RPVCCA_CC_SR_2012_10_16_05_Partners_Community Volunteer_EventCrrvOF
MEMORANDUM
TO:
FROM:
DATE:.
SUBJECT:
REVIEWED:
HONORABLE MAYOR &CITY COUNCIL MEMBERS
JAMES HENDRICKSON,INTERIM DIRECTOR OF PUBLIC
WORKS
OCTOBER 16,2012
"PARTNERS",A COMMUNITY VOI::UNTEER EVENT
PILOT PROGRAM
CAROLYN LEHR,CITY MANAGER«£)..fo1"~l..
Project Managers:Nicole Jules,Sr.Engineer ,IJ IJ .
Lauren Ramezani,Sr.Administrative Analyst ~
RECOMMENDATION
Approve the pilot program,"Partners",a Community Volunteer Event,and direct staff to
initiate the implementation process.
BACKGROUND
Many cities and agencies throughout California have community-oriented programs with
the goal of beautifying or enhancing their medians,roads,parks and/or public rights-of-way
areas through the involvement of their residents and community groups.Some programs
solicit monetary contributions from donors to "Adopt a Median","Adopt a Road",etc.while
other programs seek volunteers to help clean,replant and maintain medians and roads.
The work performed by these volunteers helps offset maintenance costs and improves the
aesthetic value of those areas.
DISCUSSION
In an earlier staff report,staff proposed an "Adopt a Median"(AAM)program whereby
monetary donations are made to offset the cost of improving or maintaining a median or
right-of-way area.In addition to the AAM program,staff is proposing an additional program
entitled "Partners",a Community Volunteer Event (Partners)to be implemented as a pilot
program.
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"Partners"would be a volunteer-based activity that will allow the community to donate time
and service to help beautify a specific area.Coastal Cleanup Day is a similar type of
volunteer program.On a pre-determined day at a pre-determined location,volunteers
would help clean,de-weed and replant a median or corridor.The scope of work,
depending on the location and the need,could include:clearing weeds,raking,removing
trash and litter,pruning and removing overgrown plantings,planting,spreading mulch
and/or performing other basic landscape management tasks.The idea is to utilize
volunteer services in an effort to beautify the City while offsetting maintenance costs.
Partners Program Goal
"Partners"would aim to keep the City clean,green and beautiful by improving the
aesthetics of a specific right-of-way area through an organized and advertised one-day
community cleanup event.This program would allow volunteers the opportunity to make a
difference in the City and give back to their community.Staff i~recommending the
program to initiate as a pilot program so that staff could gauge the level of effort,outcome
and community participation in the program.After the pilot activities,staff would report the
findings to City Council and make a recommendation whether the program should continue
as designed.
Program Administration
Staff proposes to keep the pilot program simple,being mindful of staff administration time
during program implementation.Program guidelines would outline the details and provide
a framework for the volunteers.Upon completion of the pilot program,staff would evaluate
the results,and gather accurate cost and savings from the program prior to determining the
feasibility of continuing the program.A positive outcome would be measured by
community interest,number of participants,and work being performed properly and safely.
A copy of the draft guidelines is included as an attachment to this report.
Event Date and Frequency
Staff proposes scheduling the event on a Saturday morning (possibly 9 am to noon)in
Spring 2013 (April or May).Springtime is an ideal time to perform landscape maintenance.
Additionally,scheduling the first volunteer activity during the springtime would give staff
sufficient time to design and implement the program,schedule the Volunteer Day to reduce
.other event conflicts and conduct adequate public outreach for volunteers.If the pilot
program is successful,staff would recommend implementing the program with suggested
enhancements or changes again approximately 6 months later for the Fall 2013.
Location of Work
The location of work will be predetermined by the Director of Public Works.Staff has
identified the location of the first Volunteer Day event.The center median along Hawthorne
Blvd as you enter the City from Rolling Hills Estates to Blackhorse Road is the ideal
location.It is one of the most travelled main entries into the City.This median has
overgrown ivy that is unsightly which makes irrigation infiltration difficult and costly.
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Scope of Work
The scope of work includes median ivy removal and plant refurbishment.To accomplish
this goal,some preliminary work would be completed by City crew work first.
1.One to two weeks prior to the event,City maintenance crew would dethatch the
median ivy to a height of 2-inches above ground level.The built up thatch is
preventing the water from penetrating the stem and leaves buildup contributing to the
ivy's appearance and problems with overwatering.
