Adopt-a-River * Applies mainly to large-scale cleanups Steps to Organizing a Shoreline Cleanup* Organizing a shoreline cleanup can be rewarding. Cleanups will not only make shore lands more naturallooking, but they can also help to protect water quality and contribute value to your community. As these actions inspire less dumping and littering, they also reduce the negative affects of wind and flood-strewn rubbish. Careful organization is the key to a successful cleanup. The following is a basic outline of steps to help you achieve your cleanup goals. To be completed at least 1 month prior to cleanup: 1. Organize a steering/ planning committee: See Page 2. 2. Select your cleanup site(s): See Choosing Your Adopt-a-River Site. 3. Get approval from the landowner(s): See Pages 2-3. 4. Make sure the site is safe for cleanup: See Page 4. 5. Adopt your section of shoreline: See Page 4 and Shoreline Cleanup Registration Form. To be completed 1-4 weeks prior to cleanup: 6. Organize your volunteers: See Page 4. 7. Arrange for support materials: See Page 5. 8. Arrange for trash disposal: See Pages 5-6. 9. Publicize your cleanup event: See Page 6. To be completed the week of the cleanup or later: 10. Conduct Cleanup: See Page 6. 11. Document your project: See Documenting your Cleanup. 12. Broaden your agenda: See Pages 6-7. 4/08 MG 1
1. Organize a steering/planning committee Draft a tentative Adopt-a-River plan for your cleanup event and schedule a kickoff meeting. Bring together all individuals and groups you think could participate in your cleanup. If yours is a single organization and you are planning on doing the cleanup yourselves, you may want to involve only the members who will be working with you. For a larger cleanup, you may want to invite representatives from other organizations. Use this first meeting to explain the concept of a river cleanup and what it can mean to your community for improving the quality of public waters. Passing out Adopt-a-River program brochures may be a good introduction. Present a map of the site you wish to clean. The goals for your meeting depend on the type of project you are arranging. At your first meeting: 1) Discuss your goals for cleanup (to improve water and riverbank quality, to create a public water access, to model community involvement, etc.) 2) Draft an action plan for your cleanup, including a realistic date and a timetable of steps to be taken to prepare for the cleanup. 3) Form a steering committee to direct the overall effort. 4) Make assignments to individuals or subcommittees for: a. Site selection, landowner contact, site preparation. b. Financing or contributions for fees, equipment, volunteer needs, etc. c. Volunteer recruitment. d. Arranging for cleanup equipment, sanitary disposal and recycling. e. Publicity before, during and/or after the cleanup. f. Developing a safety plan for your event that covers possible emergencies. (You may want to look at Step 10: Conduct your cleanup ) *Tips for running an organized meeting* Keep the meeting short, but hear all ideas and points of view before making final decisions. Ask for ideas and suggestions. Make sure someone records the decisions made and tasks appointed. Flip charts may be helpful. 2. Select your shoreline cleanup site Please see the Choosing your Adopt-a-River Site handout. 3. Get approval from the landowner(s) Whether the land is publicly or privately owned, permission from the landowner/land manager must be obtained prior to selecting any cleanup site. When you ask for permission it is a common courtesy to invite the landowner/ land manager to attend your event. Also, whenever visiting the site, pay attention to any gates and leave them how you found them, or how the landowner requested. Public land: Contact the agency that owns or manages the property. Explain your project and ask for permission to do a cleanup. You may want to use the Adopt-a-River brochure in this kit to explain your project. Discuss access points for both the cleanup and the haul-away. Often, the agency will assist you. Be sure to report any hazardous materials you may find during the cleanup. Be able to explain details of your safety plan. Note: You may find it in your best interest to notify local city or county officials even if your cleanup is on private land. You may desire to coordinate your efforts with other on-going cleanup efforts throughout your community. Also, officials will need to be called if any hazardous waste will need to be removed. 2
