HomeMy WebLinkAboutContract No. 2013 2496 CITY OF COLUMBIA HEIGHTS
PUBLIC WORKS DEPARTMENT
TO: Gary Peterson, Mayor
Walt Fehst, City Manager
FROM: Kevin Hansen, Public Works Director 6/t
Jesse Davies, Public Works Administrative Assistant
SUBJECT: SCORE Grant agreement 2013
DATE: March 26, 2013
The 2013 Recycling Grant agreement from Anoka County is attached for your signature
(Appendix A). The funding for this agreement depends on the County receiving SCORE
funding from the State, two disbursements per year. Provided this funding is maintained, we
should receive $49,865 from the base recycling agreement this year. The agreement will need to
be signed and returned to Anoka County by the end of March.
The 2012 SCORE tonnage report from the County (Appendix B) showed the City did not
achieve the recycling goal, even though our tonnage was about the same as the year prior (our
goal increased 9% in 2012). The SCORE goal for 2013 is 1,792 tons a 2% increase.
The base agreement requirements are set out in paragraph 4. Public Works will ensure all
requirements are met during the year. Since our City did not meet the SCORE goal we are
required to submit a plan to increase recycling opportunities and promotions beyond the base
agreement. The good news for this year is that the County is offering additional funds, above the
base agreement, for the added activities. We are proposing the following additions:
MDescription Est. Cost Grant program
ail additional recycling promotion flyer $3,000 Enhancement Grant
ocus on 4 apartment buildings plus apt baskets $2,000 Enhancement Grant
3 Electronics event with October fluorescent bulb $1000 Enhancement Grant
4 Bag liners for Park recycling bins $700 Park recycling grant
For more details about the additional activities see Attachment B of the SCORE agreement. The
City is requesting a total of$56,565 in grant reimbursements from Anoka County.
Please sign the three copies of the agreement and forward to Public Works. We will receive an
original signed copy back after the county officials sign the agreement. For more information
call Jesse Davies, Public Works Administrative Assistant, at extension 706.
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Appendixes: A: Anoka County 2013 SCORE letter and Anoka County agreement
B: 2012 Municipal Recycling Report
APPENDIX A
COUNTY OF ANOKA
Integrated Waste Management Department
Government Center
2100 3rd Avenue,STE 340 • Anoka,Minnesota 55303-5032
763-323-5730 • Fax 763-323-5731
AIN OKA E-mail•recycle @co.anoka.mn.us
COUNTYwww.AnokaCounty.us/recycle
k N j
Memo To: Municipal Recycling Coordinators
From: Carolyn Smith, Solid Waste Abatement Specialist
Regarding: New 2013 Funding and Goals, Carolyn Smith,Anoka County
The proposed 2013 municipal funding allocation is a fixed base of$10,000 for each municipality and
$5.00 per household. In addition,targeted program funds are available for specific program areas. The
household count is based on the latest population and household estimate available from the Metropolitan
Council. This funding allocation is not dependent upon the receipt of the second SCORE allocation but
will use reserve funds if the second grant payment is not received in the spring of 2013. In addition, grant
funds may be used for problem materials, yard waste/organics and if previous year goal achievement is
108%, some funds may be used for non-residential recycling.
The 2013 Residential Recycling Agreements include a$10,000 base and$5 per household and options for
the following programs:
Full service drop-off recycling centers $30,000
Monthly drop-off recycling centers- $5,000* to $15,000 depending on the number of households
Municipal Park Recycling-$2,000 to $6,000 depending on the number of households
Community Event Recycling- $2,000 to $6,000 depending on the number of households
Enhancement Grant$I/Household
*Up to 2,000 HH$5,000, 2001-4,999 $10,000 and 5,000 and up$15,000
The proposed 2013 municipal recycling goal is 185 pounds per person single family households (up to 4
units) and 175 pounds per person for multi-unit households (5 units or more). This goal reflects the
estimated tonnage needed to assist the county in achieving its recycling goal as established by the State of
Minnesota. The goals have been set to reflect the difference between single family and multi-unit
housing.
These changes have been included in the 2013 Residential Recycling Agreements Section 4. b.i.—iv. and
Section 7 c. and d. Three copies have been enclosed for your municipality. Please have all three signed
and fill in the 2013 Municipal Funding Request—Attachment B. Each contract must have a completed
Attachment B.
Thank you for your cooperation and efforts to reduce waste and increase the amount of material recycled in
our county. Please do not hesitate to call me if you have questions regarding our new program.