2.One week prior to event,City maintenance crew would refurbish the irrigation system
by removing and replacing standard irrigation valves,removing irrigation sprinklers,
risers and nozzles and replacing them with precision,lower-flowing nozzles.
The above activities would prepare the site for the work to be performed by volunteers.
Subsequently,on the event day,volunteers would:
1.Remove the dethatched ivy clippings and place them in provided dumpster(s),
2.Clear the median noses of shrubs,pine needles and IVy from tip of nose to 1DO-feet
back,
3.Plant the recommended plant palette*laid out by staff along median noses,
4.Add floor mulch,and
5.Water new plants.
*The Hawthorne median noses will be a combination of a cluster of the Nandina Nana,two rows of Indian
Hawthorn,two rows of dwarf variegated Pittosporum,and one row of the Emerald n Gold "winter creeper'.The
median noses for planting are 12-feet wide and 100 feet in length.
Staff has attached a conceptual drawing of the median nose showing how it could look
after the cleanup work and replanting.
Volunteer and Event Safety
Safety would be priority number one.Staff would prepare an event-day traffic control plan
and work closely with Lomita Sheriffs on providing on-site safety during the event.The
number one lanes (lanes closest to the median)in both directions on Hawthorne would be
.closed to traffic.Staff would designate volunteer parking and gathering areas.Traffic
cones,caution tape and/or delineators would be used,where necessary.On event day,
prior to commencement of work,mandatory volunteer safety training would be conducted
and safety vests and gloves would be distributed.Staff would be on hand to answer
questions,monitor and supervise the volunteers'activity.Furthermore,staff will determine
the maximum number of volunteers for the event,and require a minimum age for
volunteers (14 or older).
Program Registration
Pre-registration via mail or website (including signing a release of liability form)would be
required.Volunteer Day particulars,including event time,date,job site location,scope of
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work,volunteer minimum age,recommended attire,maximum number of participants,
parking,etc.would be available on the City website for review and downloading.
Informational fliers will also be available at City facilities.
Program Cost Savings
The activities from the event would save General Fund expenditures that would have
otherwise been spent by the City's contract landscape maintenance crews.This work
would normally take approximately 8 days to complete with a crew of 4 landscape
maintenance workers.However,with the Volunteer Day and approximately 20-30
volunteers,the level of effort for the work crews will be reduced to only 3-4 days.That
reduction amounts to approximately $3,500 in monetary savings to the City by having the
volunteers conduct a portion of the work.However,the administration costs of this pilot
program will need to be considered in determining whether there is a net savings.
However,staff believes that if this pilot program is successful,the administration costs for
future Volunteer Day activities would be lower due to the reuse of supplies,website
messaging and advertising material,and staff's familiarity and prior experience.
Furthermore,it is important to note that the primary purpose of this program is to allow the
volunteers an opportunity to work on a project,beautify a median and give back to their
community.
Program Costs
Implementing the pilot "Partners"program would have the following hard and soft costs:
•Pre-event staff time activities:
o developing logistics (outlining a detailed scope of work and marking the
cleanup and planting areas,estimating the number of needed volunteers),
o promoting and advertising the event (breaking news emails,fliers,PSA,
newsletter articles,billing inserts,press releases),
o answering public inquires,
o creating registration and liability release forms,and link to City website,
o receiving on-line and mailed registration and liability release forms,
o reviewing registration and liability release forms for completeness,
o creating a volunteer data base,assigning volunteer tasks,monitoring total #
of volunteers,
o calculating and purchasing needed supplies (safety vests,gloves,rakes,
plants),
o arranging for placement and removal of dumpsters,
o sending confirmation and/or reminder emails (location map,parking and
walking direction)to volunteers,
o preparing event day traffic control plan,and
o notifying the immediate neighborhoods of event day traffic.
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•Event day staff time activities:
o placing traffic controls such cones,delineators,and tapes,
o checking in/out volunteers,
o distributing supplies and retrieving supplies,
o conducting mandatory safety instruction,
o placing volunteers at assigned work areas,and
o supervising,assistance,problem solving,and first aid.
