, 2004 $ March 1, 2004 $ April 1, 2004 $ May 1, 2004 $100.00! All payments should be made payable by check to: "Monmouth Council - BSA"! Payment should be provided to the Crew Advisor for your Scout's crew each month (after initial payment at the Open House).! Please be sure to annotate your check: "Philmont 2004 Expedition" and include your Scout s name. Payment Policy In the event that a Scout s payments are more that 45 days behind or the total amount paid is less than No Replacement Available Non-Refundable amount shown below, the Contingent reserves the right to drop the Scout from the Contingent if payment is not brought up-to-date with 48 hours after notification to the parents. In the event of payment difficulties, you should discuss the situation with your Scout s Adult Advisor. Refund Policy If a scout registers for the Philmont 2004 Expedition and then finds that he/she cannot participate, the refund amount will be determined based upon whether an alternate can be found to take the scout's place. The chart shown on the Payment and Refund Policies page provides an estimated fee liability. In all cases, any expenses incurred for pre-philmont activities will be reflected as a reduction to a refund. The actual refund amount will be calculated based upon payments made by the scout and deducting expenses incurred for pre-philmont activities at the time he/she withdraws from the Philmont 2004 Expedition. We reserve the right to process refunds after completion of the Expedition in July Estimated Fee Liability The following table lists the estimated schedule of fee liabilities based upon the date the Council Office and the Contingent Leader receive written notification of a Scout s withdrawal from the Contingent. This table will be adjusted to reflect actual commitments of revenue. Last Notification Date Total Non-Refundable Amount Replacement Available No Replacement Available Comment 9/10/2003 9/22/2003 $25 $100 Philmont Deposit 10/15/2003 $50 $300 Philmont 2 nd Payment/Shakedown 1/15/2004 $50 $350 Airfare Deposit 3/15/2004 $50 $525 Philmont Final Payment 4/1/2004 $70 $550 Shakedown/Patches 5/1/2004 $85 $600 Reservations 6/1/2004 $100 $650 Reservations After airline tickets issued $500 $1000 Non-refundable airfare Philmont Open House 2004 Package 08/27/03 Rev E Page 24 of 26

25 Please provide the following information: Philmont Scout Questionaire Scout's Name: Home Address: City, State, Zip Home Phone No: Date of Birth: Current Rank: Council: District Unit Number(Troop/Post) Unit Leader's Name: Leadership Record List the leadership positions you have held (include dates): Advancement Record Check off which of the following merit badges you have earned: Camping Cooking Backpacking Hiking If you have served on any camp or leadership training staffs, please list them below (include dates): List any formal scout training you have undergone (include dates): Camping Record List any long term camps you have attended (include dates): List any high adventure camps you have attended (include dates): Miscellaneous List any hobbies, sports or extra curricular activities: If there are any scouts planning to go to Philmont that you would like to be in the same crew with, list them below: Philmont Open House 2004 Package 08/27/03 Rev E Page 25 of 26

26 SCOUT NAME: Information for the 1st Shakedown Hike: Do you own or can you borrow for the 1st Shakedown Hike, any of the following backpacking items: (Answer "yes" or "no") 1. A two-man tent 2. Cooking Utensils 3. A Dining Fly with Poles 4. A Backpacking Stove 5. Collapsible Water Containers 6. Cooking Pots Philmont Open House 2004 Package 08/27/03 Rev E Page 26 of 26