HomeMy WebLinkAbout123-13 RESOLUTIONRESOLUTION NO. 123-13
A RESOLUTION AUTHORIZING ACCEPTANCE OF A KEEP AMERICA
BEAUTIFUL CIGARETTE LITTER PREVENTION PROGRAM GRANT IN
THE AMOUNT OF $1,000.00, AND APPROVING A BUDGET
ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section l: That the City Council of the City of Fayetteville, Arkansas hereby authorizes
acceptance of a Keep America Beautiful Cigarette Litter Prevention Program grant in the amount
of $1,000.00.
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 as Exhibit "A".
PASSED and APPROVED this 4`" day of June, 2013.
A9 0"If n
ATTEST:
By: By:
�40E;LD AN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
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City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year Division: Solid Waste & Recycling Request Date
2013 1
Department: Transportation Services 5/15/2013
V12.0724
Adjustment Number
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION
This budget adjustment recognizes revenue received from the 2013 Keep America Beautiful Cigarette Litter
Prevention Program grant award. The funding will be used to purchase ash receptacles and printing education
materials for the program.
DivisVDirctor
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Date
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Depart nt Director
Date
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Fib Director
Date
Account Name
Containers
**ADD**Office supplies/printing
Commercial grants
Date
4121-Date
Date
Prepared By: Brian Pugh
ggundlach
Reference:
Budget & Research Use Only
Type: A B C D E P
General Ledger Date
Posted to General Ledger
Checked / Verified
11 UUQI L./QLG
Initial Date
TOTAL BUDGET ADJUSTMENT 1,000 1,000
Increase / (Decrease)
Account Number
5500.5080.5227.00
5500.5080.5200.00
5500.0950.4305.00
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Expense Revenue
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EXHIBIT
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City of Fayetteville Staff Review Form
Brian Pugh
Submitted By
City Council Agenda Items
and
Contracts, Leases or Agreements
6/4/2013
City Council Meeting Date
Agenda Items Only
Solid Waste Transportation
Division Department
Action
on authorizing acceptance of a Keep America
of $1,000 and approving a budget adjustment.
Cost of this request
Account Number
Project Number
Budgeted Item
ulrea:
ul Cigarette
Category / Project Budget
Funds Used to Date
Remaining Balance
Budget Adjustment Attached �X
J7-13
Department Dir or Date
CAorney Date
Finance and Internal Services Director D
Date
AN
grant in the
CLPP Grant
Program Category / Project Name
Solid Waste Improvements
Program / Project Category Name
Solid Waste
Fund Name
Previous Ordinance or Resolution # 179-12
Original Contract Date: N/A
Original Contract Number: N/A
Received in City' ' — '
Clerk's Office tj
Received in
Mayor's Office
Revised January 15, 2009
•
Zayle I e
�' M M
To: Fayetteville City Council
Thru: Mayor Lioneld Jordan
Don Marr, Chief of Staff
Terry Gulley, Transportation Director �-
From: Brian Pugh, Solid Waste and Recycling
Date: May 13th, 2013
CITY COUNCIL AGENDA MEMO
MEETING DATE OF JUNE 4TH, 2013
THE CITY OF FAYETTEVILLE, ARKANSAS
Subject: Resolution authorizing acceptance of a Keep America Beautiful Cigarette Litter Prevention Program
grant in the amount of $1,000 and approving a budget adjustment
RECOMMENDATION
Fayetteville City Administration recommends approval of a resolution authorizing acceptance of a Keep
America Beautiful Cigarette Litter Prevention Program grant in the amount of $1,000 and approving a budget
adjustment to accept the funds and allocate them into a capital project. Since the grant amount is under $5,000
there was not an application process submitted to the Council.
BACKGROUND
Council authorized creation of a City Committee through resolution 179-12 for Keep Fayetteville Beautiful
which is an affiliate of Keep Arkansas Beautiful and Keep America Beautiful. The affiliation allows grants to
be applied for through Keep America Beautiful. A Cigarette Litter Prevention Program grant was applied for
awarded through Keep America Beautiful.
