Eagle Scout Service Project Proposal – Draft I – March, 3 2013

Prepared for Mr. Jim Patrick; Director of Student Activities, McLean High School

by Deniz Atak, Troop 1130, McLean, VA

Hi Mr. Patrick

Thanks again for meeting, and taking me around the school to show me possible service project areas I might be able to help the school solve a particular problem as a part of my Eagle Scout Service Project.

After our discussion I did another walk through at those sites and decided to tackle the Erosion and Water Drainage problem around the staircase between the football field and the restrooms side of the school building.  

Following is a preliminary proposal for your feedback.  I tried to attach various pictures to explain what I am planning to do.  My project timeline is to get the work completed over a weekend sometime around the end of the school year (sometime around June 2013).   If that is acceptable to you I’ll work backwards to;

• Develop the final plan
• Arrange getting materials and supplies
• Arrange advance delivery of supplies
• Work with you to get necessary permissions if other departments are involved.
• Recruit volunteers (other scouts, students who would like to perform community service, friends and adults).

For all Boy Scouts related projects or outings we have a two-deep adult leadership requirement so, I will also recruit several adult leaders.  Also, I will create a website as a part of my blog to assist with planning, ongoing updates, and my recruitment efforts.

Boy Scouts also require me to get written acceptance from the Sponsoring / Benefiting Organization for me to start my planning work.  I’ll be happy to incorporate your feedback into the project plans.  

After your review of the proposal, if it is acceptable to you I can bring the project workbook (page 10) for you to sign, so I can start developing my plans further.  

Best regards,

Deniz Atak

Background Information

In order to find possible Eagle Service Project opportunity, I decided to start with my own school. Several weeks ago, I contacted Mr. Jim Patrick; Director of Student Activities at McLean High School. Two weeks ago, he kindly responded and asked me to meet him at his office.  During our meeting he identified two service project possibilities that might help with addressing some of the challenges school facilities have been facing for many years (please see my email in the appendix).

Mr. Patrick kindly walked me through one of the possible project sites. As seen in the following picture, there is a large amount of erosion caused by the rain on the main walkway between the Football field and the school buildings. Each time it rains, the rain water creates mud runoff from the slopes and that in turn clogs the makeshift drain created by the custodial staff several years ago.

This is the picture of the project site.

Last weekend, I visited both project sites for further inspection, took pictures and noted various slope angles to better understand the natural flow of water during rain  (while I was there, coincidentally I ran into Mr. Patrick who was out for a walk).

I think this is a challenging project but I know what the problems are and after two weeks of thinking about it I have a pretty good idea about how I can fix it.  Therefore, I would very much like to help solve this problem for the school.    After further observation, I identified three tasks that I need to tackle.

1)      Planting Grass(Task 1),

2)      Right side of the staircase: Retaining Wall+Rain Water Channeling(Task 2), Mr. Patrick and McLean PTSA prefers the 24” retaining wall.

3)      Left Side of the staircase: Main Drainage Redirection (Task 3).

The following is a preliminary outline of what I need to plan for and get done using volunteers (scouts, students, and adults).

Project Objectives

Task 1. Planting Grass

• Build a retaining wall (8" high), two 4x4 logs stacked along the lower perimeter of the grassy area to the right side of the stairway from the field to the school (restroom side).
• Create a water drainage channel behind the retaining wall to guide the water to the main public drain because that is the lowest point and the closest drain with the right slope. In the picture above, the brown line (right behind the yellow lines) represents the 4 inch diameter drain pipe that we will install.
• Plant shade grade grass after tilling/flipping the earth's surface on the slopes.

In the picture, the yellow lines represent the new 8 inch high retaining wall that we will build. Furthermore, we will plant shade grade grass on the slope to prevent erosion after we flip the earth.  We will plant grass seeds on the left side of the stairs as well.

Task 2. Right side of the staircase: 8’’ Retaining Wall+Rain Water Channeling

On the left side of the stairs, we will plant shade grade grass to prevent erosion as well, and move the current retaining wall (acts as a dam during rains) further back to connect this side (the problem drain)  to the main public drain as seen in the next image (green arrow).

Moving the current retaining wall further back will help keep front of the stairs mud free as the natural gravity flow will be towards the new and larger 6 inch drain pipe that will be able to handle the flow without having custodial staff needing to poke sticks into it during or after the rain.  

Similarly, on the right side of the staircase we’ll build another 24” high retaining wall (4 6x6 lumber stacked up), as a continuation of the existing wall (as seen on the right side of the following image). We also need to add an extra layer of gravel by digging an extra 1 foot deep to make it sturdy and make it ground level. That way, it would look as if it was 5 stacked lumber but it is actually 4.

