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HomeMy WebLinkAbout1999-03-22 Kathleen Macy Ltr to OPHwiley; MAR 2 3 699 hi la ` Effective Learning Through Excellence in Education STILLWATER AREA SCHOOLS 1875 SOUTH GREELEY STREET STILLWATER, MINNESOTA 55082 351 -8303 Board of Education Melva Radtke Chairperson Mary Cecconi Vice Chairperson Ann Gillen Clerk Roland Buchman Director Deb Gurke Director David "Choc" Junker Director Kathleen Macy Superintendent An Equal Opportunity Employer Mr. Tom Melena, City Administrator City of Oak Park Heights 14168 57 Street North P.O. Box 2007 Oak Park Heights, MN 55082 Dear Mr. Melena: Tom, here is the information requested by the Planning Commission of the City of Oak Park Heights. There are eight sets of the same information. Please contact me if you should have additional questions. Sincerely, Karen Rose Treasurer �f Ka leen P. Macy KPM:dkh Superintendent of or March 22, 1999 r � inn ma STILLWATER AREA SCHOOLS Board of Education Melva Radtke Chairperson Mary Cecconi Vice Chairperson Ann Gillen Clerk Karen Rose Treasurer Roland Buchman Director Deb Gurke Director David "Choc" Junker Director Kathleen Macy Superintendent An Equal Opportunity Employer Effective Learning Through Excellence in Education 1875 SOUTH GREELEY STREET STILLWATER, MINNESOTA 55082 351 -8303 To: From: Date: Site Selection Review: Site Selection Course Use and Applicable Policy Tree selection and placement E@Miirl W41231999 Oak Park Heights Planning Commission Kathleen P. Macy, Superintendent of Schools, District 834 March 22, 1999 RE: Request from the Planning Commission to District 834 for information related to the application for an amendment to the 1991 Conditional Use Permit for the creation of a ropes course on the grounds of Stillwater Area High School. Please accept this material in response to the questions presented to District 834 regarding the ropes course on the grounds of Stillwater Area High School. These questions involved: Considerable thought and review went into the placement of the ropes course. The goal of the placement was: 1. safety while persons were on the course; 2. accessibility for learners and instructors; 3. minimization of disruption of sites used for other learning or team activities e.g. scientific experiments, athletic contests, practice fields, or physical education sites; 4. placement of the components of the course to secure optimal learning from the components; 5. future site development. Another question arose separate from the request for a conditional use permit amendment. That question concerned the location of the fence installed at the southern boundary of the ropes course. The process followed for the granting of the fence permit is provided at the end of this document. March 1998: Site selection team comprising administrators, teachers, counselor, support staff toured the grounds of SAHS several times reviewing many potential locations of ropes course equipment. After reviewing all field locations (athletic fields, parking lots, land along the side of roads, the west side of the ELC and the area next to the ponds), the movement of students around the campus, foot and vehicle traffic patterns around the campus, inside courtyard locations for some components, three of the locations were found to have the greatest potential. Oak Park Heights Planning Commission March 22, 1999 Page two of four March 1998: Three locations were found to be most suitable: • The clearing within the Environmental Learning Center * A location along 58 Street ® A location along the northern edge of the pond March 30 and April 14: Three locations considered most desirable were toured by the site selection committee and consultants. The consultants were experts on ropes course construction and utilization one from the company Project Adventure Inc. (April 14 and one from the company Ropes Course Inc. (March 30 There was no charge or obligation to District 834 for this consultative assistance. The locations in the Environmental Learning Center were removed from consideration because: 1. Adding more people to the site will negatively affect the ecology of the area. This area is specifically used for ecological study. 2. Scheduling the use of the ropes course would be difficult because of the high use of the ELC already by both elementary and secondary students. 3. Additional use and traffic would negatively impact present projects and long term scientific studies underway at the center. 4. District 834 would need to add a fence within the fenced area of the ELC. 5. Movement of other students in the area would be a distraction to ropes course participants. The location along 58 Street were removed from consideration because: 1. This area is the greatest distance from the gymnasium, staging area. 2. There is a high incidence of poison ivy in the area. 3. Present fence line would need to be moved. 4. There is a great deal of traffic along 58 This distraction is a safety concern for course participants. Honking horns or the movement of vehicular traffic would be a serious distraction of learners. The location near the pond area was chosen because: 1. The location is nearest to the gymnasium, the staging area for participants. 2. No poison ivy exists in the area. 3. There was a fence on three sides of the proposed site. 4. The site is quiet and removed from distractions thus maximizing participant attention. 5. The site has a wide variety of topography that provides good locations for the various course components. 