Volunteer Youth Group needed for this year's Christmas Tree Collection program

November 18, 2024

FUNDRAISING OPPORTUNITY!

The City of Lethbridge Waste & Environment Department has for the last 25+ years offered the residents of Lethbridge a ‘Christmas Tree Recycling Program.’ Christmas trees are picked up at each participating household and chipped into wood chips that are used in City parks. We would like to open this fundraising opportunity to any interested youth groups in Lethbridge (organizations whose membership is 18 years of age and under). In return for the completion of the collection, the successful youth group will receive a $10,000 honorarium for the city-wide collection program.

What would I have to do?

The program provides the collection of Christmas trees from all residences in the City of Lethbridge. Delivery of the program involves a one day blitz across the entire city to pick up all the Christmas trees that have been placed out. The trees are placed at residents' waste collection location, which is either in the alley or at the curb at the front of the property.

The collection date is Saturday, January 11, 2025. This date will be advertised to the community in advance of the program. The entire city must be covered on that date. All trees are to be dropped off at the specified sites. To minimize driving distances, there will be multiple drop-off sites.

The collection date for missed trees is the following Saturday, January 18, 2025. This collection is for a small number of trees (typically 30-40 trees). The City will collect the addresses of missed properties and will forward to the group prior to the date.

How will the group be chosen?

The selection process is as follows:

Submit a description of your group’s interest to participate. You will need to include a summary of the resources that you have available to deliver the program (see requirements below).
City of Lethbridge staff will evaluate the suitability of each group to deliver the program and select a group based on their qualifications.
City of Lethbridge will notify the groups.

In an effort to include various sizes of volunteer youth groups, we encourage smaller groups to organize themselves under one authority with a single submission. This single authority will serve as a point of contact with the City and will be responsible to disperse the honorarium among the other member groups.

Requirements:

Access to volunteers

Access to volunteers to collect trees. Given the large number of trees that residents historically and consistently leave out, we require that groups be able to provide at least 70 volunteers. Volunteers must be able to physically load and unload trees. Please indicate approximately how many volunteers you can commit to that day.

While most trees are collected on the first day, the make-up collection on the following week is equally important for those who missed out on the collection or had trees that weren’t picked up and would like a second chance to correct whatever issue prevented collection in the prior week. As such, we require an assurance that a group will be available for collection on the follow-up week as well as the main collection date. Please include in your submission that you acknowledge that your services are required on both Saturday, January 11 for the main collection and Saturday, January 18 to collect missing trees.

Access to equipment

Access to equipment to pick up trees. In past years, 1800+ trees have been collected and access to flatbeds and/or trailers has been essential. In past years, 1800+ trees have been collected and access to flatbeds and/or trailers has been essential. We ask that groups be able to provide at least 40 vehicles. Please indicate the numbers and types of equipment (trailers, trucks, etc.) to be used.

Ability to follow maps

Ability to follow the maps provided. This will assist you in routing and assigning resources. The maps will also show which areas have front collection, which have alley pick-up, and which may have Assisted Collection needs. The maps need to be followed to ensure all areas have been collected. Please list any prior volunteer experiences that demonstrates the group’s experience in following maps.

Ability to record information

Ability to record information. The number of trees collected needs to be recorded accurately on record sheets provided (or through other means that can be discussed and may work best for your group), as well as any trees that must be left for reasons of safety or improper placement.

Previous fundraising experience

Provide 3 examples of successful previous fundraising events, that are similar in scope. Take care to include descriptions on how you were organized for these events. Do you have a dedicated fundraising coordinator? Do you have experience organizing teams and delegating to team leads? Etc.

If your youth group is interested in participating in this program this year, please submit your application by end of day on Sunday, December 1, 2024. We will contact the group selected for the 2024–25 collection shortly after the submission deadline.

Submissions and/or questions should be emailed to:

Andrew Cameron
Outreach & Education Technician
Waste & Environment, City of Lethbridge
Andrew.Cameron@lethbridge.ca

City Hall
910 4 Avenue South
Lethbridge, AB T1J 0P6

Phone: 311
or 403-320-3111 (if outside of Lethbridge)

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