The picture on the following page shows the current retaining wall (left side) pushed back along with the approximate location of the new drain pipe entrance to the main public drain.  

We’ll  remove the current step-wall that blocks the flow of water towards the grass.   This needs to be done so that the retaining wall would not block gravity flow of the water towards (a bigger) drain with or without the mud runoff.  

The new pipe to the main public drain will be 6 inches (diameter) to handle mud and leaves.   I decided to put the pipe as a straight shot because it will be easier to snake a rope if there is any blockage.  

Update:  Pictures of the project site 3 hours after the rain on Tuesday, March 12 2013, 2:50pm.

Task 3. Left Side of the staircase: Main Drainage Redirection

The lowest point at the project site is located behind the snack bar, and this is where the main public drainage intake is located.

The following picture shows the placement of the new drain pipe directly into the main public drain.  

doctored picture showing how the pipe may look before it is covered with natural grass.

We’ll bury the new pipe so people can still walk without getting tangled up with a pipe on the surface.

In the following wide angle view of the stairway, red color arrows show approximately where the mud puddle is formed during and after the rain.

The following are the types of materials I am planning to use:

Hancor 6"x100' Corrugated Perforated pipe

(Lowes Item #: 280650, $109).

This will be placed between current drain and the public drain as a straight shot, but slightly sloped into the public drain.   I am planning to dig a ditch to place the pipe and cover it with natural grass.

The pipe will be placed straight (slightly sloped to the main public drain), so it will be possible to snake it easily in the event of a blockage.  

It appears like shallow trench will be easy to dig but I’ll double check with the custodial staff to make sure it is safe to bury the pipe.

Final plans are not made yet but I  am thinking about the drain entrance and exit to the pipe either as a French drain or put an elbow to make it flush with the surface installing a drain cover (as seen in the following images).

  Possible drain entrance and exit ideas I am planning to use..  

Plastic drain pipes are durable and easy to handle.   I am planning to use 4 inch version of the same drain pipe behind the new 8” retaining wall we’ll place on the right side of the stairs (please see image 1, page 2).

As needed, in the final plans, in selected locations, I’ll include gravel to assist with drainage.  

 For the retaining wall I’ll use 4x4 ground contact rated treated lumber. (Lowes has them listed for $12 for each 10 foot section.   We’ll stack up 2  of them and use stakes to secure them (same as the current walls on either side of the staircase to keep the landscape materials the same).        

Benefits to the School:

I believe my project will help with school's ongoing concerns about the main walkway, and the staircase (between the field and the restroom side of the school buildings) becoming unusable during and after a rain because of the mud runoff and accumulation (resulting from erosion) blocking the small rain water drainage.

Currently, the drain has to be physically opened up by the custodian staff during and after each rain.    Because this is the main pathway between the school building and the football field the spectator foot traffic to the restrooms during the games (ie. football) carries a lot of mud or dust into the building.  Similarly, the mud is carried into the running track itself making that part of the track slippery, which also presents safety hazard to people using the proper walkways and the track.

Appendix:

Mar 18, 2013 ==========================

RE: Eagle Scout Service Project Proposal - DRAFT

Patrick, Jim <jpatrick@fcps.edu> Mon, Mar 18, 2013 at 11:52 AM

To: Deniz Atak <deniz@atak.net>

Deniz,

Your eagle project is approved, signed and with my administrative assistant. You can pick it up at your convenience.

Jim Patrick

Director of Student Activities

McLean High School

Mar 16, 2013 ==========================

On Mar 16, 2013, at 7:30 PM, "Deniz Atak" <deniz@atak.net<mailto:deniz@atak.net>> wrote:

Hi Mr. Patrick,

Thank you for the update. I am happy that you sent me an email to let me know that you will take time to ask Ms. Reilly about the project.

Thank you

Deniz

Mar 15, 2013 ==========================

On Fri, Mar 15, 2013 at 12:40 PM, Patrick, Jim <jpatrick@fcps.edu<mailto:jpatrick@fcps.edu>> wrote:

Deniz,

Ms. Reilly and I have not been able to get together this week. I just wanted you to know I did not forget…I will get you the approval as soon as I get a chance to run it by her.

Thank you for your patience,

Jim Patrick

Director of Student Activities

McLean High School

(703) 714-5860

Feb 14, 2013 ==========================

Subject: Boy Scouts Eagle Service Project

Patrick, Jim <jpatrick@fcps.edu> Thu, Feb 14, 2013 at 2:40 PM

To: Deniz Atak <deniz@atak.net>

Deniz,

Thank you for your email. I do not have a specific project in mind, but perhaps we can discuss a few ideas. Are you available tomorrow to discuss. Perhaps during your lunch? If not, next Tuesday or Friday work well for me afterschool.

