Tree Pickup Coordinator

todo - this is a draft page

all tree pickup files from “troop drive” https://drive.google.com/drive/folders/19pEbtoxMxwO_3wvsV684ZOJ5Mh_lF9T7 there are more in the troop google account

Promotion

Create/Update the Promotion Assets

The promo materials should be updated/created in early November.

• Business card
• Poster
• Yard sign
• Digital assets (digital flyers, copy, etc.)
• Google Voice greeting
• Website

Meet with Troop PR Coordinator

Contact the Troop’s Membership Coordinator - the “troop promoter” - and go over their role in supporting Tree Pickup. Share the date + details of the fundraiser and the updated promo assets.

Order Printed Materials

Cards

500 to give to scouts and their families to put in mailboxes or had out to friends and businesses 1000 if scouts will be passing them out at Catholic Mass.

Note: some of the adults may have permission to hand out cards after Mass services at their church. With three handout times throughout the day, they could go through 200-300 cards. Either order these cards now, or wait until 8 days prior to the date of Mass to order additional cards.

Yard Signs

The troop has a supply of old signs used previously. Update date and price if needed. Redesign and order more if needed.

Posters

Regular (8.5x11) - Print on color printer or order ~20 from the Southbury printer

Regular paper, with or without pull-tabs

Create the promotion SignupGenius

Marketing Kickoff

2 days before last troop meeting before Thanksgiving, send an email to the whole troop:

Example Email

Troop 1607 Families,

Our annual Christmas Tree Recycling fundraiser will be on {{date}}. PLEASE SAVE THE DATE. Please pick up posters and business cards at tomorrow’s meeting. The suggested donation of $12, and the phone number (203-433-2886) will remain the same. Volunteers are needed to help with the following:

A. HANG POSTERS. If you’re out and about please hang posters at the below list of nearby tree farms, churches, stores, condo development mailboxes, bulletin boards, or other high-traffic locations in Southbury or Middlebury. (see list below)

B. POST on social media and EMAIL your neighbors. Attached is an image you can use to let local friends and family know about the fundraiser. Post on Facebook, Instagram, Dispatch, Discord, NextDoor, your virtual book club, or wherever you hang out virtually.

C. HAND OUT Business Cards. Give them to friends, put ‘em in mailboxes, hand them out after church services or to your book club. People will thank you.

D. HAUL TEAMS. Please reply if you have a:

• pickup truck
• vehicle which can tow a trailer
• trailer and a hitch
• trailer someone else can borrow

Thank you, {{name}} {{phone number}}

Example Email

Please remember to sign up to hang a poster for our annual Christmas Tree Recycling fundraiser. {{link}} This Monday I’ll be handing out cards and posters to boys at the meeting.

Please try to hang posters this week if possible.

If you need extra cards or have any other creative ideas to promote the event, please let me know.

I’ve also attached an image if you’d like to post on social media or send it to an organization to put in their newsletter.

Thank you, {{name}}

Marketing Kickoff - Last meeting before Thanksgiving During the closing circle, announce fundraiser and marketing volunteers needed. Hand out marketing materials to all scouts during closing circle and have more available after the meeting.

Logistics Preparation

Working with Condos and HOAs

• Condo Developments: Management or maintenance offices, mailbox kiosks. (also ask if they can mention it in their HOA newsletters.)

todo something about group purchasing arrangements and who we’ve worked with in the past

Recruiting for Volunteers, Trucks, and Trailers

Email to all active users

Help Needed for Christmas Tree Recycling fundraiser
Attachment: BSASbyTreeFundraiser2020.png

Example Email

Troop Families,
Our annual Christmas Tree Recycling fundraiser is just around the corner (Sat Jan 4).

Volunteers are needed to help:

A. TRAILERS. Please let me know if you have a vehicle which can tow a trailer, have a trailer we can use, or have both.

B. HANG POSTERS. Help put up posters at nearby tree farms, churches, stores, condo development mailboxes, bulletin boards, or other high-traffic locations in Southbury or Middlebury. See list: {{signup genius link}}

C. HAND OUT BUSINESS CARDS at church, to friends and co-workers, etc.

D. POST ON SOCIAL MEDIA. Attached is an image you can use to let local friends and family know about the fundraiser.

Monday Dec 9 and Dec 16 I'll be handing out cards and posters to boys at the meeting.

