Philmont 2000 Committee Meeting #8 - January 13, 2000

Attachments and Handouts:

Agenda

PHILMONT 2000 COMMITTEE MEETING
QUAIL HILL SCOUT RESERVATION
JANUARY 13, 2000
AGENDA

Review and Rosters

  1. HANDOUT - Review of Nov. 18th Meeting minutes
  2. HANDOUT - An updated Committee Roster is attached. Tom Jennings deleted. Council Advisor has changed again and is now Jif Fishman. Please check information carefully as this was based upon earlier Roster and not the latest. Let me know of any changes. Verify Committee Positions handout also.
  3. HANDOUT ˝ An updated Crew Roster is attached. We are currently at 75 Scouts plus 24 Adults in 9 Crews. If any changes have occurred, please let me know as soon as possible. Again check for accuracy.
  4. Finances and Payments

  5. Scout Payments ˝ Either Crews have not been keeping Larry Goldman up-to-date on the their payments or they are not collecting their payments in a timely manner. All payments should be brought up-to-date as soon as possible ˝ and make sure that Larry Goldman is notified of the details of all the payments made to Council as soon as they are made to Council. Cash-flow will becoming critical.
  6. Camperships ˝ If any of your Scouts need financial assistance, please let Larry Goldsmith know tonight OR NOT LATER THAN January 17, 2000.
  7. Fundraising ˝ Are any Crews doing fundraising? What are you doing?
  8. Hat/Patch/T-Shirt Status

  9. Hats/Patches/T-Shirts Status - The 2000 Monmouth Council patches are on order. Current plan is to place a patch on the hat. The T-shirt design has been agreed to and we are waiting for the map for the back.
  10. Be prepared to let me know the T-shirt sizes and the number of additional hats to be ordered AT THE FEBRUARY MEETING. The prices for additional are: T-shirts-$5.00, Hats-$4.00, Patches-$3.00. Use the form passed out at the November meeting. Remember include ALL T-shirts on form but only ADDITIONAL hats and patches.
  11. Medical Forms

  12. HANDOUT - 2000 Philmont Health & Medical Record, Philmont Medication Form and the Monmouth Council Medical Addendum. All completed forms should be returned to Crew Advisors by the second shakedown and be completely checked for completeness. All Adult Medical forms should be provided to the Contingent Leader by the Conservation Weekend. Remember, a copy of the Insurance card MUST be attached to the form. If the information is incomplete when it is reviewed at Philmont, it will be the responsibility of the Advisor to call back to New Jersey to obtain the information.
  13. Crew Meetings

  14. HANDOUT ˝ Philmont Notes ˝ Note that this is the version used in prior years. Walt had started a revision including a reordering of the Notes. Therefore, the Notes 1, 2, & 3 previously passed out are Notes 1, 11, & 12 in this version. References in the Sample Agendas are to the version passed out today.
  15. HANDOUT ˝ Sample Crew Meeting Agendas
  16. HANDOUT ˝ Philmont and No-Trace Camping Video Tape ˝ Intro (2 min), Equipment (11), Medical (5), Logistics (5), Camping (3), Wrap-Up (4); No-Trace Camping (10) = Total 40 min.
  17. Each Crew Advisor will review their recent crew meetings. If you would like any help in planning and/or running a meeting, please let me know and I will try to help or find someone who can.
  18. Crew Itinerary Selection

  19. PEAKS Book & Guidebook to Adventure should be in the process of being reviewed within each crew by now. Preliminary determination of the first five choices for the crew itineraries should be completed. At the meeting on 1/13, each crew should be prepared to provide their choices so that they can be reviewed prior to finalization at the February meeting. If anyone needs help on itinerary selection or needs a better understanding of the itineraries, please let me know ASAP. Hopefully we can spend some time discussing some of the itineraries at the meeting.
  20. HANDOUT ˝ E-Mail on 2000 PEAKS Book Trek Mapping
  21. Planning for Final Itinerary Selection Meeting -- We'll also need to set up a calling chain for notification for when the Philmont package arrives. Are all telephone numbers on the committee roster correct? There will be a need to have at least one Advisor from each crew available in March to make a decision on Itinerary selection.
  22. Trek Reservation Status