DISCUSSION
The focus of this program will be cigarette litter on Dickson Street. The Cigarette Litter Prevention Program
focuses on implementing four proven strategies to reduce cigarette butt litter. They are: 1) Review Litter Laws
and Ordinances, 2) Raise Pubic Awareness, 3) Place Ash Receptacles, and 4) Distribute portable pocket
ashtrays. The program involves signing a Memorandum of Understanding, creating a local Task Force
involving businesses, government, residents, code enforcement, and media and implementing the program
including conducting cigarette litter scans through out the program.
BUDGET IMPACT
The recycling grant award is not a matching grant. The budget adjustment is attached to recognize the grant
revenue.
KAB CCLP Grant Accept 2013 CCMemo May13
RESOLUTION NO.
A RESOLUTION AUTHORIZING ACCEPTANCE OF A KEEP AMERICA
BEAUTIFUL CIGARETTE LITTER PREVENTION PROGRAM GRANT IN
THE AMOUNT OF $1,000.00, 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 Keep America Beautiful Cigarette Litter Prevention Program grant in the amount
of $1,000.00.
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 as Exhibit "A".
PASSED and APPROVED this 4th day of June, 2013.
F.119901y"I
ATTEST:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
r �
r
May 2, 2013
Dear 2013 CLPP Grant Applicant,
1
GAREHE
LITTER
PREVENTION
Congratulations! You have been awarded a grant to support implementation of a 2013 Cigarette Litter Prevention
Program (CLPP). Thank you for committing to reduce cigarette litter in your community. Your grant check is enclosed;
depositing it signals your commitment to implement the program. Please review the following pages of information.
Your grant check packet also includes various enclosures, including a copy of the MOU for your records and other
important information.
As a reminder, here are the grant requirements:
1. Implement the four proven strategies to reduce cigarette butt litter, as detailed in the Memorandum of
Understanding.
2. Conduct three Cigarette Litter Scans: a preliminary scan prior to launching the program, a follow up scan no earlier
than 8 weeks after program launch & ash receptacle installation, and a sustainability scan no earlier than 6 months
after the first follow up scan.
3. The CLPP Task Force will track and report local program information via Re-Trac, as detailed in the Memorandum of
Understanding, including the following:
■ Mid -summer report, a quick check -in of CLPP progress, due by June 28, 2013
■ Data for the preliminary & follow up Cigarette Litter Scans to be reported by September 9, 2013
■ Data for the sustainability Cigarette Litter Scan to be reported by May 1, 2014
■ Copies of local news coverage, including proclamations (in electronic format only)
■ Information about the quantity, make, and model of ash receptacles purchased and installed
■ Distribution plan for portable auto and/or pocket ashtrays
■ Plan for public education and signage
■ Photos of implementation (max. 6): volunteers, receptacles, PSA's. Please do not include photos of littered
cigarette butts!
Finally, use the enclosed 'Check List' to help you develop the program and a list of 'Frequently Asked Questions' for
additional infurrnation. If you have any further questions, please contact us.
Sincerely,
Bronwen Evans
Director, Litter Programs
bevans@kab.org
203-659-3020
Shannon O'Donnell
Manager, Litter Programs
sodonnell@kab.org
203-659-3074
Check List
For Cigarette Litter Prevention Program
2013 Grant Recipients
❑ Review the Memorandum of Understanding
Make sure you understand all grant requirements.
❑ Review the Guide to the Cigarette Litter Prevention Program online
To help plan and implement a local CLPP, go to www.PreventCigaretteLitter.org. Use downloadable and
customizable materials in the 'Resources' section.
❑ Gather and educate your local Task Force
In the 'Resources' section of the CLPP website, use the customizable PowerPoint, the litter facts brochure, and the
website guide information.
❑ Review the Four Proven Strategies to Cigarette Litter Prevention & decide how you will implement them
• Review Litter Laws and Ordinances for reference to cigarette butt litter. Support enforcement of the
ordinances and appropriate fines.
• Raise Public Awareness that a cigarette butt on the ground is litter too. Use the PSA's and other online
program resources to reach target audiences with this message through a variety of media. 20-30% of the grant
should be spent on messaging and signage.
• Place Ash Receptacles at "transition points" in the program area to support proper disposal of cigarette butts.
Ash receptacles are the largest budget item and key to program sustainability: at least 50% of the grant should
be spent on ash receptacles (not pocket ashtrays), and invoice copies may be requested. KAB strongly
recommends that questions on the selection, purchase, installation, and maintenance of ash receptacles be
resolved as early as possible.
