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HomeMy WebLinkAbout246-25 RESOLUTIONPage 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 246-25 File Number: 2025-2145 A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2025 BOSTON MOUNTAIN RECYCLING GRANT IN THE AMOUNT OF $10,000.00 FOR PURCHASING COMPOST COLLECTION CONTAINERS, 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 the acceptance of a 2025 Boston Mountain Recycling Grant in the amount of $10,000.00 for purchasing compost collection containers. 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. PASSED and APPROVED on November 4, 2025 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2025-2145 MEETING OF NOVEMBER 4, 2025 TO: Mayor Rawn and City Council THRU: Peter Nierengarten, Environmental Director FROM: Brian Pugh, Waste Reduction Coordinator SUBJECT: Approve a resolution authorizing the acceptance of a 2025 Boston Mountain Recycling Grant for $10,000 for purchasing Compost Collection Containers for a permanent curbside food waste collection program and approve a budget adjustment. RECOMMENDATION: Approve a resolution authorizing the acceptance of a 2025 Boston Mountain Recycling Grant for $10,000 for purchasing Compost Collection Containers for a permanent curbside food waste collection program and approve a budget adjustment. 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 has approved the pre applications and provided notice of award. Boston Mountain will disburse the funds beginning in late 2025. Legistar item 2025-0586 was approved allowing staff to apply for the grant. DISCUSSION: Since January 2025 the city has piloted with Ozark Compost and Swap (OCS) and feel expectations have been met to continue the pilot and move towards a full-time program. The pilot has close to 300 households participating and has collected over 17 tons of food waste to date. Staff would like to pursue a full-time contract with OCS to expand services to residents by the end of 2025. Additional Compost buckets for expanding the service to a full-time program are needed to allow OCS the ability to collect, wash, and return buckets to participating homes. Staff would like to have at least 1000 households using the service which has the potential to divert approximately 250 tons of food waste annually away from landfill disposal. BUDGET/STAFF IMPACT: The matching funds committed by the city that are noted in the grant application are for funding the compost collection program - this 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 33053-2501 Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov ATTACHMENTS: 3. Staff Review Form, 4. Budget Adjustment, 5. Recycling Award Letter from Boston Mountain Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2025-2145 A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2025 BOSTON MOUNTAIN RECYCLING GRANT IN THE AMOUNT OF $10,000.00 FOR PURCHASING COMPOST COLLECTION CONTAINERS, 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 the acceptance of a 2025 Boston Mountain Recycling Grant in the amount of $10,000.00 for purchasing compost collection containers. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. 10/15/2025 Submitted Date No -$ -$ V20221130 Budgeted Item? Does item have a direct cost? Is a Budget Adjustment attached? Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget -$ -$ No Yes 10,000.00$ 10,000.00$ 33053.2501 Project Number Budget Impact: RTC - 2025 Boston Mountain Recycling Grant Compost Collection Containers Fund Recycling and Trash Collections5500.750.5080-5227.00 Account Number Project Title City of Fayetteville Staff Review Form 2025-2145 Item ID 11/4/2025 City Council Meeting Date - Agenda Item Only Approve a resolution authorizing the acceptance of a 2025 Boston Mountain Recycling Grant for $10,000 for purchasing Compost Collection Containers for a permanent curbside food waste collection program and approve a budget adjustment. N/A for Non-Agenda Item Action Recommendation: Submitted By Brian Pugh RECYCLING/TRASH COLLECTION (750) Division / Department Comments: Purchase Order Number: Change Order Number: Previous Ordinance or Resolution # Approval Date: Original Contract Number: City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division /Org2 RECYCLING/TRASH COLLECTION (750) Adjustment Number 2025 Requestor:Daryl Brigman BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Accept a 2025 Boston Mountain Recycling Grant for $10,000 for purchasing Compost Collection Containers for a permanent curbside food waste collection program. COUNCIL DATE:11/4/2025 ITEM ID#:2025-2145 Holly Black 10/16/2025 7:19 AM Budget Division Date TYPE:D - (City Council) JOURNAL #: GLDATE: RESOLUTION/ORDINANCE CHKD/POSTED:/ v.2025826TOTAL10,000 10,000 Increase / (Decrease)Project.Sub# Account Number Expense Revenue Project Sub.Detl AT Account NameGLACCOUNTEXPENSEREVENUEPROJECTSUBATDESCRIPTION X 5500.750.5080-4302.01 -10,000 33053 2501 RE State Grants - Operational 5500.750.5080-5227.00 10,000 -33053 2501 EX Containers - RTC -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- 1 of 1 ANA Boston Mountain SOLID WASTE DISTRICT October 6. 2025 RE: Boston Mountain Regional Solid Waste Management District 2025 Recycling Grant Award Grantee: City of Fayettevilie Grant Number: FY26-04 Grant Name: Composting, Compost bins for curbside collection Amount Awarded: $ 10000 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! Sincerely, � R bbyn deed Director Boston Mountain Solid Waste District Enclosure 11398 Bond Road Prairie Grove, Arkansas 72753 p 479.846.3005 f 479.846.4614 bostonmountain.org Docusign Envelope ID: DCD25518-F182-4899-8D1E-BD4801EE007E Recycling Grant Application Boston Mountain SOLID WASTE DISTRICT Grant Name: Compost Buckets Grant Number: F\/?ID ry I APPLICANT: CrTY OF FAYETTEVILLE ADDRESS: 1560 S. HAPPY HOLLOW ROAD COUNTY: WASHINGTON PHONE: (479) 718-7685 CONTACT: BRIAN PUGH CITY: FAYETTEvrLLE ZIP CODE: 72701 E-MAIL: sPUGH@FAYETTEVILLE-AR.GOV PROJECT TYPE CATEGORY GRANT FUNDS REQUESTED MATCHING FUNDS COMMITTED TOTAL PROJECT COST COMPOSTING $10,000 515,000 $25,000 Select only one category • 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 will supplement funding for the program. 