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AGENDA ITEM NO: ~~
DATE: ! -10 - OQ
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: RECYCLING GRANT
SUBMITTED BY: Robert S. Kosoy/Director of Public Works ~%%''Y
Timmy JohnsonlDirector ofParks & Recreatio
DATE:
January 4, 2000
BACKGROUND: The City of Atlantic Beach was appropriated $6,200.36 this year in
Recycling Grant monies. Last year we received $5,947.84. This is an increase of $252.52. The
following is a list of items we can purchase for Expenditure of Budgeted Funds:
Alternative A:
1,181 Recycling Bins @ $5.25/Each
Alternative B:
Total $6,200.25
671 Recycling Bins @ $5.25/Each $3,522.75
18 32 Gallon Trash Receptacles @ $149.00/Each 2,682.00 Total $6,204.75
Alternative C:
658 Recycling Bins @ $5.25/Each $3,454.50
12 Benches @ $229.00/Each 2,748.00 Total $6,202.50
Alternative D:
706 Recycling Bins @ $5.25/Each $3,706.50
5 Picnic Tables @ $499.00/Each 2,495.00 Total $6,201.50
Alternative E: ~ ~ gv`, ~
50 Plastic Border Timbers & Spikes
@ $39.00/Each $1,950.00
12 Benches @ $229.00/Each 2,748.00
10 32-Gallon Trash Receptacles @ $149.00/Each 1,490.00 Total $6,188.00
RECOMMENDATION: We recommend Alternative E since we have a sufficient stockpile
of recycling bins this year. We must submit our written request to
the City of Jacksonville by January 31, 2000 to be eligible for the
State of Florida Recycling Grant Fund.
ATTACHMENTS: Letter from Suzanne Lichter, Manager of Finance &
Administration, Solid Waste and Resource Management,
City of Jacksonville
REVIEWED BY CITY MANAGER: r
_ /
SOLID WASTE AND RESOURCE MANAGEMENT
Office of the Director
December 14, 1999
Nelson Van Liere, CPA
Atlantic Beach
800 Seminole Road
Atlantic Beach, FL 32223
Dear b~Ir. Van Liere:
The City of Jacksonville has again been awazded the Recycling and Education grant from the State
Department of Environmental Protection for the period October 1, 1999 through September 30, 2000. The
amount that your city is eligible to receive from this grant is prorated by population figures within Duval
County. The calculation for Atlantic Beach is as follows:
Population (Incentive XGrant) = Total
13,562 / 753,823 .01799096074 X 344,637 = $6,200.36
Attached is a copy of the grant conditions that must be followed in order for your city to be eligible to
receive reimbursement of funds. If you intend to apply for your share as stated above, submit in writing an
expenditure plan by January 31, 2000.
Once your plan is submitted and accepted, reimbursement for expenditures can be made. The deadline for
all reimbursements is August 3 1, 2000. (If documentation is not received by this date, you will not be
reimbursed.)
For your information, there continues to be discussion in the State Legislature about reducing or
eliminating this grant. We will keep you informed on this matter. If you have any questions or need
additional assistance, please do not hesitate to contact me at 665-4479.
Sincerely,
Suzamle Lic er
Manager of Finance & Administration
SL: jge
Attachment
PC: Janice Eggleton Davis, Director
General Accounting Division
PART II - GRANT CONDITIONS
A. GENERAL CONDITIONS:
1. The method of payment, for the period October 1, 1999 through
September 30, 2000, will be on a reimbursement basis only.
2. The grantee shall elect to submit reimbursement requests on either
a monthly or quarterly basis. The method chosen shall be followed for
the entire grant period. An original of the reimbursement request, with
summaries and appropriate contracts attached, shall be due~on.the last
day of the month following the end of the reporting period (monthly or
quarterly). Each reimbursement request shall be submitted in detail
Sufficient for pre audit and post audit review.
3. Grant funds may be expended through September 30, 2000. A final
reimbursement request must be submitted no later than October 31, 2000.
4. Reimbursement requests must be signed by the designated Authorized
Representative. This should be the same person who signed the grant
agreement. If there is a change in the authorized representative during
the grant period, the Department must be notified of the new
representative by resolution or minutes of a commission meeting.
S. Expenditures shall be limited to allowable items as listed in
Section 62-716.430 of the Solid Waste Grants Program Rule:
(a) Solid waste recycling grants shall be used to provide funding
for recycling program capital coats, which include equipment
purchases, solid waste scales, facility construction and other such
costs approved by the Department.
(b) Grant funds may also be used for operating subsidies,
provided that the applicant shall demonstrate that such a
use is necessary for the success of the recycling program,
and shall show how the subsidy will benefit the program.
(c) Recycling grant funds shall be used for projects to assist
local governments in recycling paper, glass, plastic, construction
and demolition debris, white goods, and metals and in composting
and recycling the organic material component of municipal solid
waste.
(d) Solid waste education grant funds shall be used to promote
recycling, volume reduction, proper disposal of solid wastes, and
market development for recyclable materials. Up to 30 percent of
grant funds may be used for planning studies to assess the
feasibility and success of the recycling and education programs.
(e) All existing public and private recycling infrastructure
shall be fully used to the extent possible when planning and
implementing the local government recycling programs. Funds shall
not be used for duplicating existing private and public recycling
programs unless the applicant demonstrates that such existing
programs cannot be integrated into the planned recycling program.
6. Each recipient of grant funds shall maintain accurate records of
all expenditures of grant funds and shall assure that these
records are available at all reasonable times for inspection,
review or audit by Department personnel and other personnel
authorized by the Department. Records shall be kept for a period
of at least 3 years following the end of the grant period. The
grantee agrees that it will expeditiously initiate and complete
the program work for which assistance has been awarded under this
agreement in accordance with all applicable provisions of Florida
Statutes and the Florida Administrative Code. _
7. Allowable costs may be charged to this agreement beginning either
October 1, 1999, or the date this agreement is fully executed,
- whichever date is later.
8. Grant funds shall be included in the grantee's Annual Audit subject
to the requirements of CH.216.349, F.S.. Any subgrants made by the
grantee shall also include a provision for the subgranted funds to be
included in the subgrantee's Annual Single Audit. A copy of all
Single Audits shall be submitted to the Department of Environmental
Protection, solid Waste Section, by March 31st of each year.
9. The Department has the right to terminate a grant award and
demand refund of grant funds for non-compliance with the terms of
the award or the Solid Waste Grants Program Rule 62-716. Such
action may also result in the Department declaring the local
government ineligible for further participation in the program
until the local government complies with the terms of the grant
award.
10. Grantee shall obtain all necessary construction-related permits
before initiating construction.
11. The State of Florida's performance and obligation to pay under
this grant agreement is contingent upon receipt of funds
presently anticipated from the Florida Department of Revenue.
12. Travel expenses incurred are included in the amount of this grant
and no additional travel expenses will be authorized. Any
requests for reimbursement of travel expenses must be submitted
in accordance with Section 112.061, Florida Statutes.
13. The Department reserves the right to unilaterally cancel this
contract for refusal by the grantee to allow public access to all
documents, papers, letters, or other material subject to the
provisions of Chapter 119, Florida Statutes, and made or received
by the grantee in conjunction with this grant.
14. The Grantee is prohibited from using grant funds for the purpose
of lobbying the Legislature or a State Agency.