The URL can be used to link to this page

Home My WebLink About305-19 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Resolution: 305-19 File Number: 2019-0852 2019 BOSTON MOUNTAIN RECYCLING GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2019 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $8,000.00 FOR THE PURCHASE OF RECYCLING DOLLIES, 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 2019 Arkansas Department of Environmental Quality grant through the Boston Mountain Solid Waste District in the amount of $8,000.00 for the purchase of recycling dollies. 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, recognizing the grant funds. PASSED and APPROVED on 12/17/2019 Attest: III trFitt, Kara Paxton, City Clerk Treas�k��•��1 s yJ• .�- EAYETTEVILU-.I'' 5 d er Page 1 Printed on 12119119 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2019-0852 Agenda Date: 12/17/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 19 2019 BOSTON MOUNTAIN RECYCLING GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2019 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT THROUGH THE BOSTON MOUNTAIN SOLID WASTE DISTRICT IN THE AMOUNT OF $8,000.00 FOR THE PURCHASE OF RECYCLING DOLLIES, 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 2019 Arkansas Department of Environmental Quality grant through the Boston Mountain Solid Waste District in the amount of $8,000.00 for the purchase of recycling dollies. 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, recognizing the grant funds. City of Fayetteville, Arkansas Page 1 Printed on 1211812019 Brian Pugh Submitted By City of Fayetteville Staff Review Form 2019-0852 Legistar File ID 12/17/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 11/25/2019 RECYCLING/TRASH COLLECTION (750) Submitted Date Division / Department Action Recommendation: Approve a resolution authorizing the acceptance of a 2019 Boston Mountain Recycling Grant for $8,000 for purchasing recycling dollies for use in the curbside recycling program and approving a budget adjustment to accept the funds and allocate them into a capital project. 5500.750.5080-5227.00 Account Number 33053.1901 Project Number Budgeted Item? No Does item have a cost? No Budget Adjustment Attached? Yes Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: 5500 - RTC Fund Recycling Grant - 2019 Recycling Dollies Current Budget Funds Obligated Current Balance Item Cost Project Title 1$ Budget Adjustment $ 8,000.00 Remaining Budget $ 8,000.00 V20180321 Previous Ordinance or Resolution # Approval Date: CITY OF `ex'✓FAYETTEVILLE ARKANSAS MEETING OF DECEMBER 17TH, 2019 TO: Mayor and City Council CITY COUNCIL MEMO THRU: Jeff Coles, Recycling and Trash Collections Director FROM: Brian Pugh, Waste Reduction Coordinator, Recycling and Trash Collections DATE: November 25th, 2019 SUBJECT: Approve a resolution authorizing the acceptance of a 2019 Boston Mountain Recycling Grant for $8,000 for purchasing recycling dollies for use in the curbside recycling program and approving a budget adjustment to accept the funds and allocate them into a capital project. RECOMMENDATION: Staff recommends approving a resolution authorizing the acceptance of a 2019 Boston Mountain Recycling Grant for $8,000 for purchasing Recycling Dollies for use in the curbside recycling 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 2019- 0439 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 2019 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 allowed for programs encouraging waste reduction practices. Participation in the curbside recycling program is key to raise the diversion levels to meet the 40% goal of diversion from landfill by 2027. Many residents have trouble participating in the curbside program since they have difficulty carrying the recycling bins to the curb. Providing dollies that fit our recycling bins will allow the option for residents to participate better in our curbside programs. Dollies available at cost to the public would help encourage participation in the recycling programs by providing a means for residents to carry their recycling bins to the curb. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 BUDGET/STAFF IMPACT: The recycling grant award is not a matching grant, so no City funds are obligated with this request. The budget adjustment is attached to recognize the grant revenue and establish a capital project for the grant. Attachments: Award notice from Boston Mountain Signed Grant application PAms .`SOLID WASTE s November 14, 2019 City of Fayetteville Brian Pugh RE: Boston Mountain Solid Waste District 2019 Recycling Grant Award Grantee: City of Fayetteville Grant Number: FY19-04 Category: Recycling Equipment Awarded Project: Recycle bin dollies to assist residents with getting bins to curb Amount Awarded: $8000 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. Granit Reimbursement Requirements • Completed Grant Reimbursement Request Form. (available at: httpa/bostonmountain.org/grants-2) • A detailed invoice • A warrant, check copy, and/or credit card receipt. Showing proof of payment. • For equipment purchased: make, model, serial or number, and physical address of where equipment will be housed. • 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 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! Sincerely, Rbyn Reed Director Boston Mountain Solid Waste District Enclosure 11398 Bond Road Prairie Grove; Arkansas 72753 p 479.846.3005 f 479.8,46.4614 bostont, �ountaln.oro Recycling Grant Application Boston Mountain SOLID WASTE DISTRICT Grant Number., Tij 1 9 "04 APPLICANT: CITY OF FAYETTEVILLE CONTACT: BRIAN PUGH ADDRESS: 1560 S. HAPPY HOLLOW ROAD CITY: FAYETTEVILLE COUNTY: WASHINGTON PHONE: (478) 718-7685 ZIP CODE: 72701 E-MAIL: BPUGH@FAYETTEVILLE-AR.GOV PROJECT TYPE CATEGORY GRANT FUNDS REQUESTED MATCHING FUNDS COMMITTED TOTAL PROJECT COST RECYCLING EQUIPMENT $8,000 0 $8,0.00 Select only one category ■ Administrative • Recycling Equipment • Composting • Planning Recycling Programs. ■ Education ■ Transfer Station with Recycling ■ 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)? Additional funding for the project will be covered in the Recycling and Trash Collection Operating budget for Containers. The City budgets for the purchase of recycling containers for household, business and apartment use. 