Affirmative Action/Equal Opportunity Employer
Printed on 50%recycled paper of which 30% is post-consumer
Anoka County Contract#2012-0369
AGREEMENT FOR RESIDENTIAL RECYCLING PROGRAM
THIS AGREEMENT made and entered into on the 1st day of January, 2013,
notwithstanding the date of the signatures of the parties, between the COUNTY OF ANOKA,
State of Minnesota, hereinafter referred to as the "COUNTY", and the CITY OF COLUMBIA
HEIGHTS, hereinafter referred to as the "MUNICIPALITY".
WITNESSETH:
WHEREAS, Anoka County will receive $810,000.00 in funding from the State of
Minnesota pursuant to Minn. Stat. § 115A.557 (hereinafter "SCORE funds") and $330,000.00 in
funding pursuant to Minn. Stat. § 473.8441 (hereinafter "LRDG funds ") prior to the effective
date of this Agreement; and
WHEREAS, the County wishes to assist the Municipality in meeting recycling goals
established by the Anoka County Board of Commissioners by providing said SCORE and LRDG
funds to cities and townships in the County for solid waste recycling programs.
NOW, THEREFORE, in consideration of the mutual covenants and promises contained
in this Agreement, the parties mutually agree to the following terms and conditions:
25. PURPOSE. The purpose of this Agreement is to provide for cooperation between the
County and the Municipality to implement solid waste recycling programs in the
Municipality.
26. TERM. The term of this Agreement is from January 1, 2013 through December 31,
2013, unless earlier terminated as provided herein.
27. DEFINITIONS.
a. "Problem material' shall have the meaning set forth in Minn. Stat. § 115A.03,
subdivision 24a.
b. "Multi-unit households" means households within apartment complexes,
condominiums, townhomes, mobile homes and senior housing complexes.
c. "Opportunity to recycle" means providing recycling and curbside pickup or collection
centers for recyclable materials as required by Minn. Stat. § 115A.552.
d. "Recycling" means the process of collecting and preparing recyclable materials and
reusing the materials in their original form or using them in manufacturing processes
that do not cause the destruction of recyclable materials in a manner that precludes
further use.
e. "Recyclable materials" means materials that are separated from mixed municipal
solid waste for the purpose of recycling, including paper, glass, plastics, metals,
fluorescent lamps, major appliances and vehicle batteries.
f. Refuse derived fuel or other material that is destroyed by incineration is not a
recyclable material.
g. "Yard waste" shall have the meaning set forth in Minn. Stat. § 115A.03, subdivision
38.
28. PROGRAM. The Municipality shall develop and implement a residential solid waste
recycling program adequate to meet the Municipality's annual recycling goal of 1,792
tons of recyclable materials as established by the County. The Municipality shall ensure
that the recyclable materials collected are delivered to processors or end markets for
recycling.
a. The Municipal recycling program shall include the following components:
i. Each household (including multi-unit households) in the Municipality shall have
the opportunity to recycle at least four broad types of materials, such as paper,
glass, plastic, metal and textiles.
ii. The recycling program shall be operated in compliance with all applicable
federal, state, and local laws, ordinances, rules and regulations.
iii. The Municipality shall implement a public information program that contains at
least the following components:
(1) One promotion is to be mailed to each household focused exclusively on
the Municipality's recycling program;
(2) One promotion advertising recycling opportunities available for residents is
to be included in the Municipality's newsletter or local newspaper; and
(3) Two community presentations are to be given on recycling.
The public information components listed above must promote the focused
recyclable material of the year as specified by the County. The County will
provide the Municipality with background material on the focused recyclable
material of the year.
iv. The Municipality, on an ongoing basis, shall identify new residents and provide
detailed information on the recycling opportunities available to these new
residents.
b. The Municipality is encouraged to expand its recycling program to include one or
more of the following components in order to receive additional funding.
i. The Municipality shall organize either spring and fall clean-up recycling drop-off
events or monthly recycling drop offs which can be held in conjunction with a
neighboring municipality on a cooperative basis for the citizens of both
Municipalities.
ii. The Municipality shall provide a community event recycling program, which at a
minimum would consist of a providing recycling opportunities at all municipality
sponsored events and festivals.
iii. The Municipality shall provide the opportunity for citizens to engage in recycling
activities at municipal parks.
iv. The Municipality shall organize and manage a Full Service Recycling Drop-off
Center.
c. If the Municipality's recycling program did not achieve the Municipality's recycling
goals as established by the County for the prior calendar year, the Municipality shall
prepare and submit to the County by March 31, 2013, a plan acceptable to County
that is designed to achieve the recycling goals set forth in this Agreement.
