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HomeMy WebLinkAboutCC Resolution 14133 (Zero Waste Marin Funds)CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLUTION NO. 14133 A RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING AN INCREASE IN THE APPROPRIATION FOR THE SUSTAINABILITY PROGRAM, AND FURTHER AUTHORIZING THE CITY MANAGER TO SUBMIT APPLICATIONS FOR ZERO WASTE GRANTS TO MARIN COUNTY HAZARDOUS AND SOLID WASTE MANAGEMENT JOINT POWERS AUTHORITY AND TO EXECUTE ALL NECESSARY DOCUMENTS FOR THE PURPOSES OF THE GRANTS FOR A PERIOD OF 5 YEARS WHEREAS, the California Integrated Waste Management Act of 1989 (AB 939) required that all California jurisdictions achieve a landfill diversion rate of 50% by the year 2000, and reduce, reuse, recycle and compost all discarded materials to the maximum extent feasible before any landfilling or other destructive disposal methods is used; and WHEREAS, in 2011 the State adopted a Mandatory Commercial Recycling Law (AB 341), which raised the requirement to a 75% landfill diversion rate by 2020; and WHEREAS, on November 14, 2006 the Marin County Hazardous and Solid Waste Management Joint Powers Authority ("JPA") adopted a goal of 80% landfill diversion by 2012, and A Zero Waste Goal by 2025; and WHEREAS, these waste reduction objectives are consistent with those contained in the 2009 San Rafael Climate Change Action Plan, and the Sustainability Element of the General Plan; and WHEREAS, the Marin County Hazardous and Solid Waste Management JPA administers a Zero Waste Grant Program for all the local jurisdictions in the County that are part of the JPA, including San Rafael; and WHEREAS, the City has been receiving these grants annually since 2011, and receives notification of these grant awards in May each year after the City's budget with appropriations is adopted; and WHEREAS, on May 26, 2016 the Marin County Hazardous and Solid Waste Management JPA has increased the grant funds to the City of San Rafael from $61,318.30 in fiscal year 2015-2016 to $99,250.15 in fiscal year 2016-2017; and WHEREAS, the City Manager's Office wishes to increase the appropriation for the Sustainability Program Budget to match the grant award; and WHEREAS, once awarded, the City of San Rafael will enter into a Grant Agreement with the JPA for implementation of said Grant(s). NOW THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael authorizes an increase in the appropriation for the Sustainability Program zero waste project fund 31055, commensurate with the additional grant award in the amount of $37,931.85. BE IT FURTHER RESOLVED the City Council of the City of San Rafael authorizes the City Manager or his designee to execute, in the name of the City of San Rafael, all grant documents, including but not limited to applications, agreements, amendments and requests for payment, necessary to secure JPA grant funds for which the City of San Rafael is eligible. BE IT FURTHER RESOLVED that this authorization is effective from June 20, 2016, through June 20, 2021. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on Monday, the twentieth day of June, 2016, by the following vote, to wit: AYES: COUNCILMEMBERS: Gamblin, McCullough & Vice -Mayor Colin NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Bushey and Mayor Phillips Esther C. Beirne, City Clerk 4 ZEROWASTEMARIN PROTECTING OUR RESOURCES TOGETHER June 2, 2016 Dear Zero Waste Marin Member Agencies, On behalf of Zero Waste Marin, I am pleased to announce Cycle 6 of the Zero Waste Block Grant Program! The grant guidelines and forms are attached and can also be downloaded from the Zero Waste Marin website. httr)://zerowastemarin.orR/who-we-are/zero-waste-grant-program-for-memb.er- a encies . We hope you will take advantage of this funding to develop and institute programs that contribute toward reaching Zero Waste. As in the past, you have one month, until July 1, 2016, to submit your Application & Work Plan. I will be administering the grant this year. I am new to Zero Waste Marin and look forward to meeting and working with each of you. I am eager to help you identify and implement programs that will serve your communities. Please contact me with any questions, ideas or problems; I can help! If you would like to assign a different person at your agency as the lead contact on this year's grant, please reply to me directly with their contact information. Finally, if you have a Final Report from Cycle 5, please email or mail it to me no later than June 30, 2016. (For your convenience, I have also attached the Cycle 5 Final Report Form:) If mailing, please use the address below: Grant Manager Zero Waste Marin 1600 Los Gamos Drive, Suite 201 San Rafael, CA 94903 Cvcle 6 Zero Waste Marin Grant Milestones • June 