A HUGE thank you to Heidi for typing up the minutes.

1. Trek Leader (and parents be aware of)
   1. Check health forms to make sure ALL required
      signatures are complete.
   2. All Philmont bills (to Philmont and the train) have
      been paid, so balances should be zero when you check-in.
   3. Crew gear (per crew, plus individual scouts should
      each have BOLDED items)

1. 1. Watch your e-mail!  Crew leaders may send out final information
2. Logistics
3. Departure

1. 1. Arrival in New Mexico

1. 1. Back at base camp from trek

1. 1. Travel back to Iowa: each vehicle will make sure to
      alert the parents of the scouts in their vehicle as to the actual arrival time. It should be around 3pm on Sunday, July 17 – but the trains could run late. Your child will be delivered to your house!!!! No need to wait at Orchard Hill J
2. Money

1. Your fees have paid for all meals
   (including those on the way down to New Mexico and back). Cash will be
   distributed by your Lead Adult Advisor to each scout for meals. During our meeting,  scouts made a bag of snacks to carry on the train. These are for both down to New Mexico and back.
2. You can send extra cash with your scout for additional snacks (on the train and in base camp) and souvenirs. They may want to even carry $10 with them on the trail (leaving other money and valuables at base camp). A few of the back-country staff camps sell snacks.
   Batteries and disposable cameras are also available in the back-country.
3. If your scout forgets to bring extra cash, leaders will NOT give out additional cash!!!!! SO, plan ahead!!

1. Luggage & Train ride

1. The scouts get a reclining seat on
   the train. Seats have pull-out leg rests, so sleeping on the train is possible.
   Charging stations are available on the train for any electronic devices and phones. THIS WILL BE THE ONLY ACCESS to electricity while on this trip (for adults there is a charging station in the advisors lounge, scouts can charge phones in the bathroom). All phone communication will need to be done BEFORE reaching base camp, as electronics are not to be used at Philmont (including
   base camp, except for calls home).
2. Electronic devices can be used on  the train, but NOT at base camp or on the trail. Any devices brought will be stored in a lockbox (assuming there is space) while at base camp and on the trail. Keep in mind the limited “lock box” space at base camp. Each crew will have two 2x2x3 foot lockers of space – that means one locker holds the “base camp” gear of six people! This includes the carry-on bags!!
   Each trek leader will carry a cell phone while on the trail (for emergencies).
   In the past, cell service on the trail has been poor and limited to sending a small text – not long calls.
3. You will wear your Troop t-shirt on the train ride down and back (storing it at base camp while on the trail). Laundry is available at base camp – so with enough time, clothes could be washed after the trek.
4. On the way down to Ratone, it is important to be ready to get off the train quickly. Be aware of the time and have your carry-on packed up and be ready.

1. Mail and Communication

1. Scouts can send mail home by taking
   STAMPED post-cards with them (stamps are not available on the trail). Mail is
   collected at the back-country staff camps and sent through US mail.
2. EMERGENCY PHONE CONTACT – This is
   for life/death emergencies only!!!!!! You can call 575-376-2281.

