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Home My WebLink About200-10 RESOLUTIONRESOLUTION NO. 200-10 A RESOLUTION AUTHORIZING ACCEPTANCE OF A 2010 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY RECYCLING GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $29,449.00 FOR RECYCLING CONTAINERS FOR THE WEST SIDE RECYLCING DROP-OFF FACILITY, AND APPROVING 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 2010 Arkansas Department of Environmental Quality recycling grant through the Boston Mountain Solid Waste District in the amount of $29,449.00 for recycling containers for the West Side Recycling Drop-off Facility. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A." PASSED and APPROVED this 16th day of November, 2010. APPROVED: ATTEST: By: A.Zafgaik_l By: alit dA4U f144AIL O '1 LD JO 'Tr , Mayor SONDRA E. SMITH, City Clerk/Treasurer o"\' RJTR S i' ▪ :• FAYETTEVILLE: . . .tea x2.2.7 tl Cr°°\ e` ,O,e,/,<1.,741 ®.. 6 O yea sGTON C7.-) o� °�fNeaesosee►see City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2010 Department: Utilities Division: Solid Waste and Recycling Program: Recycling Request Date 11/16/2010 Adjustment Number JUSTIFICATION TO INCREASE PROJECT / ITEM: $34,014 is requested in the Solid Waste Improvements account within the Westside Recycling Drop Off Facility capital project to pay a portion of the cost of the containers for this site. JUSTIFICATION TO DECREASE PROJECT / ITEM (OR RECOGNIZING REVENUE): No decrease will be necessary. This budget adjustment recognizes revenue received from the 2010 Arkansas Department of Environmental Quality (ADEQ) recycling grant award through the Boston Mountain Solid Waste District for recycling containers and funds remaining from a 2008 ADEQ containers grant into the West Side Recycling Drop Off Facility project. Account Name Account Number Increase Budget Decrease Budget Project.Sub Number Solid Waste Improvements 5500.5060.5816.00 34,014 10003. 1 State Grants - Capital 5500.0950.4302.00 29,449 10003. 1 Containers 5500.5060.5227.00 4,565 09019 •. 1 State Grants - Capital 5500.0950.4302.00 4,565 09019 . 1 State Grants - Capital 5500.0950.4302.00 4,565 10003 . 1 TOTAL 38,579 38,579 Division Head rector Dep .;Q ent irector Finana Dire tor Date Date VI oAl Date tt-t ^2P16 Date Date Requested By ggundlach Budget & Research Use Ony Type: A 0 Description: General Ledger Date Posted to General Ledger Posted to Project Accounting Initial Date Initial Date G:\Divs\WSIP\Solid Waste\Grants\201 O\2010 Acceptance Aug 2010\SW West Side Drop Off Cont Grant Budget Adj Oct10 David Jurgens Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 11/16/2010 City Council Meeting Date Agenda Items Only Solid Waste Division Action Required: Utilities Department Resolution authorizing the Mayor to accept a 2010 Arkansas Department of Environmental Quality (ADEQ) recycling grant though the Boston Mountain Solid Waste District for $29,449 for recycling containers for the West Side Recycling Drop Off Facility and approving a budget adjustment to accept the funds and allocate them along with $4,565 remaining from a 2008 ADEQ containers grant into the West Side Recycling Drop Off Facility project. Cost of this request 5500.5060.5816.00 Account Number 10003 / 1 Project Number Budgeted Item 473,250.00 Category / Project Budget Westside Recycling Drop -Off Facility Program Category / Project Name 89,550.16 Solid Waste Improvements Funds Used to Date Program / Project Category Name 383,699.84 Remaining Balance Budget Adjustment Attached DepaDitctor orney Finance and Internal Services Director 24 Outl3 Date / -/-�10 Date Ila IQ�b Date XX Solid Waste Fund Name Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: N/A N/A N/A Received in City 10-29-10 P03 :43 R C V D Clerk's Office Comments: Revised January 15, 2009 ave evLle ARKANSAS www.accessfayetteville.org CITY COUNCIL AGENDA MEMO MEETING DATE OF NOVEMBER 16TH, 2010 THE CITY OF FAYETTEVILLE, ARKANSAS To: Fayetteville City Council Thru: Mayor Lioneld Jordan Don Marr, Chief of Staff David Jurgens, Utilities Director Carrol Hill, Solid Waste and Rec ling From: Brian Pugh, Solid Waste and Rec cling Date: 29 October 2010 Subject: Resolution Authorizing the Mayor to Accept 2010 ADEQ Recycling Grant Revenue of $29,449 for Recycling Containers for the West Side Recycling Drop Off Facility; approving a budget adjustment RECOMMENDATION Fayetteville City Administration recommends approval of a resolution for the Mayor to accept a 2010 Arkansas Department of Environmental