HomeMy WebLinkAbout182-12 RESOLUTIONRESOLUTION NO. 182-12
A RESOLUTION APPROVING APPLICATION FOR A 2012 ARKANSAS
DEPARTMENT OF ENVIRONMENTAL QUALITY E -WASTE GRANT OF
$25,000.00 FOR AN E -WASTE COUPON REDEMPTION PROGRAM
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 approves
applying for a 2012 Arkansas Department of Environmental Quality E -Waste Grant of
$25,000.00 for an E -Waste coupon redemption program.
PASSED and APPROVED this 4th day of September, 2012.
APPROVED:
B
ATTEST:
BY:0.44.444/
SONDRA E. SMITH, City Clerk/Treasurer
mac' • J Y o 4`SG�%
•
F .
I'-j:FAYETTEVILLE:
•�2
Brian Pugh
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
September 4th, 2012
City Council Meeting Date
Agenda Items Only
Solid Waste and Recycling
Division
Action Required:
Operations
Department
Resolution Authorizing Application for a 2012 ADEQ E -waste grant for $25,000 for an E -waste Coupon Redemption
Program.
Cost of this request
Account Number
Project Number
Budgeted Item
Category / Project Budget
Program Category / Project Name
Funds Used to Date Program / Project Category Name
Remaining Balance Fund Name
Budget Adjustment Attached
2 -
Date
f I? /2,
Date
inal4ce and Internal Services Director ate
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in City 08-1,1- 1 2 P02:04 RCVD
Clerk's Office
Received in
Mayor's Office
Comments:
Revised January 15, 2009
j ARKANSAS
w ®®accessfayettevif le,org
To: Fayetteville City Council
CITY COUNCIL AGENl1)A MEMO
MEETING DATE OF JUNE 7 2011
THE CITY OF FAYETTEVILLE, ARKANSAS
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
Terry Gulley, Transportation Director 1)
From: Brian Pugh, Solid Waste and Recycling •4
Date: August 18, 2012
Subject: Resolution Authorizing Application for a 2012 ADEQ E -Waste Grant for $25,000 for an E -Waste
Coupon Redemption Program.
RECOMMENDATION
Fayetteville City Administration recommends authorizing application for a 2012 Arkansas Department of Environmental
Quality (ADEQ) E -waste grant for $25,000 for an E -waste coupon redemption program.
BACKGROUND
The Arkansas Department of Environmental Quality sells state owned computers and related equipment at auctions each
year. The money earned from the sale of this liquated equipment is then used to fund e -waste programs across the state.
Municipalities are eligible and encouraged to apply for grants with this program. Applications are accepted Aug. 1st
through Sept. 1St and funds will be eligible to awarded recipients in December 2012. This is the first time the City has
applied for funds from this particular grant program.
DISCUSSION
The program would partner with the Washington County Office of Environmental Affairs and print e -waste recycling
coupons which can be redeemed at the Washington County HHW site in south Fayetteville where the e -waste is collected
for recycling. The current charge for e -waste collected at this site is $5 per unit. The coupons would be printed showing
the $5 value for recycling of e -waste at the site. Distribution would begin in December 2012 to entice the recycling of e -
waste generated around the holiday season and then into 2013 until the coupons are exhausted. The coupons could be
handed out at promotional events, given out in appreciation for volunteer service with the recycling program, the Mayor's
booth at the Farmers Market on the square, school recycling events and many other City and County related evepts.
BUDGET IMPACT
The recycling grant awards are not matching grants, so no City funds are obligated with this request. Upon approval and
award of the grant a budget adjustment will be requested to recognize the grant revenue and a capital project will be
created.
E -waste App CCMemo Aug 18 12
RESOLUTION NO.
A RESOLUTION APPROVING APPLICATION FOR A 2012 ARKANSAS
DEPARTMENT OF ENVIRONMENTAL QUALITY E -WASTE GRANT OF
$25,000.00 FOR AN E -WASTE COUPON REDEMPTION PROGRAM
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 approves
applying for a 2012 Arkansas Department of Environmental Quality E -Waste Grant of
$25,000.00 for an E -Waste coupon redemption program.