•Event day Sheriff's (public safety)time activities:
o assisting traffic flow,volunteer parking and walking safety
•End of event staff time activities:
o final cleanup,
o inventorying and storage of supplies,and
o removing traffic controls such cones,delineator~and caution tapes
•Post event staff time activities:
o Receiving feedback,and evaluating program outcome
Monetary Contributions/Donations
Monetary donations from participants,although not mandatory,would be accepted and
encouraged.Such donations could be in addition to,or in lieu of participating in the
cleanup activities.Volunteers could donate as little as $10 which is the purchase price of
one plant.Donors would receive a "Donor"ribbon on clean up day as a symbol "thanks".
Donors and/or volunteers could also be recognized on the City's website,or by the Mayor
at a future Council meeting.
Public Outreach
If approved by Council,staff would start advertising for the program in early 2013.
Outreach would be via:City website,Breaking News and list server announcements,press
releases,posted banners,Mayor's Announcement,City newsletter,PSA,and notices to
various local adult and teen volunteer groups.
Program Evaluation and Feedback
Staff would solicit feedback from participants at the end of the event via City website,
phone and/or mail.Staff will then analyze the program costs.Finally,staff would report
the findings to Council.
Program Name
The proposed event name,"Partners",a Community Volunteer Event,is a placeholder.
The City Council may choose an alternate name for the event.Some other name
suggested include:Partners-Hands in Gloves,Median Partners,Median Makeovers,
Median Mania,and Median Pizzazz.
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ALTERNATIVES
1.Do not approve of the proposed pilot "Partners"program.
2.Direct staff to make program changes as suggested by Council and implement the
revised pilot "Partners"program.
3.Require a mandatory volunteer contribution towards purchasing plant material
and/or offsetting program administration time.The Amount could to be determined
by Council.
FISCAL IMPACT
It is estimated that the cost of administering the program would at least initially exceed the
value of the labor saved.Costs associated with staff time,materials and pre-event
preparati6n would be paid for from the street maintenance budget.This cost could partially
be offset by the estimated labor savings in the amount of $3,500.There will also be some
utility (water)savings realized as a result of this activity.If Council chooses to move
forward with staff's recommendation,a more exact cost analysis would be prepared and
presented at the conclusion of the first pilot program.Finally,median maintenance is
budgeted under street maintenance and is funded by General Fund.
Attachments:Proposed Partners Program Draft Guidelines
Conceptual Drawing of Project Site after Cleanup and New
Landscaping
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"Partners",a Community Volunteer Event
Pilot Program Guidelines
The goal of the pilot "Partners"program,a Community Volunteer Event,is to keep our
City beautiful by helping clean up and revitalize a median through an organized one-day
community cleanup program.The City of Rancho Palos Verdes is looking for individual
or group volunteers (volunteers)to make a difference and give back to this community,
while helping to reduce the City's median maintenance costs.
Project Information
Frequency:
Project Location:
Project Date &Time:
Work Description:
Volunteer
Responsibilities:
Donations:
City
Responsibilities:
Single Pilot Program
Hawthorne Blvd.median-Northern City Entrance to
Blackhorse
Spring 2013.Saturday Morning (exact date TBD by City)
Under direct supervision of City staff,volunteers will clear
weeds,shrubs and ivy;rake leaves and ivy;remove trash
and debris,prune plants;plant new plants and water as
needed;spread mulch;and/or perform other basic
landscape duties as needed.
Pre-register on-line or by mail
Sign liability release form
Wear appropriate work clothing and shoes
Arrive on time at designated location (late arrivals will not be
accepted)
Follow all safety instructions and rules
Meet minimum age eligibility requirement (14 years +)
Be prepared to help as directed and assigned
Monetary donations welcome,but not mandatory
Donation could be in lieu,or in addition to volunteering
Event day donation -Donation Box,or adopt a plant(s)
Non-event day donations-mail checks (no cash)to City Hall
Set maximum number of volunteers per project
Implement traffic safety (cones,delineators,Sheriffs)
Designate parking areas
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Partners
Program Guidelines
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Questions
and Assistance:
Monitor number of volunteers
Conduct same day mandatory safety instruction and training for
volunteers
Provide dumpster,trash bags,safety vest,shovels,rakes,
gloves
Volunteer check in,supply distribution
Volunteer check out,supply return
Supervise volunteers,provide assistance,and first aid
Check the City's website at:www.palosverdes.com/publicworks
Registration and Liability forms available on the City's website
at:TBD
Mail completed forms to:City of RanchpPalos Verdes,Public
Works
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