Neighborhood Clean Up Tool Kit. How to Organize a Clean Up Event

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1 Neighborhood Clean Up Tool Kit How to Organize a Clean Up Event 1

2 Tool Kit Contains How To Organize a Clean Up Event Contacts Who to Call for Help with your Event Attachments Forms and Documents to Help you Organize your Event 2

3 How to Organize a Clean Up Event The Keep Hayward Clean and Green Task Force mission is to preserve and enhance the visual appearance of the City of Hayward through joint efforts by residents, volunteer groups, business and municipal resources. The purpose of this document is to provide helpful guidelines in conducting a successful neighborhood clean up based on Keep Hayward Clean and Green Task Force procedures. A clean up consists of picking up litter, removing abandoned or dumped articles, and painting over or removing graffiti. 3

4 CLEAN UP EVENT PREPARATION Organize a small group of neighborhood leaders to organize and run the clean up. Determine the geographical boundaries of the clean up area and select a convenient base location. See a Keep Hayward Clean and Green Task Force (KHCGTF) member for additional information on possible base locations. Select a date. Volunteers are generally more available on a Saturday. Prescheduled KHCGTF clean ups are usually on the fourth Saturday of each month. If KHCGTF equipment and supplies are required, it would be best to select an alternate Saturday; thereby allowing some KHCGTF members to be available to support your clean up. Spread the word to the community and recruit neighbors to assist with the clean up. It is recommended that a flyer be prepared to post at local businesses, schools and churches and to distribute to residences. Avoid posting on public property. Also, flyers are not allowed to be placed in mail boxes. A few days prior to the event, it is advised to make an assessment of the clean up area for specific projects to be addressed. Setup base and conduct clean up. Review suggested Administrative Guidelines. 4

5 Process See the Keep Hayward Clean and Green Safety Sheet in the Attachments section of this document. Fill bags with debris and tie off. It is suggested that recyclables be separated. Return bags to base. A roving pickup truck is suggested to gather the bags and larger debris. It can be arranged for the City to pick up all trash at the base at the conclusion of clean up. Suggested Equipment Gloves of various sizes Reflective vests Plastic bags of recommended size and grade Grabbers, brooms and flat shovels Paint, rollers and brushes-appropriate colors for walls and fences Sharp object container for needles and razor blades (Equipment can be requested from the City. See the Contacts section of this document.) Keep Hayward Clean and Green Task Force 6/17/2009 Lloyd Clifton

6 CLEAN UP EVENT ADMINISTRATION Purpose: To assist in your event's success and ensure that your event meets Keep Hayward Clean and Green Task Force requirements Items Needed: (see Equipment List form Clean Up Preparation Document) Blank Registration Forms Area Maps Area Assignment Sheets Tool Check Out List Collection Tracking Form (Note the location of the collection site) Volunteer Badges (optional) Clip Boards (3 - Registration Forms, 1 - Tool Check Out, 1 - Collection Tracking) Tables, Tent (optional), Supplies (Vests, Gloves, Hand Cleaner, Pens, Side Cutters, Rubber bands ) Setup Site (20 to 30 minutes before volunteers arrive) Volunteers Arrive Volunteer fills out Registration Sheet Volunteer signs Tool Check Out List and is given tool(s) and badge. Record tool, badge number, and sign in time on Tool Check Out List Volunteer is given gloves, vest and assigned a route (area map provided as needed) Assign volunteer route on Area Assignment Sheet Volunteer is advised of safety and logistical items (time to return, bag placement, safe handling ) Volunteer Leaves for Route Collection As items are collected, record items on Activity Log (i.e. bags, shopping carts, furniture, etc.) Volunteers Return to Site Volunteer returns tool(s). Tool return is checked off on Tool Check Out List and time out is recorded. (If volunteer is returning tool only, leave sign out time blank.) Volunteer returns vest and badge. Record time out on Tool Check Out List. Close Out Account for all volunteers, tools, Registration forms, tracking sheets. Break Down Site Keep Hayward Clean and Green Task Force 6 3/19/2010 Blytha Bowers

7 Event Process Flow Process Name: Clean Up Event Process Total Pages:1 Process Owner: Keep Hayward Clean and Green September 2009 Clean Up Leader Event Preparation (prior to clean up day) Advise volunteers of assignments, safety procedures, return time, etc Assigned to paint? No Provide gloves, vest, grabber, bag for trash, map. Advise route and bag placement. Record route on Area Assignment Sheet Continue to check in volunteers as they arrive Record items as they are collected on Activity Log Receive and store equipment, record time out on Grabber Check Out List Community Service Hours requested? No Thank volunteer for service Complete Activity Log Event Concludes Break down site Day of Clean Up Set up and prepare site Yes Provide gloves and send with paint team Be present to offer advice and provide guidance throughout event Yes Verify information on form, stamp, and give form to volunteer (as appropriate) Volunteers Arrive at Clean Up site Perform assigned duties Return to site to check out Return equipment and vest Fill out Community Service Form Fill out Registration Form and sign for tool(s) (as approp.) Blytha Bowers 1/25/2010