PASSED and APPROVED this 4th day of September, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
Depar#ment j EYE i
E -Waste Grants Program
Arkansas Department of
Environmental ual�t:
Solid Waste Mgr Division
5301 Nortlisl►ore Dave 3
North Little Rock, AR 72118-5317
Phones(501) 682.060
n ww ..adeq.state ar Its
ARKANSAS DEPARTMENT,OF
ENVIRONMENTAL QUALITY
E -WASTE GRANTS PROGRAM
GUIDELINES and APPLICATION
PURSUANT TO
■THE ARKANSAS COMPUTER AND ELECTRONIC
SOLID WASTE MANAGEMENT ACT.
Annual Grant Application
Submittal Dates
August i - 5eptember 1
E -WASTE GRANTS PROGRAM
GUIDELINES and APPLICATION
TABLE OF CONTENTS
Fund Authority Page 1
Grant Program Implementation Page 1
Short Title Page 1
Intent Page 1
Definitions Page 1
Funding Cycle for Grant Awards Page 2
Applicant Eligibility Page 2
Eligible Projects Page 3
Not Eligible for Funding Page 3
Application Process and Approval Page 4
Application Evaluation Criteria Page 4
Funding Approval Statement of Agreement Page 4
Disbursement of Funds Page 4
Reporting and. Oversight Requirements Page 5
Conditions of Grant Page 5
Appeals of Grant Decisions Page 6
Severability Page 6
Attachment: E -Waste Grant Application Form
ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY
E -WASTE GRANTS PROGRAM
GUIDELINES
Pursuant to
.THE ARKANSAS COMPUTER AND ELECTRONIC SOLID WASTE MANAGEMENT ACT.
FUND AUTHORITY
Pursuant to Act 1410 of 2001 and Act 970 of 2005, codified as Arkansas Code Annotated (A.C.A) § 25-34-101 et al,
there is established on the books of the Treasurer of State, Auditor of State, and Chief Fiscal Officer of the State, a fund
known as the Computer and Electronic Recycling Fund. The Computer and Electronic Recycling Grants Program shall
be administered by the Arkansas Department of Environmental Quality's Solid Waste Management Division.
GRANTS PROGRAM IMPLEMENTATION
Computer and Electronic Recycling Grants will be awarded on the basis of written grant request proposals approved by
the Arkansas Department of Environmental Quality and upon available funding.
SHORT TITLE
The grants program will be known by its short title: •E -Waste Grants Program..
INTENT
The intent of A.C.A § 25-34-101 et al, and this grants program, is to achieve maximum benefit from the sale of surplus
Arkansas State Agency assets; and to protect the public health, safety, and the environment by mandating steps be
taken to address the solid waste management of computers and other electronic solid waste statewide.
DEFINITIONS
For purposes of this grant program only, the following definitions apply:
COMPUTER — a programmable electronic machine that performs high-speed mathematical or logical operations or that
assembles, stores, correlates, or otherwise processes information.
DEMANUFACTURING — end of life disposition of electronic devices and computers; includes recovery of hard drives
and chips with resale value, the removal of commodities, such as copper, aluminum, and gold for sale to scrap
consumers, the removal and hazardous waste disposal of toxins and heavy metals, and the shredding or melting of
materials that can be sold and manufactured into new products.
DEPARTMENT — the Arkansas Department of Environmental Quality
DIRECTOR — the Director of the Arkansas Department of Environmental Quality, or his designee.
DISPOSAL — the discharge, deposit, injection, spilling, leakage, placing or dumping of any computer or electronic waste
into or on any land or water in whatever manner so that the waste or any constituent thereof might enter the
environment or be emitted into the air or be discharged into the waters of the state, including groundwaters.
ELECTRONICS — devices utilizing electrons and electric circuits including household appliances, televisions, recording
and playing devices for music or video tapes, compact discs and digital technology.
E -WASTE — computer or electronic equipment that is either no longer needed for or capable of serving it's intended
purpose, is considered scrap and is destined for disposal.
GRANTEE — the grant applicant awarded funding for a grant proposal or application.
