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Home My WebLink About289-23 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 289-23 File Number: 2023-1444 2023 BOSTON MOUNTAIN COMPOST BIN (GRANT AWARD): A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2023 BOSTON MOUNTAIN RECYCLING GRANT IN THE AMOUNT OF $9,000.00 FOR A PILOT CURBSIDE FOOD WASTE COLLECTION PROGRAM, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes acceptance of a 2023 Boston Mountain Recycling Grant in the amount of $9,000.00 to purchase compost buckets for a pilot curbside food waste collection program. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, recognizing the grant funds. PASSED and APPROVED on December 19, 2023 Page 1 Attest: 01111 nI111"1 T R, ;•'GSA Y OF S' —� FAYETTEV!i_!_: ; CITY OF FAYETTEVILLE ARKANSAS MEETING OF DECEMBER 19, 2023 CITY COUNCIL MEMO 2023-1444 TO: Mayor Jordan and City Council THRU: Peter Nierengarten, Environmental Director FROM: Brian Pugh, Waste Reduction Coordinator DATE: SUBJECT: Approve a resolution authorizing the acceptance of a 2023 Boston Mountain Recycling Grant for $9,000 for purchasing Compost Buckets for a pilot curbside food waste collection program and approve a budget adjustment to recognize the grant. RECOMMENDATION: Approve a resolution authorizing the acceptance of a 2023 Boston Mountain Recycling Grant for $9,000 for purchasing Compost Buckets for a pilot curbside food waste collection program and approve a budget adjustment to recognize the grant. BACKGROUND: The Arkansas Department of Environmental Quality receives money generated from landfill fees and distributes back to the regional solid waste districts to fund recycling grants. The Boston Mountain Solid Waste District issues recycling grants through approval of the Boston Mountain Solid Waste Board. The Boston Mountain Solid Waste District approved the pre applications at the October 2023 Board meeting. Boston Mountain is now ready to disburse funds. DISCUSSION: Recycling and Trash Collection staff developed a residential food waste collection program using 6 drop offs around Fayetteville in coordination with community partners. While drop off collection is available to residents the participation from a city-wide level is lagging. A pilot program to evaluate curbside collection of food waste is being planned to divert more food waste from trash collections. A third party, Ozark compost and Swap, LLC. Already has a franchise agreement with the City to collect food waste in Fayetteville. Staff would like to conduct a pilot using Ozark Composting as the collection partner to evaluate the service. Compost buckets are needed to allow Ozark Composting the ability to collect, wash, and return buckets to homes of participating in the pilot. BUDGET/STAFF IMPACT: The recycling grant award is not a matching grant, so no City funds are obligated with this request. The budget adjustment is attached to recognize the grant revenue and establish a capital project for the grant. Project 33053.2301 Compost Bins. ATTACHMENTS: SRF (#3), BA (#4), BM 2023 Grant award (#5), BM Compost bin acceptance (#6) Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 _= City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2023-1444 Approve a resolution authorizing the acceptance of a 2023 Boston Mountain Recycling Grant for $9,000 for purchasing Compost Buckets for a pilot curbside food waste collection program and approve a budget adjustment to recognize the grant. A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2023 BOSTON MOUNTAIN RECYCLING GRANT IN THE AMOUNT OF $9,000.00 FOR A PILOT CURBSIDE FOOD WASTE COLLECTION PROGRAM, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE.) ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes acceptance of a 2023 Boston Mountain Recycling Grant in the amount of $9,000.00 to purchase compost buckets for a pilot curbside food waste collection program. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, recognizing the grant funds. Page 1 Brian Pugh Submitted By City of Fayetteville Staff Review Form 2023-1444 Item ID 12/19/2023 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 11/30/2023 RECYCLING/TRASH COLLECTION (750) Submitted Date Division / Department Action Recommendation: Approve a resolution authorizing the acceptance of a 2023 Boston Mountain Recycling Grant for $9,000 for purchasing Compost Buckets for a pilot curbside food waste collection program and approve a budget adjustment to recognize the grant. Budget Impact: 5500.750.5080-5227.00 Containers - RTC Account Number Fund 33053.2301 RTC - Recycling Grant (ADEQ/Boston, Food Waste Collections Buckets Project Number Budgeted Item? Yes Does item have a direct cost? No Is a Budget Adjustment attached? Yes Purchase Order Number: Change Order Number: Original Contract Number: Comments: Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 10,296.00 $ 9,756.00 540.00 $ 9,000.00 9,540.00 Previous Ordinance or Resolution # Approval Date: V20221130 City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division Adjustment Number /Org2 RECYCLING/TRASH COLLECTION (750) 2023 Requestor: Daryl Brigman BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Approve a resolution authorizing the acceptance of a 2023 Boston Mountain Solid Waste District Recycling Grant for $9,000 for the purchase of Compost