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HomeMy WebLinkAbout267-21 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 267-21 File Number: 2021-0792 2021 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2021 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 2021 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 1 l/2/2021 Attest: �`,F,RK %' TR'���, •.�. • AYE77EVILLE Kara Paxton, City Clerk TreasuCgr�•. ,9 �ONk�p%- Page 1 Printed on 1113121 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2021-0792 Agenda Date: 11/2/2021 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.10 2021 ARKANSAS DEPARTMENT OF ENVIRONMENTAL QUALITY GRANT: A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A 2021 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 2021 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 111312021 Brian Pugh Submitted By City of Fayetteville Staff Review Form 2021-0792 Legistar File ID 11/2/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/7/2021 RECYCLING/TRASH COLLECTION (750) Submitted Date Division / Department Action Recommendation: Approve a resolution authorizing the acceptance of a 2021 Boston Mountain Recycling Grant for $8,000 for purchasing recycling dollies for use in the curbside program and approving a budget adjustment to accept the funds and allocate them into a capital project. Budget Impact: 5500.750.5080-5227.00 5500- RTC Account Number 33053.2101 Project Number Budgeted Item? No Does item have a cost? No Budget Adjustment Attached? Yes Fund Recycling Grant - 2021 Recycling Dollies Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 8,000.00 V20210527 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: CITY OF FAYETTEVILLE ARKANSAS MEETING OF NOVEMBER 2ND, 2021 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: October 7, 2021 SUBJECT: Approve a resolution authorizing the acceptance of a 2021 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 2021 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 2021- 0532 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 2021 Board meeting. DEQ 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. Project 33053.2101. Attachments: Award notice from Boston Mountain Signed Grant application Boston Mountain AAM011SOLID WASTE DISTRICT Boston Mountain Solid Waste District 2021 Recycling Grant Award October 4, 2021 Grantee: City of Fayetteville Grant Number: FY21-02 Grant Name: Recycle Bin Dollies 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. Grant Reimbursement Requirements • Completed Grant Reimbursement Request (available online) • 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. • If applicable, copy of requests for bids. • 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. Please reach out anytime you have questions or need assistance. mcerely, Ro byn�'Ree 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 ®rant Names i�eGy b+� Gj m lo'S APPLICANT: CITY OF FAYETTEVILLE ADDRESS: 1660 S. HAPPY HOLLOW ROAD COUNTY: WASHINGTON PHONE: (479) 718-7685 Boston Mountain P=44MSOLID WASTE DISTRICT B,GbG ®rant Number; F10 21- 0Z CONTACT: BRIAN PUGH CITY: FAYETTEVILLE ZIP CODE: 72701 E-MAIL: BPUGH@FAYETTEVILLE-AR.GOV PROJECT TYPE CATEGORY GRANT FUNDS REQUESTED COMMITTED MATCHING FUN=$81000 RECYCLING EQUIPMENT $8,000 0 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 bpuoh(cl�.fayetteville-ar qov Please provide as detailed infomtation 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 2019. All items must be completed and returned to the Boston Mountain Solid Waste District (District) by the close of business July 22, 2021. 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 22nd. 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 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 and is experiencing a plateau in the 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 2015 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. The City received a 2019 grant for the purchase of dollies and that proved to be very successful in all dollies received through the grant were purchased by residents and distributed for use in the curbside service. Evaluation of different dollies was conducted with the dolly best suited for our program being one called "The Recycle Caddie, the Original". Staff worked with the company manufacturing the dollies to buy them as the best possible price. That effort would be repeated in order to get the most dollies as possible for the public to repurchase. Staff has been keeping a waiting list of interested residents that were not able to receive a dolly from the first grant. Upon approval of the grant and purchase of the dollies, staff will contact residents on the waiting list for first chance at receiving the dolly. Another outreach effort through social media and possibly a direct mailout to residents will help generate interest for the rest of the dollies purchased with the grant. The dollies would be sourced following the Purchasing requirements of the City and the conditions of the recycling grant. The timeline for purchasing the dollies would be in the late fall 2021 depending on availability from the manufacturer. It is difficult to gauge how much recycling would be increased as this grant would focus more on the convenience of the service being improved. It is hoped that having these available would encourage residents currently not participating to start using the service since issues of getting the bins to the curb would be lessened. 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. version 2018-1 Page 3 of 6 Detailed Budget for Recycling Dollies Purchase of recycling dollies I&M Total $8,000 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 271°, 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 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. Version: 2018-1 Page 4 of 6 THE BOSTON MOUNTAIN SOLID WASTE DISTRICT AGREES TO Submit a list of all completed gran; 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 she# be forwarded to the Board If no comments are received, send an e-n i! 