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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