Planning A Beautification Project 101

Adapted from Emily Sudbrink, Silver Spring International Middle School PTSA

Developing Your Project

1)      Identify areas of need by…

·        Taking a tour of your organization’s grounds.  For MCPS School Locations go to http://www.montgomeryschoolsmd.org/schools/. 

·        Asking staff during staff meetings or send out a survey via e-mail or paper to staff.

·        Asking staff, administration, board members for a “wish list “

·        Consulting with local non-profit agencies; what do they have a need for?  What have they always wanted done that could be completed in one day?

·        Consulting with other community groups to see what other needs might exist in your community. 

2)      Prioritize your “wish list”…

·        How will the project contribute to the community

·        How “doable” is the project – can it be done in a few hours (weeding a flowerbed), or will the work need to be split up over several weeks (mosaic mural) – what steps will be involved?  You may want to start with a small project that can be incorporated later into a larger project.

·        What resources will you need

·        Will you need special permits or permission – for example, for outside projects do you need to check for underground pipes and/or power lines?  For inside projects, like a mosaic mural or a dance floor, who will install it? 

·        How much will the project cost – do you have monies allocated?  Will you ask local groups for donations? 

·        Once your project is complete, will it need any special maintenance?

Planning Your Project

Once you have made your priority list, and have identified which project you want to attempt, it’s time to create your “to do” list…

1)   Form a committee, by identifying persons to help you with planning and executing the project –

·        It is very helpful to have a co-worker or community representative co-lead the effort.  If applicable, you may want to have a parent serve as a co-leader.

·        Make sure you consult with the appropriate administrators, board members or other officials about your project.

·        If appropriate, include as many people in the planning process as necessary. 

·        If appropriate, include youth in the planning process as much as possible. 

2)   Make a “to-do” list –

·        Sit down with your committee and brainstorm all of the steps involved, in as much detail as you can. 

·        If you feel overwhelmed, just break down the project into smaller chunks and tackle them one at a time.

·        Consider doing a community event (i.e. community fundraiser, blood drive, etc.) as part of your project.  This is a great way to build support and community connectedness.

·        Remember to include communication with key people and publicity.

·        Identify who will be participating in each step, and try to include youth as much as possible (for example, if the project is to build a butterfly garden have students research plants and draw up plans).

3)   Create a time-line for completing the project.

·        Take your “to-do” list and a calendar and pencil in a time-line for completing the steps. 

·        Take into account the school’s or organization’s calendar (half-days, holidays, other big projects, conferences, etc.)

·        Make sure you are not conflicting with any other local events or another groups’ use of the building/area.

·        Take into account seasonal weather (will you need a snow or rain date?  Do you want to plan an outdoor event earlier or later in the day to avoid the heat?).

·        If your project includes events (such as a clean-up day) outside of the work day, (such as in the evening or on the weekend), make sure you consult with other staff to make sure you do not conflict with other groups or offices use of the space. 

4)   Make a list of all of the materials for your project.

·        Tools and materials (e.g. gloves, rakes, grout, paint in certain colors)

·        Be specific about all of the materials you will need (e.g. how many pencils, pens, and craft rings will you need; how many pints of paint are necessary?)

·        First aid kit (especially handy for “Clean-Up Day events)

·        You should make a record of how many volunteers participated.  Do you need to provide Student Service Learning Hour forms for your youth volunteers? 

·        If you are having a community event as part of your project it is very nice to provide refreshments (e.g. pizza, cold drinks, and popsicles).  

·        If the event is occurring on the a weekend, and is taking place outside, will you need access to the inside of your building to use the bathroom facilities?

5)   Locate resources/donations…

·        Ask local area businesses

·        Ask local landscaping, painting, hardware stores.

·       Ask local restaurants. for example Papa John’s Pizza may give organizations a discount for pizzas and/or free pizza coupons you can pass out as thank you or raffle gifts.

·        Ask fellow staff through your organization’s list-serve, if they have connections to a landscaping company – being able to use a landscaper’s truck to haul dirt and mulch to your site, and to haul away debris is invaluable! 

