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HomeMy WebLinkAbout229-17 RESOLUTIONy�fi yhyf: w ��'knTi4hh, 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 229-17 File Number: 2017-0584 2017 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2017 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $8,000.00 FOR THE PURCHASE OF FOOD WASTE CARTS FOR THE COMPOSTING PROGRAM, 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 2017 Arkansas Department of Environmental Quality grant through the Boston Mountain Solid Waste District in the amount of $8,000.00 for the purchase of food waste carts for the composting 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. PASSED and APPROVED on 11/7/2017 Attest: Sotidra E. Smith, City ClerkTreasurer 111111111til► v t Page 1 Printed on 1118117 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2017-0584 Agenda Date: 11/7/2017 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 7 2017 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2017 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $8,000.00 FOR THE PURCHASE OF FOOD WASTE CARTS FOR THE COMPOSTING PROGRAM, 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 2017 Arkansas Department of Environmental Quality grant through the Boston Mountain Solid Waste District in the amount of $8,000.00 for the purchase of food waste carts for the composting 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. City of Fayetteville, Arkansas Page 1 Printed on 111812017 Brian Pugh Submitted By City of Fayetteville Staff Review Form 2017-0584 Legistar File ID 11/7/2017 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/5/2017 RECYCLING/TRASH COLLECTION (750) Submitted Date Division / Department Action Recommendation: Approve a resolution authorizing the acceptance of a 2017 Boston Mountain Solid Waste District Recycling Grant for $8,000 for the purchase of food waste carts for the composting program and approving a budget adjustment. Budget Impact: 5500.750.5080.5227.00 Recycling and Trash Collections Account Number Fund 31707.1 Food Waste Carts 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 $ - V20140710 Previous Ordinance or Resolution # Original Contract Number: Comments: Approval Date: CITY OF 01 Tay4 1a I le ARKANSAS MEETING OF NOVEMBER 7T", 2017 To: Fayetteville City Council Thru: Jeff Coles, Recycling and Trash Collections Director From: Brian Pugh, Waste Reduction Coordinator CITY COUNCIL AGENDA MEMO Date: October 5, 2017 SUBJECT: Approve a resolution authorizing the acceptance of a 2017 Boston Mountain Recycling Grant for $8,000 for the purchase of food waste carts for the composting program and approving a budget adjustment. RECOMMENDATION: Staff recommends approving a resolution authorizing the acceptance of a 2017 Boston Mountain Recycling Grant for $8,000 for the purchase of food waste carts for the composting program 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 2017- 0584 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: The Solid Waste Reduction, Diversion and Recycling Master Plan approved by City Council in February 2017 with adoption of Resolution 49-17 allows the Recycling and Trash Collection Division to create a food waste composting operation to divert waste from the Eco Vista landfill. Composting of food waste will help achieve the 40% diversion goal by 2027. The commercial collection of the food waste will be accomplished using carts for collection of the separate food waste. Staff is proposing purchasing 65 gallon carts with the grant funds from this year. 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 5500.750.5060.5227.00, 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 f September 26, 2017 City of Fayetteville Attn: Brian Pugh Boston Mountain SOLID WASTE DISTRICT RE: Boston Mountain Solid Waste District 2017 Recycling Grant Award Grantee: City of Fayetteville Grant Number: FY17-03 Grant Name: Recycling Equipment- Food Waste Cards Amount Awarded: $ 8,000 Congratulations! We are excited to notify you of your grant award. This grant is administered by Boston Mountain Solid Waste District. 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 • Completed Grant Reimbursement Request Form • 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 —), Grants The District would like to thank you for all 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! incerely, I� R�fecad Y Director Boston Mountain Solid Waste District Enclosure 11398 Bond Road, Prairie Grove, Arkansas 72753 bostonmountain.org ph 479.846.3005 f 479.846.4614 Recycling Grant Application Boston Mountain W - SOLID WASTE= DISTRICT Grana Nam@,, Owpoofing calloation Cats Grant ftmbon APPLICANT: CITY OF FAYETTEVILLE ADDRESS: 1560 S. HAPPY HOLLOW ROAD COUNTY: WASHINGTON PHONE: (479 ) 718-7685 PROJECT TYPE RECYCLING EQUIPMENT Select only one category • Administrative • Recycling Equipment • Composting • Planning GRANT FUNDS REQUESTED $8,000, -- CONTACT: BRIAN PUGH CITY: FAYETTEVILLE ZIP CODE: 72701 E-MAIL: BPUGH@FAYETTEVILLE-AR.GOV MATCHING FUNDS COMMITTED $185,103 • Recycling Programs • Education ■ Transfer Station with Recycling TOTAL PROJECT COST • Material Recovery Facility • Waste Reduction Activities • Electronics 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)? This grant will be for purchasing carts for expabsion of a foodwaste composting program and funding will be allocated in the Recycling and Trash Collection Division annual liudget. 