COMMUNITY CLEANUP DAY ACTION PLAN
Greenwood Neighborhood Association
Event: Community Cleanup Day at Greenwood Park + 4 surrounding blocks
Date: Last Saturday of next month (referred to below as "Event Day")
Budget: $500 | Expected Volunteers: 20-30, mixed ages
Check-in/HQ: Greenwood Community Center (free)

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1. WEEK-BY-WEEK TIMELINE
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WEEK 1 (This Week) - Setup & Authorization

• Confirm Event Day date (last Saturday of next month) and reserve the Community Center as check-in HQ.
• Notify the city of the event; confirm any permit needs for working in public park/streets.
• Recruit a small core team (4-6 people): Volunteer Coordinator, Supplies Lead, Communications Lead, Safety Lead.
• Define cleanup zones: Zone A = Greenwood Park; Zones B, C, D, E = the four surrounding blocks.
• Draft the budget and open a simple tracking sheet.

WEEK 2 - Logistics & Critical Requests

• IMPORTANT: Submit the request to the city sanitation department for free large trash receptacles (this MUST be done at least two weeks before Event Day; aim for 3+ weeks to be safe). Confirm drop-off/pickup location and time.
• Begin recruitment: publish first social media announcement and add the event to the monthly email newsletter.
• Create a volunteer sign-up form (free online form) capturing name, contact, age group, and preferred shift.
• Contact local businesses (hardware store, grocery, cafe) for in-kind donations (bags, water, snacks) before spending cash.

WEEK 3 - Procurement & Promotion Push

• Finalize supply list based on confirmed donations; purchase remaining supplies within budget.
• Confirm sanitation receptacle request was received and approved; get written confirmation.
• Second social media push + reminder; create a printable flyer to post at the Community Center, park, and local shops.
• Recruit a few "team captains" from confirmed volunteers (one per zone).

WEEK 4 (Event Week) - Final Confirmation

• Send a reminder email and social post 5 days out and again 1 day out (include start time, parking, what to bring, weather plan).
• Confirm receptacle delivery time with the city.
• Prepare check-in materials: sign-in sheets, name tags, zone maps, waiver forms (for minors, parental consent).
• Assemble supply kits per zone; charge phones; print maps.
• Day before: check the weather forecast and decide whether to activate the rain contingency. Stage all supplies at the Community Center.

EVENT DAY - Execution

• 8:00 AM: Core team sets up check-in at Community Center; place receptacles at staging points.
• 8:30 AM: Volunteer check-in, sign waivers, distribute gloves/bags/vests, assign to zones with team captains.
• 9:00 AM: Safety briefing (lifting, sharps, traffic awareness, hydration) then begin cleanup.
• 9:00-11:30 AM: Cleanup with hydration/snack breaks.
• 11:30 AM: Consolidate filled bags at receptacles; group photo.
• 12:00 PM: Thank-you wrap-up and light refreshments.

POST-EVENT (Week after)

• Confirm city collects full receptacles.
• Post thank-you and photos on social media and in the newsletter.
• Send thank-you notes to volunteers and donors; record budget actuals; brief recap for next event.

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2. BUDGET BREAKDOWN (Total: $500)

• Trash bags (heavy-duty contractor bags, ~6-8 boxes): $60
• Work gloves (reusable + disposable, ~40 pairs): $80
• Bottled water / refillable water dispenser + cups: $50
• Snacks for volunteers (fruit, granola bars): $60
• High-visibility safety vests (10, reusable for future events): $70
• First aid kit + hand sanitizer: $30
• Litter grabbers/pickers (8, reusable): $80
• Printing (flyers, maps, sign-in sheets, name tags): $20
• Thank-you refreshments (post-event): $30
• Contingency reserve (unexpected costs): $20
  TOTAL: $500

Note: Pursue in-kind donations first (especially bags, water, snacks). Any savings shift into the reserve or reusable equipment for future cleanups. Large trash receptacles are free from the city, so no budget is allocated to disposal.