1. Helpful Information

1. Cedar Falls is at 650 feet in elevation. Philmont base camp is at 6700 feet and the highest elevation on our itinerary is 10, 328 feet!!!! Some people have trouble adjusting to the elevation, called altitude sickness. The best way to prevent this is to stay hydrated and
   rested – SO, DRINKING WATER ON THE TRAIN AND GETTING SOME SLEEP ON THE TRAIN is wise! We are lucky that we arrive at Philmont a day earlier than most treks, so we’ll have a bit of time to adjust slowly. Scouts will get packets of Gaterade and it is wise to drink at least one per day while on the trail – even if you don’t like the taste!
2. Send several plastic trash bags with your scout.
   Keep your sleeping bag in two (double bag) to help keep it dry. Additional bags are for tent parts (since will be splitting the tent between two people) and other gear.
3. It is suggested to keep stuff and clothes in ziplock bags for three reasons. ONE, you can quickly find what you need instead of digging through stuff; TWO, you can squish clothes and push the air out, compressing it smaller for easy packing; and THREE, you can put toiletries in a ziplock with your name for easy identification when getting them out of the bear-bag. REMEMBER, toiletries are kept in the bear bag (this includes anything with a smell, like toothpaste and chapstick). Your stuff will be with 11 other people’s stuff in the bear bag, so ziplocks can make finding your stuff easier.
4. Medications – All medications are
   kept by the individual scout. Each scout will be responsible for
   remembering to bring their medications with them on the trail AND to take their medications each day. New Mexico law allows this, thus the signature spots under the medication boxes on Part A of the health form are not required. In Iowa (so at Camp Ingawanis), it IS required since all medications are to be administered by the health officer – so permission signatures are required.
5. KNOW YOUR KNOTS! You need to be able to do the Lark’s Head, Clove Hitch, and Taut Line.
6. Mosquitoes are almost non-existent at Philmont. Treks in the past haven’t used any bug spray. SO, if you want to have some, only a small bottle is necessary.
7. Sunscreen: Only a small amount is needed (about 2-4 oz per person).
8. Soap/shampoo: Use biodegradable camp soap. It only takes 1-2 drops to wash a shirt or take a shower. It is suggested that each crew have 1-2 4-ounce bottle with them .
9. Carabineers: There will be times you want to hang stuff (wet clothes, extra water pack, etc) off the loops on your backpack. It is suggested that each scout have 3-4 carabineers to use for
   this purpose. Each crew will make sure to have 2 heavy-duty, load-bearing carabineers to use with the bear bags.
10. Cameras: If your scout wants to take pictures, make sure to send a camera – don’t depend on their cell phone as a camera. Cell phones generally will run out of battery very quickly when used as
    a camera and there is NO PLACE TO CHARGE at Philmont base camp or on the trail. Bring extra batteries for the camera! Disposable film cameras are available for purchase at some of the back-country staff camps.
11. High Adventure Blog: Greg Harter has started a high-adventure blog. Visit this to find information on Philmont, packing information, trek schedules, train information, etc. Go to troop55cfia.org/wordpress

We will arrive on Sunday.  We will check in, get our tent assignments and get our gear put in the tents.  We will have the rest of the day to look around, see the Trading Post.  I would encourage everyone to attend one of the Religious Services each night.  Listen to a speaker from a different faith one night.  Last time, we were told the person who lead the Jewish was ana mazing speaker and he was.

On Monday (do this as a crew with your Ranger):

1. Tent assignment. Already done
2. Your adviser picks up the key to the crew locker. You will be taken promptly to the Security Office, where you may reserve a crew locker for safekeeping your belongings. Only your adviser will have the locker key. All unattended gear and clothing must be stowed in your crew locker (maximum two lockers per crew) or vehicle when you hit the trail. Nothing can be left in your tent.
3. Your adviser meets the registrar. Your contingent leader or adviser will meet the registrar in the Camping Headquarters office to finalize fee payments. A complete roster of participants must be turned in at this time and certificates shown for first aid and CPR. Philmont requires that at least one person (preferably two) in each crew be currently certified in American Red Cross First Aid and CPR or the equivalent. A large envelope for storing extra money and valuable papers will be issued here. When you have deposited these items, your adviser will return the envelope to the registrar to store in a safe while you are on the trail.
4. Your leaders visit Logistic Services. Your adult adviser and crew leader will meet one of the itinerary planners at Logistic Services to finalize arrangements for your program, food pickups, and bus transportation. Your crew leader should bring a Philmont map to mark your route and campsites. You will be given a copy of your selected itinerary as a souvenir of your Philmont adventure.
5. Your crew photograph. A Philmont photographer will take the picture, and color prints (8-by-10 inches) will be available when you return from the trail. Each person will receive one photo free. The photographer will record the crew order. The BSA uniform or crew uniform is appropriate dress.
6. Medical recheck. A medical recheck will be given to all crew members. Your ranger will give you the procedures for this required recheck. Participants who do not satisfactorily complete this recheck will be sent home at their expense. Participants must not exceed the maximum weight/height chart. You will need to bring any medication with you to the recheck.
7. Laundry, trail equipment, trail food issue, mail. Dirty clothing may be washed at Philmont’s self-service laundry. One or more crew members should be assigned to bring all the crew’s dirty clothes to the laundry. All clothing should be marked with your names in indelible ink, and any loose patches or insignia should be removed to save time and confusion for everyone. Laundry soap and supplies are available from the Tooth of Time Traders or the laundry. Just before leaving the Mabree Services Building, your adviser should pick up your mail. Your first trail food will be issued in this complex as well. The crew leader’s copy of your itinerary must be presented to draw your trail food.
8. Shakedown. In a place designated by your ranger, you will unpack everything. Your ranger will review the necessary items and demonstrate the best methods of packing at Philmont. Store excess items in your crew locker. Please note: After leaving Camping Headquarters, there is NO opportunity to return excess baggage. If you have doubts about taking certain items, discuss them with your ranger.
9. Your crew reporter visits News and Photo Service. Before departing for Philmont, your crew should select one member to serve as its reporter. The reporter should contact local news media and arrange to have one or two articles about your Philmont expedition published. Philmont’s News and Photo Service will furnish helpful hints and other information for news articles to your reporter.
10. Tour Camping Headquarters—Tooth of Time Traders. As time permits, your ranger can give you a tour of Camping Headquarters. Tours of the Villa Philmonte can be scheduled at the Philmont Museum. Your tour should include a visit to the Tooth of Time Traders, where a complete supply of Scout uniforms and equipment, Philmont items (patches, belts, buckles, wool jackets, maps, etc.), and other souvenirs is available. You will have another opportunity to visit the trading post when you return from the trail.
11. Headquarters dining hall. In Camping Headquarters, you will eat in the dining hall. The menus are well-balanced and nutritious.
12. Advisers meeting, crew leaders meeting, chaplain aides meeting. Separate meetings will take place for advisers, crew leaders, and chaplain aides. Topics will include current backcountry conditions as well as tips to improve your expedition.
13. Religious services. Chaplains of Jewish, Protestant, Catholic, and Latter-day Saints faiths conduct services at Camping Headquarters beginning at 7 p.m. Your crew is encouraged to attend. The Tooth of Time Traders and snack bar will be closed at this time.
14. Write home, call home. After supper is a good time to write home. Your parents will enjoy hearing from you. Philmont postcards are available at the Tooth of Time Traders. Phones are available in base camp.
15. Opening campfire. Your first evening campfire at Philmont is a pageant of the Philmont Story, a historic narrative of the Southwest. Your Philmont adventure begins here. Warm clothing is recommended for this and all campfires.
16. A good night’s sleep. Following the campfire, quietly return to your tent for a good night’s sleep. Tomorrow you hit the trail!
17. Security and lost and found. Philmont employs a seasonal staff to help with lost and found, issuing crew lockers, and security. Do not leave valuables in tents; Philmont is not responsible for lost or stolen items.

Philmont covers over 214 square miles.  While it is possible to get messages to hikers in the back country, it is difficult.  The Philmont staff does an amazing job of keeping track of every crew in the back country during all treks.

To send mail to a scout:

Trek participants’ address at Philmont is:

Your Name + Expedtition Number
47 Caballo Road
Cimarron, NM 87714

The emergency phone number at Philmont is 575-376-2281. Telephone calls to campers are restricted to EXTREME EMERGENCIES ONLY.

You will need to know the crew/expedition number for them to find the crew.

Expedition numbers:

704-I-01 Troop 55

704-I-02 Troops 29/42

704-I-03 Troop 2

Questions have come up about what to pack for the train.  We will discuss this more on Saturday.

Remember:  EVERYTHING that you bring with you that doesn’t go on the trail, goes into the storage locker.  Each crew has 2 2x2x3′ lockers total.  Everyones gear must fit into these bins.

Most likely you will NOT have access to your stored pack until we get to Raton.  Pack anything you may need on the train in your carry-on.

We will be wearing Troop t-shirts on the train.  Jeans or shorts are fine.  These clothes will be stored in the locker and worn home on the train as well.

blanket – the train often is on the cool side.

pillow – small or inflatable (storage space issue)

books to read

snacks

cards (if desired)

The train has a lounge car with tables, and a snack bar below.  There is a dining car as well.  There is no money budgeted for either of these in the fees paid.

The final meeting for planning our Philmont trek will be June 25th at 3 p.m. in the Big House at Orchard Hill Church.

We will be distributing food for the train ride for each crew.

There is money budgeted for all of the travel meals.  This includes supper at Fort Madison, lunch in Raton for the trip down. Supper in Raton and lunch in Fort Madison on the trip back.

We will plan to meet at Orchard Hill church on July 2nd at 1 p.m.  There will be time for photos of the enitre crew and individual crew photos before departing for the train in Fort Madison.

On the right side of the page is a page named Philmont learnings.    This is under the heading Philmont traiing.  This is a compilation of things we all learned from our 2009 Philmont trek.