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 Version; 2017-1 Page t of 4 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 2017. All items must be completed and returned to the Boston Mountain Solid Waste District (District) by the close of business July 28, 2017. 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 July 281h, 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 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 Version: 2017-1 Page 2 of 4 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 July 29th, 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, stale 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. f The following items are not eligible for funding from recycling grants: Taxes Legal fees Vehicle registration f Reimbursement of funds Licenses or permits Utilities Retroactive purchases- ADMINISTRATIVE urchases ADMINISTRATIVE REQUIREMENTS 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,. Version: 2017-1 Page 3 of 4 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 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 unie written authorization is provided by the Regional Solid Waste Management District Board of Dir tors. /'-� Date THE ABOVE -REFERENCED GRANT IS HEREBY APPROVED. MSWD Director BMSWD Board Chair FOR DISTRICT USE ONLY: GATE RECEIVED:: APPLICATION COMPILE TE: t �; IF NO RETURNED TO! 'RECEIVED COUMEN`FS Version: 2017-1 Page 4 of 4 DATE. 9 2V't� - e G I JDate 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. Overview of Project The City of Fayetteville Recycling and'Trash Collection Division will be implementing programs approved through the adoption of the Solid Waste Reduction, Diversion and Recycling Master Plan through City Council action from February 2017. A rate study is being planned for the Recycling and Trash Collection Division in 2017 that will identify cost structures for the new programs adopted with the approved plan with implementation in the next 10 years. As a means to increase diversion of waste from the landfill, the Division will be embarking on an expansion of the composting program to- allow foodwaste collected from commercial entities to be composted along with leaves, grass and brush at the Fayetteville Composting facility. Waste audits conducted through the planning process identified that close to 30% of Fayetteville's waste stream were materials that could be composted. The City has already secured the type O permit from the Arkansas Department of Environmental Quality to begin with the composting of foodwaste at the Fayetteville Composting facility. In order to facilitate the program, wheeled carts are needed for collection purposes with commercial entities. The Division is requesting grants funds from the 2017 grant round to be used to purchase carts for expansion of the composting program in 2018. Composting of foodwaste will be accomplished using a composting method called Modified Static Aerobic Pile composting created by a company called Harvest Quest. The City conducted a pilot program in 2016 in which nearly 70 tons of foodwaste was collected and composted successfully using this method. The City will begin the program slowing in 2017 with collection activities at the University of Arkansas and a few public schools. A new FTE and collection truck for the program is being requested through Capital Improvement Projects and the operating budget for 2018. When these are in place the program will expand to other institutions and commercial restaurants. Expansion into residential foodwaste composting will occur in later years. As part of the adopted plan, the City is updating our education plan to focus on waste reduction activities along with general recycling information. The new focus of waste reduction plays perfectly into education of the composting program and the new Waste Not Use Less campaign will be tailored to provide unique educational outreach to both commercial and residential settings on the new composting program. The expansion of the composting program aligns with the Boston Mountain Solid Waste District goals of furthering expansion of recycling programs and diverting waste from the Eco Vista landfill. Detailed Budeet Kessler Consulting projection for 2018 cost to provide commercial composting of foodwaste Si85,103.00 2017 Grant for purchase of carts for collection (if approved) . 