6. The site has developing trees that will camouflage course components. Oak Park Heights Planning Commission March 22, 1999 Page three of four The seven locations identified by the Blackwood community are generally unacceptable and had been considered earlier by the site selection team. These sites are unacceptable because locating the course there: would replace existing soccer or other athletic fields; would be over an area that is targeted for parking lot extension; would have the course too far from the gymnasium area; or represent one of the sites listed above and not selected because of the reasons given above. Some of the locations suggested by the community would have the course placed closer to the property line than currently is the case. Thus, their concerns for the current site ring hollow. Dopes course Utilization: Attached please find the policy of District 834 concerning facility utilization: Use of School Facilities, Policy number 1330 Stillwater Area Schools 1998 -99 Facility Use Guidelines Also find attached: General Guidelines, Rules and Expectations of Adventure Learning Programs of Stillwater Area High School. These documents govern the process and utilization of all District 834 facilities. The use of the ropes course will be limited by the following: • Rain • Snow • Fog • Cold weather • Darkness ... there are no plans for lighting of the course • Availability of certified, trained instructors • Icy conditions on equipment • Thunder and lightning storms • Insect infestations or bees nests in the area • High winds • Any condition thought to compromise the safety of students The course is not specifically seasonal in use. District 834 has year -round programs offered by the St. Croix Valley Alternative Program. Community Education and the individual schools offer programs throughout the summer. Summer is also an excellent time for staff training since many of the staff do not need substitute teachers for their classrooms. Winter use may occur if all safety concerns are met. The daylight hours after the school day may find the course used by students and their families as a part of the commitment to involve families. Oak Park Heights Planning Commission March 22, 1999 Page four of four Trees: The District will cooperate fully with the City of Oak Park Heights in establishing the trees near the course. To that end, District 834 personnel met with the arborist of the City of Oak Park Heights on March 15, 1999 to review the location and type of trees to be used on the course. Following the discussion with Kathy Widen, the Oak Park Heights arborist, the following will occur: • Spring 1999... cottonwood seedlings will be planted. The planting stock will be rooted cuttings of male cottonwoods from the plantings of Dr. Carl Moen, retired geneticist, University of Minnesota. District 834 has been assured of the availability of this stock by Dr. David Rabas. • Two rows of cottonwood seedlings staggered with 10 foot spacing in a semi - circle will screen the ropes course from the neighbors' view. See attached map at location #2. ® Cottonwoods will be planted in two tiers to screen the element E. See attached map at location #3. The expected growth of the seedlings is 5 -6 feet yearly. O Red Pine will be transplanted on the southwest side of Area B. See map. • Spring 1999. .. release and care for red pines that are already growing in the area to encourage growth by decreasing competition • To screen Area D white spruce and red pine will be transplanted to fill in where there are no conifers on the map. See location #3 • Cottonwoods will be planted in two tiers to screen Area G from the neighbors' view. See #4 on the map. • White spruce will be placed on the south side of Area H. See map location #1. • Erosion control blankets were previously placed over newly turned soil. Spring seeding will take place in this area when the seasonal conditions are appropriate. Fencin and valuation: Independent of the placement of the ropes course, members of the commission and city staff asked about the fencing that District 834 installed to decrease access to SAHS grounds around the ropes course. Attached is the permit #9855 for six -foot high fencing installed at the southern boundary of District 834 property. Also attached is the diagram for the fence line submitted to the City as a condition to receiving the permit. In 1991 the City of Oak Park Heights issued a conditional use permit for the construction of a high school. The structures on this site are consistent with the site development as a high school. The homes that are immediately south of the high school site were built after the construction of the high school. KPM:dkh Article 1 Community Relations Policy Adopted: 6-28 -71 Amended: 5 -8 -79 Reviewed: 5-8-85 Amended: 9 -22 -94 USE OF SCHOOL FACILITIES Series 1 000 1330 The Stillwater Area School District subscribes to the principle that the public schools are owned and operated by and for its patrons and that the schools are an integral part of the community. To this end, the School Board policy is to encourage the public use of school facilities and grounds. Authorization given for use of school facilities shall not be considered an endorsement or approval of the activity, group or organization nor the purposes they may represent. General procedures and regulations regarding the community use of school facilities shall be developed and administered by the Community Education Department. Legal Reference: 123.36 Schoolhouses and sites, access by persons for non - curricular purposes; independent school districts INDEPENDENT SCHOOL DISTRICT NO. 834 S TILLWATER, MINNESOTA Article 1 Community Relations 1330 Policy Subject: USE OF SCHOOL FACILITIES Procedures and Regulations 1330 (a) The following regulations are in effect year -round to govern the use of both indoor and outdoor school district facilities. A. Priorities for Facility Usage To achieve maximum extended day and weekend usage of school facilities with minimum conflict, it is necessary to schedule groups on a priority basis as follows: Priority #1. All directly related Stillwater Area School District activities such as musical events, school productions, athletic events, school meetings, parent group events, communi- ty education sponsored activities, etc. No facility use fee assessed. Priority #2. Cities, townships, political subdivisions, federal, state, and municipal agencies conducting meetings of local interest. No facility use fee assessed. Priority #3. District youth groups such as scouts, traveling teams, church athletic or social groups. Facility use fee assessed from Fee Schedule A or B depending on nature of activity. Priority #4. Nonprofit or social service groups such as barbershop singers, Rotary, Lions, League of Women Voters, political party conventions and similar meetings. Facility use fee assessed from Fee Schedule A or B depending on nature of activity. Priority #5. Business/Commercial groups such as piano and dance studios etc. Non - district groups. Facility use fee assessed from Schedule B. Priority #6. District church groups shall be permitted to rent facilities for religious services and instruction for a period of one year. After one year annual permits may be renewed at the discretion of the School Board. Church and religious groups which are not locally orga- nized or instituted shall be recognized only when they are a duly incorporated body and are sponsored by a local church established and functioning within District #834 boundaries. Facility use fee assessed from Schedule B. B. Procedures for Scheduling Activities Use of facilities shall be granted for programs or activities which are of an educational, cultural, civic or recreational nature and are suited to the requested facility. 1. School District Sponsored Activities School district sponsored after - school, evening and weekend activities are scheduled with the Community Education Office during the first two weeks of the school year. School activities must be scheduled before space allocations can be made for community use. Community group applications received prior to the opening of school may be kept pending until the school activities have been scheduled. 1 Series 1000 2. AppIicatiot. or Use All applicants must make arrangements to use facilities through the Community Education Office. Requests must be made at least seven (7) days prior to the date of use. An applica- tion form will be provided to indicate the facilities, equipment and personnel required. All applications received in the Community Education Office are dated and processed accord- ing to priority and handled as promptly as possible. When an application is approved by the Director of Community Education or designee, a Facility Use Permit is issued to the applicant and distributed to the appropriate school personnel. Principals schedule all daytime school activities for which permits are not necessary. Permits are required for after - school use of elementary school space and evening use of secondary school space. Permits are required for all weekend use. 3. Facility Use Permits a. Permits will be issued to organizations upon compliance with the rules for application. (1) A permit is official when the applicant has signed one of the copies and returned it to the Community Education Office. (2) Permits are not transferable and are restricted to the stated dates and hours. (3) Changes, additions or cancellations must be scheduled through the Community Education Office. Amended permits will be sent to the applicant and district person- nel involved. b. Permits are issued for a specific area and include access to the nearest drinking fountain and lavatories. c. Only equipment specified on the permit will be made available to the user. d. Organizations using their own equipment must get prior approval and remove the equipment immediately after the use. The district will not assume liability in connec- tion with the use, loss or damage of the organization's equipment: e. The distribution of copies of each permit will be as follows: --the group supervisor (responsible adult whose signature appears on the application) - -the facility custodial staff - -the school office - -file copy kept in the Community Education Office — optional copies may be sent to: auditorium supervisor, Adventure Club, Food Service, media center, classroom teacher, grounds staff 4. Cancellation a. When Stillwater Area Schools are closed due to inclement weather or building emergen- cies, all facility use permits are cancelled. b. Facility use permits for scheduled community events may be cancelled to accommodate unforeseen events or emergency changes of school functions. If such a conflict occurs, every effort will be made to relocate activities and keep cancellations at a minimum. C. Supervision 1. All activities must be under competent and responsible adult supervision, with the organi- zation using the facilities assuming full responsibility for any damage. 2 2. School persorli ,,,,i on duty (custodian or building supervi,,, •) will supervise the operation of facilities, but are not required to supervise the group or its activities. 3. A district auditorium supervisor is required for all auditorium facility use. 4. A district Red Cross certified lifeguard is required for every twenty -five (25) swimmers for pool use. 5. Organizations using kitchen facilities must have a district food service employee on duty to supervise food preparation in conformance with recognized health department standards. 