Quality (ADEQ) recycling grant though the Boston Mountain Solid Waste District for $29,449 for recycling containers for the West Side Recycling Drop Off Facility and approving a budget adjustment to accept the funds and allocate them along with $4,565 remaining from a 2008 ADEQ containers grant into the West Side Recycling Drop Off Facility project. Due to limitations in grant funds available through the District, the original grant request amount had to be reduced from $47,250 to the amount shown with this acceptance request. The resolution number for applying for this grant is 73-10. BACKGROUND Each year the Arkansas Department of Environmental Quality issues 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 compiles the grant applications and submits them to the Solid Waste Board for approval at their August Board meeting. The City applied for this grant in 2010. The $4,565 is remaining from a 2008 ADEQ containers grant to purchase 4 yd dumpsters to initiate a commercial paper collection program. Containers were purchased and the program is successful so the remaining funds will be better utilized with the Westside project. DISCUSSION Boston Mountain Solid Waste District approved the City for this grant and the change order for remaining 2008 grant funds in 2010. It will be used to purchase recycling containers utilized in a new West Side recycling drop off facility. The site is located on Broyles Road near the West Side Wastewater Treatment Plant on City land. The West Side recycling drop off is intended as our premier drop off and recycling education facility, integrating all aspects of the proximity to the Woolsey Wet Prairie into a comprehensive sustainability and recycling education site. We intend to incorporate Low Impact Development techniques into the drop off center design as much as possible. The improvements will also include an increase in using volunteers to help maintain the site. This grant request is similar to the 2009 grant from Boston Mountain Solid Waste District for purchase of containers for the site. The grant awarded in 2009 was for $47,250. BUDGET IMPACT The recycling grant awards are not matching grants, so no City funds are obligated with this request. The budget adjustment is attached to recognize the grant revenue and add it to the West Side Recycling Drop Off Facility capital project budget. SW West Side Drop Off Cont Grant App Accept 2010 CCMemo Oct10 RESOLUTION NO. A RESOLUTION AUTHORIZING ACCEPTANCE OF A 2010 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY RECYCLING GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $29,449.00 FOR RECYCLING CONTAINERS FOR THE WEST SIDE RECYLCING DROP-OFF FACILITY, AND APPROVING 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 2010 Arkansas Department of Environmental Quality recycling grant through the Boston Mountain Solid Waste District in the amount of $29,449.00 for recycling containers for the West Side Recycling Drop-off Facility. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A." PASSED and APPROVED this 16th day of November, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer Grant Number ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY MIKE BEEBE, GOVERNOR Teresa Marks, Director Solid Waste Management Division, Recycling/Marketing Branch SOLID WASTE AND RECYCLING GRANTS 2010 APPLICATION FORM (STATE FISCAL YEAR 2011) 1.0 City of Fayetteville Name of Applicant (This may be a city, county, municipality, etc.) 1.1 Brian Pugh Contact Person (This person must be available to answer questions regarding this grant.) 1.2 1560 S. Happy Hollow Road Fayetteville Address City Washington County 72701 Zip 1.3 (479) 718-7685 444-3478 bpugh@ci.fayetteville.ar.us Area Code Telephone Fax E-mail 2.0 Grant Category: Check One (Please select only one category per application.) I I I 1 I 1 Administrative 1 1 Material Recovery Facility Composting Equipment Recycling Equipment Specify type 17.4 Specify type C.c.-1-1,-4.-rw ,, Education 1 1 Solid Waste Planning Transfer Station with Recycling 1 1 Recycling Programs 2.1 Project Total Cost $ 504,949 Grant Amount Requested $ 29,449 3.0 Project Description - All grant applications, including administrative, must include a detailed project description. At a minimum, answer the following: 3.1 A project contact person who will be available to answer questions regarding the location of the project and/or equipment, the on-going operation, days and hours of operation. Brian Pugh — contact information is above. 