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Home My WebLink About201-14 RESOLUTIONRESOLUTION NO. 201-14 A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2014 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $10,000.00 FOR THE PURCHASE OF PUBLIC SPACE RECYCLING 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 acceptance of a 2014 Arkansas Department of Environmental Quality grant through the Boston Mountain Solid Waste District in the amount of $10,000.00 for the purchase of public space recycling 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 this 18th day of November, 2014. APPROVED: ATTEST: By: SONDRA E. SMITH, City Clerk/Treasurer y'111110111104 �°4%1'11/T4'#)".#, m FAYETTEVILLE: Agenda Date: 11/18/2014 In Control: City Council Agenda Number: A. 7 City of Fayetteville, Arkansas Text File File Number: 2014-0470 Version: 1 113 West Mountain Street Fayetteville, AR 72701 479-575-8323 TDD - 479-521-1316 Status: Passed File Type: Resolution A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2014 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $10,000.00 FOR THE PURCHASE OF PUBLIC SPACE RECYCLING 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 acceptance of a 2014 Arkansas Department of Environmental Quality grant through the Boston Mountain Solid Waste District in the amount of $10,000.00 for the purchase of public space recycling 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. City of Fayetteville, Arkansas Page 1 Printed on 11/20/2014 City of Fayetteville Staff Review Form 2014-0470 Legistar File ID 11/18/2014 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Brian Pugh Submitted By 11/1/2014 Submitted Date Recycling & Trash Collection / Transportation Services Department Action Recommendation: Division / Department Approve a resolution authorizing the acceptance of a 2014 Boston Mountain Recycling Grant for $10,000 for Public Space Recycling containers and approving a budget adjustment. Budget Impact: 5500.5080.5227.00 Account Number 09019.1402 Project Number Budgeted Item? No Does item have a cost? No Budget Adjustment Attached? Yes Recycling and Trash Fund Boston Mountain PS Recycling Containers Project Title Current Budget $ Funds Obligated $ Current Balance Item Cost Budget Adjustment Remaining Budget 10,000.00 $ 10,000.00 Previous Ordinance or Resolution # Original Contract Number: Comments: V20140710 Approval Date: \- -14 CITY OF a'F'ltyepae„vi11e CITY COUNCIL AGENDA MEMO MEETING OF NOVEMBER 18TH, 2014 To: Fayetteville City Council Thru: Jeff Coles, Recycling and Trash Collections Director From: Brian Pugh, Waste Reduction Coordinator Date: November 1st, 2014 Subject: Resolution authorizing the acceptance of 2014 Boston Mountain Recycling Grant Revenue for $10,000 for Public Space Recycling Containers and approving a budget adjustment. RECOMMENDATION Staff recommends approval of a resolution accepting a 2014 Boston Mountain Recycling Grant for $10,000 for Public Space Recycling Containers and approving a budget adjustment to accept the funds and allocate them into a capital project. The Legistar number for applying for this grant is 2014-0333 which was a non - agenda item asking for the Mayor's signature. BACKGROUND The Arkansas Department of Environmental Quality receives money generated from fees collected at landfills and distributes funds 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 and the City has benefited from these grants in the past. The Boston Mountain Solid Waste District compiled the grant pre applications and approved them at the September Board meeting. ADEQ has released the grant funds to Boston Mountain and is now ready to disburse funds. DISCUSSION This grant will be used to purchase public space recycling containers for use in public areas and city parks. In 2014 there were 24 recycling containers placed out on the Fayetteville Square and at Walker and Gary Hampton Parks for use with the baseball and softball programs. The Recycling and Trash Collection Division has been working with the Parks and Recreation Division to identify other areas in Fayetteville that can utilize the recycling containers. The recycling containers utilize icons and graphics in addition to descriptions focusing on bottles and cans for recycling and the bags are picked up by the Parks staff and delivered to the recycling center where they are sorted and recycled. BUDGET IMPACT The recycling grant awards is not a matching grant, so no City funds are obligated with this request. Funds are needed to cover freight and taxes as grant funds cannot be used for those expenses. There is sufficient funding in 5500.5060.5225.00, Recycling Containers, to cover this expense. The budget adjustment is attached to recognize the grant revenue and add it to the Recycling Container ADEQ Grant budget. Mailing Address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov Boston Mountain SOLID WASTE DISTRICT September 26, 2014 City of Fayetteville Brian Pugh 1560 S. Happy Hollow Road Fayetteville, AR 72701 RE: Boston Mountain Solid Waste District 2014 Recycling Grant Award Grant Number: FY 07-14 Grant Name: Public Space Recycling Containers Amount Awarded: $ 10000 Congratulations! We are excited to notify you of your grant award. This grant administered by Boston Mountain Solid Waste District, instead of ADEQ, however, the grant program requirements remain the same. 