Private land: Be tactful. No one wishes to be labeled a litterbug or polluter, especially not the landowner. Sometimes the current landowner is completely unaware of the cleanup potentials on his or her land. At this point the landowner may see you only as a likely trespasser. Dump sites yet unknown to either of you may be from previous landowners or illegal dumpings. Explain your purposes honestly and politely. Be prepared to explain how to get the rubbish hauled away. Get permission to use specific access points. If you need to contact a series of landowners, you may wish to write a short letter of introduction to leave with them. The following is a sample letter of introduction. You may also use this sample to guide you in writing letters for shoreline owners or any other groups of individuals you may encounter while conducting your cleanup activities. The letter is best used in conjunction with an Adopt-a-River brochure. Feel free to use the enclosed sample letter as is or copy whatever sections you may want for your own letter. Dear <INSERT TITLE, i.e landowners>, Sample Letter WHO WE ARE: We are a local team of non-paid volunteers dedicated to maintaining the beauty and health of specific rivers, lakes, ponds, wetlands, or ravines in our area. Our group is just one of hundreds of groups working in the state with the support of the Minnesota Department of Natural Resource s Adopt-a-River Program. The program exists on many hundreds of miles of the state s shorelines. By adopting this portion of shoreline or nearby floodplain, we plan to do at least one cleanup a year for at least two years. Unless otherwise authorized, (by riverbank businesses and property owners) we will restrict our cleaning efforts to within 50 feet of the shoreline. We seek your permission to pick up any trash or other refuse that may have been washed or otherwise deposited onto the riverbank that either borders or runs through your property. WHY WE WANT TO CLEAN: Often the trash we find originates from sources located several miles away or from formerly buried dump sites which have been newly exposed by the natural eroding action of the river. We consider these rubbish items a potential threat to our community s environmental well-being. Besides being unsightly, they may pose a hazard to livestock, wildlife, passing canoeists or boaters, and machinery. Sometimes, if this rubbish contains toxic substances (such as discarded paint cans, oil or chemical fertilizer packaging), it may pose a direct threat to human health, especially as it leaks into the environment. In other cases, it simply attracts more serious dumping in the future. HOW WE WILL CLEAN: We will gather the rubbish we find by the simplest means possible. The cleanup process begins with a limited number of volunteers walking the riverbank, picking up rubbish by hand and collecting trash into cleanup bags provided by the DNR. Other volunteers may assist by boat when that is possible. We will pile rubbish bags at agreed-upon pick-up sites, where we will arrange speedy and safe removal to a pre-determined collection facility (usually a recycling center or an authorized landfill). The entire process should take no longer than one week. WHAT S IN IT FOR YOU: Since every square inch of land belongs to a watershed, the rubbish we find in our rivers and streams reflects how well our community disposes of its solid waste, thus protecting the quality of our public waters. We would sincerely appreciate your understanding and cooperation. If you have any questions about what we are trying to do, please review the attached Adopt-a-River brochure, please call the DNR, or let one of us know what your thoughts might be. Also, if there is any way you would like to join our efforts on behalf of our community, please let us know. Sincerely, <INSERT YOUR GROUPS NAME> 3
4. Make Sure the Site is Safe for Cleanup During a cleanup, the safety of volunteers is the most important consideration. General safety concerns are addressed in Tips for Planning Safe Cleanups and Tips for Crew Leaders Prior to Cleanup Day. Before the cleanup, inspect your site carefully. If you suspect any of the following hazards, contact the appropriate agency: * Chemical hazards (sealed barrels, chemical containers, etc.): If you find sealed or rusted barrels containing any kind of chemical, contact your nearest Minnesota Pollution Control Agency Office or County Solid Waste Office.. * Biological hazards: Have a plan for dealing with potential biological risks. Assign a person in your group to assess and deal with items which either need extra care in collecting, or which garbage haulers will not want to see, such as syringes or animal carcasses. If you sense a serious situation, contact your local health department, public works, parks department or DNR conservation officer. * Steep or unstable sites: Seek advice from either your County Planning and Zoning Administrator or your county Soil and Water Conservation District. * Illegal Drug Labs: In the unlikely event you should come across suspected illegal drug activity, immediately call the local authorities. To aid in identifying this activity, see Illegal Drug Labs & Other Hazardous Materials. 5. Adopt your section of shoreline Adopting your section of public waters will give you official stature as a public volunteer group working with a state agency. It will help you explain your intentions to both potential recruits and landowners. You will be one of the hundreds of groups actively striving to improve Minnesota s public waters. In return we ask that you commit to cleaning your site a minimum of once a year for a minimum of two years. To join, fill out the Shoreline Cleanup Registration Form and return it, along with a map showing the location of your adopted site and the Order Form to: Adopt-a-River Program, DNR Trails & Waterways Division, 500 Lafayette Rd., St. Paul, MN 55155-4052. 