RECYCLE— the use of previously manufactured materials, including metals, glass, and plastics, in the manufacture of
new products.
STATEMENT OF AGREEMENT — upon final project approval and prior to any release of funds, the agreement that will
be entered into by the grantee with the Department.
FUNDING CYCLE FOR GRANT AWARDS
Grants shall be awarded on an annual basis, following the end of each fiscal year. Award amounts shall be based
upon funds available from the previous fiscal year and any funds remaining from previous fiscal years, as authorization
allows.
APPLICANT ELIGIBILITY
The following entities or types of entities in Arkansas are eligible to apply for funding under this program:
1. Regional Solid Waste Management Boards
2. Cities or Counties
3. Other State or Local Government Entities
4. Schools, Colleges or Universities
5. Non-profit Organizations or Associations
6. Private Industry
7. Arkansas Department of Environmental Quality
ELIGIBLE PROJECTS
Category One: Collection, Transportation, or Processing
Market research, development, and implementation of the most efficient means of collecting, transporting, and
processing scrap electronic equipment.
Category Two: Local or Statewide Recycling and Demanufacturing
Establish statewide, regional or local contracts for computer and electronics recycling and demanufacturing
businesses.
Category Three: Innovative Recycling, Donation, Demanufacturing, or Disposal
Other innovative measures, subject to approval of the Department, that implement and promote the recycling,
donation, demanufacturing or disposal options for computers and electronic equipment.
NOT ELIGIBLE FOR FUNDING
Only reasonable costs are allowable. In order to maximize limited funding, the following restrictions will be applied:
Routine Activities
Funding assistance shall not be provided to perform routine maintenance. and monitoring activities nor other
services or actions which are provided or should be provided, in the normal course of a solid waste
management system, plan or effort, by a grantee.
Equipment or Facilities
Funding assistance shall not be provided for the purpose of purchasing or leasing equipment or facilities,
unless such equipment or facility is indispensable to an otherwise eligible project. Facilities and equipment
purchased with grant funds must be used exclusively as specified in the grant application.
Indirect Costs
Funding assistance shall not be used for costs that do not directly relate to a specific project and have not
received written approval from the Department as specifically attributable to an approved project. Grantees are
allowed up to ten percent (10%) of the total grant award for administrative, operating, and oversight costs, such
as salaries. Unless indispensable to an otherwise eligible project, the following are considered ineligible
administrative expenditures: taxes; fees; licenses or permits; vehicle registrations; utilities; phone service; land
acquisition; medical; uniforms and contingency funds.
Retroactive Costs
Funding assistance shall not be provided to reimburse for costs incurred by a grantee prior to the date that a
project is approved for funding by the Department.
APPLICATION PROCESS AND APPROVAL
Application Forms
The form to be used in the application process is included in this document. An application shall not be considered
without required attachments.
Application Submittal Dates
Applications shall be accepted between August 1 and September 1 of each year.
Award Funds Date
Funds shall be awarded on or before December 31 of the year following the application submittal date.
Application Evaluation and Approval
Applications shall be evaluated and approved based upon the type of project, the implementation process, the scope of
project and the anticipated results listed on the grant application, with equitable distribution through the state, if
possible.
APPLICATION EVALUATION CRITERIA
Projects will be considered for funding based upon the content of the submitted documents, which shall be examined
utilizing criteria determined by the Department based upon the following evaluation criteria:
Development and Implementation
The development and implementation of sustained processes of e -waste ,(scrap computers and electronics).
Recovery
Recycling
Demanufacturing
Anticipated Project Results
Minimization and elimination of substantial volumes of this material as waste
Creation of Arkansas jobs
Return of investment analysis or cost recovery
FUNDING APPROVAL STATEMENT OF AGREEMENT
Each applicant approved for funding will enter into a Statement of Agreement with the Department. Each project is
subject to inspection and approval by the Department. Failure to comply with the agreement conditions of grant award
may require, at a minimum, that the grant funds be retumed and the Agreement annulled.
