Workshop Item - Megan Hedstrom, Stormwater Coordinator
Title
Stormwater Adopt-A-Pond Pilot Program
Executive Summary
Staff have begun development on an Adopt-A-Pond Pilot Program. This would be a new volunteer program for the city, though other cities across the metro and Midwest are initiating similar programs. In addition to a new offering for volunteers, this program would also help meet the city’s Municipal Separate Storm Sewer (MS4) Permit requirements for education and outreach.
Staff will describe the proposed pilot program and the potential impacts on our residents.
Background
Staff began discussions of an Adopt-A-Pond in the fall of 2021. Under the rules of the MS4 permit, approximately 20% of ponds are to be inspected and routine maintenance performed annually. This results in each city owned and maintained pond being cleaned once every five years. Many residents have expressed the desire for more routine cleaning to occur which is something that cannot be taken on by staff at current staffing levels. Pond inspections and the resulting maintenance needs alone typically account for over 500 labor-hours annually.
Engineer and Public Works staff resumed discussions this spring and ultimately found the program currently sponsored by the city of River Falls, Wisconsin to align closely with staff’s expectations of an adoption program. The policy and application for this program are attached for reference and will be discussed in detail.
In general, the program would allow for volunteer groups to adopt available ponds for additional, supplemental cleaning events. Initially staff proposes to launch the program on a pilot basis, only allowing up to 10 adoptions to occur throughout 2022 and 2023. This will allow for staff work load, program costs, and public interest to be evaluated over the winter of 2023/2024 before a city-wide program is established.
Application Process for Adopters
Interested volunteer groups would fill out an application providing contact information for a group leader and selecting a pond to adopt. Not all ponds will be adoptable, due to ownership or access issues, so a map would be generated to indicate which ponds are available for adoption. The city’s legal team would need to advise on liability, indemnification, and parental consent for minors who plan to volunteer.
Once an application has been accepted, the city would then schedule a volunteer training session with the group leader of each Adopt-A-Pond group. The training session will include a briefing on allowable activities and provide volunteer groups with materials needed to organize their first clean-up day. An application deadline in the spring and fall would be set so that coordination of the volunteer trainings could occur to limit the amount of sessions needed.
If the pond is located on public property, like in a city park, then after receiving training and upon determining a cleanup date the group leader can stop by city hall to receive heavy duty garbage bags for the cleanup event. If the pond is located on or surrounded by private property than residents will be given notification forms to distribute to the surrounding properties prior to receiving materials and conducting the cleanup.
Volunteer Activities
Typical volunteer activities for an Adopt-A-Pond group will include bi-annual cleanup event, once in the spring after the snow has melted and once in the fall once leaves have fallen. The bi-annual cleanups will primarily include the collection of garbage and debris from along the pond buffers. Additionally, any dropped branches or woody debris can be removed. Inlets and outlets may also be unclogged, if accessible from the shore. No mowing of the buffer would be permitted and no wading or in-lake activities, as many of these ponds have steep drop-offs and are dangerous to enter.
Adopt-A-Pond groups will coordinate both spring and fall cleanups with the Stormwater Coordinator so that materials can be provided for the cleanup. Public Works staff would pick up any collected garbage, debris, or branches from the cleanup and dispose of them properly. Following the cleanup, the group leader from each Adopt-A-Pond group would submit a report form detailing their observations on the pond. This will serve as a supplemental inspection to the MS4 program and residents can submit concerns using this biannual report regarding potential invasive weeds, erosion or sedimentation issues, or clogged inlets or outlets that could not be accessed from the shoreline that may require public works attention. The report format would be offered digitally, as well as paper forms on request.
In addition, staff recommends that some incentives are built into the program to increase participation rates. One incentive staff is investigating is to provide storm drain stencils and paint to volunteer Adopt-A-Pond groups after the second cleanup event. Volunteers could then paint a “keep it clean, drains to pond” stencil on the curb near the drain as a visible indicator that the residents in the neighborhood are volunteering to help support the cleanliness of the storm pond.
Another potential incentive is an application process that would allow residents to receive reimbursement for the provision of plants to be added to the pond buffer zone. Native wildflowers or long grasses can grow successfully in the buffer areas. An approved seed list would be assembled by staff and if a pond group has participated for two years and has submitted the bi-annual reporting, the group leader could submit an application with a planting plan or quote for potential reimbursement. Once staff approved the planting plan or quote and the reimbursement application, the Adopt-A-Pond group could purchase materials and submit an invoice or receipt for reimbursement from the city. Staff currently recommends a maximum reimbursement of $300 per pond group and three groups could receive funding per year. Initially, priority for reimbursement be given to groups in good standing who have not previously received funding. If funding becomes competitive, a priority system would be developed.
Outreach and Communication
Staff would work with each Adopt-A-Pond group leader on the outreach component of this program. Materials would be developed, reviewed, and printed by city staff but staff recommends that distribution be done directly by the volunteer group. This way volunteers can start conversations with neighbors and see if any other community members want to volunteer at the cleanup event as well.
For ponds on public property, like in city parks, no outreach would be needed. For ponds that are surrounded by private property, surrounding approval will be necessary for a cleanup event to occur. Because much of the pond will need to be accessed by walking on private property, all surrounding neighbors will need to be aware of the volunteer event and will need to sign-off approving the event to occur. Staff propose that the group leader can organize approval from adjacent property owners by leaving door hangers with brief information including a sign-off approval that can be delivered back to the group leader indicating approval. Thresholds will be established, for example if a group receives only 65% approval from surrounding properties then only trash and debris removal will be allowed, but if the group receives over 90% approval than they will be eligible able to apply for the planting incentive.
Timeline
Staff recommends that if the city is to proceed with the Pilot Adopt-A-Pond program, that applications open on September 1st and close on September 30. Volunteer training can occur in early October and the first round of cleanups occur in late October into November of 2022. The Pilot program would only allow for adoption of 10 ponds, so if there is increased demand this would be on a first come, first serve application process.
If groups continue with the program and conduct a spring cleanup in 2023, they would then be eligible the storm drain stenciling incentive. This would be a low cost incentive, the cost of generating the stencil and providing the paint would be budgeted into the stormwater operating budget. If groups continue through 2024 and a planting incentive is recommended, then this would be included int eh stormwater operating budget for 2024.
The pilot program would be evaluated in 2023 and 2024 to determine how much staff time and resources it consumes. While the River Falls example, attached, does meet many of staff’s goals, it is for a city with approximately 1/3 of the adoptable ponds that the city of Blaine has, so staff time and coordination is a concern that will be evaluated prior to a full launch of the program.
Strategic Plan Relationship
This project meets the Well-Maintained Infrastructure strategic plan priority.
Board/Commission Review
N/A.
Financial Impact
Any material development or printing costs would be paid for out of the annual Maintenance and Operations budget in the Stormwater Enterprise Fund in 2022. Future incentives would be included in 2023 and 2024 budgets.
Public Outreach/Input
The communications department will develop or review any materials prior to distribution.
Staff Recommendation
Staff is asking for feedback from the City Council on the program.
Attachment List
1) River Falls Policy, Procedures, and Application