Neighborhood Cleanup Event Summary Help and Hints

Neighborhood Associations Please complete these steps and submit all paperwork to your Coalition office. 1. Complete the electronic form using the event summary checklist and worksheets available to you. 2. Submit backing documents which include weight slips, receipts, invoices, promotional materials. All forms and backing documents must be submitted within 30 days of the cleanup and no later than May 3! eights must be filled in and have accompanying transfer station slips for reimbursement. !e as e"act as possible #do not round if you know e"act $uantities%. eights must be in units re$uested #by tons, count, etc%. &onnage is listed on weight slips. &o convert pounds to tons, divide the pounds by 2,'''. Provide e"amples of your marketing materials #flyers, brochures, newsletter, website%. (ou must also submit unused )etro *isposal +ouchers, !PS will return unused vouchers to )etro. A separate )etro report is no longer re$uired.

Event Chec"list and E#penses $or"sheet -eview the checklist before the cleanup. .amiliari/e yourself with the information you will need to provide in the final report. &his checklist is provided as a tool to help cleanup coordinators and volunteers capture this information. &he 0"penses orksheet is provided to assist in calculating costs and totals for reimbursement. Neighborhood Coalition% &'S and Metro (oles &hree different agencies help 1eighborhood Associations fund and manage cleanup events. 1. )he Neighborhood Coalition 2 hen in doubt, call your 1eighborhood Coalition3 &he 1eighborhood Coalition is your 4full service bureau5 for cleanups. Coalitions provide one6on6one customer service and assist with reports and outreach. &hey distribute funding to reimburse for approved cleanup related e"penses. Coalitions can also provide liability insurance for cleanup event sites.

2. City of 'ortland &ureau of 'lanning and Sustainability *&'S+ 2 !ureau of Planning and Sustainability is a sponsor of the cleanups. As part of the grant agreement with !PS, the 1eighborhood Coalitions collect data about all cleanups and submit them to !PS for reimbursement. 7. Metro 2 )etro waives disposal tipping fees #not drop bo" and hauling fees% on mi"ed waste for cleanup events through the *isposal +oucher Program. 8n order to receive vouchers, 1eighborhood Associations need to submit voucher re$uests to )etro 19 days in advance of the event date. ,uestions- Contact your 1eighborhood Coalition. Central 1ortheast 1eighbors #C11% :'76;27671:< ronda=>cnncoalition.org 0ast Portland 1eighborhood ?ffice #0P1?% :'76;2769::' david>epno.org 1eighbors est@1orthwest #1 @1 % :'76;27692A: =en>nwnw.org

1orth Portland 1eighborhood Services #1P1S% :'76<'A6;;': 1ortheast Coalition of 1eighborhoods #10C1% :'767;;6:'<' katy.asher>necoalition.org Southeast Bplift 1eighborhood Coalition #S0BC% :'762726''1' "717 ashe>southeastuplift.org

Southwest 1eighborhoods, 8nc. #S 18% :'76;2769:D2 terithomaspetersen>yahoo.com

sylvia>swni.org

1eighborhood Cleanup &imeline and Activity Cist .eadlines in &old /ebruary 00% 001 Cleanup Eick6off )eeting Planning Pick date and time. Confirm haulers are available for your date #no hauler G no cleanup%. Confirm location and whether location needs certificate of insurance from Coalition. 8dentify collected materials. Ask local businesses to donate food for volunteers. Check resources for recycling and reuse options. *etermine any items that may need to be purchased, rented and borrowed. Call the Coalition or !PS staff if purchasing something new to ensure that it is eligible for reimbursement. Submit 1eighborhood Cleanup 8nformation .orm to Coalition. *isposal +oucher applications to )etro. 8nsurance notification to Coalition if applicable. )arketing materials distributed or posted #postcards, newsletters, banners%. Het weight slips and receipts from haulers. Set up an information table for payments and 1A information #postcards, flyers, news, other%. *esignate someone to count number of volunteers. *esignate someone to count number of households that drop off materials. *esignate someone to track the materials for the event summary report form. Collect receipts from any volunteers@board members who spent money on your event #marketing, supplies, other%. Collect any remaining weight slips and receipts from haulers. Complete the electronic event summary report form. Provide backing documents which include weight slips, receipts, invoices, promotional materials. Submit unused )etro *isposal +ouchers to !PS.

.allF Cate August@early September SpringF Cate .ebruary@early )arch

/all2 0st wee" of 3ctober Spring2 0st wee" of March 8nitial PaperworkF wee"s prior to your cleanup

*ay of the Cleanup event

4mmediately following your event

30 days after event *no later than% /riday% May 3 for spring cleanups+