6. Outdoor activities may require a district grounds staff to be in attendance. D. Liability 1. Users of school facilities shall agree to indemnify the school district for any damage to the school or other property by any person or persons attending the activity. 2. Applicants agree to assume full responsibility for injury or death of activity participants and damages to property that may occur in the facility they are using. The Director of Community. Education or designee is responsible for obtaining a signed application form on which the user accepts responsibility for such liability. 3. An insurance policy may be required by the district based on group size or activity. 4. If a group brings in its own equipment, the district assumes no liability in connection with the use, loss or damage of that equipment. E. Rules for Use of School Facilities The following rules must be observed by all user groups. Failure to do so may be grounds for cancellation of the Use Permit and denying future facility use. 1. All school buildings and grounds are tobacco free. Any use or possession of tobacco on school property is prohibited by law. 2. Alcohol and illegal chemicals cannot be available or consumed on school district property as prohibited by law. 3. Weapons and firearms in any form are not allowed on school district property except for authorized instructional programs and/or law enforcement personnel. 4. Meetings /activities must be confined to areas reserved in advance. 5. Disorderly conduct of any kind is prohibited and may result in ejection from school facili- ties. 6. If deemed necessary by district administration, law enforcement supervision may be required and charged to the user. 7. Damage to facilities or equipment must be reported immediately to authorized school per- sonnel and the Community Education Office. 8. No one shall operate mini - bikes, motorized go- carts, snowmobiles, or any other motorized recreational vehicles on school property except as part of a class authorized by the school district. 9. Flammable substances may not be used within school buildings unless they meet state fire marshail regulations. 10. Areas used must be left in an orderly condition. If extra effort is required for clean-up fol- lowing the use of facilities, an additional charge for personnel costs shall be added to the facility use fee. 3 F. Facility Use ,. �-es Facility use fees are established to cover maintenance, operations and staffin g of facilities. 1. It is the responsibility of the Community Education Director or designee to administer a facility use fee schedule. 2. Facility use fees are to be paid to the Community Education Office prior to the date of use. 3. Fees will be reviewed annually by the Director of Community Education in conjunction with the district Business Manager. Facility use fees are divided by group type. The Group A Fee Schedule is for: -- community groups; — neighborhood groups; - traveling athletic teams; -.. non- profit organizations; governmental organizations, etc. The Group B Fee Schedule includes: -- groups which charge admission; -- groups which are raising funds; -- groups from outside District #834; -- church groups; -- business and commercial groups, etc. A facility use fee is not charged for cities, townships, federal and state governmental entities con- ducting meetings of local interest. If the meeting is planned for when the building would normally be closed, i.e. Sundays, holidays, summer evenings, etc., a special access fee or a supervision fee may be charged. Rule Approved: 5 -28-71 Amended: 5 -8 -79 Reviewed: 5 -8 -85 Amended: 9 -22 -94 4 • c f i■t P - • rri ';-,- rZL. 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CI. cr5 tU 4) . — > 0 t44) ..0 •rl, a . .... . ,.. •E >:, — : . ) 06 ,= 6 " -1 te ... ..- (..) c to ..., ▪ .... .... 4,, General Guidelines, Rules and Expectations of 1. All Ropes Course materials that Adventure Learning instructors are using must have a current Ropes Course Inspection certificate. Operation of a course without a current inspection certificate is not permitted. Adventure Learning Programs Stillwater Area High School 2. Alt Adventure Learning instructors must be trained and certified as Ropes Course Instructors. They must complete the training on the local course and hold a current C.P.R. certification. 3. Two trained staff, one of whom is certified as an Adventure Program Instructor, must be present at all times when operating any high element. 4. Ali safety procedures must be in accordance with District 834 Safety and Reporting Procedures. 5. At all times instructors should be knowledgeable about current adventure learning and programming, safety procedures and District 834 policies. 6. Instructors should ensure time for a staff debriefing after each program. 7. All instructors must act within their scope of training when operating any Adventure Learning activity. 8. Appropriate student behavior is expected at all times in the Adventure Program in accordance with District 834 policies on behavior and discipline. 9. The number of students per Ropes Course certified staff is not to exceed 12 students. 10. Alt participants will be required to sign a form of permission. 11. For the 199399 school year, staff trained in Adventure Learning Programs will be instructors of senior high age students. 12. The General Guidelines, Rules and Expectation of Adventure Learning Programs will be reviewed and updated on an ongoing basis. RopesCourseGuidelines 9/9/98