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?) Brian Pugh Version: 2025-1 Page 1 of 5 Docusign Envelope ID: DCD25518-F182-4899-8D1E-BD4801EE007E Please provide as detailed information as possible about your proposed recycling grant project. The more information and detail you can 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 16, 2025. 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 16t" PROJECT DESCRIPTION 8r 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. Narrative Grant funding from BMSW Grant FY23-04 allowed a 6 month pilot with Ozark Compost and Swap (OCS) with the goal of getting 250 households to participate which began in January 2025. The pilot was successful with 285 single family homes participating and we are extending the pilot to include multifamily properties for the rest of 2025. OCS uses a system that makes composting food scraps more appealing to the participants by swapping a full food waste bucket with a clean food waste bucket. This system has Version. 20251 Page 2 of 5 Docusign Envelope ID: DCD25518-F182-4899-8D1E-BD4801EE007E proven to increase buy -in through providing clean buckets and removing the ick factor that limits participation in composting. OCS uses software to track food waste collection and has proven to prevent contamination by removing any contaminates (including produce stickers) before delivery to composting rows. The City is pursuing a full-time contract with OCS for 2026 and this grant would purchase 960 buckets to extend the door step food waste collection with the goal of gaining 1000 households in Fayetteville using this service. It is estimated that 1000 households could result in over 250 tons of food waste diverted into the composting program and away from the landfill. Include a detailed budget. Funds would be used to purchase food waste collection buckets used by OCS. Estimated bucket cost is $8 each and a minimum order is 960 buckets. That cost would be roughly $7,680. The additional $2,320 could be combined with operational funds from the City to make another purchase of buckets should the program be successful and additional buckets were needed. 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 271�, 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. Version: 2025-1 Page 3 of 5 Docusign Envelope ID: DCD25518-F1824899-BD1E-BD4801EE007E 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. 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. Ve,s,on 2025-1 Page 4 of 5 Docusign Envelope ID: DCD25518-F182-4899-8D1E-BD4801EE007E 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 authorization is provided by the Regional Solid Waste Management District Board of Directors. r J Mayor 7/21l2025 Applicants Authorized Representative Signature & Title Date THE ABOVE -REFERENCED GRANT IS HEREBY APPROVED. �DxuftnelIy. BMSWD Director 'i°u� SFratist, BMSWD Board Chair FOR DISTRICT USE ONLY: DATE RECEIVED: APPLICATION COMPLETE: IF NO, RETURNED TO: RECEIVED BY: COMMENTS Version 2025-1 Page 5 of 5 DATE: 9/18/2025 Date Docusign Envelope ID: DCD25518-Fl82-4899-8D1E-SD4801EE007E City of Fayetteville Staff Review Form 2025-0586 Item ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Brian Pugh 7/17/2025 RECYCLING/TRASH COLLECTION (750) Submitted By Submitted Date Division / Department Action Recommendation: Obtain Mayor's signature to authorize application for a 2025 Boston Mountain Solid Waste District Recycling Grant for $10,000 for purchasing Compost Buckets. Account Number Project Number Budgeted Item? No Does item have a direct cost? No Is a Budget Adjustment attached? No Budget Impact: Total Amended Budget Expenses(Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Fund Project Title V20221130 Purchase Order Number: Previous Ordinance or Resolution N Change Order Number: Original Contract Number: Comments: Approval Date: Docusign Envelope ID: DCD25518-F1824899-8D1E-BD4801EE007E CITY OF FAYETTEVILLE ARKANS ARKANSAS TO: Mayor Molly Rawn THRU: Peter Nierengarten, Sustainability and Resilience Director FROM: Brian Pugh, Waste Reduction Manager DATE: July 16, 2025 STAFF MEMO SUBJECT: Mayor's signature on Application for a 2025 Boston Mountain Solid Waste District Recycling Grant for $10,000 for the purchase of Compost Collection Containers RECOMMENDATION: Obtain Mayor's signature to authorize application for a 2025 Boston Mountain Solid Waste District Recycling Grant for $10,000 for purchasing Compost Buckets. 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. The deadline for submitting applications is the end of day on Wednesday, July 16th. Staff have submitted the application without the signature to meet the deadline, and it would be officially complete once a signature from the Mayor is obtained. DISCUSSION: RTC staff have conducted a pilot program with Ozark Compost and Swap (OCS) since January 2025 and feel expectations have been met and are in the process of continuing the pilot. The pilot has approximately 285 households participating and has collected over 10 tons of food waste to date. Staff would like to pursue a full time contract with OCS for expanding services to residents by the end of 2025 or in 2026. Additional Compost buckets for expanding the service to a full-time program are needed to allow OCS the ability to collect, wash, and return buckets to homes to participating homes. Staff would like to have at least 1000 households using the service which has the potential to divert approximately 250 tons of food waste annually away from landfill disposal. BUDGETISTAFFIMPACT: 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: 2025 Boston Mountain Solid Waste District grant application. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701