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3. VOLUNTEER RECRUITMENT & COORDINATION

Recruitment:

• Leverage existing channels: social media page (multiple posts across the month) and the monthly email newsletter.
• Post printable flyers at the Community Center, park bulletin board, and local shops.
• Ask current members to bring family/friends; emphasize family-friendly, all-ages welcome.
• Partner with local schools, scout troops, or churches for group sign-ups (good for hitting 20-30).
• Use a simple online sign-up form to track headcount and shift preferences.

Coordination:

• Assign one team captain per zone (5 zones); each captain manages 4-6 volunteers.
• Match tasks to ability: younger children and seniors stay in the park (lower traffic risk) with grabbers; teens/adults handle street-side blocks.
• Centralized check-in at the Community Center with name tags and zone assignments.
• Group communication via a messaging group for captains on Event Day.
• Clear safety briefing before starting; designate the HQ as the meeting/first-aid point.

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4. SUPPLY LIST & ACQUISITION PLAN

Supplies needed:

• Heavy-duty trash bags
• Work gloves (reusable and disposable)
• Litter grabbers/pickers
• High-visibility safety vests
• Bottled/dispensed water and cups
• Snacks
• First aid kit and hand sanitizer
• Large trash receptacles (for collected trash)
• Printed maps, sign-in sheets, name tags, waiver forms
• Optional: brooms, dustpans, separate recycling bags

Acquisition plan:

• Large trash receptacles: Request from the city sanitation department at least 2 weeks in advance (target 3+ weeks). FREE.
• In-kind first: Ask local hardware store (gloves/bags/grabbers), grocery store (water/snacks), and cafe (refreshments) for donations in exchange for recognition.
• Purchase the remainder within the $500 budget per the breakdown above.
• Reusable items (vests, grabbers) stored by the association for future events.

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5. CONTINGENCY PLANS

A) Bad Weather (Heavy Rain) on Event Day:

• Decision point: Check forecast the day before. If heavy rain is forecast, activate the backup plan.
• Primary option: Reschedule to the following Saturday. Announce via social media, email, and the messaging group the day before and morning-of.
• If rain is light/intermittent: proceed but shorten the timeline, provide ponchos if available, and keep the Community Center open as a warm-up/shelter point.
• Keep the city informed so receptacle delivery/pickup can be adjusted to the new date.
• Communicate a clear "go/no-go" message by a set time the morning of the event to avoid confusion.

B) Lower-Than-Expected Volunteer Turnout:

• If fewer than ~15 show up, reduce scope: prioritize Greenwood Park (Zone A) first, then the highest-traffic block; defer remaining blocks to a follow-up mini-cleanup.
• Reassign team captains to consolidate into fewer, larger teams to maintain morale and efficiency.
• Day-of recruitment: post a "join us now" social media call and invite passersby at the park.
• Extend the cleanup time slightly if willing volunteers remain, focusing on the most impactful areas.
• Capture any uncovered zones in a short list and schedule a quick second session within two weeks.

Community Cleanup Day Action Plan for Greenwood Neighborhood Association

Event date: Saturday, July 25, 2026, 9:00 a.m. to 1:00 p.m.
Location: Greenwood Park and the four surrounding blocks
Check-in and staging area: Greenwood Community Center
Expected volunteers: 20 to 30 people of mixed ages
Budget: $500

1. Week-by-week timeline

Week 1: June 17 to June 21
Primary goal: Confirm scope, permissions, and event structure.
Tasks:
Contact the city sanitation department immediately to request free large trash receptacles for July 25. Request placement near Greenwood Park and at one accessible street corner bordering the cleanup area.
Confirm whether the city requires any park cleanup notification, street-use guidance, or waiver forms.
Reserve the Greenwood Community Center as the volunteer check-in point, supply station, first-aid location, and rain backup location.
Map the cleanup area into five zones: Greenwood Park, North Block, South Block, East Block, and West Block.
Identify safety concerns in advance, including broken glass, traffic-heavy corners, overgrown areas, needles or hazardous waste, and areas unsuitable for children.
Create a volunteer sign-up form asking for name, contact information, age group, preferred role, physical limitations, and whether they can bring supplies such as grabbers, wagons, or reusable water bottles.
Assign core planning roles: volunteer coordinator, supply lead, safety lead, sanitation liaison, communications lead, and refreshments lead.