8 Contacts If you would like support for your clean up, feel free to contact a Keep Hayward Clean and Green Task Force member 8

9 Keep Hayward Clean and Green Task Force Contact KHCG Task Force Adopt-a-Block Program ACCESS the City of Hayward Heart of the Bay

10 Paint Request for Removing Graffiti Make a Service Request for: Paint Request for Removing Graffiti Residents who wish to remove existing graffiti in their neighborhoods can obtain paint from the City of Hayward Facilities Division to paint over graffiti. Paint is available in these basic colors: BART Gray Burnt Tile Control Box Gray Kodiak Brown Phone Box Green Special Beige Transformer Box Green For more information, please call Facilities at or submit a service request by clicking the link above. You will be transferred to the internet site. 11

11 Junk & Debris Make a Service Request for: Junk & Debris Hayward Municipal Code Section Property owners and tenants are responsible for maintaining their property in such a manner so as not to become a public nuisance. The existence of any of the following conditions on the property is hereby declared to be detrimental to public health, safety, or general welfare and thus constitutes a public nuisance: Accumulation of junk, trash, salvage material, or other debris Broken/discarded furniture, household furnishings, equipment Washers, dryers, refrigerators, freezers or other appliances Service contacts for private property: Community Preservation at Service contacts for public property: Maintenance Services at You can also submit a service request by clicking the link above. You will be transferred to the internet site. 12

12 Shopping Cart Control Make a Service Request for: Shopping Cart Control The City of Hayward s Shopping Cart Ordinance requires retail stores using one or more shopping carts, and with 5000 or more square feet of enclosed space: to install locking wheels on their carts, or to implement alternative measures to reduce the presence of their carts beyond their premises Shoppers without access to a vehicle are encouraged to use their own foldable utility carts for carrying their purchases home instead of using a store cart. To request pickup of stray shopping carts: Call the phone number listed on the cart s identification sign. Call the Street Maintenance Division at or submit a service request by clicking the link above. You will be transferred to the internet site. 13

13 Graffiti Buster Program Make a Service Request for: Graffiti Buster Program Graffiti is a serious problem in the City of Hayward. Consequently the City has developed strategies for countering this form of vandalism. The City encourages its citizens and businesses to report and counteract graffiti vandals as rapidly as possible to discourage them and to eradicate their vandalism. Hayward Municipal Code Section It shall be unlawful for any person who owns or is otherwise in control of any real property within the City limits to permit or allow any graffiti to be placed upon or remain upon any surface located on such property and visible to the public for longer than 48 hours. This means that property owners and/or tenants are responsible for the removal of any graffiti on their property. Graffiti must be completely covered with a paint that is similar in shade and color to the surface upon which the graffiti is placed. To report new graffiti vandalism in the City, submit a Service Request (see below). Be sure to have an accurate address or location description prior to making your report. You may attach a photograph to your report to illustrate the location and nature of the graffiti. The City offers some direct support for citizens and businesses to help counteract graffiti. For example, the City owns and operates the Graffiti Buster Vehicle and offers graffiti abatement services - on a one-time courtesy basis for: retail and commercial businesses, and residential fences and retaining walls that abut the public sidewalk. City staff also removes graffiti from municipal property, pedestrian and vehicular overpasses, BART columns, sidewalks, traffic control boxes, fire hydrants, water testing stations, and the Amtrak Station. The City appreciates citizen reports of graffiti vandalism as soon as it occurs so prompt action can be taken. 14

14 Graffiti Buster Program Residents who wish to remove existing graffiti in their neighborhoods can obtain paint from the Facilities Maintenance Division to paint over graffiti. Click here for more information on obtaining paint to help defeat graffiti vandalism: If you believe you can identify a graffiti vandal and wish to apply for a cash reward upon the conviction of that vandal in court, call or click here for more information: STOP-GRAFFITI Reward Hotline: REWARD POSTER You can also call Facilities at or click the Stop Graffiti Sign above to be transferred to the internet site. 15

15 Funding Request Information KHCG has limited funding available for neighborhood / community activities that are in support of the Task Force (TF) mission. The TF mission is to preserve and enhance the visual appearance of the City of Hayward through joint efforts by individual residents, volunteer groups, business and municipal resources. Financial Support of up to $ can be requested by completing a Funding Request Form. 16

16 Funding Request Form Organization / Person Requesting Funding: Project or Event Title: Date of Project or Event: Amount Requested: $ Please provide a general summary of the project/event and explain how it would preserve and enhance the visual appearance of the city. List all items being funded & cost associated with each item: List any other sources that will provide funding: Submitted by: Signature Date Comments and recommendation of FC: Signature FC Chair Approval/Disapproval Date Signature TF Chair Mail to: Attn: Colleen Kamai KHCG Financial Committee 777 B Street Hayward, CA

