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Home My WebLink About208-15 RESOLUTIONOf fAYf TTP 0 4AKA 14 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 208-15 File Number: 2015-0505 2015 ADEQ BOSTON MOUNTAIN RECYCLING GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2015 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $8,000.00 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 2015 Arkansas Department of Environmental Quality grant through the Boston Mountain Solid Waste District in the amount of $8,000.00 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 on 11/17/2015 Page 1 Attest: Sondra E. Smith, City Clerk Treasurer K° / T/,- ,. e` Ay q��,f FAYETTEVILLE;�� 04 118H5�e�°�� mow' ®vz,,; E 6E�5�Et:�1�`��1ee „ City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 A (479) 575-8323 Text File File Number: 2015-0505 Agenda Date: 11/17/2015 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 5 2015 ADEQ BOSTON MOUNTAIN RECYCLING GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2015 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $8,000.00 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 2015 Arkansas Department of Environmental Quality grant through the Boston Mountain Solid Waste District in the amount of $8,000.00 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 11/18/2015 Brian Pugh Submitted By City of Fayetteville Staff Review Form 2015-0505 Legistar File ID November 17th, 2015 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/30/2015 Recycling & Trash Collection / Transportation Services Department Submitted Date Division / Department Action Recommendation: Approve a resolution authorizing the acceptance of a 2015 Boston Mountain Recycling Grant for $8,000 for Public Space Recycling Containers and approving a budget adjustment. Comments: Budget Impact: 5500.5080.5227.00 Recycling and Trash Collections Account Number Fund 31505.1501 Boston Mountain Recycling District Grant Project Number Project Title Budgeted Item? No Current Budget $ - Funds Obligated $ - Current Balance $ - Does item have a cost? Yes Item Cost $ 8,000.00 Budget Adjustment Attached? Yes Budget Adjustment $ 8,000.00 Remaining Budget I $ V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date:��j�,n�� L Comments: CITY OF 17 ay ARKANSAS MEETING OF NOVEMBER 17TH, 2015 To: Fayetteville City Council CITY COUNCIL AGENDA MEMO Thru: Jeff Coles, Recycling and Trash Collections Director From: Brian Pugh, Waste Reduction Coordinator Date: October 30th, 2015 SUBJECT: Approve a resolution authorizing the acceptance of 2015 Boston Mountain Recycling Grant for $8,000 for Public Space Recycling Containers and approving a budget adjustment. RECOMMENDATION: Staff recommends approving a resolution authorizing the acceptance of a 2015 Boston Mountain Recycling Grant for $8,000 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 2015-0344 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 August 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. There are currently 50 recycling containers placed in service in City parks and the new parking deck. 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 and Parking Management staff and delivered to the recycling center where they are sorted and recycled. BUDGETIMPACT The recycling grant award 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. Attachments: Award notice from Boston Mountain and signed Grant Application Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Boston ntai SOLID WASTE DISTRICT September 26, 2015 City of Fayetteville Attn: Brian Pugh 1560 S. Happy Hollow Road Fayetteville, AR 72701 RE: Boston Mountain Solid Waste District 2015 Recycling Grant Award Grantee: City of Fayetteville Grant Number: FY15-05 Grant Name: Recycling Equipment Amount Awarded: $ 8000 Congratulations! We are excited to notify you of your grant award. 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 are available online. Bostonmountain.org Resources —p Grants 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 signed grant application. We look forward to working with you on your future solid waste management programs! 