Jim Patrick

Director of Student Activities

McLean High School

(703) 714-5860

Feb 7, 2013  ==============================

Deniz Atak <deniz@atak.net>        Thu, Feb 7, 2013 at 6:01 PM

To: jpatrick@fcps.edu

Hi Mr. Patrick,

My name is Deniz Atak. I am currently a freshman at Mclean HS.   I also am a member of the Boy Scout Troop 1130, working on my Eagle Scout rank.

I got your contact information from my mother (Esen Atak; she works at Mclean HS as well) after I asking her about who I should be checking with to see if there might be a project opportunity for the school that I can plan and implement as a part of my Eagle Service project.   I hope you are the right person to check with, if not I will be grateful if you can direct me to the correct person.  

For my Eagle Service Project I am trying to identify projects that may benefit the McLean community.  Naturally, I prioritized to check with McLean High School, Longfellow MS, and Kent Gardens ES to see if I can give back to these great educational institutions that I had an opportunity to be a part of while I am growing up.

Generally, there is no limit for the number of hours it may take to plan and implement the project but historically Eagle Scouts from our troop were able to mobilize around 30+ people (scouts, parents and sometimes other students who would like to earn community service hours), generally completing the project over a weekend totaling 150-200 hours of labor.

Examples of past projects;

• Last year one of our Eagles cleaned up the baseball bullpen at McLean HS as a part of his Eagle project.
• Other 1130 Eagles built or repaired various utility buildings (sheds) in several schools
• We have opened up numerous trails in local parks, fixed up rotten foot bridges, or created brand new ones.
• We have built erosion control dams to prevent erosion in local trails.

While these types of projects involved some sort of construction activity, it is possible that other projects could involve community outreach type of activity, data collection, labeling and categorization (ie. storm drains), or renovating/painting/repairing buildings and grounds facilities.

According official Boy Scouts of America, following are some broad restrictions:

• There are no required minimum hours for a project. No one may tell you how many hours must be spent on it.
• Routine labor is not normally appropriate for a project. This might be defined as a job or service you may provide as part of your daily life, or a routine maintenance job normally done by the beneficiary (for example, pulling weeds on the football field at your school.)
• While projects may not be of a commercial nature or for a business, this is not meant to disallow work for community institutions, such as museums and service agencies (like homes for the elderly, for example), that would otherwise be acceptable. Some aspect of a business operation provided as a community service may also be considered—for example, a park open to the public that happens to be owned by a business.
• A project may not be a fundraiser. In other words, it may not be an effort that primarily collects money, even for a worthy charity. Fundraising is permitted only for securing materials and facilitating a project, and it may need to be approved by your council.
• Projects may not be performed for the Boy Scouts of America, or its councils, districts, units, or properties.

Once the project is identified, I will develop a written proposal that will outline a plan that will address every aspect of the project, including scheduling and mobilizing resources, site survey (if apply), permits, materials needed and how they will be provided (if apply), inventory of tools needed, and how I plan to manage the project in reasonable detail for your approval.  

In any event, I wanted to start with the schools I have attended to see if they would like to utilize my project to get certain things done, especially in the face of various budget cuts schools and FCPS is facing.  

If there is a fit, and If you would like to talk to me before or after school, please let me know at your convenience, so I can stop  by your office.

Thank you for your time, and best regards.

Deniz Atak

Life Scout

Boys Scouts of America, Troop 1130

Home phone: 703-556-4838

Cell: 571-201-9402

http://www.Troop1130.com

(March, 24 2013 update):  Today I opened up the existing drain to take a closer look at it.   Existing pipe has a 3 inch diameter (even though it has 6 inch entrance hole) and appears to be working, but possibly not enough to handle the water flow.  It appears like the existing pipe is also going towards the public drain.   This creates a possibility to either replace that pipe with a 6 inch diameter new pipe or lay the new pipe over the old one as a french drain on both sides.  I’ll decide when we dig and see the condition of the old pipe.  

Another possibility is to put a flower bed right next to the snack bar building to prevent water touching the building if there is heavy rain (next page).

(March 24 2013 update) Flower bed along side the snackbar wall: This is another possibility to protect the building from water contact.

I’ll use a 4x4 ground contact rated treated lumber for the frame of the flower bed.

(March 28 2013 update) Retaining Wall Options for the PTA:

For the right side of the staircase we can either use 2 stacked 4x4 logs (option 1) or 4 stacked 6x6 logs (option 2).   The main difference is the height of the wall 8” for option 1, and 24” for option 2.  

following image shows option 2 close-up