8'i* 000.00 Cost to provide expanded composting in 2018 $177,103.00 A Rate Study will better detail costs for the expansion of the composting program and is being scheduled for late 2017. Capital Improvement Projects and additions to the operating budget are being planned for 2018 to accommodate the growth with the composting program and will be reviewed and approved by City Council in late 2017. Brian Pugh Submitted By 2017 Boston Mountain Solid Waste District Recycling Grant - composting program expansion City of Fayetteville Staff Review Form 2017-0382 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 7/7/2017 RECYCLING/TRASH COLLECTION (750) Submitted Date Division / Department Action Recommendation: Mayor's signiture on application for a 2017 Boston Mountain Solid Waste District Recycling Grant for $8,000 for purchasing carts for the collection of foodwaste with the expansion of the composting program Budget Impact: Account Number 'Project Number Budgeted Item? No Current Budget Funds Obligated Current Balance Does item have a cost? No Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget Previous Ordinance or Resolution N Original Contract Number: Comments: Fund Project Title Fs - Approval Approval Date, � 14,1 ri � CITY OF FAYETTEVILLE ARKANSAS TO: Mayor Lioneld Jordan THRU: Jeff Coles, Recycling and Trash Collections Director FROM: Brian Pugh, Waste Reduction Coordinator DATE: July 7th, 2017 STAFF MEMO SUBJECT: Mayor's signature on application for a 2017 Boston Mountain Solid Waste District Recycling Grant for $8,000 for purchasing carts for the collection of foodwaste with the expansion of the composting program RECOMMENDATION: Obtain Mayor's signature to authorize application for a 2017 Boston Mountain Solid Waste District Recycling Grant for $8,000 for purchasing carts for the collection of foodwaste with the expansion of the composting program. BACKGROUND: Each year the Arkansas Department of Environmental Quality collects revenue derived from landfill fees to issue recycling grants through local Solid Waste Districts to help fund recycling programs. The City has benefited from these grants in the past. The Boston Mountain Solid Waste District is now the entity responsible for administering the grant program.and compiles the grant applications and submits them to their Grant Committee for review. ' The deadline to submit applications is end of day on Friday, July.28th. DISCUSSION: The City of Fayetteville Recycling and Trash Collection Division will be implementing programs approved through the adoption of the Solid Waste Reduction, Diversion and Recycling Master Plan through City Council action from February 2017. A rate study is being planned for the Recycling and Trash Collection Division in 2017 that will identify cost structures for the new programs adopted with the approved plan with implementation in the next 10 years. The grant funds would be used to purchase wheeled carts for collection of foodwaste from commercial entities which is one of the new programs approved through the adoption of the plan. The City cor7rtucted a pilot program in 2016 in which nearly 70 tons of foodwaste was collected and composted successfully. The City will begin the program slowly in 2017 with collection activities at the University of Arkansas and a few public schools. A new FTE and collection truck for the program is being Mailing Address: 113 W. Mountain Street www.fayetteville-ar,gov Fayetteville, AR 72701 requested through Capital Improvement Projects and the operating budget for 2018. When these are in place, the program will expand to other institutions and commercial restaurants. Expansion into residential Foodwaste composting will occur in later years. BUDGET/STAFF 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. Attachments: 2017 Boston Mountain Solid Waste District grant application. City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division RECYCLING/TRASH COLLECTION Adjustment Number 2017 /Org2 (750) Requestor: Brian Pugh BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Accept revenue from Boston Mountain 2017 Recycling Grant for $8,000 for the purchase of food waste carts for the composting program. COUNCIL DATE: 11/7/2017 LEGISTAR FILE ID#: 2017-0584 RESOLUTION/ORDINANCE TOTAL Account Number 5500.750.5080-5227.00 5500.750.5080-4302.01 8,000 8,000 Increase / (Decrease) Expense Revenue 8,000 - - 8,000 Barb-cwa,, Fei,L 10/16/2017 7:09 AM Budget Director TYPE: DESCRIPTION: GLDATE: POSTED: Date Project,Sub# Project Sub AT Account Name 31707 1 EX Containers - Containers 31707 1 RE State Grants - Operational v.20170707 C:\Users\losmith\AppData\Roaming\L5\Temp\5b5fdOa2-628d-4d48-9af3-8ca4ef21 d701 1 of 1