1, 2016 - Application Materials Released • July 1, 2016 - Application Deadline • July 8, 2016 - Cycle Awarded / Grant Term Begins • May 1, 2017 - Grant Term Ends • May 8, 2017 - Final Reports Due Best, Judith Silver Senior Planner Marin County Hazardous & Solid Waste Management Joint Powers Authority (JPA) 1600 Los Gamos Dr., Suite 210 San Rafael, CA 94903 Attachments www.ZeroWasteMarin.org (415) 473-6647 ZEROWASTEMARIN Exhibit A Cycle 6 Zero Waste Grant Guidelines Introduction The Marin County Hazardous & Solid Waste Management Joint Powers Authority (JPA) administers the Zero Waste Grant Program. The following procedures and requirements describe project and reporting requirements, report due dates, report contents, grant payment conditions, eligible and ineligible project costs, project completion and closeout procedures, records and audit requirements. Grant Program The JPA is offering grants to Member Agencies and Special Districts whose application identifies a program that works towards the Zero Waste Goal. Zero Waste Toolkit Documents have been developed by the JPA to implement waste reduction programs uniformly throughout Marin. Member Agencies are not limited to the type of Zero Waste Projects they wish to implement. Special Districts that administer solid waste franchise agreements do not have the authority to implement ordinances or resolutions; however they are encouraged to develop programs which work toward Zero Waste. Primary Zero Waste Proiects: Are encouraged to be developed first and include: • Zero Waste Resolution • Construction and Demolition (C&D) Ordinance • Commercial and/or Residential Food Scrap Recycling Secondary Zero Waste Proiects: Can include, but are not limited to: • Construction & Demolition (C&D) Ordinance Enforcement Costs • Outreach and Training Coordinator to Set Up Recycling and Composting at Schools • Coordinator for Recycling and Composting at Local Events • Purchase Easily -Portable Event Recycling Containers and Accessories for Loan for Local Events • Adding Public Recycling Receptacles • Waste Audits • Local Composting Classes • Support of Food Scrap Composting Programs • Differential Costs of an Environmental Purchasing Policy • Commercial and Multifamily Outreach and Support • Zero Waste Case Studies • Mini -Grants program to environmental, educational or community groups Zero Waste activities. • Printing outreach materials using the JPA's to be developed "Do -It -Yourself' templates for Zero Waste outreach Eligibility & Funding Grant funding is available only for JPA Member Agencies and Special Districts identified as `Applicants'. It is recognized that each applicant will incur various costs while implementing Zero Waste Projects. Therefore, it is intended the grant program funding will help cover a portion of those costs. Zero Waste Grant Guidelines - Cycle 6 1 of 4 Funds will be available on a USE IT OR LOSE IT basis. It is important that you apply for funding each vear to ensure vour municipality gets its share of grant funds. Cycle 6 Funds Available Member Agency Allocated Belvedere $8541.96 Corte Madera $15,303.07 County of Marin $67,339.99 Fairfax $12,165.85 Larkspur $20,338.37 Mill Valley $24,388.37 Ross $9,139.93 San Anselmo $21,079.72 San Rafael $99,250.15 Sausalito $11,823.45 Tiburon $15,568.55 Almonte Sanitary District $5,000.00 Alto Sanitary District $5,000.00 Bolinas Community Public Utility District $5,000.00 Homestead Valley Sanitary District $5,000.00 Las Gallinas Sanitary District $5,000.00 Marin City Community Services District $5,000.00 Stinson Beach County Water District $5,000.00 Strawberry Recreational District $5,000.00 Tamalpias Community Services District $5,000.00 Total $350,000 Application Procedures The application is limited to two pages, including the provided application forms. A sample Grant Application can be found on the JPA website: ZeroWasteMarin.org. • Determine grant fund eligibility, as described above (use the figure listed under "Cycle 6 Funds Available") • Determine the Zero Waste Projects your Jurisdiction intends on implementing. • Complete the Zero Waste Grant Application and Work Plan and submit it by July 1, 2016. Once the Grant Applications and Work Plans are received they will be reviewed by the JPA which will determine if applications meet the Grant requirements. Jurisdictions will be authorized to commence their proposed programs upon receipt of `Notice to Proceed" from the JPA. A Final Report (Exhibit C) must be submitted to the JPA by May 1, 2017. These reports will describe the progress made at the time of the report submittal, outcome of the program implemented, an account of funds spent, and an estimated tonnage of waste that was diverted Zero Waste Grant Guidelines — Cycle 6 2 of 4 