• Distribute Portable Auto and/or Pocket Ashtrays to adult smokers. These ashtrays give adult smokers a
way to properly dispose of cigarette butts. (if preparing ROI, MSRP = $3 each)
❑ Conduct a 'preliminary' cigarette litter scan
The CLPP Task Force conducts a preliminary scan in a smaller, representative section of the larger program area. The
preliminary scan is executed before the CLPP is launched to establish quantitative baseline data. For further
guidance and methodology on the Cigarette Litter Scan, please see the 'Cigarette Litter Scanning Instructions' in the
'Resources' section of the CLPP website.
NEW FOR 2013: Cigarette Litter Scans now include a count of both cigarette butts & cigar tips. Please track the
counts separately. The 'Field Scan Document' in the 'Resources' section of the CLPP website will help you keep
track of your counts.
❑ Order ash receptacles and plan to install by June 1, 2013
Confirm who will install, secure, and maintain ash receptacles. Select and order as soon as possible: the longer
these are in place, the greater the impact. Shop around for the best price. The preliminary cigarette litter scan will
indicate how many are needed and where they should be installed. Please review the brochure, 'Selecting and
Using Pocket/Portable Ashtrays and Ash Receptacles' in the 'Resources' section of the CLPP website.
Discount Programs with manufacturers:
• DCI Marketing: Manufacturer of Smokers Outpost"' brand, including Classicolm and Site Saver TM models
0 800-782-7273 or www.commercialzone.com
o To receive a discount, use the DCI Marketing order form in the 'Resources' section of the CLPP
website
Frequently Asked Questions
For Cigarette Litter Prevention Program Grant Recipients
What are the Cigarette Litter Prevention Program (CLPP) components?
A local CLPP includes four proven, field-tested strategies for reducing cigarette butt litter:
o Review Litter Laws and Ordinances for reference to cigarette butt litter. Support enforcement of
the ordinances and appropriate fines.
o Raise Public Awareness that a cigarette butt on the ground is litter too. Use the PSA's and other
online program resources to reach target audiences with this message through a variety of media. 20-
30% of the grant should be spent on messaging and signage.
o Place Ash Receptacles at "transition points" in the program area to support proper disposal of
cigarette butts. Ash receptacles are the largest budget item and key to program, sustainability: at least
50% of the grant should be spent on ash receptacles (not pocket ashtrays), and invoice copies may be
requested. KAB strongly recommends that questions on the selection, purchase, installation, and
maintenance of ash receptacles be resolved as early as possible.
o Distribute Portable Auto and/or Pocket Ashtrays to adult smokers. These ashtrays give adult
smokers a way to properly dispose of cigarette butts. (If preparing ROI, MSRP = $3 each)
Learn more at www.PreventCigaretteLitter.org
Where is a CLPP implemented?
The Executive Director of the local KAB affiliate is responsible for the grant -funded CLPP implementation. The
community setting will be chosen by the local 'Team of Stakeholders/Task Force'. Locations to consider include:
downtowns, city centers, parks, recreation areas, roadways, welcome center/rest stops, beaches, and special
events/festivals.
How do I report results?
All CLPP results are reported online in the Re-TRAC Connect system: http://connect.re-trac.com. When
reporting Cigarette Litter Scan data, be sure to include a single total amount of cigarette butts & a single total
amount of cigar tips counted from each scan. Please do not differentiate between gutter and sidewalk counts.
Aim for consistency so scan data will be comparable.
What does a "review" of local litter laws include?
Members of the local Task Force will become familiar with any local law or ordinance that addresses litter.
Determine if cigarette butt & cigar tip litter, tobacco waste, or partially smoked cigarettes are specified in the
law as litter. If not, determine if the law can be revised to include this. Work with law enforcement to ensure
that they are familiar with local littering laws and that laws are enforced. To inform your local efforts, research
penalties for littering, including cigarette butts, and the number of tickets issued.
Which ash receptacle is recommended? When do I order them?
Ash receptacles need to be selected and ordered as soon as possible as they can take several weeks to arrive.
They should be installed by June 1, 2013.
The best kinds are 'ash -only' receptacles with a narrow opening to prevent people from inserting trash and
creating a potential fire hazard. Ensure ash receptacles meet maintenance requirements and are properly
secured to prevent vandalism and theft. Consider any local ordinances dictating requirements for street
furniture, placement, or type of receptacle that can be installed. Consider costs, material quality (how will it
fare in your community's weather), maintenance, security, and visual appeal.