5. REPORTING. The Municipality shall submit the following reports semiannually to the
County no later than July 20, 2013 and January 20, 2014:
a. An accounting of the amount of waste which has been recycled as a result of the
Municipality's activities and the efforts of other community programs, redemption
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centers and drop-off centers. For recycling programs, the Municipality shall certify
the number of tons of each recyclable material which has been collected and the
number of tons of each recyclable material which has been marketed. For recycling
programs run by other persons or entities, the Municipality shall also provide
documentation on forms provided by the County showing the tons of materials that
were recycled by the Municipality's residents through these other programs. The
Municipality shall keep detailed records documenting the disposition of all recyclable
materials collected pursuant to this agreement. The Municipality shall also report the
number of cubic yards or tons of yard waste collected for composting or
landspreading, together with a description of the methodology used for calculations.
Any other material removed from the waste stream by the Municipality, i.e. tires and
used oil, shall also be reported separately.
b. Information regarding any revenue received from sources other than the County for
the Municipality's recycling programs.
c. Copies of all promotional materials that have been prepared by the Municipality
during the term of this Agreement to promote its recycling programs.
The Municipality agrees to furnish the County with additional reports in form and at
frequencies requested by the County for financial evaluation, program management
purposes, and reporting to the State of Minnesota.
6. BILLING AND PAYMENT PROCEDURE. The Municipality shall submit itemized
invoices semiannually to the County for abatement activities no later than July 20, 2013
and January 20, 2014. Costs not billed by January 20, 2014 will not be eligible for
funding. The invoices shall be paid in accordance with standard County procedures,
subject to the approval of the Anoka County Board of Commissioners.
7. ELIGIBILITY FOR FUNDS. The Municipality is entitled to receive reimbursement for
eligible expenses, less revenues or other reimbursement received, for eligible activities
up to the project maximum as computed below, which shall not exceed $84,838.00. The
project maximum for eligible expenses shall be computed as follows:
a. A base amount of$10,000.00 for recycling activities only; and
b. $5.00 per household for recycling activities only; and
C. As provided according to the eligibility schedule in Attachment A for each of the
following services: Full Service Recycling Drop-off Center, Spring/Fall or Monthly
Drop-off events; Municipal Park Recycling; Community Event Recycling; and
Enhancement Grants; and
d. After considering the 2013 Municipal Funding Request (Attachment B)
designating the additional Grant Projects that the City will undertake in the
upcoming year.
Notwithstanding any provision to the contrary, the County reserves the right to reduce
the funding provided hereunder in the event the City does not undertake and complete
the additional Grant Projects referenced in Attachment B.
8. RECORDS. The Municipality shall maintain financial and other records and accounts in
accordance with requirements of the County and the State of Minnesota. The
Municipality shall maintain strict accountability of all funds and maintain records of all
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receipts and disbursements. Such records and accounts shall be maintained in a form
which will permit the tracing of funds and program income to final expenditure. The
Municipality shall maintain records sufficient to reflect that all funds received under this
Agreement were expended in accordance with Minn. Stat. § 115A.557, subd. 2, for
residential solid waste recycling purposes. The Municipality shall also maintain records
of the quantities of materials recycled. All records and accounts shall be retained as
provided by law, but in no event for a period of less than five years from the last receipt
of payment from the County pursuant to this Agreement.
9. AUDIT. Pursuant to Minn. Stat. § 16C.05, the Municipality shall allow the County or
other persons or agencies authorized by the County, and the State of Minnesota,
including the Legislative Auditor or the State Auditor, access to the records of the
Municipality at reasonable hours, including all books, records, documents, and
accounting procedures and practices of the Municipality relevant to the subject matter of
the Agreement, for purposes of audit. In addition, the County shall have access to the
project site(s), if any, at reasonable hours.
10. GENERAL PROVISIONS.
a. In performing the provisions of this Agreement, both parties agree to comply with all
applicable federal, state or local laws, ordinances, rules, regulations or standards
established by any agency or special governmental unit which are now or hereafter
promulgated insofar as they relate to performance of the provisions of this
Agreement. In addition, the Municipality shall comply with all applicable
requirements of the State of Minnesota for the use of SCORE funds provided to the
Municipality by the County under this Agreement.
b. No person shall illegally, on the grounds of race, creed, color, religion, sex, marital
status, public assistance status, sexual preference, handicap, age or national origin,
be excluded from full employment rights in, participation in, be denied the benefits of,
or be otherwise subjected to unlawful discrimination under any program, service or
activity hereunder. The Municipality agrees to take affirmative action so that
applicants and employees are treated equally with respect to the following:
employment, upgrading, demotion, transfer, recruitment, layoff, termination, selection
for training, rates of pay, and other forms of compensation.
c. The Municipality shall be responsible for the performance of all subcontracts and
shall ensure that the subcontractors perform fully the terms of the subcontract. The
Agreement between the Municipality and a subcontractor shall obligate the
subcontractor to comply fully with the terms of this Agreement.
d. The Municipality agrees that the Municipality's employees and subcontractor's
employees who provide services under this agreement and who fall within any job
classification established and published by the Minnesota Department of Labor &
Industry shall be paid, at a minimum, the prevailing wages rates as certified by said
Department.
e. It is understood and agreed that the entire Agreement is contained herein and that
this Agreement supersedes all oral and written agreements and negotiations
between the parties relating to the subject matter hereof.