6. Organize Your Volunteers A shoreline cleanup project may range in size from just yourself to groups of several hundred volunteers. It may involve just your group, or your group may serve as a steering committee for a community-wide effort. Ways to recruit more volunteers: 1) Contact local civic groups, sports clubs, scout troops, 4-H Clubs or schools and colleges. 2) Contact the Adopt-a-River Program for individuals who might be interested in helping and for help in promoting your cleanup. We can also include your cleanup on our callendar of events online. 3) Promote your event and need for volunteers through media and advertising. When it comes to getting publicity, the sooner you start promoting your cleanup, the more effective it will be. Ways to keep your volunteers happy: 1) Clearly inform all your volunteers about: - meeting time and place - procedures you have established for their protection and safety during the event (Review the other inserts in the How-to kit, especially Tips for Planning Safe Cleanups) - locations where tools and supplies should be picked up and dropped off - refreshments: serving time and place - what sections of shoreline are being cleaned - where to report problems 2) Clearly inform potential crew leaders of procedures to keep their crews safe and on-task (see Tips for Crew Leaders Prior to Cleanup Day). 4
7. Arrange for Support Materials A successful cleanup requires good planning, hard-working volunteers and support materials. Solicit sponsors to cover costs and publicize their contributions. Cleanup subcommittees should contact local businesses and agencies to donate or loan supplies and/or equipment. A full list of items that may be appropriate for your cleanup are listed on Suggested Checklist for Cleanup Day. We recommend that you review this checklist and tailor it to your needs. Make arrangements to store all of your supplies you have acquired in a set location prior to cleanup day to prevent confusion the day of the event. Especially make sure to have the following: 1) Safety supplies: Safety first should always be your first concern. In addition to thinking through a basic plan to put in motion if an emergency should occur, you should have access to simple first-aid materials at all times. Provide specially marked containers for designated volunteers to collect biologically hazardous materials if you happen to find such items. Deposit such materials away from the other rubbish. 2) *Refreshments: to be served during/ after the cleanup and/or picnic. 3) Water: Water is important not only to combat dehydration but it is also essential to clean out cuts and to wash hands prior to eating. 4) Tools: rakes, shovels, hoes and ropes. 5) Supplies: trash bags, gloves (The Minnesota Adopt-a-River Program will provide free trash bags and gloves for river cleanup projects, see Order Form). 6) *For larger cleanups: heavy equipment. You may need to make arrangements for large machinery to help with large items such as automobile parts or appliances. If you are borrowing/ renting the equipment, make sure you have a good idea of the time frame you ll need the equipment and that you have skilled operators. 7) Sanitary facilities: If you are cleaning in areas, such as parks, where restrooms are available, make sure they are open and you have permission for your volunteers to use them. If in a more remote location, you may wish to look into renting a portable toilet. 8) *Appreciation items: Gifts, door prizes, entertainment, etc. Some ideas: - Souvenir t-shirt or caps (check your telephone book for listings such as T-Shirts or Novelties). - Group certificates of commendation (the Minnesota Adopt-a-River Program will provide each group one certificate signed by the Governor of Minnesota and the Commissioner of the Department of Natural Resources). - Contest with prizes for interesting categories, such as most interesting object found, dirtiest volunteer, oldest object found, etc. *Indicates optional items that may increase the number of volunteers. 8. Arrange for Trash Disposal Before the cleanup day, make arrangements for trash pickup and recycling (if appropriate). Cleaning Materials Cleanup bags and gloves are a necessity. The Minnesota Adopt-a-River Program will provide these materials free to registered adopt and cleanup groups (see Order Form). Trash Removal Ask for donated services from rubbish haulers or heavy equipment suppliers. Appoint a person from your steering committee to arrange for this hauling. You may want to find sponsors to pay hauling fees if they cannot be waived. Make arrangements for disposal of hazardous waste separately from either recycling or general rubbish hauling. Waste from suspected drug labs should not be touched and should be reported to the police (see Illegal Drug Labs and Other Hazardous Materials). Make sure you have your collected material clearly separated and labeled so that it can be easily hauled away for recycling and/or disposal. 5
