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HomeMy WebLinkAbout18-13 RESOLUTIONRESOLUTION NO. 18-13 A RESOLUTION AUTHORIZING ACCEPTANCE OF A 2012 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY E-WASTE GRANT OF $25,000.00 FOR AN E-WASTE COUPON REDEMPTION PROGRAM, 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 2012 Arkansas Department of Environmental Quality E-Waste Grant of $25,000.00 for an E-Waste coupon redemption 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 as Exhibit "A". PASSED and APPROVED this 151h day of January, 2013. APPROVED: ATTEST: By: &4. e A'-� SONDRA E. SMITH, City Clerk/Treasurer : FAYETTEVILLEa�� TON City of Fayetteville, Arkansas Budget Adjustment Form Budget Year Division: *ALL DIVISIONS Request Date BY 2013 1 Department: Citywide 1/15/2012 V12.0724 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION The City was awarded an E-Waste grant from the Arkansas Department of Environmental Quality to create an coupon program to have a -waste redeemed through Washing County's a -waste program. The grant will pay for printing of coupons for the program and also cover the recycling fee incurred through Washington County. _, i Z -Z / z Prepared By: Divisi d Date bpugh tZ A' Reference: Bu get Director Date Budget & Research Use Only Type: A B C D E P D artme iirrector Date 2a)A General Ledger Date Finance, Director Date ►-� /- 3 /3 Date at'U e/ Posted to General Ledger Initial Date Checked / Verified Initial Date TOTAL BUDGET ADJUSTMENT 25,000 25,000 Increase / (Decrease) Project.Sub Account Name Account Number .; Expense Revenue Number State Grants -Operational 5500.0950.4302.01 Ri 25,000 l 3v2g, **ADD**Office supplies/printing 5500.5080.5200.00. E) 900 J?T- Contract services 5500.5080.5315.00 E3 24,100 i__7 JAOffice Docs\Bdan's Work Fo1der\Grants\2012\E-waste\BA E Waste 1 of 1 City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements January 15th, 2013 City Council Meeting Date Agenda Items Only Brian Pugh Solid Waste and Recycling Operations Submitted By Division Department Action Kequirea: Resolution Authorizing Accepting a 2012 ADEQ E-waste grant for $25,000 for an E-waste Coupon Program and approving a budget adjustment to recognize the revenue. Cost of this request Account Number Project Number Category / Project Budget Funds Used to Date Remaining Balance Budgeted Item Budget Adjustment Attached /Z •E .f 2.. Date 1A. V _ t Date Finance and Internal Services Director Date t 3_ ate Program Category / Project Name Program / Project Category Name Fund Name Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: 12- 9 P^v2: FrC Received in City 1 Clerk's Office I�yii'�J EflT Received in Mayor's Office Revised January 15, 2009 Zayl7e.teville To: Fayetteville City Council Thru: Mayor Lioneld Jordan Don Marr, Chief of Staff Terry Gulley, Transportation Director--9 pP From: Brian Pugh, Solid Waste and Recycling Date: December 27, 2012 CITY COUNCIL AGENDA MEMO MEETING DATE OF JUNE 7 2011 THE CITY OF FAYETTEVILLE, ARKANSAS Subject: Resolution Authorizing Accepting 2012 ADEQ E-Waste Grant for $25,000 for an E-Waste Coupon Redemption Program and approving a budget adjustment for the grant funds. RECOMMENDATION Fayetteville City Administration recommends accepting a 2012 Arkansas Department of Environmental Quality (ADEQ) E-waste grant for $25,000 for an E-waste coupon redemption program and approving a budget adjustment for the grant funds. 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 were accepted from Aug. l st through Sept. 1st and funds are now available for awarded recipients. This is the first time the City has applied for funds from this particular grant program. 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 a -waste is collected for recycling. The current charge for a -waste collected at this site is $5 per unit. The coupons would be printed showing the $5 value for recycling of a -waste at the site. Distribution would begin in January 2013 to entice the recycling of e- waste 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 events. BUDGET E"ACT The recycling grant awards are not matching grants, so no City funds are obligated with this request. A budget adjustment is being requested to recognize the grant revenue and a capital project will be created. E-waste Accept CCMemo Dec 28 12 RESOLUTION NO. A RESOLUTION AUTHORIZING ACCEPTANCE OF A 2012 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY E-WASTE GRANT OF $25,000.00 FOR AN E-WASTE COUPON REDEMPTION PROGRAM, 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 2012 Arkansas Department of Environmental Quality E-Waste Grant of $25,000.00 for an E-Waste coupon redemption 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 as Exhibit "A". PASSED and APPROVED this 15t" day of January, 2013. APPROVED: LIONELD JORDAN, Mayor FaW41.I1 SONDRA E. SMITH, City Clerk/Treasurer RESOLUTION 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 O day of September, 2012. APPROVED: ATTEST: By: , d SONDRA E. SMITH, City Clerk/Treasurer ``pnrrr►n►��� Y p F . SG .� U:FAYETTEVILLE;�= ► E '�.9s'•'QKANSP • � �. Notice of Grant Awards Date: December 19, 2012 To: City of Fayetteville Re: "The Arkansas computer and Electronic Solid Waste Management Act" (Acts 1410 of 2001 and 970 Of 2005, codified as A.C.A 25-34-101) E-Waste Grants Program —2012 Grant Round The Arkansas Department of Environmental Quality would like to extend a special thank you for making an application to the E-Waste Program's 2012 Grant Round. Each eligible project presented for funding could make a decided impact on the proper final destination of electronic waste in our state. The projects selected were reviewed by staff from the information submitted in grant applications. Evaluations considered the proposed development and implementation of sustained processes that should result in the minimization or elimination of electronic waste in Arkansas. The City of Fayetteville is a recipient of the 2012 Grant Round in the amount of $25,000.00. The E- Waste Grants Program allows awards to be made on funds appropriated and available. Attached is a Statement of Agreement with the State of