DISBURSEMENT OF FUNDS
The Department will award grant funds annually, on or before December 31, upon proper execution of the Statement of
Agreement, provided all requirements from previous grant awards have been completed. All disbursements shall be
based upon available funds. Grants funds must be expended within one year of the execution date of the Statement of
Agreement.
REPORTING AND OVERSIGHT REQUIREMENTS
Summary Report
Grantees shall provide the Department with a report summarizing the following items, if applicable:
1. Project activities
2. Expenditures from the grant award
3. Eamed interest
4. Numbers, volumes or tonnage of materials recycled from the project
5. Number of Arkansas jobs created
6. Return or cost recovery analysis
Grantees shall file the Summary Report, electronically where possible, no later than one year following the execution
date of the Statement of Agreement. The report shall cover all activities for the year. Grants funds must be expended
within one year of the execution date of the Statement of Agreement.
Record Keeping
Grantees are required to maintain an orderly accounting system to document that grant expenditures are made in
accordance with the project budget. Records shall be retained by the Grantee for no less than three years following the
execution date of the Statement of Agreement.
Record Submittal
The Department may, at its discretion, require copies of bids, paid invoices for equipment or services, and canceled
checks pertinent to the project.
Right of Entry and Access
Department personnel shall have the right of entry to the premises of a grant -funded project and the right of access to
all records pertaining to a grant -funded project or activity.
Modifications
After the Department has approved a grant, modifications may be made to the grant project if the grantee submits
adequate documentation of the proposed changes and receives written approval by the Department.
Notice of Irregularities
It shall be the responsibility of the Grantee to immediately notify the Department in the event that the grantee has not
met conditions of the approved grant application. A grant may be terminated by the Department if determined that the
grantee is unable or unwilling to complete or meet the conditions of the grant set forth herein and in the Statement of
Agreement. If a grant is terminated, grant funds shall be reimbursed. Funds returned shall become a part of the total
fund available in the next grant year.
CONDITIONS OF GRANT
Funds Forfeited
Funds for any grant project not started by the date agreed upon in the Statement of Agreement with the Department will
be forfeited and become a part of the total funds available in the next grant year, unless the project delay receives
written approval by the Department.
If, within a one-year period beginning on the date of a Statement of Agreement, the Grantee does not meet the grant
conditions, the Department may order the Grantee to reimburse the grant award, plus interest monies earned from the
holding of the grant. Grantees will be ineligible for future grant awards until reimbursement is made. Reimbursed
monies will become a part of the total fund available in the next grant year.
Earned Interest on Grant Awards
Interest monies eamed from the holding of grant funds by grant recipients shall be used exclusively for projects
consistent with the Statement of Agreement. It shall be the responsibility of grantees to monitor the collection ofearned
interest and direct interest monies to the project supported by the grant award. Earned interest used on the grant
project shall be reported in the Summary Report.
Project Deadlines
Grantees shall develop projects, as outlined in the grant application, and expend all grant funds within one year
following the execution date of the Statement of Agreement.
APPEALS OF GRANT DECISIONS
Appeals
The following persons shall have the right to appeal any grant decisions as defined herein made by the Department:
1. A grant applicant;
2. A grantee; or
3. Any other person entitled by law to contest the Directors decision.
Review
Any such person may appeal a grant decision by requesting an adjudicatory hearing and Arkansas Pollution Control
and Ecology Commission review in accordance with Regulation 8: Administrative Procedures, a copy of which can be
obtained at http://www.adeq.state.ar.us/regs/files/reg08 final 000612.pdf.
SEVERABILITY
If any provision of the Arkansas Department of Environmental Quality. Departments E -Waste Grant Program or the
application thereof to any person or circumstances is held invalid, such invalidity shall not affect other provisions or
applications herein which can be given effect without the invalid provision or application, and to this end provisions of
this policy and plan and grant program are declared to be severable.