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 ADEO 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 nd that all grant money received will be utilized solely for the purposes for which it is intended nless written authonzation is provided by the Regional Solid Waste Management District Board Directors. I 7/12/21 Date THE ABOVE -REFERENCED GRANT IS HEREBY APPROVED. 81 SW rector Date B WD card Chair Date Version . 201e-/ Page 5 of 6 FOR DISTRICT USE ONLY: DATE RECEIVED: ` 21 APPLICATION RECEIVED BY: EOIJ COMPLETE: Jim COMMENTS IF NO, RETURNED TO: Version: 2018-1 Page 6 of 6 DATE: CITY OF FAYETTEVILLE Wr ARKANSAS TO: Mayor Lioneld Jordan THRU: Jeff Coles, Recycling and Trash Collections Director Peter Nierengarten, Sustainability and Resilience Director FROM: Brian Pugh, Waste Reduction Coordinator STAFF MEMO DATE: July 8th, 2021 SUBJECT: Mayor's signature on application for a 2021 Boston Mountain Solid Waste District Recycling Grant for $8,000 for purchasing dollies for the recycling program to encourage more participation. RECOMMENDATION: Obtain Mayor's signature to authorize application for a 2021 Boston Mountain Solid Waste District Recycling Grant for $8,000 for purchasing dollies for the recycling program to encourage more participation. 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 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 Thursday, July 22nd, 2021. DISCUSSION: The City operates a curbside recycling program that utilizes 18-gallon bins with lids for the collection of recyclable materials. The City's recycling participation has plateaued and efforts are being made to encourage more participation. 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 2015 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. The City received a 2019 grant for the purchase of dollies and that proved to be very successful in all dollies received through the grant were purchased by residents and distributed for use in Mailing Address: 113 W. Mountain Street www.rayetteville-ar.gov Fayetteville, AR 72701 the curbside service. Evaluation of different dollies was conducted with the dolly best suited for our program being one called "The Recycle Caddie, the Original'. Staff worked with the company manufacturing the dollies to buy them as the best possible price. That effort would be repeated in order to get the most dollies as possible for the public to repurchase. Staff has been keeping a waiting list of interested residents that were not able to receive a dolly from the first grant. Upon approval of the grant and purchase of the dollies, staff will contact residents on the waiting list for first chance at receiving the dolly. Another outreach effort through social media and possibly a direct mailout to residents will help generate interest for the rest of the dollies purchased with the grant. The dollies would be sourced following the Purchasing requirements of the City and the conditions of the recycling grant. The timeline for purchasing the dollies would be in the late fall 2021 depending on availability from the manufacturer. 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: 2021 Boston Mountain Solid Waste District grant application. 2021 Boston Mountain Solid Waste District Recycling Grant City of Fayetteville Staff Review Form 2021-0532 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda hem Brian Pugh 7/8/2021 RECYCLING/TRASH COLLECTION (750) Submitted By Submitted Date Division / Department Action Recommendation: Mayor's signiture on application for a 2021 Boston Mountain Solid Waste District Recycling Grant for $8,000 for purchasing dollies for the recycling program to encourage more participation. Account Number Project Number Budgeted Item? No Budget Impact: Fund Project Title Current Budget $ Funds Obligated Current Balance Does Item have a cost? No Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget V20210527 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: 7/12/21 CityClerk From: Pugh, Brian Sent: Tuesday, July 13, 2021 9:53 AM To: CityClerk Subject: RE: Legistar 2021-0532 HiJeana, This is for the application process at the moment and we will have this presented to the Boston Mountain Solid Waste District Board if accepted for funding in August. If we make it that far then I'll be able to get them to sign it and bring back to the Council for acceptance. Does that work for you? Brian Brian Pugh Waste Reduction Coordinator Recycling and Trash Collections City of Fayetteville, Arkansas bDuah( favetteville-ar.00v T 479.718.7685 CITY OF FAYETTEVILLE ARKANSAS From: CityClerk <cityclerk@fayetteville-ar.gov> Sent: Tuesday, July 13, 20219:07 AM To: Pugh, Brian <bpugh@fayetteville-ar.gov> Subject: Legistar 2021-0532 Hey Brian, Your Legistar item has been signed by the mayor, but needs additional signatures. Here is a copy of the non - agenda. Please send us a copy of the signatures when you get them so we can take it out of the holding file. Have a nice day Jeana Mathis Customer & Information Records Specialist Office of the City Clerk Treasurer City of Fayetteville, Arkansas imath is(cDfavettevi Ile-ar-oov 479.575.8323 Website I Facebook I Twitter I Instagram I YouTube CITY OF FAYETTEVILLE ARKANSAS City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division RECYCLING/TRASH COLLECTION (750) Adjustment Number 2021 /Org2 Requestor: Brian Pugh BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Approve a resolution authorizing the acceptance of a 2021 Boston Mountain Recycling Grant for $8,000 for purchasing recycling dollies for use in the curbside program and approving a budget adjustment to accept the funds and allocate them into a capital project. COUNCIL DATE LEGISTAR FILE ID# 11/2/2021 2021-0792 ya y 31ac1� 10/8/2021 10:53 AM Budget Director Date TYPE: D - (City Council) JOURNAL #: GLDATE: 11/2/2021 RESOLUTION/ORDINANCE CHKD/POSTED: TOTAL 8,000 8,000 v.20210831 Increase / (Decrease) Proiect.Sub# Account Number Expense Revenue Project Sub.Detl AT Account Name 5500.750.5080-5227.00 8,000 - 33053 2101 EX Containers 5500.750.5080-4302.01 - 8,000 33053 2101 RE State Grants - Operational H:\Budget Adjustments\2021_Budget\City Council\11-02-2021\2021-0796 BA Recycling Dollies grant.xlsm 1 of 1