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. • 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 will be available online soon. If you need a form before then, please fee! free to contact the District. 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 grant application. We look forward to working with you on your future solid waste management programs! S"ncerely, Ro•yn Director Boston Mountain Solid Waste District d d Enclosure 11398 Bond Road Prairie Grove, Arkansas 72753 p 479.846.3005 f 479.846.4614 bostonmountain.org Recycling Grant Application Grant Name: Public Space Recycling Containers APPLICANT: CITY OF FAYETTEVILLE CONTACT: BRIAN PUGH ADDRESS: 1560 S. HAPPY HOLLOW ROAD COUNTY: WASHINGTON PHONE: (479 ) 718-7685 Boston Mountain SOLID WASTE DISTRICT 10, W0 CITY: FAYETTEVILLE ZIP CODE: 72701 E-MAIL: BPUGH@FAYETTEVILLE-AR.GOV PROJECT TYPE (CATEGORY) GRANT FUNDS REQUESTED MATCHING FUNDS COMMITTED TOTAL PROJECT COST RECYCLING EQUIPMENT $20,000 0 20,000 Select only one category • Administrative ■ Recycling Equipment • Composting • Planning • Recycling Programs • Education • Transfer Station with Recycling • Material Recovery Facility • Waste Reduction Activities 1. Other than Recvclinq Grant funds, how are expenses for the continuation of this project to be funded (including maintenance, repairs, labor and operating expenses)? The collection of materials from the recycling containers will be picked up through various City Divisions depending on location of the recycling container. Any repairs or other expenses related to the recycling containers will be covered in the operating budget for the Recycling and Trash Collection Division. Version: 1-2014 Page 1 of 5 Grant Number: 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 — contact information listed above. Please provide as detailed information as possible about your proposed recycling grant project. The more information and detail you are able to 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 2014. All items must be completed and returned to the Boston Mountain Solid Waste District (District) by the close of business August 1, 2014. Electronic or paper copies are acceptable. APPLICATION CHECKLIST: ❑ Representative attend pre -application meeting ri Complete Project Summary and Budget Narrative Completed grant application signed by authorizer representative O Submitted to Boston Mountain Solid Waste District by August 1st PROJECT DESCRIPTION & 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. Include a detailed budget. Narrative — In 2014 the City purchased 25 outdoor public space recycling containers for the Fayetteville Public Square and Gary Hampton and Walker Parks for the collection of Version: 1-2014 Page 2 of 5 bottles and cans from these public spaces. The bins were selected based on their effectiveness to make recycling simple using visual graphics to convey correct use of the bins. The bins also have space for display panels to help market the recycling program and also efforts with Keep Fayetteville Beautiful. The bins have proven successful in collecting materials from these public spaces and the desire is to add additional bins to other City Parks and public spaces to continue efforts to portray recycling in public spaces. Budget — The $20,000 will provide for purchasing roughly 30 recycling containers to continue efforts for public space recycling. 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 August 151, 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. 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 Version: 1-2014 Page 3 of 5 I. Grant Number' 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. SIGNATURE & CERTIFICATION I certify that to the best of my knowledge, the information provided in this application and its attachments is correct and true. 1 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 f Directors. -: M4ew /14 Applicants,Auth• ized Representative Si tfes,, ature Y5 Title ,- / Date Version: 1-2014 THE ABOVE -REFERENCED GRANT IS HEREBY APPROVED. Page 4 of 5 Grant Number: )36.4 BMSWD Director — BMSWD Board Chair 41 01 : lYate bate FOR DISTRICT USE ONLY: RECEIVED DATE RECEIVED: BY: APPLICATION COMPLETE: \I e/—) COMMENTS NA IF NO, RETURNED TO: N Version: 1-2014 Page 5 of 5 DATE: 7j2f4pcif [Grant Number: