Greetings to All.

This is (probably) our final pre-trek letter, and covers a number of issues; please read carefully, and discuss with your sons/parents.

1) Readings - By now, hopefully everyone will have read the Bear Safety Treatise, as requested. If you have not done so, please rectify immediately.

Next up, please CAREFULLY read pps 16 - 33 (up to "Program Features") in your Philmont 2000 Guidebook to Adventure (the little Blue Booklets); this should take you about 20 - 30 minutes.

I will try to forward some additional info to the Crew Chiefs and Adult Advisors later tonight or early tomorrow - be on the lookout for one last email.

2) Missing Forms - the following individuals have not turned in their Philmont Medical Forms: David M., Kelsey N., Steven S. Please do not forget that all Scout Medical Forms, including Philmont's, require three signatures - Scout, Parent and Physician. Do NOT mail me the forms at this late date - bring them by the pack-up meeting this Sunday night. Remember - No Philmont Medical Form - you stay here!

3) Other Forms

A) Everyone needs to have one parent present on Sunday night in order to sign our last release form - the rock climbing and repelling form which had not yet arrived for the last Crew meeting.

B) In addition, we will need a "medication form" filled out for all Scouts bringing prescription medications.

C) Finally, a number of forms which were already turned in are missing signatures and/or other information; this will all need to be completed on Sunday night.

4) Phone contacts, I - If desired by any parent, I will call ONE DESIGNATED PERSON each available day for routine messages. This person then becomes the phone contact for all other parents in the crew. "Each available day" means June 26th through the 29th, and July 10th and 11th; that's it. This person will also act as our teletree contact for our return on the 11th. I need a volunteer; please let me know if you're willing to act in this capacity. I need both home and work numbers for this person. We'll announce same at the Sunday night meeting.

5) Phone Contacts, II - The following phone numbers should be utilized for emergencies only, NOT routine matters. Routine Matters should be relayed through the person designated as the Crew Contact in #4 (if any.) On Emergencies, note that it may be a full day before we get your message during our pre-trek activities, so don't be hanging on the phone waiting for a response. ...and on the Ranch itself, it may be up to three full days before you hear back from us, depending on where we are, and how easily the Ranger Staff can track us down (at 450 square miles, not always an easy task!)

6/26 Academy Stables 719 633-5667
6/26 Cave of the Winds 719 634-2888
6/26 - 6/28 Peterson AFB 719 556-1477
6/27 Pike's Peak Cog Railway 719 685-9033
6/27 Pike's Peak Climbing Company 719 635-0320
6/28 Trailhead Biking 719 395-8001
6/28 Wilderness Aware Rafting 719 395-2112
6/28 Royal Gorge 1-888-333-5597
6/29 - 7/11 Philmont Scout Ranch 505 376-2281

Note that most of these places have us listed under Boy Scout Troop 111 or Dr. Bob, so that is the info you should provide if trying to contact us. If we have a contact person in Arlington, it would be prudent to give them the emergency message also - because we will definitely be calling that person on the above referenced days.

6) Mail - We can pick up mail at the Philmont Post Office on June 29th and July 10th - there are no mail deliveries in the back-country (however, we can mail letters and postcards from the backcountry, at our various commissary points.) If you wish to send a letter, the address is as follows:

Scout's Name
Expedition 629-B
Philmont Scout Ranch
Rt. 1, Box 35
Cimarron, NM 87714.

DO NOT send money or food, and include a return address in case we don't get it before departing on the 11th. Mail takes at least 3 full days to arrive at the Ranch - this means you will need to mail no later than this Monday afternoon in order for us to get a letter on the 29th, and no later than July 7th in order for us to get a letter on the 10th; plan accordingly.

7) Equipment, continued - By now, everyone should have their complete array of trail gear, all properly packed inside their backpacks. You should also have a LOT of extra room in your packs for crew gear, which we will be loading in this Sunday night.

Note that Clay and I were unable to find monster bags, so we'll be wrapping all packs in trashbags again this year. This will be done at the Parish Center - since we still have to pack Crew gear, don't do it at home before you come!

