1. Capitol Area Council Philmont 2003Council Contingent Contingent Advisor: Sid Covington474-8696, 925-1231 (cell) sid_c@swbell.net Scout Advisor: Martin Payne926-6363 x16 mpayne@bsacac.org

2. Tonight • Travel Information/Schedule • Financial • Paperwork • Distribute Contact Information • Distribute Duffle Bags • Distribute Maps • Distribute patch order (Steve Nelson) 2003 Trek Meeting 4

3. Travel Information • Austin to Philmont: • Departure Date: Sunday, June 22, 2003, 5:00 am • Meet 5:00am at REI parking lot (Crossroads Shopping Center, 9901 N Capitol of Texas Highway) • Bus Departs at 6:00 am REGARDLESS! • Lunch in Lubbock – Texas Tech University Wiggins Dining Hall • Dinner in Las Vegas, NM – Highlands University of New Mexico (no bathrooms) • Arrive at the Philmont Welcome Center ~9:30 pm (MDT) • Overnight in Tent City or trail tents (Advisors — have your tent counts ready) • Philmont to Austin: • Return Date: Saturday, July 5, 2003, ~11:00 pm • Packlines at Welcome Center at 5:00 am — check out of tent city • Dining hall for “continental” breakfast at 5:45 am • Depart Philmont ~6:30 am • Lunch in Clovis, NM – CiCi’s Pizza • Dinner in Abilene – McMurry University, Campus Dining • Arrive REI parking lot (Crossroads Shopping Center) ~11:00 pm • Bring books, CD-players, radios, Gameboys, etc. (with earphones). Bus Leaders will bring movies for bus VCR’s. Will leave your “stuff” at Philmont while on trail. 2003 Trek Meeting 4

4. Trek Schedule: • Day 0 — Travel — Austin to Philmont (Sunday, 6/22) • Day 1 — Camping HQ/Tent City — (Monday, 6/23) • Financial Check-in • Logistics (bring map) • Medical Re-check • Services (food, equipment) • Equipment shakedown* • Troop Photo* * may do Day 2 am • Museum tours (optional)• Opening campfire • Day 2 — Depart HQ/1st Day on trail (Tuesday, 6/24) • Day 3 —2nd Day on trail, first full day(Wednesday, 6/25) • Day 4 — 3rd Day on trail, Ranger Departs am(Thursday, 6/26) …… • Day 11 — Last Full Day on trail (Thursday, 7/3) • Day 12 — Return to Camping HQ/Tent City (Friday, 7/4) • Return equipment • Financial check-out • SHOWERS!• Closing campfire • Day 13 — Travel — Philmont to Austin (Saturday, 7/5) Meet your Ranger 2003 Trek Meeting 4

5. Financial Policies/Information • Each crew is responsible for 12 participants (12 x $650 = $7,800) • If you have participants cancel, you will be responsible for all cancellation charges and your share of other Council expenses including transportation. • All crews should be fully paid at this time. • Participants should bring spending money for junk food at Philmont and souvenirs at the Tooth of Time Trading Post. Take some cash on trail. 2003 Trek Meeting 4

6. Paperwork Checklist for Crews(Originals for Crew Advisor & Copy for Contingent Tour Director) • Completed Contingent Crew List (from website) • Completed Philmont Crew Roster (received with TREKS-2003 book — multi-part NCR paper)) Type if possible. • Philmont Health & Medical Record for each participant with insuranceinformation (copy of insurance card or note if none), parent/guardian and physiciansignatures. • Philmont Photo (Talent) Release form — Must be signed by parent/guardian for younger than 18, participant if 18 or older. • Proof of current CPR Certification (Advisor have original for check-in, copy of card for Tour Director) • Proof of current First Aid Certification(Advisor have original for check-in, copy of card for Tour Director) 2003 Trek Meeting 4

7. Contact Information • Parent/Family Information Letter: • Each advisor make copies for participant families • Uniform while traveling/base camp • Includes telephone numbers for emergencies • Travel information • Money, packing, and manners • Phone numbers: • Sid Covington: • Cell: (512) 925-1231 • New Mexico: (505) 377-6820 • Philmont: (505) 376-2281 2003 Trek Meeting 4

8. Duffle Bags • Duffle Bags: • Have a few bags for sale, $20.00 each • Backpack & duffle bag ONLY! Don’t bring anything else on bus! Duffle bag will be stored in locker while on trail. • Everything must fit into duffle bag while on trail. 2003 Trek Meeting 4

9. Advisors: bring the wall map with you! Only take two sets of maps on the trail with you! Maps — one topographic map per person 2003 Trek Meeting 4

10. Patch orders: • Distribute ordered patches: Steve Nelson 2003 Trek Meeting 4

11. Questions Philmont! Here we come! 2003 Trek Meeting 4