• Ecolad Corporation: Manufacturer of Ecolad aluminum and stainless steel receptacles
0 800-665-6263 or www.ecolad.com
o To receive a 15%discount, use the promo code'KAB'
• Glasdon, Inc.: Manufacturer of the Ashguard and Ashmount receptacles
0 804-726-3777 or www.glasdon.com
o To receive a 10% discount, use the promo code '2013CLPP'; only valid for orders placed by telephone
• Global Industrial: Manufacturer of the Buttainer, a lightweight, aluminum receptacle that's good for special
events
o 800-847-4715, ext. 2725 or www.globalindustrial.com
o To receive a discount, see the Global Industrial flyer in the 'Resources' section of the CLPP website
for information & call to order; only valid for orders placed by telephone
• Victor Stanlev, Inc.: Metal and wood -sided receptacles
0 800-368-2575 or www.victorstanley.com
o To receive a 7% discount, email clpp@kab.org with 'Victor Stanley Order' in the subject line
❑ Complete the mid -summer report
This brief report in Re-TRAC Connect is due no later than June 28t", 2013. Your preliminary scan count of cigarette
butts & cigar tips will be reported along with ash receptacle installation information and overall progress of the
program.
❑ Conduct a 'follow up' cigarette litter scan
Conduct a follow-up scan at least 8 weeks (and preferably longer) after ash receptacle installation. Results must be
reported in Re-TRAC Connect no later than September 9, 2013.
NEW FOR 2013: Cigarette Litter Scans now include a count of both cigarette butts & cigar tips. Please track the
counts separately. The 'Field Scan Document' in the 'Resources' section of the CLPP website will help you keep
track of your counts.
❑ Conduct a 'sustainability' cigarette litter scan
Conduct and report a sustainability scan. This additional follow-up scan will take place no earlier than 6 months
after the first follow-up scan. Results must be reported in Re-TRAC Connect no later than May 1, 2014.
NEW FOR 2013: Cigarette Litter Scans now include a count of both cigarette butts & cigar tips. Please track the
counts separately. The 'Field Scan Document' in the 'Resources' section of the CLPP website will help you keep
track of your counts.
PLEASE a copy of the MOUforyour review and records.You signed off on r,
you i appliedfor the grant and DO NOT need tofill it out again.
2013 Cigarette litter Prevention Program Memorandum of
Understanding
In 2013, Keep America Beautiful will select a limited number of communities to receive cash grants and
FREE Pocket/Portable Ashtrays to support implementation of a Cigarette Litter Prevention Program (CLPP).
This Memorandum of Understanding between KAB and the grant applicant sets forth the grant
requirements. To receive a grant, KAB requires applicants to be knowledgeable about the strategies and
overall approach of the CLPP, found online at www.PreventCigaretteLitter.org, and to be willing to commit
to:
1. Spend a minimum of 50% of the grant on the purchase of ash receptacles (not pocket ashtrays).
Invoice copies may be requested.
INITIAL:
2. No one under the age of 18 being involved in the program in any capacity.
INITIAL:*
3. Establish a Task Force: Communities receiving grants will establish a diverse Task Force to execute
the local cigarette litter prevention program. This CLPP team of stakeholders or task force will
represent businesses, government, residents, code enforcement, media, and other organizations
with a stake in this community program. No one under the age of 18 will be involved in the
program.
INITIAL:*
4. Implement Four Strategies: Communities receiving grants will implement the four proven
strategies for reducing cigarette butt litter as part of their local cigarette litter prevention program:
a. Review Litter Laws and Ordinances for reference to cigarette butt litter. Support
enforcement of the ordinances and appropriate fines.
b. Raise Public Awareness that a cigarette butt on the ground is Litter too. Use the PSA's and
other online program resources to reach target audiences with this message through a
variety of media. 20-30% of the grant should be spent on messaging and signage.
c. Place Ash Receptacles at "transition points" in the program area to support proper disposal
of cigarette butts. Ash receptacles are the largest budget item and key to program
sustainability: at least 50% of the grant should be spent on ash receptacles (not pocket
ashtrays), and invoice copies may be requested. KAB strongly recommends that questions
on the selection, purchase, installation, and maintenance of ash receptacles be resolved as
early as possible.
d. Distribute Portable Auto and/or Pocket Ashtrays to adult smokers. These ashtrays give
adult smokers a way to properly dispose of cigarette butts. (If preparing ROI, MSRP = $3
each)
PLEASE NOTE. This is a copy of the MOUforyour review and records. You signed off on it when
you appliedfor thegrant and DO NOT need tofill it out again.