Everyone should also have their complete carry-on gear assembled. Don't forget - the carry-on gear should include your boots and suitable pants for the horseback ride, all easily accessible.

Contact lens wearers, remember, SMALL fluid bottles, and TWO SETS of each! Medications takers, remember, TWO SETS of each!, but only bring the minimum number of pills (don't bring a 60 day supply out on the trail!)

Wallets and key-rings should be pre-stripped for the trip; take only what you need and nothing else.

Finally, for carry-on gear, keep the maximum size restriction for carry-on in mind; the airlines have been very strict on this issue these past 2 or 3 years.

I again emphasize - your gear should be packed NOW. Waiting til this Sunday afternoon is both foolish and far more prone to errors of omission.

8) Scout Uniforms - FULL CLASS A's are REQUIRED for the trip out and back, and for arrival/departure from basecamp. Those Scouts who were missing items such as socks, epaulets, neckerchiefs, belts, etc. - make sure you have this corrected by this weekend. You will not be able to run over to Casual Adventure or Scout Headquarters Sunday night or Monday morning. If you're not in Full Uniform, stay home.

9) The loading session will start at 7pm Tuesday night - please be on time. There is some sort of Bible Camp starting at St. Agnes this weekend, so I am not sure how much room we'll have to work - please be flexible. As noted above, one parent must attend in order to sign release forms and other paperwork, plus relay money to the Banker if so desired (see #10 for final comments on money.) This meeting may last up to 2 full hours, and maybe longer, depending on how efficient the Scouts are in getting everything done.

For your information, Northwest Airlines will not accept our gear on Sunday night, nor give us our boarding passes. Everything must be done Monday morning. Their ticket counter opens at 5am; therefore, I am keeping our current schedule of assembly at 4:45am at St. Agnes. We may therefore have some "hurry up and wait," but better safe than sorry, especially with such a large group. Note that we lost a flight several years ago because we were stuck behind a large line early in the morning (even though we were on-time per the airline's suggestions.)

All Scouts and Adults who are 16 years or older should bring photo ID; the Adults must provide photo ID, and the older Scouts may be (the Northwest rep wasn't sure on that.)

10) Money - Review the Memorabilia Handout one last time and decide on how much money your son will be taking, and whether or not you want the banker (Rick) to hold it for him. Money will be collected at the loading session. Remember, CASH ONLY - no checks; we have no-where to cash your checks out west. Ones and fives preferred.

11) Drivers - The following Adults have indicated that they will be coming to National Airport on Monday morning regardless of whether they're needed or not to transport Scouts or gear - so they're the first ones on the hit parade:

Tim A. Capacity 6
Joy G. 5
Nellie L. 6
Jane M. 7
Ruth N. 7
Brian P. 6
Randy T. 2, plus all gear

This is total seating capacity for 39; including the drivers, we'll have 33 - so it will be tight, but not ridiculously so.

Other Adults who are "in reserve" are:

Pat Hu. 7
John Ke. 7

The latter Adults should come to the Monday morning assembly with a vehicle ready to accept Scouts and some gear, "just in case."

12) Merit Badges - I will attempt to let the Scouts who do not have the MB's do some of the paperwork on the return trip. Depending on how fried they are, they may or may not get anything done - we'll see.

13) Final personal prep - remember to closely trim nails - especially toenails - before departing. A haircut is also a good idea for those sporting dreadlocks right now. Caffeine (soda or coffeee) addicts need to start cutting down NOW - withdrawal on the trail is not a happy experience. Everyone should start drinking water as their main fluid intake, these last 4 days.

14) Final Equipment prep - If your bootlaces are old, worn, or weakening, please replace them. If the batteries in your flashlight are dying, replace them.

15) Final physical practice - I will be doing "death hill" at Potomac Overlook this Saturday from 5:30 til 8:30am (note time change), and on Sunday from 7:30 til 10:30am (note time change). Anyone who has been practicing seriously is welcome to join me. Anyone who hasn't done any real practice (defined as significant distances with at least 30 pounds, during the past week) should stay home; all you'll do is badly wear yourself out for no particular benefit. It's (far) too late to try and get in shape now.

See you Sunday night at 7pm. - Dr. Bob

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22 June 2000