Thank you,
{{name}}
{{phone}}

Dec 26 send reminder email to Troop asking for volunteers with trailers or cars with hitches

Start to plan delivery groups

Example Email

I trust everyone had a Merry Christmas.
The tree fundraiser is in full swing. 14 pickup requests so far and counting...

Please don't forget to ask your neighbors, friends, and family (see image below).

We're looking for help on Sat Jan 5 by volunteering for the following:

- Trailer (flat-bed or open-roof is best)
- Driver - car with hitch AND trailer
- Driver - car with a hitch
- Driver - open bed / pickup truck
- Navigator (older scout or adult)
- Tree Removal Specialist / Hauler (scouts, please sign up on the website)

We'll be meeting that morning at the Exit 14 park and ride to break into teams.

Please respond directly to me at {{email}}

Thank you and happy New Year

(include the image of the business card for people to post on social media)

Volunteer Organization - 2-3 days prior

Gather your volunteers with trailers and trucks and put them into ‘teams’

Example Email

I trust everyone had a Merry Christmas and is having a Happy New Year’s Day. The tree fundraiser is in full swing. 120 pickup requests so far and counting… Please don’t forget to ask your neighbors, friends, and family (see image below/ attached).

We’re still looking for help on Sat Jan 6 by volunteering for the following:

• Trailer (flat-bed or open-roof is best)
• Driver - car with hitch AND trailer
• Driver - car with a hitch
• Driver - open bed / pickup truck
• Navigator (older scout or adult)
• Tree Removal Specialist / Hauler (scouts, please sign up on the website)

We’ll be meeting Saturday morning (8:30) at the Exit 14 park and ride to break into teams.

Hello Troop 1607 and Happy New Year. It’s Tree Time again! This year is shaping up to be another record breaker. 179 with a few days to go.

We NEED ADDITIONAL VOLUNTEERS. We’re looking for parent+Scout Pace/ Chase cars (no trailer needed) to lead or follow the Tree transport cars, and help get the trees from houses to the curb to speed pickups. PLEASE REPLY if you’re able to assist.

This year’s process will be a little different.

1. We will not be meeting on Saturday morning. Instead each team will coordinate where and when they will meet up on their own. Below are the teams so far.
2. I will assemble route packets and send them to you all via email sometime Friday afternoon / evening. IF YOU NEED ME TO PRINT AND DELIVER them to you, please let me know ASAP. (These packets will contain ‘optimal pickup order,’ customer contact info, and maps
3. On Saturday, I will communicate with each of the teams via text using the number below. If you would like me to use a different/additional number, please reply.
4. When you’re done with a route, please let me know if you have time to do another one. There are 12 routes and 8 teams.
5. When your bed/trailer is filled up, please either drop them in a central/ temporary spot that would be easy for a larger trailer to pick them up (and let me know) or bring them straight to the transfer station at 231 Kettletown Rd, (203-262-0662).
6. After collecting the money, please drop it off at Steve’s home and text him when you do. He’ll put a basket on his front porch. 642 Kettletown Road.
7. Any questions, call or text (203) 433-2886.

For anyone collecting near Woodbury, “Trees may be dropped at the firehouse at 25 Quassuk Rd, Woodbury, CT 06798 for the annual Christmas Tree Ceremonial Burn on Jan 16 at 6pm. Don’t drive down the field, instead roll them down the hill towards the pile.”

Disposal of the Trees

Confirm with the VFW that we can woodchip the trees and put them on the bank in the backyard. Make arrangements to rent/borrow a large (12 inch) wood chipper for the day of the pickup. It should be there before the crews start picking up trees. Often we rent one from Chatfields. Mention it’s for the scout troop’s fundraiser as they sometimes offer us a discount.

A few options have been used in the past for disposing of the trees:

• Taking them to the Southbury transfer station- we stopped doing this in 2024 because they wanted to charge us
• Taking them to goat farms - we stopped doing this because the farms didn’t want the trees any more, or needed them perfectly clean (tape, string, tags, tinsel, etc)
• Burning them at the Woodbury fire department’s tree fire

Collection of Bookings

todo go over the spreadsheet, google voice, call em all, website / google form

Routing and Packet Prep

todo

Day-of and Dispatch

todo