3.2 The project's goals and how the project will be conducted, (such as, how will materials be collected and marketed, and how public awareness of the project will be increased). This project will purchase drop off containers for a new recycling drop off on the west side of Fayetteville. Containers for this site were also purchased with 2009 Grant Funds. The goal of this development was based on findings of a 2008 recycling study conducted by R.W. Beck, which indicated recycling drop offs are less expensive to operate then curbside service. Single family units receive curbside service as part of the monthly rate structure for trash collection. Commercial businesses with volumes similar to single family can participate in the curbside service for a small monthly charge. Those not having curbside service, especially apartments and multi -family dwellings, will have another option which might be closer to them so participation could be easier. A marketing plan is being developed in house to help with educational out reach. The drop off is intended as the City's premier drop off and recycling education facility, integrating all aspects of the proximity too the Woolsey Wet Prairie which does or will include a state of the art waste water treatment facility, wetlands, and trail connection within the City's trails master plan. Plans are intended to incorporate Low Impact Development techniques into the drop off center design as much as possible. The drop off will include educational materials and kiosks and will be used to host school trips to teach about the environmental issues in addition to solid waste and recycling. The City currently operates a drop off for recyclables at the Solid Waste and Recycling Division on the southeast part of Fayetteville. Materials are collected in large roll off style containers and hauled with a roll off truck. The new site, which is budgeted in the 2010 Solid Waste Budget, will be staffed and locked during certain hours unlike the current site which is open 24 hours a day / 7 days a week. This drop off is the first of several planned for Fayetteville to address additional recycling infrastructure. The containers purchased with this grant will be in use with the facility at all times. 3.3 What materials will be recycled? The items recycled will be the same as the curbside program, including: mixed paper, cardboard, chipboard, newspaper, # 1 plastic bottles, #2 plastic bottles and jugs, steel and aluminum cans, and clear, brown and green glass bottles and containers. 3.4 Project location and population served by the proposed project. (Whom do you expect to participate in the program?) The site will be developed at the corner of Broyles Ave and Persimmon St. in west Fayetteville. The site will be open to all, but the focus will be on those residents not receiving curbside service within Fayetteville and other close by City and County residents. The last census in Fayetteville listed the population at 67,158. 3.5 The days and hours of operation. (If funding equipment, how many daysthours will it be used for the project?) As part of the marketing strategy mentioned earlier, staff is evaluating which hours the site should be open to accommodate the most users. A 40 hour work week is planned using a current Solid Waste and Recycling employee. There will be some weekend hours made available to ensure the site is convenient to users. T\ci bq`�D Grant Number 3r\ATO -- 10 4.0 Administrative Requirements 4.1 Does the applicant hold current environmental permits required for this project? YES No No, BUT HAVE APPLIED NOT APPLICABLE X 4.2 If existing equipment serves the project area, provide justification why this project is not a duplication of services. A new recycling drop off will provide more recycling options to residents in Fayetteville and Washington County including being closer to Farmington residents who might want to use the site. The educational aspect of the facility will enable use by other governmental agencies for educational tours and presentations. 