Buckets for a pilot curbside food waste collection program and approving a budget adjustment to accept the funds and allocate them into a capital project. COUNCIL DATE: 12/1/2023 ITEM ID#: 2023-1444 Holly Black 721712023 77:07 Rln Budget Division Date TYPE: D - (City Council) JOURNAL#: GLDATE: RESOLUTION/ORDINANCE CHKD/POSTED: TOTAL 9,000 9,000 v.20231113 Increase / (Decrease) Project.Sub# Account Number Expense Revenue Project Sub.Detl AT Account Name 5500.750.5080-5227.00 9,000 - 33053 2301 EX Containers - RTC 5500.750.5080-4302.01 - 9,000 33053 2301 RE State Grants - Operational I of 1 Boston Mountain A**m*AmSOLID WASTE DISTRICT October 30, 2023 RE: Boston Mountain Regional Solid Waste Management District 2023 Recycling Grant Award Grantee: City of Fayetteville Grant Number: FY23-04 Grant Name: Curbside composting Amount Awarded: $ 9,000 Congratulations! We are excited to notify you of your grant award. This grant is administered by Boston Mountain Solid Waste Management District. Below are some details of the program: All grant funds must be spent within three years of date awarded. • All grant funded projects must be started before you are eligible to apply for recycling grants in the next year grant round. Grant Reimbursement Requirements A detailed invoice A warrant, check copy, and/or credit card receipt. Showing proof of payment. For equipment purchased: make, model, serial or VIN number, and physical address of where equipment will be housed. A picture of the item(s) purchased • Reference Grant Number on all submittals. Can be submitted electronically or in paper form. Grant Issues Requiring Board Approval • Any changes in grants. (Grant Change Order) If you choose to trade, sell, or scrap equipment previously purchased with grants funds. All forms related to the grant program are available online. Bostonmountain.org Resources --+ Grants The District would like to thank you for all of the great grant applications and project proposals submitted this year. We have enclosed a copy of your final signed grant application. We look forward to working with you on your future solid waste management programs! incerely, R byn eed Director Boston Mountain Solid Waste District Enclosure 11398 Bond Road Prairie Grove, Arkansas 72753 p 479.846.3005 f 479.846.4614 bostonmountain.org Boston Mountain Solid Waste District Recycling Grant City of Fayetteville Staff Review Form 2023-0787 Item ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Brian Pugh 7/17/2023 RECYCLING/TRASH COLLECTION (750) Submitted By Submitted Date Division / Department Action Recommendation: Mayor's signature on Application for a 2023 Boston Mountain Solid Waste District Recycling Grant for $9,000 for the purchase of Compost Buckets for a pilot curbside food waste collection program Budget Impact: Account Number Fund Project Number Project Title Budgeted Item? No Total Amended Budget $ Expenses (Actual+Encum) $ Available Budget Does item have a direct cost? No Item Cost $ Is a Budget Adjustment attached? No Budget Adjustment $ Remaining Budget Purchase Order Number: Change Order Number: Original Contract Number: Comments: Previous Ordinance or Resolution # Approval Date: V20221130 07/18/2023 CITY OF FAYETTEVILLE P1111F ARKANSAS TO: Mayor Lioneld Jordan THRU: Peter Nierengarten, Environmental Director FROM: Brian Pugh, Waste Reduction Manager DATE: July 17, 2023 STAFF MEMO SUBJECT: Mayor's signature on Application for a 2023 Boston Mountain Solid Waste District Recycling Grant for $9,000 for the purchase of Compost Buckets for a pilot curbside food waste collection program RECOMMENDATION: Obtain Mayor's signature to authorize application for a 2023 Boston Mountain Solid Waste District Recycling Grant for $9,000 for the purchase of Compost Buckets for a pilot curbside food waste collection program. BACKGROUND: Each year the Arkansas Department of Environmental Quality collects revenue derived from landfill fees to issue recycling grants through local Solid Waste Districts to help fund recycling programs. The City has benefited from these grants in the past. The Boston Mountain Solid Waste District is the entity responsible for administering the grant program and compiles the grant applications and submits them to their Grant Committee for review. DISCUSSION: Recycling and Trash Collection staff developed a residential food waste collection program using drop offs around Fayetteville in coordination with community partners. There are currently 6 drop offs available to residents to bring their food waste for composting. While drop off collection is available to residents the participation from a city wide level is lagging. A pilot program to evaluate curbside collection of food waste is being planned to divert more food waste from trash collections. A third party, Ozark Compost and Swap, LLC. already has a franchise agreement with the City to collect food waste in Fayetteville. Staff would like to conduct a pilot using Ozark Composting as the collection partner to evaluate the service. Compost buckets are needed to allow Ozark Composting the ability to collect, wash, and return buckets to homes participating in the pilot. BUDGET/STAFF IMPACT: The recycling grant awards are not matching grants, so no City funds are obligated with this request. Upon administration approval and award of the grant a budget adjustment will be requested to recognize the grant revenue and a capital project will be created. Attachments: 2023 Boston Mountain Solid Waste District grant application. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Recycling Grant Application Boston Mountain P= OMI SOLID WASTE DISTRICT Grant Name: Co Y'vs�- R'Ins Grant Number: T-V23,0/l APPLICANT: CITY OF FAYETTEVILLE RECYCLING AND TRASH COLLECTION ADDRESS: 1560 S HAPPY HOLLOW RD COUNTY: WASHINGTON PHONE: (479) 601-2060 (CATEGORY) COMPOSTING Select only one category CONTACT: BRIAN PUGH CITY: FAYETTEVILLE ZIP CODE: 72701 E-MAIL: BPUGH@FAYETTEVILLE-AR.GOV GRANT FUNDS MATCHING FUNDS TOTAL PROJECT REQUESTED COMMITTED COST 9,000 0 9,000 Administrative Recycling Programs • Material Recovery Facility Recycling Equipment Education • Waste Reduction Activities • Composting Transfer Station with • Electronics Recycling • Planning Recycling 1. Other than Recycling Grant funds, how are expenses for the continuation of this project to be funded (including maintenance, repairs, labor and operating expenses)? The Recycling and Trash Collection operating budget with supplement funding for this pilot. 2. Who will manage the finances of this grant and how may s/he be contacted? (Who is responsible for maintaining records of income and expenses related to this grant?) Version: 2023-1 Page 1 of 7 Brian Pugh will be responsible for maintaining records of income and expenses related to this grant. Brian Pugh can be contacted at bpugh@fayetteville-ar.gov 479-601-2050 Version: 2023-1 Page 2 of 7 Please provide as detailed information as possible about your proposed recycling grant project. The more information and detail you are able to provide the better understanding the reviewers will have of your project. For questions regarding eligible applicants and/or grant projects please refer to the Boston Mountain Solid Waste District: Recycling Grant Program Guidelines 2018. All items must be completed and returned to the Boston Mountain Solid Waste District (District) by the close of business July 13, 2023. Electronic or paper copies are acceptable. APPLICATION CHECKLIST: ❑ Representative attend pre -application meeting ❑ Complete Project Summary and Budget Narrative ❑ Completed grant application signed by authorizer representative ❑ Submitted to Boston Mountain Solid Waste District by July 13th PROJECT DESCRIPTION & BUDGET ■ Limit to a two -page narrative. ■ Include any dimensions for facilities, equipment brochures, drawings, pictures, etc. ■ For construction projects (including building modifications, parking lots and fencing), please tell us who owns the property. Applicants should provide an overview of the proposed project, what will be purchased, the project's purpose and scope and the specific methods and technologies that will be incorporated to implement the project. The summary should include a timeline in narrative form for the major project implementation events including securing of permits and/or licenses, construction of facilities and completion of service contracts. Include the specific material or initiative being targeted and projected tons or capacity rating forecasted. How do you keep the public informed about the recycling, waste reduction and educational opportunities provided by your program? Applicants should demonstrate the financial and operational rationale for the requested funding and provide supporting information. State how the proposed project supports the strategic and educational goals of the District and State solid waste management plans. Include a detailed budget. Version: 2023-1 Page 3 of 7 NARRATIVE University of Arkansas graduate students conducted an evaluation of the residential food waste collection program in Fayetteville. One suggestion to improve diversion from landfill was to contract a private hauler to provide residential curbside collection. Currently, Ozark Compost and Swap, LLC (OC) is the only private hauler for picking up food waste as a residential service and they are expanding their operations. OC uses a system that makes composting food scraps more appealing to the home owner by swapping a clean food waste collection bucket with the full food waste collection container being serviced. This system increases buy -in and provides clean buckets after service. OC uses software to track food waste collection and provide fresh bucket exchange. OC will also use QR codes to track contamination and the Recycling and Trash Collection staff will be responsible for educating the residents with contamination issues. We anticipate the program will use a three -strike rule to remove participants from the program if contamination issues continue. This project would purchase 960 buckets to run a pilot curbside food waste collection. The pilot would provide the operational and logistical information needed to evaluate expansion of services for curbside collection of food waste Itli'iiaMO M Purchase of buckets would be completed upon grant award. The pilot would occur over a 12- month period and be evaluated for expansion. What will be purchased: Funds from the grant will be used to purchase the food waste collection buckets used by OC. Each bucket costs $9 each and there is a minimum order of 960. The total purchase is anticipated to cost roughly $9,500 so we are requesting $9,000 in funding for this project and