HomeMy WebLinkAbout05.N- Public Works RESOLUTION (ID # 3864) DOC ID: 3864 A
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Grant
From: Timothy J. O'Neal M/CC Meeting Date: 06/15/2015
Prepared by: Timothy J. O'Neal, (909)
384-5353 x1054
Dept: Public Works Ward(s): All
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Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing
the Submittal of the City/County Payment Program Application (CAPRS) to the
Department of Resources Recycling and Recovery (CalRecycle). (#3864)
Current Business Registration Certificate: Not Applicable
Financial Impact:
This item is expected to reimburse expended federal grant funds of approximately
$54,339 for continuing recycling programs. The Integrated Waste Management division
oversees this fund and all associated operations.
Account Budgeted Amount: $54,339
Account No. 123-400-0098-5111
Account Description: City/County Payment Program Beverage Container Recycling
Please note this balance does not indicate available funding. It does not include non-
encumbered reoccurring expenses or expenses incurred, but not yet processed.
City is requesting authorization to amend FY 2015-16 budget for both grant revenues
and appropriation of grant related expenditures.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
05/16/05 Resolution No. 2005-124 was approved authorizing submittal of Funding
Request Form to the California Dept. of Conservation, Division of Recycling.
05/15/06 Resolution No. 2006-140 was approved authorizing submittal of Funding
Request Form to the California Department of Conservation, Division of
Recycling.
05/23/07 Resolution No. 2007-167 was approved authorizing submittal of Funding
Request Form to the California Department of Conservation.
07/07/08 Resolution No. 2008-267 was approved authorizing submittal of Funding
Request Form to the California Department of Conservation.
05/04/09 Resolution No. 2009-113 was approved ratifying submittal of Funding
Request Form to the California Department of Conservation.
06/06/11 Resolution No. 2011-131 was approved authorizing submittal of the Funding
Request Form to the Department of Resources Recycling and Recovery
(CalRecycle).
Updated: 6/11/2015 by Georgeann "Gigi" Hanna A Picket Pg 376,r°.
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3864
01/23/12 Resolution No. 2012-017 was approved authorizing submittal of the Funding
Request Form to the Department of Resources Recycling and Recovery
(CalRecycle).
04/21/14 Resolution No. 2014-106 was approved authorizing submittal of the Funding
Request Form to the Department of Resources Recycling and Recovery
(CalRecycle).
Background:
The California Beverage Container Recycling and Litter Reduction Act provides funding
to local governments for specified beverage container recycling and litter reduction
activities that encourage communities to recycle beverage containers.
The Funding Request Form for Beverage Container Recycling and Litter Reduction
Activities, if approved, will provide $54,339 for continued implementation and promotion
of beverage container and litter reduction activities within the City. The City has
received the funding from the Department of Conservation, Division of Recycling, for
twelve of the past thirteen years. This will be the thirteenth year the City has requested
the funding from the Department of Resources, Recycling and Recovery (CalRecycle),
which administers this program.
One of the proposed projects is for the expansion of commercial, commingled recycling
at local businesses and multi-family housing units. Other proposed projects utilizing this
funding is the continued implementation of the recycling program at City facilities, which
will consist of recycling containers, signage, and efforts to increase program
participation. Finally, this funding will provide an opportunity for an expanded public
education campaign to include community-wide signage, recycling guides, and staff
training to promote beverage container recycling and litter reduction.
City Attorney Review:
Supporting Documents:
City-county reso 14-15 (DOC)
CCPP 14-15 Guidelines (PDF)
CCPP 14-15 Funding Request (PDF)
Updated: 6/11/2015 by Georgeann "Gigi" Hanna A PacketPg.377
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE SUBMITTAL OF THE CITY/COUNTY
3 PAYMENT PROGRAM APPLICATION (CAPRS) TO THE DEPARTMENT OF
4 RESOURCES RECYCLING AND RECOVERY(CALRECYCLE).
5 WHEREAS, funds allocated are available from the California Department of Resources
6 Recycling and Recovery (CalRecycle) for grants to solid waste Local Enforcement Agencies (LEA)
7 and cities and counties with regulatory authority within the city and county government to perform
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recycling programs to reach and maintain an 80% recycling rate for all CRV beverage containers m
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including aluminum, glass,plastic and bimetal;
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WHEREAS, the City proposes to create a Beverage Container Recycling Program that
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involves support for new and existing beverage container recycling programs for businesses, multi- a
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family residential dwellings,public education and outreach related to beverage container recycling; o
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14 WHEREAS, the City has demonstrated it has sufficient staff resources, technical expertise v
15 and experience with similar projects to carry out the proposed program;
16 WHEREAS, the grant application was submitted by the deadline date of June 23, 2015. The TLO
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17 grant term to expend funds will begin Fiscal Year 2014-15 and will have a 24 month term from the o
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date of payment(FY 2015-16).
