• Manual of Procedure
• Advance Report - 2007
• Interchange, Spring 2007
• Interchange, Fall 2006
   
• 2005 Interim Report
• Interchange, Fall 2005
• Advance Report - 2005
• Interchange, September 2004
• Interchange, May 2004
• Interchange, March 2004

This has been an exciting and active year for me in my role as the Yearly Meeting Camp Property Manager. We have been able to successfully complete a number of exciting projects, others projects are underway and our next set of challenges are beginning to become visible on the horizon. It has been a good year for me to learn my limits and I have been reminded of the importance of leaving room for the unexpected.

Work Weekends

Taking part in work weekends with Friends continues to be one of the greatest pleasures of this position. It is a joy to spend time with the committed people who are willing to give of their time to the places that mean so much to them. Sharing these weekends with others have enlivened and empowered my work. Friends from all walks of life have joined for work weekends. This year has been marked by the contributions of younger Friends, ages six through young adults. We are grateful to receive the gifts of all who come us and hope to have many more Friends join us in the future.

Enlarging this circle of Friends who join us for work weekends continues to be an important goal. Many take advantage of the opportunities that our properties provide but there are also many chances that are missed. There are always many more jobs that need to be done than we are able to manage with the volunteers that come out for work weekends. We continue to search for ways to encourage Friends to join us and pitch in.

Many Friends have said that they would like to see family camping experiences available in the Yearly Meeting. I hope that work weekends can begin to fill this void. I look forward to Friends beginning to see work weekends and an opportunity for fellowship and a chance to enjoy our properties. Work weekends are a time when we can offer our time and energy as a gift to the Yearly Meeting and the Camping Programs, but I hope that Friends will also see them as a time to enjoy time with their families and all the gifts and activities that our camps offer. "All work and no play" is not in the spirit of our camps!

Accomplishments

This year work weekend participants were able to accomplish a great deal. A beautiful new post and beam cabin was built at Catoctin in the fall of 2004 and a new cabin was constructed on the site of the upper tarp platform at Shiloh. Those who sleep in the newest cabin at Shiloh should be prepared to enjoy one of the most beautiful vistas on our properties as they roll out of bed and head down the hill for breakfast. Work weekend participants at Shiloh were also able to put a grand new roof on the crafts shelter, and reclaim the Great Oaks trail.

Volunteers were also able to raise and repaired the foundation and floor beams on two cabins at Opequon and the kitchen at Catoctin has a gleaming new coat of paint. There are countless other repairs, improvements and projects that have been undertaken by volunteers and we are always grateful for all that they do to ensure that the properties were well maintained and safe.

Other Accomplishments

Kitchen Improvements

This year we focused a lot of attention on the kitchens at our camps. We were able to have a new tile floor installed in the Opequon kitchen and the ovens at Catoctin were replaced with some reconditioned convection ovens. Responding to the concerns of the local health departments at our camps remains a goal and they often have ideas for our kitchens.

Teen Adventure

For over 12 years our Teen Adventure Program has been based at Common Ground, a intentional community near Lexington VA. This is where the Teen Adventure campers gather at the beginning and end of their trips and where the support staff is based while the campers are on the trail. Common Ground has wanted to build a pavilion, which we could use while we are on site and the Teen Adventure Program has been eager to have a place to get out if the rain while there are Common Ground. This year we were able to help a pavilion get built and to negotiate a long-term rental agreement so that Teen Adventure will have a secure base camp for more than a decade to come. Construction on the Pavilion began in the spring of 2005. It was built by member of the Common Ground community, Teen Adventure campers and many volunteers from the community, many of whom were Friends. By the time the campers returned from their trips the pavilion was over 75% completed and had a roof. That was fortunate because the rain poured down during the end of season square dance, which was being held at Common Ground.

Friends may be happy to know that we are well on our way to insuring that the improvements that we have made at Opequon will be available to our campers for many years to come. We are close to being ready to sign a twenty-year lease with the Pidgeon family who owns the property that Opequon Quaker Camp is on. This was an important goal laid out in the report of the Yearly Meeting's Ad Hoc Committee for Long Range Property Planning that reported to the Yearly Meeting in August and October of 2004.