  23. Pikes Peak and Kiva ˝ Done; Working on Armory, Flying W and Whitewater Rafting.
  24. Training Event Planning

  25. CPR/First Aid Training ˝ Status Report
  26. Conservation Weekend - We are doing Conservation work at both Quail Hill (May 13) & Forestburg (May 6). We have coordinators and will need to know which Crews are attending which weekend.
  27. Second Shakedown Hike ˝ The second shakedown is scheduled for April 7-9, 2000. Need assistance to coordinate Truck, Bus, Tour Permit, Instructions, Food, Road Crew, etc. Will be planning to use Philmont food for Dinner.
  28. Next committee meeting - February 10, 2000 at 7:30PM at Lawrence Lodge at Quail Hill Scout Reservation
  29. Other Topics

  30. First Aid supplies - Does anyone have access to free supplies????
  31. Copy of Philmont Tooth of Time Traders Catalog should be mailed from Philmont this week; will be available at next meeting.

ATTENDANCE AT COMMITTEE MEETINGS FROM THIS POINT ON ARE ABSOLUTELY ESSENTIAL. INFORMATION AND DISCUSSION FROM AND AT THE MEETINGS ARE VITAL TO A SUCCESSFUL TRIP FOR ALL ADULTS AND ESPECIALLY FOR THE SCOUTS IN EACH CREW.
MISSING EVEN ONE MAY BE DISASTROUS.

 

NOTES

Philmont 2000 Committee Meeting #8
January 13, 2000
Meeting Notes

Attendees

Alvarez, Arose, Bascue, Cain, Crichton, Giunta, L. Goldman, R. Goldman, Goldsmith, Golisch, Gordaychik, Marshall, Mayer, Moralle, Noschese, Nuber, Ortiz, Pachman, Pinhas, Ragucci, Rock, Stewart, Vaughn

Handouts

Agenda, Minutes from Meeting #7, Adult Roster, Committee Positions List, Updated Crew Rosters, Philmont 2000 Medical Forms, Philmont Notes, Philmont Training Video Tape, Crew Meeting Agendas, E-Mail on Philmont 2000 Trek mapping

Review and Rosters

Shared with Committee Walt TannerÝs current condition. Larry Goldsmith is acting as Contingent Leader until WaltÝs return. Reviewed prior meeting's minutes. They can now be found on http://philmont4mcbsa.bizland.com and http://philmont4mcbsa.home.att.net with the old site at http://www2.cybercities.com/l/ldg/ being obsolete.

The Council Philmont Advisor is now Jif Fishman. Delete Tom Jennings from Adult Roster; add Jim Arose.. Change Tony GuintaÝs work phone number. On Crew Rosters, drop McCann from Crew 1. Move Gary Marshall to Crew 1 from Crew 2; add Jim Arose as Crew Dad for Crew 1.

It was suggested that we see about offering slots to other Councils to get better fill on the buses.

Finances and Payments

Reviewed status of payments. Make sure that you get the payment information to Council AND to Larry Goldman in a timely manner.

Still require information about any needs for camperships by January 21, 2000 to Larry Goldsmith.

Reiterated that he policy on adult fees was 60% for the first TWO adults per crew with additional adults paying 100% as is stated in the Committee Meeting #1 Notes. Some questions were raised about revisiting that policy.

Bill Cain indicated that he had spoken to Jane Poole about a fund raising opportunity at Englishtown Raceway during the weekend of May 18-21 where they are looking for groups to help with concession stands for $6 to $7.50 per hour. Age 14 is minimum. Bill will receive more information in late February or early March.

Hats/T-Shirts/Patches

The patches have been made and one patch was given to each Adult present. The t-shirt design is waiting for the map from Philmont. It was requested that we use a mesh-back hat like the 1998 hat. Shirt samples for size were requested at the next meeting.