17 Attachments The following attachments are available to assist in organizing your clean up 18

18 REGISTRATION FORM ALL VOLUNTEERS MUST BE REGISTERED TO PARTICIPATE NEIGHBORS AND RESIDENTS CLEANING AND GREENING HAYWARD When: Day: Date: Contact: Name: Time-frame (duration of event): Telephone: Where: Staging / Meeting location: Supplies, instructions and maps provided FEEL FREE TO JOIN US Please Print Clearly Name (First) Mailing Address: (Last) Age / DOB under18 / Address: Telephone number: Name of group that I am representing (if any): Please sign your registration. Please Note: Adult supervision is NOT provided by the City of Hayward at this event. All volunteers under the age of 18 must be accompanied by a participating adult. Thank you I, the undersigned, being of lawful age or the parent or legal guardian of the volunteer involved in the City of Hayward litter pick-up effort, in consideration of being allowed to participate in this effort, hereby release, discharge, and by these presents do for myself, my marital community, heirs, executors and assigns, release, acquit and forever discharge the City of Hayward, a municipal corporation, and its officers, agents and employees from any and all actions, causes of action, claims or any other thing whatsoever on account of or in any way related to or arising out of my participation in the City of Hayward litter pick-up / graffiti removal event. In signing this form, I also agree that I have read and agreed to the KHCG Safety Sheet. Further, I assume liability for any non-participants who accompany me. SIGNATURE OF PARTICIPANT: DATE: (If participant is over 18 years of age) SIGNATURE OF PARENT/GUARDIAN: DATE: (If participant is under 18 years of age)

19 KEEP HAYWARD CLEAN AND GREEN SAFETY SHEET Review these safety rules each time you go out to participate in a clean -up. 1. Always park legally and safely before beginning the clean up. Try to car pool. 2. Review the area for hazards before beginning. 3. Do not touch hazardous materials, or possible explosives. Do not pick up needles or sharp objects, dead animals, batteries, human waste, bloody medical waste, or anything from a possible crime scene. 4. Report to your coordinator or KHCG representative, 911 or the Hayward Police non emergency number Bright colored clothing and safety vests, as well as long pants, long sleeves, hard soled shoes, hats, gloves, sunglasses and sunscreen keep you safe and easily seen. 6. All children must be supervised by an adult. A parent or responsible adult should be able to manage five minors. A large group may want to assign a look- out person. 7. Litter pick up should be performed in daylight and good weather conditions. Try to not be out at dawn and dusk, or if it is raining or really foggy. 8. Work as a group, facing oncoming traffic at all times. 9. Do not cross the roadway unnecessarily, cross at appropriate intersections. Do not distract motorists with horseplay or sudden erratic movements. Always look both ways before crossing any street. 10. Do not pick up litter in the median. City crews are specially trained to deal with median litter removal. 11. Stay away from thorny plants, cactus and poison oak, remember leaves three, leave it be. If you get into poison oak, go home, wash clothing separately, and take a cool shower to remove any poison oak residue from your body. Seek medical attention as needed. 12. When home, check for ticks, especially around ankles, wrists and neck. 13. Stay out of utility installations, culvert and drainage structures. 14. Use correct lifting techniques when moving heavy objects, better yet, report your find for later removal by the City crew. 15. Stay out of construction sites. 16. A first aid kit should be available. Water should be available. 17. Never underestimate the speed of an oncoming train, all tracks in Hayward are considered live. Keep off the tracks. If a Railroad representative is assigned to your group, follow their instructions. 18. Stay off private property. Please feel free to contact your KHCG representative for assistance.

20 CITY OF HAYWARD CLEAN-UP / GRAFFITI ACTIVITY AREA ASSIGNMENT KHCG TASK FORCE STREET DIVISIONS CLEAN UP AREA: DATE: ASSEMBLY LOCATION: Primary Graffiti Removal Locations: VOLUNTEER ASSIGNED AREA(S): Principal Locations Assignments Litter Pick-Up Locations: Assignments 21 1

21 CITY OF HAYWARD CLEAN-UP / GRAFFITI ACTIVITY AREA ASSIGNMENT Litter Pick-Up, Continued: Assignments KHCG TASK FORCE 22 2

22 Name of Event / Sponsors : Tool / Grabber Check Out List Clean Up Date: Tool/Tool # Badge # Name Time In Time Out Community Service 23

23 ACTIVITY LOG Activity Name: Date: Completed by: Brief Description of Activity: Time: Location: Activity Purpose: Clean-Up / Graffiti Total No. of Volunteers: No. of Pre Registrations: No. of Site Registrations: No. of bags collected: No. of shopping carts collected: No. of Graffiti locations painted: Type of Litter (Check all that apply): General Trash Furniture Plastic Bags Auto Parts Concrete Card Board Clothing Card Boxes Shopping Carts Lumber Appliances Oil Containers Various Graffiti (Check all that apply): Fences Retaining Walls Sidewalk Private Home Utility Boxes Street Other Bridges Pedestrian OP Traffic Signs 24

24 Acknowledgements We would like to acknowledge the following people for their contribution to this document: John White, Jr. Ellie Ledda Colleen Kamai David Korth THANK YOU Blytha A. Bowers & Lloyd Clifton Let s Keep Hayward Clean and Green 25