Surprises

The septic field at Catoctin

During the second weekend of camp we had a septic breakout at Catoctin. Liquid from the septic field began to come to the surface of the soil. The staff immediately reduced the load on the system, roped off the area and called the plumber. We found that the septic field had failed. The County Well and Septic Inspector was called. He worked with us to create a very modest, simple design. A few days later the work began and by the end of camp we were using our new septic field. The whole process went very smoothly and the solution was inexpensive. It is lovely when thing go smoothly.

The Future

Infirmary at Opequon

As we look ahead, we are beginning to design a new Infirmary at Opequon Quaker Camp. The building that we have been using has done its best but it is a very small one roomed cabin with a small sink. We would like to have a structure with space for an examination area, a place for campers to rest if they need to be away from others and a place for the Health Care Person to stay so that they are near by in case they are needed. We are looking at a number of alternatives that include refurbishing a small trailer, building a small cabin or building a year-a-round cabin that could be rented in the off-season.

Cabins at Catoctin

We are planning to replace the cabins at Catoctin. The state health inspectors have been encouraging us to do this for a long time. We have found that the post and beam design that we have been using is cost effective and elegant in its simplicity. We have replaced two of the cabins and are building another this fall.

The pond at Catoctin

A brochure was distributed during Annual Sessions (and has been included with this report). It describes the difficulties we have experienced with the pond at Catoctin had what we are doing about them. We have settled on a designed for the ultraviolet light treatment system and are currently engaged in the permitting process. A number of volunteers have stepped forward to take on parts of the installation. We are profoundly grateful for the gift of time they are prepared to give. This has reduced the amount of work that will have to be done by contractors and the cost of the installation. We are also continuing to explore ways of making water in the pond less turbid (clearer).

How about To help raise money for the pond at Catoctin, staff and friends of Catoctin donated items for a silent auction at Annual Sessions. Many Yearly Meeting members made contributions, pledges and bid in the silent auction. Over the course of the week we were able to raise approximately $3,250. Well-done BYM! We have been gratefully receiving contributions from camp parents, monthly Meetings and members of the Yearly Meeting Since the beginning of the year. So far we have raised $21,000 of the $73,000 that is our goal. Expenses incurred in this project can be covered from the camp properties capital reserves if fundraising is unable to keep up with the demand for resources. However, it is imperative that those funds are maintained over the long run.

Fundraising

While we are talking about fundraising - In February the CPMC and the CPC met together in Frederick. It was a wonderful gathering, and as we talked we realized that fundraising was going to be necessary in many areas of the Yearly Meeting's life well into the future. We drafted a minute to the Yearly Meeting and specifically to Stewardship and Finance, Interim and Yearly Meeting Clerks and the Trustees asking them to look at addressing the need for fundraising and the maintenance of the Yearly Meetings capital funds. We are looking forward to learning about the efforts of the Yearly Meeting in this area and we are eager to be of assistance in this process.

The Yearly Meeting is faced with the critical need for funds to maintain and improve its properties. We know that Meetings and members of the Yearly Meeting are eager to support the camping programs and the camp properties. We are also aware that our resources are finite. Fortunately, there is a substantial, untapped resource that might be made available to the Yearly Meeting - the Camping Program Alumni. A significant effort will have to be made to take advantage of this resource but I believe it will be worth it. I encourage the Yearly Meeting to think about how it can put more energy into securing the funds needed to be good stewards of the glorious properties that have been placed under our care.

Rentals

Caretakers

A critical part of keeping our properties safe and well maintained are the countless hours our caretakers spend maintaining our properties. Jerry Coates, our caretaker at Catoctin, Has gotten involved with the committees that have been working on the Pond Water Quality Project and is eager to begin putting the plan in action. He has enjoyed meeting Friends who visit Catoctin and has been very involved in getting the cabins build and inspected. He has undertaken countless maintenance and improvement projects as well. Many campers and other visitors to Catoctin have been grateful for Jerry's wife Becky Coates and her golden touch in the kitchen! We are fortunate to have them both!

Ralph Reed is the caretaker at Shiloh and one usually finds him on his tractor mowing, mowing and mowing. This year he also rebuild the well house, has worked on the Retreat at Shiloh, replace numerous tiles on the kitchen floor and completed hundreds of other little projects that keep Shiloh going. Ralph has also had a chance to greet more renters this year as more people find their way to Shiloh.

Conclusion

When I first came to this position I felt as if there were many immediate and critical projects that needed to be undertaken. In the last few months I have been able to step back and acknowledge that many of the most critical needs have been met. There are still many important projects on the horizon but I am beginning to feel that we can plan our course with more intention and care. We are coming to a point from which we can (and must) begin moving towards a project schedule that is driven by the funds that we have been able to secure rather than the urgent needs of the camping program. This is an important threshold that I hope will enable me to approach my work in a more centered and Spirit driven manner. It will also help us be more responsible in maintaining our capital funds and avoid using them more quickly than they can be replaced.

I am enjoying the feeling that we are moving into a place where we can plan more thoughtfully and move more deliberately. I share the Yearly Meetings commitment to continuing to support our camping programs. In doing so, we enable or staff to create the programs that allows our children to grow in the Light. Further, I hope that we can all cultivate the habit of taking advantage of the beautiful places we have available to us where we can renew our spirits and enrich the work of the Yearly Meeting.

Queries

Is the value we place on our camp properties and our Camping Programs reflected in what we give to the Yearly Meeting? What new ways can I find to support the work of the Yearly Meeting?

Do we take full advantage of the opportunities we have to be refreshed and restored by visiting the BYM camp properties? What keeps us from enjoying these places that have been entrusted to us? Do I support the Camping Programs and the properties by remembering that they are available for groups of Friends, colleagues and families to rent in the off-season?

Fall is here again and it is time for us to put our camps to bed for the winter. Come visit camp this fall and enjoy some meaningful work, our beautiful Camp properties and some time with good Friends. Work weekends are a great way to reconnect with old friends, make some new ones or to spend some time with your family at camp. ALL are welcome! For more information visit http://www.bym-rsf.org/camping/work.html or call David Hunter at the Yearly Meeting Office (301-774-7663). If you plan to attend a work weekend please e-mail David at davidhunter@bym-rsf.org or call the Yearly Meeting Office. See you at camp.

Shiloh Quaker Camp

Shiloh is beautiful in the fall and we have a few things to take care of there. We have a spectacular new cabin that needs to be stained and Ruby’s cabin needs some attention. The Retreat (in the cellar of the blue house) is almost finished. Come on down and help us put the finishing touches on a few things and we’ll be sure that then is some time to wade in the river, romp in the fields and sing around a campfire. We will be at Shiloh the weekend of September 16 – 18, 2005

Opequon Quaker Camp

Screens are great for the summertime but we need a way to close up the staff cabins in the winter so we will be installing some storm windows this fall. We also have some painting and other odd jobs to do this fall. Some and see the beauty of the Shenandoah in the fall for yourself and see if the Great Horned Owl still comes around on quiet nights. Opequon needs us on the weekend of September 30 – October 2, 2005

Catoctin Quaker Camp

We will be building another Post and Beam Camper Shelter at Catoctin this fall. If you missed the fun last fall you won’t want to miss it again. Peter Bugler is returning to guide us in the craft of post and beam construction. This is a unique opportunity you will not want to miss. Join us for some good food, great company and a peek at the plans for the Catoctin Pond Water Quality Improvement Project. Work weekends at Catoctin will be October 14 – 16, October 28 – 30 and November 4 – 6 (for truly hearty folks)

For those of you who really like to plan in advance, here are the work weekend dates for 2006:

Spring 2006
Shiloh Quaker Camp	April 21–23
Catoctin Quaker Camp	April 28–30 May 12–14 May 19–21
Opequon Quaker Camp	June 2–4
Fall 2006
Catoctin Quaker Camp	September 15–17
Shiloh Quaker Camp	September 22–24
Opequon Quaker Camp	September 29–October 1 October 13–15 October 27–29, 2006

David Hunter,
Camp Property Manager

Now that our Camp Property Manager, David Hunter, has been on board for a full year, the function of CPMC has shifted toward more guidance and oversight. With his forethought and hard work preceding our meetings, we are more productive and make more seasoned decisions. We function to advise, support, and plan with David rather than just being the workers ourselves. Furthermore, we now are able to plan ahead for work projects and improvements, which translates to a more realistic budget and proactive management.