Week 2: June 22 to June 28
Primary goal: Launch recruitment and begin supply planning.
Tasks:
Announce the event on the neighborhood association social media page with date, time, purpose, sign-up link, and family-friendly messaging.
Include the event in the monthly email newsletter with a clear call to action.
Post flyers at the community center, local library, coffee shops, schools, houses of worship, apartment lobbies, and nearby businesses.
Ask local businesses to share the event and consider donating water, snacks, gloves, or raffle items.
Contact local scout troops, school clubs, parent groups, walking clubs, faith groups, and nearby businesses for team participation.
Create a draft volunteer assignment plan for 20, 25, and 30 volunteers.
Research prices and availability for gloves, trash bags, safety vests, first-aid supplies, sunscreen, hand sanitizer, water, snacks, and signage.

Week 3: June 29 to July 5
Primary goal: Build volunteer base and confirm logistics.
Tasks:
Send the first volunteer confirmation email with event details, arrival time, clothing guidance, safety expectations, and what to bring.
Continue social media posts twice during the week, including a map of the cleanup area and a reminder that all ages are welcome.
Confirm sanitation receptacle request and ask for delivery timing, placement location, and pickup timing.
Ask the city or sanitation department whether they can provide additional trash bags, gloves, litter grabbers, or safety cones.
Contact neighborhood block captains and ask each to recruit at least two volunteers.
Identify zone captains for Greenwood Park and each of the four surrounding blocks.
Prepare a basic safety briefing covering traffic awareness, sharp objects, lifting safely, hydration, heat precautions, and what not to touch.

Week 4: July 6 to July 12
Primary goal: Purchase core supplies and finalize operating plan.
Tasks:
Purchase nonperishable supplies: gloves, trash bags, recycling bags, first-aid kit, hand sanitizer, sunscreen, clipboards, tape, markers, and signage materials.
Confirm whether donated items are available before purchasing remaining refreshments.
Create printed materials: volunteer check-in sheet, zone assignment sheet, emergency contacts, incident report form, safety instructions, and cleanup map.
Prepare role descriptions for check-in volunteers, zone captains, litter teams, recycling sorters, supply runners, and photo/social media helpers.
Confirm at least one adult zone captain for each cleanup zone.
Create a youth participation plan: children work only with parents or assigned adults, avoid street edges, and focus on park litter, leaves, and lightweight debris.

Week 5: July 13 to July 19
Primary goal: Final recruitment push and readiness check.
Tasks:
Send reminder email to all registered volunteers with event schedule, parking or walking instructions, what to wear, and weather policy.
Post a countdown message on social media three times during the week.
Personally call or message key volunteer groups to confirm attendance numbers.
Confirm sanitation receptacles again, since the city requires at least two weeks’ notice and the request should already be active.
Walk the park and surrounding blocks to identify priority cleanup spots and any hazardous areas to mark as off-limits.
Prepare supply bins by category: check-in materials, safety supplies, cleanup supplies, refreshments, and zone captain packets.
Create a final volunteer deployment plan based on current registration numbers.

Event week: July 20 to July 24
Primary goal: Execute final confirmations.
Tasks:
Monday: Send final reminder to volunteers with schedule and rain plan.
Tuesday: Confirm community center access, restroom availability, tables, chairs, and opening time.
Wednesday: Confirm sanitation receptacle delivery and pickup with the city.
Thursday: Buy perishable items such as fruit, snacks, and ice if needed.
Friday: Pack all supplies, print all forms, charge phones or walkie-talkies if available, prepare signage, and place reminder posts online.
Friday evening: Check weather forecast and decide whether to proceed, modify, or postpone using the bad-weather plan.