4.3 Does the applicant have sufficient resources to effectively operate the project for the purpose(s) specified in the application? (Grant recipients must show that adequate revenues are being collected to support the long-term operation and maintenance of a grant -funded project. Items such as equipment maintenance and supplies, utilities, labor and transportation costs should be considered.) Yes X No 4.4 Projected beginning date March 2011 (Date must be entered) 4.5 Projected completion date August 2011 (Date must be entered) 4.6 Attach completed Budget, Appendix A 4.7 Attach signed Minimum Conditions of Grants, Appendix B 4.8 Attach proof of publication and public comments received regarding the Grant request. (A description of the grant proposal must be inserted in a newspaper of general circulation in the area affected by the project a minimum of 30 days prior to the submission of the grant application. This must include a solicitation of written comments from the public. For a sample public notice, see Appendix C). Ensure that Section 5.0 Signature and Certification is completed and accompanies each grant application. Grant Number 5.0 Signature and certification The authorized representative of the organization applying for the grant and the Regional Solid Waste Management Board Chairman both must sign the application. The authorized representative must have the authority to obligate the applicant's resources. 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 provisions and with applicable terms, conditions, and procedures of the ADEQ grant program. 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 and the Arkansas Department of Environmental Quality. ig ature of Apciit's Authorized Representative Mayor Title (479) 575-8330 Telephone Number Signature of RSWMD Board Chairman Print Name Date THE ABOVE -REFERENCED GRANT IS HEREBY APPROVED. Robert H .'ter (ADEQ Recycli Marketing Branch) olid Was agement Division Chief) (ADEQ Chief Deputy Director) /0 afrbileal2 / D/L//2,)/0 Date Za. Date Grant Number em -'Dg~ )b APPENDIX A — PROJECT BUDGET Costs Should Be Budgeted For First Year Only. Revenue Should Be Projected For Three Years. (A) PROJECT BUDGET SUMMANY — Fill in all applicable spaces. Total ADEQ Grant Funds Requested and Total Project Costs must match the figures shown on page one (1) of the application. Be sure to total grant funds requested, matching resources, and total costs. Providing matching resources is not mandatory to be considered for a grant but is a measure of cost effectiveness of your application. 1. Personnel Services 2. Professional Services 3. Capital Outla 4. Services and Sup•lies 5. Total ADEQ Grant Funds Re• nested (Transfer to Pg 1) 6. Total Matchin• Resources Committed to the Project TOTAL PROJECT COST (Transfer to Page 1) 29,449 74,250 195,000 206,250 475,500 504,949 (B) REVENUE TO CONTINUE PROGRAM — List all revenue sources, present or future, to maintain the project beyond the grant. This section must be completed. Grant Funds (specify type of grant) ADEQ — Recycling Equipment 29,449 Landfill Tipping Fees Local Sales Tax Mandatory User Fees Sales of Recycled Material — taken from '09 year ending Income Statement for total program recycling revenue and projected flat for 3 years. Solid Waste Assessment 277,000 277,000 277,000 Other (specify) Solid Waste Revenue - Solid Waste Fund covers total Recycling Program expense minus recycling revenue. Totals taken from '09 year ending Income Statement and projected flat for 3 years 1,492,000 1,492,000 1,492,000 TOTAL REVENUE 1,798,449 1,769,000 1,769,000 APPENDIX A — PROJECT BUDGET DEFINITIONS PERSONNEL SERVICES — Even if the applicant is not seeking Recycling Grant funds to pay salaries, this expense should be considered as part of the project cost. This expense may be considered a matching resource. List principal project personnel salaries directly on this form. Be sure to total grant funds requested, matching resources, and total costs in the space provided. This section must be completed. PROFESSIONAL SERVICES — List consultants, contractors, etc. Services may include those of a web page designer or consultant. Be sure to total grant funds requested, matching resources, and total costs in the space provided. CAPITAL OUTLAY — List all items to be purchased with a value greater than $300. Include equipment, structures, and items relating to them. Be sure to total grant funds requested, matching resources, and total cost in the space provided. SERVICES AND SUPPLIES — Include items not itemized in "Personnel Services," "Professional Services," and Capital Outlay." Examples are duplicating, materials/supplies, postage, publication charges, travel, etc. Be sure to total grant funds requested, matching resources, and total costs in space provided. This section must be completed. *Matching Resources include cash or in-kind contributions: Ing -Kind contributions include any documented contribution, such as real estate, goods or services, and labor, and should be valued