At Shiloh this year, we accomplished a long term goal of replacing the upper sleeping platform with a fully screened cabin. The roof on the arts shed has also been replaced.

In unison with the Camp Program Committee, we decided to lay down the dining hall expansion project. Until the camp is full with a waiting list for a few summers in a row, we do not see any justification for expanding our capacity. The roof on the existing dining hall needs to be replaced, which is now planned to happen in 2006-2007.

Under the direction of the Trustees, we have supported the sale of ten acres of the Shiloh property, including the former Teen Adventure house, with an option for another 20 acres. The proposed timber sale at Shiloh is inactive.

Catoctin: The efforts to replace at least one sleeping cabin a year continue on track. Last year's cabin, thought to be the nicest yet, is a beautiful post and beam design milled from local lumber. Many volunteers have enjoyed lovely weekends up there building these cabins.

The Catoctin pond used for swimming was closed all season in 2004 due to a high-fecal bacterial count that is suspected to be coming from neighboring septic systems and wildlife. This pond known as the lagoon, or "Goon" for short, because of its deep murky waters which have a surreal quality, lacks visibility and presents safety issues. This year CPMC created an ad hoc committee comprised of key camp people and several environmental professionals to help

select an engineering firm to solve this problem before the opening of camp 2005. The recommended solution has a price tag of $73,000, which is now another fundraising goal. A special appeal for the lagoon improvements was immediately initiated and continues. Any funds not raised will be drawn from the Camp Facilities Fund.

Opequon: This year our work includes replacing the kitchen floor with a durable material, repairing more plumbing problems in the bath houses and kitchen with the help of a new plumber, upgrading the foundations on several cabins, and planning ahead for an adequate infirmary.

The Long Range Property Planning Committee, Camping Program Committee, and Camp Property Management Committee agree that the Opequon site should continue to be developed to meet the needs of the Yearly Meeting. To this end, we are negotiating with the landowner to secure a longer lease which will give an extended pay-back period on our investments and allow longer-term planning for other critical improvements.

The Teen Adventure base camp is provided by Common Ground down in the area of Maury River Friends Meeting. At the request of Common Ground, we are supporting the construction of a new pavilion that will be used by the campers for eating and meeting when it is raining. The funding for this is coming out of the CPC budget as a long-term loan that will be repaid out of its operating budget.

Winterizing facilities for additional year-round space at either Catoctin or Shiloh was a recommendation from the Long-Range Property Planning Committee. We decided to postpone this work until there is a more demonstrated and consistent demand.

With all this maintenance, our camp properties are in better shape now than they ever have been. David's oversight and leadership on site has allowed us to clear nearly the entire long-overdue list of deferred maintenance. We are beginning to think ahead to projects on the wish list and being more proactive in our stewardship of these properties.

Projects for next year include addressing timber sales at Shiloh, simplifying the rental contract process, and developing a marketing plan for off-season usages especially for Shiloh and Opequon. We recommend that these goals be set for next year's Committee. Additionally, we express deep concern that the camps need additional funding to secure good stewardship and request the Yearly Meeting take on a serious campaign.

A disappointing note for the Committee is that many seasoned Friends with long histories with the camps are rotating off the Committee this year, but we are confident that the property needs of our camps are being addressed in a timelier, efficient, and resourceful manner. We are grateful for this opportunity to serve BYM.

Well Friends, we should take a minute to pat ourselves on the backs. Thanks to the efforts of dozens of volunteers and the contributions of over 40 Friends, parents and Meetings there are now two beautiful camper cabins where there were none before. Opequon now has eight cabins for campers, allowing all of the campers to have a place to sleep, and Shiloh now has a cabin instead of a dangerously rotten tarp platform. All of the campers and staff at Opequon and at Shiloh were immensely grateful and we all have many Friends and friends to thank. Pictures of the new cabins and the construction process are still available for your viewing on our website.

In the more good news department: Friends at Annual Session this summer insured that their will be at least one more new cabin built for the 2005 camping season. Friends at Annual Session contributed and pledged enough money to build a new cabin in the spring. Thank you Friends! You have earned the gratitude of many present and future BYM camping program campers and staff. If you were one of the Friends that made a pledge please remember to send it in.