4incerelly, by Reed Director Boston Mountain Solid Waste District Enclosure 11398 Bond Road Prairie Grove, Arkansas 72753 p 479.846.3005 f 479.846.4614 bostonmountain.org Recycling Grant Application Boston Mountain = SOLID WASTE DISTRICT CONTACT: BRIAN PUGH CITY: FAYETTEVILLE ZIP CODE: 72701 PASSWORD E-MAIL: BPUGH@FAYETTEVILLE-AR.GOV PROJECT TYPE (CATEGORY) GRANT FUNDS REQUESTED MATCHING FUNDS COMMITTED TOTAL PROJECT COST RECYCLING EQUIPMENT $10,000 0 $10,000 Select only one category • Administrative ■ Recycling Programs ■ Material Recovery Facility • Recycling Equipment • Education • Waste Reduction Activities • Composting ■ Transfer Station with • Planning Recycling 1. Other than Recycling 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 Grit Nu rj 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 ❑ Complete Project Summary and Budget Narrative ❑ Completed grant application signed by authorizer representative ❑ 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 - Version: 1-2014 Page 2 of 5 ° �� In 2014 and 2015 the City purchased 50 outdoor public space recycling containers for the Fayetteville Public Square, Gary Hampton Park, Walker Park, and Lewis Soccer field for the collection of 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. The entire $10,000 would be spent on the purchase of the bins. 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 1St, 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 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. I 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 ofrectors. Title U Date THE ABOVE -REFERENCED GRANT IS HEREBY APPROVED. Version: 1-2014 Page 4 of 5 SWD Director BMSWD Board Chair FOR DISTRICT USE ONLY: Version: 1-2014 Page 5 of 5 Date Date Recycling Grant Application Boston Mountain ® Ir SOLID WASTE DISTRICT Grant Name: Per \1Cl(ry (7 APPLICANT: CITY OF FAYETTEVILLE CONTACT: BRIAN PUGH ADDRESS: 1560 S. HAPPY HOLLOW ROAD CITY: FAYETTEVILLE COUNTY: WASHINGTON ZIP CODE: 72701 PASSWORD PHONE: (479 ) 718-7685 E-MAIL: BPUGH@FAYETTEVILLE-AR.GOV PROJECT TYPE (CATEGORY) GRANT FUNDS REQUESTED MATCHING FUNDS COMMITTED TOTAL PROJECT COST RECYCLING EQUIPMENT $10,000 0 $10,000 Select only one category • Administrative ■ Recycling Programs ■ Material Recovery Facility • Recycling Equipment ■ Education ■ Waste Reduction Activities • Composting • Transfer Station with • Planning Recycling 1. Other than Recycling 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:ry,ok 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 ❑ Complete Project Summary and Budget Narrative ❑ Completed grant application signed by authorizer representative ❑ 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 - Version: 1-2014 Page 2 of 5 _c In 2014 and 2015 the City purchased 50 outdoor public space recycling containers for the Fayetteville Public Square, Gary Hampton Park, Walker Park, and Lewis Soccer field for the collection of 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. The entire $10,000 would be spent on the purchase of the bins. 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 1St, 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 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. I 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 un s written authotiiation is provided by the Regional Solid Waste Management District Board of i ctors. ) re & Title Date THE ABOVE -REFERENCED GRANT IS HEREBY APPROVED. Version: 1-2014 Page 4 of 5 it J £kuyJ&e d ✓� BMSWD Director BMSWD Board Chair FOR DISTRICT USE ONLY: Date Date Version: 1-2014 Page 5 of 5 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division: Recycling & Trash Collection Adjustment Number 2015 Dept.: Transportation Services Requestor: Brian Pugh BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: This budget adjustment recognizes revenue received from the 2015 Boston Mountain recycling grant award in the amount of $8,000 for Public Space Recycling Containers COUNCIL DATE: 11/17/2015 LEGISTAR FILE ID#: 2015-0505 13civbrc Fe -U' 11/3/2015 1:10 PM Budget Director Date TYPE: DESCRIPTION: RESOLUTION/ORDINANCE I GLDATE: POSTED: TOTAL Account Number 8,000 8,000 Increase / (Decrease) Expense Revenue Project.Sub# Project Sub AT v.20150925 Account Name 5500.5080.5227.00 8,000 - 31505 1501 EX Containers 5500.0950.4302.00 - 8,000 31505 1501 RE State Grants - Capital C:\Users\dmccoy\AppData\Roaming\L5\Temp\5e087c1b-aaaf-437c-a855-98fbe3f5bc39 1 of 1