IYM Site Envisioning & Building Committee Presentation for IYM Annual Meeting August 2003

IYM Site Envisioning IYM Site Envisioning &&Building CommitteeBuilding Committee

Presentation for Presentation for

IYM Annual MeetingIYM Annual Meeting

August 2003August 2003

2August 2003

Background and PurposeBackground and Purpose

• At the 2001 IYM annual meeting, an ad-hoc Site Envisioning and Building Committee was established to explore potential “visions” for the building and grounds at McNabb.

• This committee was composed of participants from IYM, the trustees and Clear Creek Monthly Meeting and was “formed to meet, pray, discuss and develop a building plan for our joint future at McNabb, Illinois.”*

* From 2001 IYM Minutes

Recap of Recap of Site Envisioning & Building Site Envisioning & Building

Work in 2001/2002Work in 2001/2002

4August 2003

SE&B Committee Work in 2001/2002SE&B Committee Work in 2001/2002

• Following IYM 2001, the SE&B Committee set out on a long and arduous process of learning about the wishes and hopes of all IYM members regarding the future of the McNabb site.

5August 2003

SE&B Committee Work in 2001/2002SE&B Committee Work in 2001/2002

A visioning session with a cross-section of IYM members & attendees.

A workshop at Blue River Quarterly. Visits to monthly meetings. Focus Group of members and attenders

from several meetings. A survey of all current IYM members and

attenders. Joint meetings with maintenance &

planning.

• The following steps were taken:

6August 2003

SE&B Committee Work in 2001/2002 SE&B Committee Work in 2001/2002 (cont.)(cont.)

The meeting house is the heart and soul of IYM and its preservation and care comes first.

• What was learned by the Committee last year?

– All work done on the meeting house should be undertaken with care to preserve the original design and construction whenever possible.

7August 2003


Although the Meeting House feeds the spiritual needs of IYM the McNabb facility, falls far short in meeting the physical needs.


8August 2003


• Most members favor better eating and sleeping facilities at IYM.

9August 2003



10August 2003



11August 2003


IYM also recognizes that the desires and wishes of Clear Creek Monthly Meeting, our on-site stewards, must be taken into account as we consider the future of the McNabb site.


12August 2003


Be guided by Simplicity. Keep buildings subordinate and respectful to the

Meeting House in all ways, including style, size, and position.

Use environmentally responsible materials, in harmony with surrounding landscape.

Develop final design solutions with an enlightened attitude that satisfies code requirements, economic viability, and most importantly, spiritual intent.

• Based on this learning, many ideas were explored. Some of the key ideas guiding the current SE&B Committee included the following:

13August 2003


Dining Space• Develop new Dining Room at grade level that can seat a

minimum of 120 to 150 persons comfortably for a meal at one time.

Sleeping Space• Develop a variety of interior sleeping spaces for a minimum of

100 persons in summer and 30 year round.

Restroom & Shower Facilities• Develop improved bathroom & shower facilities for year

round use.Clear Creek• Develop space that meets the needs of Clear Creek Monthly

Meeting.

Kitchen• Develop a new professional style kitchen at grade level

using existing equipment as much as practical.

Specific Conditions for New FacilitiesSpecific Conditions for New Facilities

14August 2003

SE&B Committee Minute/2002SE&B Committee Minute/2002

• Based on this work, the following minute was approved by IYM in 2002:

Over the past year, the Site Envisioning and Building Committee has actively sought insights into the needs and visions of Illinois Yearly Meeting. We have been blessed with contributions from two workshops, a focus group, Committee meetings, field trips to other facilities, meetings with 6 IYM Meetings, meetings with the Quarterly and General Meeting in IYM as well as input from other IYM Committees. We conducted a survey of all people in the IYM.

By and large, we found a high consistency with the various inputs and the more precise questionnaire and its results. All these activities and contributions have helped this committee better understand the spiritual strength of this place as well as its physical limitations.

15August 2003

Our top priorities are to preserve the Meeting House, improve the eating and food preparations facilities, improve sleeping quarters, improve restroom and shower facilities. All these should be done while addressing barriers to accessibility, youth and adult program growth, and year round use.

We seek to develop a plan that allows the continuous contributions and guidance of our future Friends.

At this 2002 Annual Session of IYM, we request IYM continue the Site Envisioning and Building Committee as an ad hoc committee. We request approval of the attached program to guide next year’s SE and B Committee as they produce site development and building plans.

We recommend a thorough evaluation of all existing facilities by a professional team consisting of an architect, general contractor, structural engineer, termite inspector, and a member of the Site Envisioning and Building Committee.

SE&B Committee Minute/2002 SE&B Committee Minute/2002 (cont.)(cont.)

Site Envisioning & Building Site Envisioning & Building

Work in 2002/2003Work in 2002/2003

17August 2003

Past Year Activities/Past Year Activities/SE&B Committee 2002/2003SE&B Committee 2002/2003

Structural engineering inspections. Architectural review for entire site by architect

specializing in historic buildings including building safety.

Termite and other insect damage inspection. A review of Meeting House repair by contractors

specializing in heavy timber construction. Electrical evaluation for entire site. A consultation with the Bureau & Putnam Counties

Health Departments.

• The SE&B Ad Hoc Committee was continued at the IYM 2002 Annual Meeting for another year and given authorization to spend up to $10,000 for building and site inspections in cooperation with the Maintenance & Planning Committee. The following work was done over the course of the year.

18August 2003

RecommendationsRecommendations

• In response to the guiding principals put forth at IYM 2002 and the continuing work of this committee, we propose that a new building(s) is constructed (outlined in solid red) on the southern portion of the newly acquired property (outlined in dashed blue).

= view of proposed

construction site

= view of new

property

19August 2003

Recommendations Recommendations (cont.)(cont.)

Be about 8,000 square feet. Include new kitchen & dining facilities, limited

dormitory space and restroom/shower facility for year round use and Clear Creek meeting space.

Cost roughly $1,000,000.

• Currently, we envision the building(s) will:

20August 2003


• Additionally, we recommend the following initiatives are carried out over the next 12 months, in preparation for IYM 2004.

21August 2003


Move the 2nd floor of the current dormitory across the road to the S.E. quadrant of the north parcel.

– To be used as summer sleeping accommodations.

22August 2003


Retain the existing restroom facilities on lower level of current dormitory as long as needed.

23August 2003


Improve bathhouse facility on north parcel.

– Add outdoor hand washing facilities. – Supplement with portable toilets as

needed.

24August 2003

Recommendations SummaryRecommendations Summary

Continuation of the Ad Hoc Site Envisioning & Building Committee.

Approval of $50,000 to move the upper portion of the dormitory across the road, upgrade the Wash House including additional hand washing facilities, and cover the existing first floor dormitory restrooms for continued use.

Authorization of the SE&B Committee to interview and hire an architect to complete a schematic design of a new building(s) at a cost of approximately $10,500; this design will be presented at IYM 2004.

Approval for the start of a Capital Development Campaign for a new building(s) with an initial target of $1,000,000.

Funding for necessary repairs of our historic Meetinghouse as determined by the Maintenance & Planning Committee.

• In conclusion, we recommend on the following for 2003/2004:

Documents

IYM Site Envisioning & Building Committee Presentation for IYM Annual Meeting August 2003