Recycling Try to recycle as much material as possible. Income made from recycling may help fund later projects or pay other cleanup costs. Because your project is volunteer and nonprofit, a local sponsor may be recruited to pay for recycling costs, or your local landfill may be able to waive the tipping fees. For information on recycling in your community, contact your county s Solid Waste Administrator. 9. Publicize Your Cleanup Event Publicizing a cleanup educates the public about the need for taking care of rivers and attracts volunteers, sponsors and donors. Here are some publicity ideas: Contact local newspaper editors and radio broadcasters. Make appointments for interviews and/or write a press release about your cleanup (see Tips on Working With the Media). Create promotional fliers and brochures. See Promotional Assistance Form to find out how the Adopt-a- River program can help create custom brochures or letter-sized fliers ready to be copied and distributed. Post your cleanup on the DNR s calendar of events. See Promotional Assistance Form to find out how we can post your cleanup on the DNR s internet-based calendar. Speak at public meetings to solicit volunteer and/or donor support. Adopt-a-River Program brochures may be useful to distribute in the community. Post-cleanup publicity allows you to publicly thank participants and contributors. 10. Conduct your cleanup The most important part of the Adopt-a-River Program is participation by volunteer groups like you going out along the state s waters and cleaning up the garbage that people have left behind. The cleanup will hopefully be the start of a successful event that will continue on for years of stewardship. For a complete list of things recommended for a cleanup, consult Suggested Checklist for Cleanup Day. Also, please remember to read through the entire Howto kit, paying particular attention to Tips for Planning Safe Cleanups and Illegal Drug Labs & Other Hazardous Materials. One thing you should always keep in mind is the measure of a successful cleanup is not necessarily the pounds of trash removed but rather the fact everyone was safe and had a good time. 11. Document Your Project See How to Document your Cleanup. 12. Broaden Your Agenda Your group may choose to become involved in a variety of other projects to further help your area. Some of these projects may involve taking steps to reduce bank erosion, make the area more aesthetically pleasing, or educate others in your committee of things they can do to prevent garbage from ending up on our shorelines. 1) Planting trees or wildflowers may help control erosion, improve wildlife habitat and restore native plants. Contact your local Bureau of Water & Soil Resources office, local watershed district, or local soil & water conservation district (see Telephone Directory) to learn whether a planting or restoration project would benefit your shoreline section. Also, you can order the Riverbank Stabilization: Erosion Control and Natural Plantings pamphlet from the Adopt-a-River Program. 2) Building and maintaining hiking trails and boat accesses. Contact your local DNR Trails and Waterways office to learn of nearby opportunities. City and county park officials may already have Adopt-a-Park programs that you may be able to join simultaneously with your DNR Adopt-a-River project. 3) Storm drain stenciling projects are a great way to let people in your community know that everything they leave on the street will eventually wash into the nearest body of water. If this is something your group might be interested in doing, please contact your local public works department or the Adopt-a-River program. Also, you can order the Storm Drain Stenciling brochure from the Adopt-a-River Program. 6
4) Begin monitoring your adopted section of river, lake or wetland. Water-quality monitoring will help you and your group learn more about the seasonal changes of rivers, lakes and wetlands as well as being able to identify possible sources of contamination or pollution. If your group would be interested in conducting monitoring on your adopted section, contact your local MPCA office (see Telephone Directory) or the Volunteer Stream Monitoring Partnership (Twin Cities Metro area only) at: Volunteer Stream Monitoring Partnership University of Minnesota Water Resources Center 173 McNeal Hall, 1985 Buford Avenue St. Paul, MN 55108 Phone: (612) 625-6781 E-mail: gulli021@umn.edu Also, you can order Water Monitoring from the Adopt-a-River Program. Other than the Adopt-a-River Program, the DNR has a wide variety of volunteer programs available for interested individuals or groups. For information on these opportunities, contact: DNR Volunteer Programs 500 Lafayette Rd. Box 46 St. Paul, MN 55155-4052 Phone: (651) 259-5249 E-mail: Renee.Vail@dnr.state.mn.us Other ideas: Read the DNR Adopt-a-River newsletter, The Cleanup Review, to learn what other groups are doing and also learn the background of other cleanup concerns. The Cleanup Review can be viewed electronically on our website: www.dnr.state.mn.us/adoptriver or we can put you on the mailing list to receive it free of charge. We always encourage adopt groups to keep us updated on their activities, so that we can share new ideas and opportunities with others. If you have other ideas or want further information on how to organize a shoreline cleanup, feel free to contact us at: Adopt-a-River Program DNR Trails and Waterways Division 500 Lafayette Road St. Paul, MN 55155-4052 (651) 259-5630 (651) 259-5620 (Assistant) (651) 296-5475 (FAX) E-mail: Adoptariver@dnr.state.mn.us Adopt-a-River website: www.dnr.state.mn.us/adoptriver 7