Work weekends are wonderful opportunities for fun, fellowship and meaningful work. Friends will be gathering for work weekends on the following dates.

• October 1-3 at Opequon Quaker Camp
• October 8-10 at Shiloh Quaker Camp
• October 15-17 at Catoctin Quaker Camp
• October 29-31 at Catoctin Quaker Camp
• November 5-7 at Catoctin Quaker Camp

Please plan on coming and enjoying the fun. More information is available on our website.

The Camp Property Management budget for 2004 has a line item for contributions of $8,500.00. We are grateful for those of you who have made contributions and want to encourage those of you who have not to consider it. These contributions are used to pay for utilities, fuel maintenance supplies and caretaker salaries. These are not the most exciting things to help fund but we won’t get far without them. If you want to be part of the power that makes all that we do at our camps possible please send a donation to Baltimore Yearly Meeting, Property Operating Budget, 17100 Quaker Lane, Sandy Spring MD 20860.

Annual Report 2004

Because of our new staff position of Camp Property Manager, the work of CPMC has shifted this year into more policy making and advisory functions, to support David Hunter. Now the property needs of our 900+ acres and nearly 100 buildings in 2 states are being addressed in a more timely, efficient, and resourceful manner. We meet monthly for prayerful oversight, and are often consulted by David in the intervening time as needed. Our work is pleasant, collaborative, and mutually supportive.

CPMC’s goal is to be a good financial and environmental steward of the Yearly Meeting’s real estate to provide safe functional spaces in which our camps can thrive. Conscious that these assets are valuable financial assets of the Yearly Meeting, we take our responsibilities seriously. We work frequently with the Trustees, Stewardship and Finance, the Long Range Property Subcommittee, and the Camp Program Committee to achieve these goals. We aim to comply with all safety and operational codes. We intend to keep tabs on repairs needed and have the means to do the maintenance. We make decisions with long term sustainability in mind. We have also sought legal input to protect ourselves from liability from accidents at camps that might occur to the 1000+ people who use our properties each year. Our work for the year consisted of the following:

With our support, David has inventoried the condition of the buildings at all camps and has initiated necessary repairs.

Shiloh

Hurricane Isabel damaged the bridge to the camp in September 2003, and it was repaired using the Camp Capital Reserve Fund. One of the Unit 1 platforms has been upgraded for safety, longevity, and prudent use of resources in conjunction with one of our Young Friend’s Eagle Scout project, with the other platform slated to be upgraded next year. The forest management plan has been updated with an eye toward income generation, fire protection, and timber stand improvement. Structural deficiencies in several cabins were repaired before the 2004 camping season. Negotiations with our Shiloh caretaker regarding an old home site on the camp property are underway to sell this property in a mutually beneficial way. The work on the basement retreat center in the caretaker’s house is nearly finished. It provides a year round, adult friendly, ground level facility that sleeps up to 8 for a quiet get away for rentals. Erosion controls are ongoing projects. The dining hall expansion has been postponed until funds are available.

Opequon

The well was winterized this year to protect the new pump. More complete winterizing of the plumbing system will continue as the funds are available. The plumbing in the bath houses is undergoing improvements for safety and long term usability. A second new cabin has been added in 2004 with the help of another Young Friend’s Eagle Scout project. Several buildings were found to be dam-aged by termites; they will be treated at the end of the 2004 camp season. The camp staff asked for infirmary improvements; both hand washing accommodations and separate toilet facilities for the infirmary are in place for the 2004 season accordingly. The art shed that stores materials over the winter collapsed under the heavy snow load in 2003; at the time of writing this report, we expect that it will be repaired for this year. In the coming year the BYM staff plans to explore a longer term lease arrangement to extend our 5 year rolling agreement.

Catoctin

Major changes at Catoctin include hiring new caretakers who bring in more experience and a delightful fresh air. The 2003 cabin was welcomed by the campers, and another one will be added in 2004, using a different design. We have learned much from working with the county planning department and may have figured out how to expedite the process of building more cabins as necessitated by state codes. The staff cabin known affectionately as bear’s den (used by Barry Morley) was re-roofed. A modest and more serviceable lodge is being considered to replace this cabin to provide additional winter retreat space for our adult members, if the funding is available.

Vehicles

The committee has decided that it is best to buy newer vehicles with fewer maintenance needs. The trustees have given us the freedom to purchase them as needed, within reason.

Budget

We have fine tuned our budget planning process and now have better data to submit to Stewardship and Finance Committee before their deadlines. We are also working with them to build the capital reserve fund and to project our normal maintenance expenses further in advance to make sure the funds are there to do the work when repairs are needed.

Rental Policy

David drafted, and we approved a new policy which lays out rules, regulations, liability waivers, and fees. Since we have improved our camps and made more adult friendly spaces, we anticipate better use of all 3 camps, with the accompanying increase in revenues.

Work Weekend Volunteers

Our numbers are down, but the skill level of those who come is often high. Our numerous construction projects have offered fun cooperative work in the mountains under direction of experienced Quaker carpenters. We wish more people would come. We have registered the YM with Montgomery County as an approved volunteer organization to facilitate Maryland students getting the Student Service Learning hours they need to graduate, and to help recruit more adults and scouts.

Overall, this has been a productive year where the committee has become more advisory with regards to policy changes, planning the various improvements, and tightening up the budget process. We tend to be fiscally conservative, environ-mentally proactive, and long term thinkers, guided by a passion for safety and a commitment to our children and camp staff for their well being.

Patti Nesbitt, Clerk

CAMP PROPERTY: LET YOUR TOOLS SPEAK!

Baltimore Yearly Meeting has programs at three camps (owns two) collectively over 900 acres and nearly 100 buildings. We really need your help getting them clean, safe, and working in good order. In addition we have new construction at each camp. Please look at the work weekend schedule and plan now to attend at least one. Visit http://www.bym-rsf.org/camping/work for more information or contact Patti Nesbitt pattines@comcast.net (301/260-2494) or David Hunter davidhunter@bym-rsf.org (301/774-7087).

• Catoctin Quaker Camp
  • June 4–6
  • June 11–13
• Opequon Quaker Camp
  • April 30–May 2
  • May 15–17
  • May 28–30
• Shiloh Quaker Camp
  • May 7–9
  • May 21–23
  • June 4–6

Spring Plans at Our Camp Properties

This spring we are building four new structures on our properties in order to meet state codes, to provide for more campers, and to replace old cabins. Preparations are underway and anticipation is building. Contractors are being consulted, materials are being procured, volunteers are being sought and applications for permits are being submitted. The Yearly Meeting depends on many volunteers to be successful in these endeavors and keep our costs down.

There are two ways that individuals can be a part of our spring activities: donations and volunteer time. If you have access to building materials at reduced cost, please let us know. If you want to volunteer, we have many wonderful work weekends scheduled where we can further reduce the cost of building and maintaining our properties, have much fun out in the mountains, and share community and worship with Friends we often don't see. The kinds of help that we need include skilled and unskilled laborers, site preparation, cooking, and organizing. More information is available at: http://www.bym-rsf.org/camping/work. Please check there for regular updates; or call David Hunter in the office.

Cabin Construction Appeal Off to a Great Start

In December the call went out to the parents of recent Catoctin and Opequon campers and to some Meetings. [We will contact all Meetings asking for support in this important endeavor.] The call has been heard! So far we have gathered $7,715.

Thank you to all who have contributed. If you have not had a chance to make a contribution_it is not too late. We are moving forward in faith but we need everyone's help to bring our plans to fruition. Don't miss your chance to be a part of all the exciting things that are happening in our camping programs! Contributions can be mailed to Baltimore Yearly Meeting, designated for the Camp Property Capital Reserve Fund.

Staff ready to Visit Meetings to talk about Camps

Frank Massey (General Secretary), Josh Riley (Camp Administrative Secretary) and David Hunter (Camp Property Manager) are eager to come to your Monthly Meetings and talk about what the Camping Program is, what our properties have to offer you as a Monthly Meeting, and what your Monthly Meeting may have to offer the camping program.

We are eager to accommodate any Friendly group and are developing a number of presentations to share. Interested Friends should call the Yearly Meeting Office to schedule a time for us to get together.