Arkansas Department of Environmental Quality
E -WASTE GRANT AFTLI CATI O N
APPLICANT'S NAME C ; or.oule4etitlkf. Fed Tax ID# ''7 (Q01W„Q
TYPE OF BUSINESS ( ur1, c, ed,J
5EE GUIDELINES FOR ELIGIBLE APPLICANTS
MAILING ADDRESS
CITY Fov P:v `tl a ZIP -7a1
PHONE Lt- e -1 (8`- `l 6%6 FAX -fl - 4-01- 3(41"8`
PROJECT CONTACT PERSON 1-?:)0trs,oce 2Lt4-\ E-MAIL bp Ugh ct .-0ayefFevctie .ar.uS
PROJECT LOCATION: City n� to i'Qv‘,tl2 County L sht
PROJECT DESCRIPTION OR SHORT TITLE E - was+e t par, CeCkeo-'p -tor. p uoe�4arr
PROJECT CATEGORY t
I I 5EE GUIDELINES FOR ELIGIBLE PROJECTS
1 1 Collection, Transportation, or Processing
2 Local or Statewide Recycling or Demanufacturi_
3 i Innovative Recycling, Demanufacturing or Disposal
Yes or No
tJo
Yes
TOTAL PROJECT COST
IN-KIND CONTRIBUTION
125, 000
STATE FUND REQUEST
t a5, 000
PROJECT TO BE COMPLETED: In-house Fs Contractor ❑ Both 0
Authorized Signatu
Date Submitted q-
THE CITY OF FAYETTEVILLE, ARKANSAS
SOLID WASTE AND RECYCLING
1550 S. Happy Hollow Road
Fayetteville, AR 72701
Pt479);575-8398 F (479)444-3478
ARKAN5AS
www.accessfayetteville.org
August 17th, 2012
Robert Hunter
ADEQ Solid Waste Management Division
5301 Northshore Drive
North Little Rock, AR. 72118
RE: E -waste Grants Program
Dear Mr. Hunter,
Please review the following scope of work for an application for the 2012 e -waste grants program:
The City is embarking on a community based social marketing campaign for the promotion of the solid waste and
recycling programs in Fayetteville. The City of Fayetteville will be engaging the citizens in an effort to improve citizen
participation in the recycling program resulting in an increase in diversion and reducing waste going to the landfill. This
new effort will promote educational awareness and create a market brand for the recycling program which has not been
done previously. Many new recycling initiatives have recently been started which require personal interaction with
residents and businesses to promote and establish long lasting behavioral change leading to sustained waste reduction and
recycling.
The City of Fayetteville is interested in applying for a $25,000 grant to provide free recycling options for residents in
regards to e -waste. The City is interested in partnering with the Washington County Office of Environmental Affairs and
using their e -waste recycling program for the collection, transportation and recycling of unwanted or obsolete materials.
The program would partner with the Washington County Office of Environmental Affairs and print e -waste recycling
coupons which can be redeemed at the Washington County HHW site in south Fayetteville where the e -waste is collected
for recycling. The current charge for e -waste collected at this site is $5 per unit. The coupons would be printed showing
the $5 value for recycling of e -waste at the site. Distribution would begin in December 2012 to entice the recycling of e -
waste generated around the holiday season and then into 2013 until the coupons are exhausted. They would be handed out
at promotional events, given out in appreciation for volunteer service with the recycling program, the Mayor's booth at
the Fanners Market on the square, school recycling events and many other City and County related events.
When a resident brings an e -waste item for redemption to the Washington County HHW site the County would accept the
coupon and invoice the City monthly for the amount of coupons received during the month. The invoice would be sent to
ADEQ for distribution of funds from the grant. ADEQ would send the invoiced amount to the City and it would be
placed in a CIP project within the city's accounting system and a check would be generated and distributed to Washington
County for payment of the invoice.
The main benefit is the reduction of e -waste going to the landfill which is currently banned at the Eco Vista landfill in
Tontitown. Another benefit would result in the promotion of the Washington County HHW site as a means to dispose
properly of HHW from homes in the city and county.
Related Costs: $900
$24,100
$25,000
printing for 4" x 6" cardstock e -waste recycling coupons with City and County logos
for 4,820 coupons for distribution t o public for redemption
•Telecommunications Device for the Deaf TDD (479) 521-131.6 113 WeSi Mountain - Fayetteville, AR 72701