through each program. A sample Final Report can be found on the JPA website: ZeroWasteMarin.Org Milestones • June 1, 2016 - Application Materials Released • July 1, 2016 - Application Deadline • July 8, 2016 - Cycle Awarded / Grant Term Begins • May 1, 2017 - Grant Term Ends • May 8, 2017 - Final Reports Due Communication All communication regarding this grant shall be directed to the JPA Grant Manager. Submit Applications/Work Plans and Final Reports electronically to i silver(d)marincountv. ora or send written correspondence to: JPA Grant Manager c/o Zero Waste Marin 1600 Los Gamos Drive Suite 210 San Rafael, CA 94903 Eligible Costs As identified in the Grant Guidelines, all expenditures must be only for activities, products, and costs included in the approved Application and Work Plan. Services provided and costs must be incurred after receiving a Notice to Proceed and must be spent or encumbered for a Zero Waste purpose before the end of the Grant Term. Costs, including materials, supplies, equipment, facilities, must be directly related to the approved grant project, be reasonable, and focused on local needs as described in the application. Any proposed revision(s) to the Work Plan and/or Budget must be approved by the JPA Executive Director. Ineligible Costs Any costs not included in the Application and Work Plan and not directly related to the approved grant project are ineligible for funding use. Questions regarding ineligible costs can be directed to the JPA Staff. Compliance Grantees shall comply fully with all terms of the Zero Waste Grant Program. JPA Executive Director, as the administrator of the program, has final say in all matters grant related and has all oversight and administrative authority. Recycled Content Requirements All products that are purchased with grant funds must contain post consumer recycled -contend material. All documents submitted to the JPA must be printed on double -sided on 100% recycled content paper. Specific pages containing full-color photographs or other ink intensive graphics may be printed on photographic paper Zero Waste Grant Guidelines — Cycle 6 3 of 4 Audit / Records Access The Grantee agrees that the JPA or their designated representative shall have the right to review and to copy any records or supporting documentation pertaining to the performance of this Agreement. Grantee agrees to maintain such records for possible audit for a minimum of 3 years from the date the Grant Term ends. Copyright Information Any copyrightable materials produced with Grant Funds become the property of the JPA and the Grantee. Questions regarding copyright materials can be directed towards the JPA Grant Programs Coordinator. Examples of copyrightable material included, but are not limited to: * CD's and visual material * Brochures, Pamphlets, and reproductions of advertisements designed for distribution * The following language must appear on any copyrightable material produced with JPA Grant Program Funds: © {Year of Creation} ZeroWasteMarin. All rights reserved. This publication, or parts thereof, may not be reproduced without the permission of the JPA. Use of the initials "JPA" in conjunction with "Zero Waste Marin" is sufficient when space is limited. Grant Payment Grant funds will be available to Grantees once they are given the Notice to Proceed. All applicants who submit a sufficient Application and Work Plan will be sent payment of the full grant amount as soon as possible once the Notice to Proceed is authorized by the JPA Executive Director. Reporting A Final Report is required to be submitted by the Grantee to the JPA at the end of the Grant Term (respectively). The report will identify activity during the term of the grant and summarize all activity conducted in the performance and fund use of the grant. Copies of adopted documents (Ordinances, Resolutions, etc.) will be included in the report. All grantees will calculate and report a diversion tonnage estimate to identify program effectiveness. If all program criteria have not been met by the end of the grant term, the Grantee may report on the progress toward each grant task and demonstrate they have made all reasonable and feasible efforts to implement those programs. Grantees that have unspent funds at the end of the grant term should provide documentation that any unspent funds have been encumbered for a Zero Waste purpose. A sample Final Report can be found on the JPA website: ZeroWasteMarin.Org A failure to submit the Final Report by close of the grant term will be reported to the JPA Board of Directors or Executive Committee and may affect the availability of future grant funds. Attachments: Application & Work Plan — Exhibit B Final Report — Exhibit C Zero Waste Grant Guidelines — Cycle 6 4 of 4