Medical Forms

The Philmont 2000 Medical forms were passed out to each Crew along with the Philmont Medications and the Monmouth Council supplements. Remember that a forms must be complete and that a copy of the medical insurance card must be attached. Scout forms should be completed and back to the Crew Advisor by the second shakedown. Adult forms should be to the Contingent Leader by Conservation Weekend.

Crew Meeting Information

Copies of Philmont Notes and a complete set of sample crew meeting agendas were handed out. A copy of a Philmont training and no-trace camping video was given to each Crew..

Summaries of Crew Meetings were given:

Crew 1:
focus on itinerary selection; crew positions discussed and preferences made known; crew leader to be elected at another January meeting.

Crew 2:
held meeting Sunday night and elected Crew Leader and assistant; prioritized programs and reviewed maps; day hike or overnight in February; looking into a team building fun activity.

Crew 3:
elected Crew Leader and other positions; talking about fund raising; looking at program preferences; set calendar with monthly hikes.

Crew 4:
meeting is December discussed equipment; elect Crew Leader at next meeting; reviews itineraries.

Crew 5:
worked on program preferences and matching to 1999 itineraries; another meeting next week.

Crew 6:
elected Crew Leader last week and other positions; human ladder as team building; reviewed Philmont Notes on 10 Essentials and Safe Hiking; outing next weekend.

Crew 7:
at December meeting, elected Crew Leader; rest of positions at next weekÝs meeting; narrowing down to 5 itineraries; reviews at trek on the maps; crew duties; exercise program progress.

Crew 8:
held late-November shakedown at Harriman; December meeting had several Scouts do 10 minute presentations on various Philmont Notes; elect Crew Leader and fill other positions at next meeting along with itinerary selection; planning March shakedown.

Crew 9:
Elected Crew Leader; discussed equipment and first aid kits; reviews program interests and matching of itineraries; map and compass is weak; will fill other positions at next meeting; planning February hike in Pine Barrens. After January meeting, Scouts will run the meetings.

Crew Itinerary Selection

Preliminary crew itinerary selections were provided by some of the crews. The following are the selections using the 1999 trek numbers.

Crew

Choice 1

Choice 2

Choice 3

Choice 4

Choice 5

1

8

4

9

   

2

         

3

         

4

13

15

16

10

7

5

15

13

7

9

10

6

         

7

7

8

13

15

19

8

7

11

10

12

9

9

10

14

3

6

9

Updates should be sent to Larry Goldsmith when available. An up-to-date copy can be found on the web site.

Trek Reservation Status

Reservations have been made for everything except the meals at this point.

CPR/First Aid Training

Rich Goldman plus an additional instructor will hold two CPR sessions with up to 16 per session. One session will be Sunday, March 26, 2000 from 6:00pm to 8:00 PM at MCBSA. The other session will be a Friday evening or Saturday in that general time frame.

We are still working on the First Aid portion of the training.

Conservation Weekends

The Conservation Weekends will be May 5-7 at Forestburg and May 12-14 at Quail Hill. Crews 1, 2, 5, and 8 indicated that they will be attending Forestburg. Crews 3, 4, 6, and 7 will attend at Quail Hill. Crew 9 has yet to indicate.

We will plan to have photo IDs taken at Quail Hill during the day on May 13 similar to the last trek.

Spring Shakedown

The route will be along the AT from Camp No-Be-Bosco to Route 206 on the weekend of April 7-9, 2000. Philmont meals will be used and discussed at the next meeting.

Other Topics

Next Meeting

The next meeting will be Thursday, February 10, 2000 at 7:30 PM at Lawrence Lodge at Quail Hill Scout Reservation.

Web Site

Information about the Philmont 2000 Trek can be found on the Internet http://philmont4mcbsa.bizland.com or http://philmont4mcbsa.home.att.net (the second is a subset of the site but does contain all of the 2000 Committee information.