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 Version: 2018-1 Page 1 of 6 Pugh, City of Fayetteville, Waste Reduction Coordinator, 479-718-7685 or bpugh(cD,fayetteville-ar.gov 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 2099. All items must be completed and returned to the Boston Mountain Solid Waste District (District) by the close of business July 25, 2019. Electronic or paper copies are acceptable. APPLICATION CHECKLIST: X Representative attend pre -application meeting X Complete Project Summary and Budget Narrative X Completed grant application signed by authorizer representative X Submitted to Boston Mountain Solid Waste District by July 25'" 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 Proiect Version: 2018-1 Page 2 of 6 The City operates a curbside recycling program that utilizes 18 -gallon bins with lids for the collection of recyclable materials. The City has a roughly 53% participation rate for the curbside service. This grant would aim to encourage more participation by offering for sale a recycling dolly that residents could purchase at cost to help carry the recycling bins from their residence to the curb for service once a week by City Crews. In a recent survey of residents using the recycling service, many residents noted the difficulty in participating due to the inability to carry the recycling bins to the curb. To remove a barrier that keeps residents from participating in the recycling programs, we would like to offer the option of purchasing the dollies at cost to a resident in hopes that it would encourage residents to use the recycling program. Upon approval of the grant and purchase of the dollies a social media campaign and updates to the website would be accomplished to advertise the new dollies to the community. If the program is proven successful, then information would be added to the brochures for permanent program offering. The dollies would be sourced following the Purchasing requirements of the City and the conditions of the recycling grant. After grant funds are expended, continued purchases of the dollies would be built into the annual budget based on revenue received from residents for the dollies purchased. The grant would serve as seed money to begin this feature of the recycling program. The timeline for purchasing the dollies and advertising the new service feature to the public would be in the late fall 2019 after the grant had been received. It is difficult to gauge how much recycling would be increased with having this available to residents based on the uncertain level of purchases and the anticipated use from a resident in their weekly recycling activities. We also don't know how successful the service would be since we would be asking the residences to pay for the dollies at cost. The materials being targeted with this service are the same ones accepted in the curbside service which are aluminum cans, steel cans, glass bottles and jars, plastic #1 bottles, plastic #2 bottles along with cardboard, mixed paper and newspaper. The overall purpose with this grant is to encourage more participation from residents, especially those that currently do not recycle because of their inability to carry recycling bins to the curb. Detailed Budget for Recycling Dollies Purchase of recycling dollies $8,000 Total $8,000 Version: 2018-1 Page 3 of 6 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 July 27th, the date pre -applications for thenext grant round are due, to the department. ■ Use facilities or equipment purchased with grant funds no less than 50 6ercentof 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. 0 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 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. Version: 2018-1 Page 4 of 6 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 winless written authorization is provided by the Regional Solid Waste Management District Board ofAbirectocs---i OIL -- nature & Title. Date THE ASOvF=-REFERENCED GRANT IS HEREBY APPROVED. Version: 2018-1 Page 5. of 6 Date Dat 6 FOR DISTRICT USE ONLY: II Version: 2018-1 Page 6 of 6 RECEIVED - - -- --_ - - DATE RECEIVED: �� BY: APPLICATION COMPLETE: COMMENTS IF NO, RETURNED TO: DATE: II Version: 2018-1 Page 6 of 6 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 RECYCLING/TRASH COLLECTION (750) 2019 Requestor: Brian Pugh BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Approving a resolution authorizing the acceptance of a 2019 Boston Mountain Recycling Grant for $8,000 for purchasing recycling dollies for use in the curbside recycling program and approving a budget adjustment to accept the funds and allocate them into a capital project. COUNCIL DATE: 12/17/2019 LEGISTAR FILE ID#: 2019-0852 R o -ay ala clv 11/26/2019 10:28 AM Budget Director Date TYPE: JOURNAL #: GLDATE: RESOLUTION/ORDINANCE CHKD/POSTED: TOTAL 8,000 8,000 v.20190924 Increase / (Decrease) Project.Sub# Account Number Expense Revenue Project Sub.Detl AT Account Name 5500.750.5080-5227.00 8,000 - 33053 1901 EX Containers 5500.750.5080-4302.01 - 8,000 33053 1901 RE State Grants - Operational H:\Budget Adjustments\2019_Budget\City Council\12-17-2019\2019-0852 BA Recycling Dollies 1 of 1