For schools, some of the following grant programs may be of assistance:

• Takoma Foundation – a wonderful organization based in Takoma Park that gives small grants to local groups that serve members of the Takoma Park community.  More information can be found at http://www.takomafoundation.org/grants.html

• Lowes Toolbox Grant – This grant is for projects that encourage parent involvement and build stronger community spirit, especially those that have a permanent impact such as facility enhancement (both indoor and outdoor) as well as landscaping/clean up type projects.  Grants are for amounts between $2000 and $5000.  For more information see… http://www.toolboxforeducation.com/

• The National Gardening Association – Youth Garden Grants Program – this organization gives grants to schools and community organizations with child-centered, outdoor garden programs.  They are especially interested in projects with an educational focus and/or curriculum ties, nutrition or plant-to-food connections, and environmental awareness/education.  The project must include youth playing an active role in the building and care of the garden.  On their website they also list several other grants schools can apply for, http://assoc.garden.org/grants/

• The Washington Post has two grant programs – Grants in Education – grants local schools funds (up to $300) for special school projects which implement creative and innovative ideas that enrich the standard curriculum. Previous grants have funded projects involving the renovation and building of school gardens and wildlife habitats, see…http://www.washpost.com/community/education/gie/gie_2006_md.pdf    For more information you can call The Post’s Public Relations department at (202) 334-7969 or go to their website,  http://www.washpost.com/community/education/gie/gie_2006_md.shtml 
   
• Grants in the Arts – this program provides funds (up to $300) for arts education activities which enrich the standard curriculum.  These activities can include visual arts projects like mosaic and painted murals.  More information can be found at … http://www.washpost.com/community/education/gia.shtml  and http://www.washpost.com/community/education/gia_grants2005-06/GIA_2006_MD.pdf

·        Local Activist Groups –

·        Friends of Sligo Creek – these wonderful folks do great work rebuilding the ecology around Sligo Creek, and are a great resource for schools wanting to build rain gardens and wildlife habitats as part of their landscaping.  Two such projects have been completed at Eastern Middle School (see http://www.fosc.org/AL-EasternMiddle.htm ) and Northwood High School (http://www.fosc.org/AL-Northwood.htm).  For more information contact Ed Murtagh at edward_b_murtagh@yahoo.com

·        School PTSA’s – ask fellow gardeners for divisions of plants in the fall and spring

·        Local Civic/Neighborhood Associations - these groups often have a landscaping committee attached to them that may have gardeners who would be willing to donate divisions of plants in the fall and spring.

Publicity…

If your project includes a special community day or event, there are many ways to publicize it…

·        In your organization or company newsletter

·        In your local PTSA’s newsletter (in multiple languages, depending upon the needs of your community).  Often these newsletters are mailed home to families, so they are a great resource.

·        On your buildings outside sign or marquee.

·        Pass out flyers (in multiple languages, depending upon the needs of your community) to parents waiting to pick up their children from school.

·        Pass out flyers and have a display in your building in a space where people frequent. 

·        Pass out flyers and have a display at “Back to School Night” or PTA meetings. 

·        Ask the local school’s principal if they would use a “Connect Ed” message to remind families of the event.  “Connect Ed” is an automated telephone message that can be sent to every family at your school.  Again, make sure it is presented in multiple languages, depending upon the needs of your community.

You may want to send information about your event to local newspapers like the Montgomery Gazette, which has many local editions.  For more information about doing this, go to their website, and find the proper editor to contact for your event, http://www.gazette.net/contact/   The Gazette also has a special “We Spotted – You Spotted” column where photos of your event can be posted.  For more information, go to http://spotted.gazette.net/

Hints for the day of your event…

·        Give yourself plenty of time to set-up.  If you can, try to deliver some items the day before to a secure location on site.  

·        You may want to have more than one person bring a particular item (e.g rakes or water).  That way, if one person is running late, you will still have some items to work with until that person arrives.

·        Have a central place where volunteers can sign in, youth can fill out Student Service Learning forms, and volunteers can be directed where to work.  If you are having a “clean-up day” event, this would be a good place to have a first aid kit and water in coolers.

·        Have a central place for project supplies to be left or picked up.  For a “clean-up day event” have colored electrical tape and permanent markers on hand so volunteers can label any tools they are loaning. 

·        Consider having a poster listing what needs to be done, so volunteers will know where to start.

·        Try and have one or two people who will be “floaters”, able to move around the project, answer questions, and go get tools and/or materials for the volunteers working.

·        Have some way to thank your volunteers, either with refreshments (e.g. pizza, cold drinks, or popsicles) or give-aways (e.g. t-shirts, certificates, or coupons).

·        Designate a person to take pictures – both “before”, “during” and “after.” 

After your event or once your project is completed…

·        Make a poster or slideshow with your “before, during and after” photos and display it in the lobby of your building, or at local meetings.

·        Put a thank-you on your listserve and/or newsletter.

·        If this was a long-term project, consider having a special celebration or dedication.

·        Have your committee meet and discuss what went well and what didn’t.

Things To Remember

• Confirm! Confirm! Confirm! – Make sure that all details are confirmed with whomever is involved with the project.  You don’t want anything to be overlooked. 
• Plan for the unexpected (as much as you can) – this is obviously hard to do because you never know what might come up, but try to plan for what things could go wrong.  For example if an agency doesn’t show up with their project what are you going to do?  Does the project go on “rain or shine”?  If not, plan an alternative project.