using a defensible, auditable method. For example, rates for volunteers should be consistent with those paid for similar work in other state or local government activities; donated supplies should be assigned a reasonable value not to exceed lowest fair market value. pclecacyck ,Q Ak" Grant Number BMS Oct - 10 APPENDIX B — MINIMUM CONDITIONS OF RECYCLING GRANTS The following items are not eligible for funding from recycling grants: Taxes Reimbursement of funds Retroactive purchases Legal fees Licenses or permits Land acquisition Vehicle registration Utilities including telephone Office equipment AH grants are subject to the requirements of A.C.A 8-6-601 et. Seq. and Arkansas Pollution Control and Ecology Commission Regulation 11, Chapter Five: Solid Waste Management and Recycling Grants Program: Highlights include: Grant Recipients agree to: • Conform to all state laws on the purchase, use or sale of equipment and facilities secured with grant funds. • Have design plans for construction of permanent facilities with an estimated cost of $50,000 or greater approved by a professional engineer unless otherwise approved by ADEQ. • Seek competitive bids or requests for proposals (RFP) for purchase of equipment or services with an estimated cost of $15,000 or greater. This should be done through an advertisement in an area newspaper of general circulation. • Start grant project before application deadline for the next grant round. Delays must be approved in writing by both the RSWMD and ADEQ. • Develop the recycling program presented in the application and expend all grant funds within three years. Extensions must be approved in writing by both the RSWMD and ADEQ. • Actively seek to market or reuse materials collected in three years. • Use any interest earned on grant funds exclusively for this or other recycling programs. • 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 annually to the RSWMD as directed by ADEQ & the board. APPENDIX B — MINIMUM CONDITIONS OF RECYCLING GRANTS RSWMD Boards agree to: • Establish or designate at least one adequate recyclable materials collection center in each county. • Ensure that all applicable federal, state and local permits and licenses have been obtained; the project has begun; and adequate revenues sources for continuation of the program are in place before disbursing grant funds. • Ensure that recipients conform to all state laws that are applicable to the purchase, use or sale of equipment and facilities secured with state funding. • Ensure that facilities or equipment purchased with grant funds be used exclusively for the general purposes specified in the grant application. Note: facilities and equipment purchased with grant funds may not be sold, traded or transferred without the Department's written consent. • Require grant recipients to maintain an orderly accounting system to document that expenditures are made in accordance with project budget. This includes keeping copies of bids, paid invoices, canceled checks and other appropriate paperwork. • Review any change order forms submitted. If approved, submit to ADEQ for final approval. • Review requests for delay of start of grant projects. If approved submit to ADEQ for final approval. • In the following categories, compile and submit annual progress reports to ADEQ by August 1 of each year for a period of five years (or until all funds are expended, whichever is longer) following grant approval, even if all grant funds have been expended: Composting Equipment, Transfer Station with Recycling, Material Recovery Facilities, Recycling Equipment and Recycling Programs. • In the following categories, compile and submit annual progress reports to ADEQ by August 1 of each year for a period of five years following grant approval, or until the expenditure of grant funds is complete: Administration, Education, and Solid Waste Planning. • Notify ADEQ 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. APPENDIX B — MINIMUM CONDITIONS OF RECYCLING GRANTS Grant Number All grants are subject to audit. Department personnel have the right of access to all records pertaining to a grant -funded project or activity. I herby certify that I have read and agree to the conditions of grants as stated above and contained in the pertinent legislation and regulation. at e of Applica jefuthorized Representative 1Y\ 0..y c - Title (41951 S--' 33a Telephone Number Dat Dat Signature of RSWMD Board Chairman Wes ro-o)ieK Print Name Dat APPENDIX B - MINIMUM CONDITIONS OF RECYCLING GRANTS