INITIAL:*
5. Conduct Two Cigarette Litter Scans: Communities receiving grants will conduct and report at least
two Cigarette Litter Scans: a preliminary scan prior to program launch, and a follow-up scan a
minimum of eight weeks after the installation of ash receptacles.
NEW FOR 2013 — Scans will also now include both cigarette butts AND cigar tips. The new
scan document reflects this change: it can be downloaded at
www.PreventCigaretteLitter.org, in the Resources section. Please record the counts for
littered cigarette butts and cigar tips separately. Thank you.
Review scan methodology and download the NEW scan document online at
www.PreventCigaretteLitter.org, in the Resources section.
The scan data must be submitted on the final report no later than September 9, 2013.
INITIAL: *
6. Report Results: Grant -funded communities will report their local program information online on or
before September 9, 2013, to include:
• Program implementation summary including strategies, budget, community involvement
and support.
• Data from the two Cigarette Litter Scans (one total for each preliminary and follow-up scan).
Scans now include a count of cigarette butts and cigar tips, recorded separately.
• Information about ash receptacles purchased and installed: number, cost, make, and model,
maintenance plan. Invoice copies may be requested.
• Plans for sustainability and expansion of the program.
INITIAL:*
7. Conduct and report a "Sustainability" Cigarette Litter Scan: This additional follow-up scan will take
place no earlier than six months after the first follow-up scan. This scan will also include cigarette
butts and cigar tips. Please note, for special events the sustainability scan may not apply: we will
provide you with more details when the grant is finalized.
Report the "sustainability" scan data for 2013 CLPP grants on or before May 1, 2014.
INITIAL:
I have read and fully understand the above.
I_ *1 agree to the terms and conditions above and hereby apply for a 2013 CLPP grant.
Cigarette Butt Litter
FIELD SCAN DOCUMENT
BE SURE TO SCAN THE SAME LOCATION
FOR THE "FOLLOW-UP" SCANS AS THE "PRELIMINARY" SCAN
Organization Name
Program Venue/Location Name
City and State
Cigarette Litter
Scan Location
Preliminary
Date:
Scan
_/_�
Follow
Date:
-Up Scan #1
_/_/
Follow
Date:
-Up Scan #2
Address, GPS
coordinates, or
description of designated
scan location
# of Cigarette
Butts
Counted
(sidewalk,
walkway/
pedestrian area,
gutter, and
surroundings,
etc.)
# of Cigar
Tips Counted
(sidewalk,
walkway/
pedestrian area,
gutter, and
surroundings,
etc.)
# of
Existing
Ash
Receptacles
(NOT trash
receptacles)
# of Ci ag rette
Butts
Counted
(sidewalk,
walkway/
pedestrian area,
gutter, and
surroundings,
etc.)
# of C aar
Tips Counted
(sidewalk,
walkway/
pedestrian area,
gutter, and
surroundings,
etc.)
# of
Existing
Ash
Receptacles
(NOT trash
receptacles)
# of Cigarette
Butts
Counted
(sidewalk,
walkway/
pedestrian area,
gutter, and
surroundings,
etc.)
# of Cigar
Tips Counted
(sidewalk,
walkway/
pedestrian area,
gutter, and
surroundings,
etc.)
# of
Existing
Ash
Receptacles
(NOT trash
receptacles)
TOTALS''
(this sheet)
Total # Cigarette
Butts Counted:
Total # Ciaar
%s Counted:
Total # Ash
Receptacles:
Total # Cigarette
Butts Counted:
Total # Cigar
T s Counted:
Total # Ash
Receptacles:
Total # Ciaorette
Butts Counted:
Total # Ciaar
Tiffs Counted:
Total # Ash
Receptacles:
**Note: When reporting scan results online, report only the TOTAL NUMBER COUNTED for each scan**
ADDITIONAL COMMENTS