Arkansas that must be executed with the City of Fayetteville as the grantee and returned before projects may be initiated. All funds available are awarded as reimbursement once the proper documentation has been submitted and verified by ADEQ Staff. Copies of all paid invoices along with the front and back of check of payment are necessary in the request for reimbursement from the State of Arkansas. Additional documentation for reimbursement may be requested by the ADEQ at any time. A complete packet of reporting forms will be mailed to you once the Statement of Agreement has been signed and returned to the ADEQ. It is our hope that Arkansas will continue developing local a -waste management projects to eliminate e-waste from landfills. Please feel free to contact me for additional information or questions on the E- Waste Grants program, and thank you again for your participation. Sincerely, / Robert Hunter Manager of Recycling Branch Arkansas Department of Environmental Quality ADEQ A R K A N S A S Department of Environmental Quality February 7, 2013 Brian Pugh Solid Waste and Recycling 1506 S. Happy Hollow Road Fayetteville, AR 72701 RE: Electronic Grant 2012-05 Brian: Please find enclosed a copy of your signed Statement of Agreement with the State of Arkansas, represented by the Arkansas Department of Environmental Quality, Solid Waste Management Division, for grant funds in the amount of $25,000.00 from the Computer and Electronic Recycling Fund. The date of execution of this agreement is February 6, 2013 and you have one year or until February 6, 2014 to expend funds. Any remaining funds not reimbursed to the project as of February 6, 2014 will be returned to the Computer and Electronic Recycling Fund. The Department of Environmental Quality will reimburse funds to the grantee once invoices and supportive documents have been submitted and reviewed. Reimbursement request may be submitted thirty (30) days after receipt of canceled check for payment. Documentation submitted must include a purchase order or invoice along with images of both sides of the check. Reimbursement from the state will occur within 30 days of receipt and review of request. Attached is a copy of the Guidelines for the E-Waste Recycling Grants. Please review and note the sections on Not Eligible for Funding and Reporting and Oversight Requirements. The final report must be filed with the Arkansas Department of Environmental Quality thirty (30) days following February 6, 2014, to my attention. If you have questions about the program, please do not hesitate to call or email me. All correspondence must be directed to Robert Hunter, 5301 Northshore Drive, North Little Rock, AR 72118-5317, My direct phone number is 501.682.0609, email is hunterga,adeq.state. ar.us Sincerely, Robert Hunter Manager Recycling/Marketing Branch ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY 5301 NORTHSHORE DRIVE / NORTH LITTLE ROCK / ARKANSAS 72118-5317 / TELEPHONE 501-682-0744 / FAX 501-682-0880 www.adeq.state.anus STATEMENT OF AGREEMENT Arkansas Department of Environmental Quality Solid Waste Management Division E-WASTE GRANT FUNDS - A.C.A. § 25-34-101 Project Title: City of Fayetteville 2012 State Funds Awarded Grant Award No.: E-Waste 2012-05 $25,000.00 Grantee(s): City of Fayetteville The State of Arkansas, represented by the Arkansas Department of Environmental Quality, Solid Waste Management Division (hereinafter referred to as the Department) and the recipient (named herein and hereinafter referred tows the Grantee) of a grant award, from funds set -aside from the Computer and Electronic Recycling Fund (hereinafter referred to as E-Waste Grants Fund), mutually agree to perform this Statement of Agreement in accordance with the Arkansas Computer and Electronic Solid Waste Management Act, A.C.A. § 25-34-101 et seq., with the Arkansas Department of Environmental Quality's E-Waste Grants Program Guidelines and Application. Grantees must meet all conditions as set forth herein and in the Arkansas Department of Environmental Quality's E-Waste Grants Program Guidelines and Application. The Grantee, in consideration of the promises made by the State herein and in accordance with the terms of this Statement of Agreement, hereby promises to execute the project described herein. The Department, in consideration of the conditions agreed to by the Grantee, hereby promises to reimburse the Grantee the State funds awarded in so far as the Grantee meets the terms and conditions of the Grant Application and this Statement of Agreement. The Grantee may not deviate from the terms of this contract without the written concurrence of the Department. It shall be the responsibility of the Grantee to notify the Department of any irregularities that may in any way effect this award, including any violations of Federal, State or Local laws by employees or agents of the Grantee. The Grantee further understands, agrees, and accepts that the project will not be eligible to receive funds from the State until this Statement of Agreement has been signed by the Grantee and executed by the Department. Special Conditions to be met by the Grantee: Funds received from this grant shall be utilized for the project as specified in the grant application. Funds to be awarded shall be based upon funding availability. Authorized Signatures: I Quality Execution Date: Date: Authorized Signature Date: 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, demanufactu ring 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 a -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 returned 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. Earned 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 apart 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 earned 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 of earned 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 Director's 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.adeg.state.ar.us/regs/files/regO8 final _000612.pdf. SEVERABILITY If any provision of the Arkansas Department of Environmental Quality Department's 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.