Event day: Saturday, July 25
7:45 a.m. to 8:30 a.m.: Organizer team arrives, sets up check-in table, supply station, first-aid area, maps, signs, and refreshments.
8:30 a.m. to 9:00 a.m.: Zone captains arrive for briefing and receive supplies.
9:00 a.m. to 9:20 a.m.: Volunteer check-in, name tags, waiver if needed, group assignments, and safety briefing.
9:20 a.m. to 12:00 p.m.: Cleanup activity in assigned zones. Zone captains monitor safety, take progress photos, and coordinate full bag drop-off.
12:00 p.m. to 12:30 p.m.: Final sweep, move filled bags to designated collection points, separate recyclables if practical.
12:30 p.m. to 1:00 p.m.: Volunteer appreciation, group photo, light refreshments, and cleanup of community center staging area.
After event: Confirm trash pickup, record volunteer numbers, estimate bags collected, post thank-you message, and send appreciation emails.

2. Budget breakdown: $500 total

Work gloves, mixed sizes, approximately 36 pairs: $90
Heavy-duty trash bags, contractor grade, 100 count: $55
Clear recycling bags, 60 count: $25
Litter grabbers, 6 to 8 units for seniors, youth teams, and shared use: $80
Safety vests or bright safety bands, 15 to 20 reusable units: $70
Water, approximately 3 to 4 cases, plus ice: $45
Light snacks, fruit, granola bars, and allergy-conscious options: $50
First-aid kit restock, bandages, antiseptic wipes, instant cold packs: $30
Hand sanitizer, sunscreen, insect repellent, paper towels: $25
Printing, flyers, maps, signs, name tags, tape, markers: $20
Contingency reserve for last-minute needs: $10
Total: $500

Cost-control approach:
Use the community center for free.
Request city trash receptacles for free.
Ask the sanitation department, local hardware stores, grocery stores, and neighborhood businesses for donations before making final purchases.
Keep reusable items such as safety vests, clipboards, markers, and litter grabbers for future neighborhood events.

3. Volunteer recruitment and coordination strategy

Recruitment channels:
Use the neighborhood association social media page for the main campaign, including event announcement, countdown posts, volunteer spotlights, and before-and-after photos.
Use the monthly email newsletter for a formal invitation and sign-up link.
Post printed flyers in high-traffic neighborhood locations.
Ask block captains to recruit door-to-door or through text groups.
Invite families, students, retirees, local businesses, faith groups, school clubs, scout troops, sports teams, and civic groups.
Ask nearby businesses to form small cleanup teams of 3 to 5 employees.
Encourage residents who cannot do physical cleanup to help with check-in, refreshments, photography, or supply management.

Volunteer sign-up and communication:
Use a simple online sign-up form and also allow phone or email registration for residents who are less comfortable online.
Collect emergency contact information for youth volunteers if appropriate.
Ask volunteers to indicate age group and preferred role so assignments are safe and realistic.
Send confirmation messages after sign-up, one reminder two weeks before, and one final reminder during event week.
Provide clear instructions: arrive at 9:00 a.m., wear closed-toe shoes, bring a reusable water bottle if possible, wear sunscreen, and dress for outdoor work.

Volunteer roles:
Event lead: overall coordination and final decisions.
Volunteer coordinator: check-in, attendance, assignments, and communications.
Safety lead: safety briefing, first-aid kit, incident response, and hazardous item protocol.
Sanitation liaison: coordination with city receptacles and pickup points.
Supply lead: distributes gloves, bags, grabbers, water, and signage.
Zone captains: supervise each cleanup zone and report needs.
Cleanup volunteers: collect litter and bag trash or recyclables.
Youth and family teams: focus on lower-risk park areas away from traffic.
Refreshment team: manages water and snacks.
Photo and outreach helper: documents event and prepares thank-you content.

Suggested assignment for 25 volunteers:
Greenwood Park team: 8 volunteers, including 1 zone captain and most family/youth volunteers.
North Block team: 4 volunteers and 1 zone captain.
South Block team: 4 volunteers and 1 zone captain.
East Block team: 4 volunteers and 1 zone captain.
West Block team: 4 volunteers and 1 zone captain.
Staging and supply team: 2 to 3 volunteers.
If 30 volunteers attend, add extra people to the park and the blocks with the most litter.
If 20 volunteers attend, keep all five zones but reduce each block team and shorten the target area.