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f. Any amendments, alterations, variations, modifications, or waivers of this Agreement
shall be valid only when they have been reduced to writing, duly signed by the
parties.
g. Contracts let and purchases made under this Agreement shall be made by the
Municipality in conformance with all laws, rules, and regulations applicable to the
Municipality.
h. The provisions of this Agreement are severable. If any paragraph, section,
subdivision, sentence, clause or phrase of this Agreement is for any reason held to
be contrary to law, such decision shall not affect the remaining portion of this
Agreement.
i. Nothing in this Agreement shall be construed as creating the relationship of co-
partners, joint venturers, or an association between the County and Municipality, nor
shall the Municipality, its employees, agents or representatives be considered
employees, agents, or representatives of the County for any purpose.
11. PUBLICATION. The Municipality shall acknowledge the financial assistance of the
County on all promotional materials, reports and publications relating to the activities
funded under this Agreement, by including the following acknowledgement: "Funded by
the Anoka County Board of Commissioners and State SCORE funds (Select Committee
on Recycling and the Environment).
12. INDEMNIFICATION. The County agrees to indemnify, defend, and hold the Municipality
harmless from all claims, demands, and causes of action of any kind or character,
including the cost of defense thereof, resulting from the acts or omissions of its public
officials, officers, agents, employees, and contractors relating to activities performed by
the County under this Agreement.
The Municipality agrees to indemnify, defend, and hold the County harmless from all
claims, demands, and causes of action of any kind or character, including the cost of
defense thereof, resulting from the acts or omissions of its public officials, officers,
agents, employees, and contractors relating to activities performed by the Municipality
under this Agreement.
The provisions of this subdivision shall survive the termination or expiration of the term
of this Agreement.
13. TERMINATION. This Agreement may be terminated by mutual written agreement of the
parties or by either party, with or without cause, by giving not less than seven (7) days
written notice, delivered by mail or in person to the other party, specifying the date of
termination. If this Agreement is terminated, assets acquired in whole or in part with
funds provided under this Agreement shall be the property of the Municipality so long as
said assets are used by the Municipality for the purpose of a landfill abatement program
approved by the County.
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IN WITNESS WHEREOF, the parties hereunto set their hands as of the dates first
written above:
CITY OF COLUMBIA HEIGHTS COUNTY OF ANOKA
Y
B
.� Rhonda Sivarajah, Chair
kk/Name: . �'�'S 7`—" Anoka County Board of Commissioners
Title: �'-v' c '� G,: (� Date:
Date:
By:
Jerry Soma
County Administrator
un cipality's lerk
( Date:
Date: ���- l
Approved as to form and legality:
Approv as to form nd le y:
Assistant County Attorney
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2013 Municipal Funding Request
Attachment B
The City of Columbia Heights is requesting the following funding for their municipal efforts in 2013.
Grant Projects Eligible Allocations Amount Requested
Municipal Grant Funding Allocation $49,865.00 $49,865.00
Full Service Drop-off Center Allocation $30,000.00
(Staffed recycling center,open a minimum of 5 days per week,
collecting mattresses,traditional rec clables,scrap metal,carpet,etc.)
Monthly Drop-off Center $15,000.00
Municipal Park Recycling $6,000.00 $700
Community Event Recycling $6,000.00
Recycling Enhancement Grant $7,973.00 $6,000.00
(Additional promotion efforts,multi-units,organics program)
Insert a description of the efforts being proposed below.
Total Amount Being Requested for 2013 $56,565.00
A description of the efforts being proposed for the Recycling Enhancement Grant.
1. Mail one additional recycling promotion flyer City-wide. This will cost about $3,000 and requested
funding by the Recycling Enhancement Grant program.
2. The recycling coordinator's goal is to work closely with at least 4 apartment buildings including
providing apartment baskets for those units. We are requesting $2,000 from the Enhancement Grant
program.
3. Add electronics collection with the October fluorescent bulb event. Residents would only pay
disposal fees, avoiding trip charges etc., and the vendor will collect the money directly. We propose to
cover the vendor and City overhead charges estimated to be $1,000. Funds are requested from the
Recycling Enhancement Grant.
4. The parks dept. is requesting to order clear bags to help crews keep the trash and recycling separate
while picking and dumping. Cost $700 requested from the Park recycling grant.
The City of Columbia Heights requests $56,565.00 for 2013 Municipal Funding.
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