the rest will be covered from the Recycling and Trash Collection operating budget. Project's purpose: The project's purpose is to decrease the amount of food waste going to the landfill as well as facilitate long-term social change within our community to advance and normalize the concept of a circular economy in waste collections. The average food waste collected by OC in 2022 was approximately 13 pounds per pickup and with a pilot of 350 homes this would capture 236,000 pounds of food waste from going to the landfill. Using the daily food waste estimate information from the EPA, this pilot could divert a minimum of 127,400 pounds of food waste from the landfill in a year. Full participation from households with a family of four could divert 509,000 pounds of food waste from the landfill. Version: 2023-1 Page 4 of 7 MINIMUM CONDITIONS OF RECYCLING GRANTS GRANT RECIPIENTS AGREE TO: ■ Comply with the guidelines and requirements of the Boston Mountain Solid Waste District: Recycling Grant Program Guidelines ■ Actively develop a recycling program, as outlined in the grant application, and expend all grant funds in the three (3) years following the date of the grant award by the District. ■ Actively seek to market or reuse the materials diverted under the recycling program from deposition in landfills in the period of three (3) years following the date of the grant award by the department. • Start prior year grant project before July 27t", the date pre -applications for the next grant round are due to the department. ■ Use facilities or equipment purchased with grant funds no less than 50 percent of the time on the purposes specified in the grant application. ■ Ensure all applicable federal, state and local permits and licenses have been obtained. ■ Use any interest earned on grant funds exclusively for recycling programs consistent with the District's Solid Waste Management Plan. ■ Maintain an orderly accounting system to document that grant expenditures are made in accordance with project budget. This includes keeping copies of all bids, paid invoices, canceled checks, and other appropriate paperwork. ■ Report for five years after receipt of grant funds or until all funds are expended, whichever is longer, as directed by statute and regulation. • Conform to all state laws on the purchase, use or sale of equipment and facilities secured with grant funds. ■ Seek competitive bids or requests for proposals (RFP) for purchase of equipment or services as required by state and local procurement laws. ■ Receive written approval from the Board for any modifications to the grant, including requests for time extensions. ■ Receive written consent from the Board and the department before selling, trading or transferring facilities or equipment. The following items are not eligible for funding from recycling grants: Taxes Legal fees Vehicle registration Reimbursement of funds Licenses or permits Utilities Retroactive purchases ADMINISTRATIVE REQUIREMENTS All grants are subject to audit. District personnel have the right of access to all records pertaining to grant - funded project or activity. Grant application must include: answers to the Project Description questions and a complete Budget, as required. Incomplete grant applications will not be considered and may delay processing of grant funds. THE BOSTON MOUNTAIN SOLID WASTE DISTRICT AGREES TO Submit a list of all completed grant applications received by eligible applicants to the Boston Mountain Solid Waste District Grant Committee. Version: 2023-1 Page 5 of 7 Publish a list of grants to be submitted to the Board with for public comment open for 30 days past publication: Copies of any comments received regarding the grant request shall be forwarded to the Board. If no comments are received, send an e-mail stating such at the end of the comment period. Notify the Board in the event a recipient has not met conditions of the approved grant application_ Ensure that the project is compatible with the approved RSWMD plan on file with ADEQ or submit documentation demonstrating why a deviation is necessary. Maintain copies of invoices, purchase orders, checks or other supporting documents for grant expenditures at the regional solid waste district office. Compile annual reports as required. SIGNATURE & CERTIFICATION I certify that to the best of my knowledge, the information provided in this application and its attachments is correct and true. I understand and agree that if grant money is subsequently awarded as a result of this application, I will comply with all applicable statutory and regulatory provisions and with applicable terms, conditions, and procedures of the Recycling Grants program. I have read and agree to abide by the Minimum Conditions of Recycling Grants. I certify that all proposed activities will be carried out and that all grant money received will be utilized solely for the purposes for which it is intended unless written authopzgtion is provided by the Regional Solid Waste Management District Board of Directdks Mayor 07/18/2023 ApRfi nts uthorized i enta Signature Date THE ABOVE -REFERENCED GRANT IS HEREBY APPROVED. o 3o 20Zs Date 1 flL fZQ _ - Date FOR DISTRICT USE ONLY,` RECEIVED DATE RECEIVED: -4l al n BY: Version: 2023-1 Page 6 of 7 APPLICATION COMPLETE: QQ COMMENTS IF NO, RETURNED TO: DATE: verslon: 2023-1 Page 7 of 7