4. Necessary supplies and acquisition plan

Cleanup supplies:
Work gloves in small, medium, large, and extra-large sizes.
Heavy-duty trash bags.
Clear recycling bags.
Litter grabbers.
Buckets or small bags for sharp litter, handled only by adults.
Safety vests or bright safety bands for volunteers working near streets.
Clipboards, pens, name tags, markers, tape, and printed maps.
Signs for check-in, supply table, water station, and trash drop-off points.

Health and safety supplies:
First-aid kit.
Hand sanitizer.
Sunscreen.
Insect repellent.
Paper towels or wipes.
Drinking water.
Ice and cooler.
Light snacks.
Emergency contact list.
Traffic safety reminders and off-limits area signs.

Optional helpful supplies:
Wagons or carts for moving filled bags.
Brooms and dustpans for sidewalks.
Rakes for park edges if allowed.
Reusable water jugs if available.
Camera or phone for documentation.

Acquisition plan:
Request large trash receptacles from the city sanitation department during Week 1 and confirm no later than Week 5.
Ask the sanitation department whether it can also provide bags, gloves, or pickup support.
Seek donations from local hardware stores for gloves, bags, and litter grabbers.
Seek donations from grocery stores or cafes for water, fruit, or snacks.
Ask volunteers to bring reusable water bottles, extra gloves, grabbers, wagons, or buckets if they already own them.
Purchase remaining supplies in Week 4 after donation commitments are known.
Keep receipts and track spending against the $500 budget.
Store supplies at the community center or with the supply lead until event day.

5. Contingency plans

Problem A: Heavy rain on event day
Decision timeline:
Check forecast 72 hours before, 48 hours before, and by 5:00 p.m. the evening before the event.
If heavy rain, thunder, flooding, high winds, or unsafe conditions are expected, postpone the outdoor cleanup.

Rain plan options:
Primary rain date: Sunday, July 26, 2026, 1:00 p.m. to 4:00 p.m., if city receptacles and volunteer availability allow.
Secondary rain date: Saturday, August 1, 2026, 9:00 a.m. to 1:00 p.m.
Use the community center as a dry check-in point if light rain occurs and the cleanup can safely proceed in a shortened form.
If light rain only, limit work to Greenwood Park paths and low-risk areas, avoid street edges, avoid slippery slopes, and shorten the event to 90 minutes.
If postponed, notify volunteers by email, social media, and phone/text to zone captains by 6:00 p.m. the night before.
Post signs at the community center on the original event morning in case people arrive.
Coordinate with sanitation department immediately to adjust receptacle pickup or placement.

Problem B: Lower-than-expected volunteer turnout
Trigger:
If fewer than 20 volunteers are confirmed by the Monday before the event, begin a final recruitment push.
If fewer than 15 volunteers arrive on event day, reduce the cleanup scope.

Response plan before event:
Ask board members and block captains to each recruit one additional person.
Post an urgent but positive social media message: “We need 10 more neighbors to help clean Greenwood Park this Saturday.”
Ask local groups and businesses for small teams.
Encourage shorter shifts, such as 9:00 to 10:30 or 10:30 to 12:00, to attract people who cannot attend the full event.

Response plan on event day:
Prioritize Greenwood Park first, then the block faces with the most visible litter.
Combine the four surrounding blocks into two larger zones instead of four separate teams.
Assign the strongest adult volunteers to heavier debris areas and keep youth/family teams in the park.
Do not attempt unsafe or overly large areas with too few people.
Use zone captains as working captains rather than supervisory-only roles.
Shorten the cleanup route and focus on high-impact areas: playground perimeter, park entrances, sidewalks, bus stops, storm drains, and corners.
Schedule a smaller follow-up cleanup for remaining blocks if needed.

Success measures:
20 to 30 volunteers participate.
All five target zones receive at least one cleanup pass, or priority areas are completed if turnout is low.
Trash and recyclables are placed at approved city collection points.
No major injuries or safety incidents occur.
Volunteers receive timely thanks and are invited to future Greenwood Neighborhood Association activities.