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19 NOW, THERFORE, BE IT RESOLVED BY THE MAYOR AND THE COMMON 0
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21 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: _
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22 SECTION 1. That the Mayor and Common Council of the City of San Bernardino authorize E
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23 the submittal of an application to the Department of Resources Recycling and Recovery (CalRecycle) Q
24 for the City/County Payment Program, a copy of which is attached hereto as "Funding Request". The
25 City Manager, or his/her designee, is hereby authorized as Signature Authority to execute all
26 documents necessary to implement and secure payment under CAPRS.
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Pa 66i, -,378
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO RATYFYING THE SUBMITTAL OF THE CITY/COUNTY
2 PAYMENT PROGRAM APPLICATION TO THE DEPARTMENT OF RESOURCES
RECYCLING AND RECOVERY (CALRECYCLE).
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4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a meeting
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thereof, held on the day of , 2015, by the following vote:
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8 Council Members: AYES NAYS ABSTAIN ABSENT E
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9 MARQUEZ o
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10 BARRIOS a
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VALDIVIA n.
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13 SHORETT
14 NICKEL v
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JOHNSON 000
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16 MULVIHILL LO
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19 Gerogeann Hanna, City Clerk 3
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20 The foregoing resolution is hereby approved this day of , 2015. w
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22 R. CAREY DAVIS, Mayor
23 City of San Bernardino Q
Approved as to form:
24 GARY D. SAENZ, City Attorney
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26 By:
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March 2015
Department of Resources Recycling and Recovery
City/County Payment Program (CCPP)
Fiscal Year 2014-15 Guidelines
Submittal of a City/County Payment Program Application constitutes acceptance of these
Guidelines as the controlling requirements for receiving, spending, and accounting for
CCPP funds and for annual reporting. The on-line funding request application and these
Guidelines shall constitute the CCPP Agreement.
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Pursuant to Public Resources Code Section 14581(a)(3)(A) of the California Beverage Container
Recycling and Litter Reduction Act, the Department of Resources Recycling and Recovery
(CalRecycle) is distributing $10,500,000 in Fiscal Year (FY) 2014-15 to eligible cities and E
counties specifically for beverage container recycling and litter cleanup activities. M,
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The goal of CalRecycle's beverage container recycling program is to reach and maintain an
80 percent recycling rate for all California Refund Value (CRV) beverage containers - aluminum, E
glass, plastic and bi-metal. Projects implemented by cities and counties will assist in reaching
and maintaining this goal. °-
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Eligibility 0
Incorporated cities and counties in California, as identified by the California Department of
Finance, are eligible to receive funding under the CCPP, unless otherwise determined by U
CalRecycle.
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New Requirement N
Due to a recent audit by the California State Auditor, CalRecycle's own fiduciary responsibility, c
and to align this program with our other payment programs, this program now requires all
participants to report on all expenditures. Beginning with Fiscal Year 2014-15 funding cycle,
jurisdictions will have a 24 month term in which to expend funds. Reporting will require submitting
back-up documentation, including proof of purchases, for all expenditures. Failure to meet this 4
reporting due date may result in the denial of future funding and collection of unspent/unreported a
funds. C.
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Funding
Each city is eligible to receive a minimum of$5,000, or an amount calculated by CalRecycle, on a E
per capita basis, whichever is greater. Each county is eligible to receive a minimum of $10,000 or
an amount calculated by CalRecycle, on a per capita basis, whichever is greater. The per capita Q
amount is calculated, based upon the population as of January 1, 2014, in the incorporated areas
of a city, city and county, or the unincorporated area of a county, as stated in the annual
Population and Housing Estimates for Cities, Counties and the State Report submitted to the
governor by the California Department of Finance.
On-line Application Process
Cities and counties may apply for funds by completing a Funding Request in the web-based
City/County Annual Payment and Reporting System (CAPRS). To access CAPRS, the applicant
must have a CalRecycle WebPass.
City/County Payment Program, FY 2014-15 1
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calnecycleo
March 2015
Department of Resources Recycling and Recovery
WebPass
Those who have previously obtained a WebPass for this program or another CalRecycle program
(i.e., Local Government Information Center (LoGIC), E-Waste, OPPO, etc.) do not need to obtain
a new WebPass.
If the applicant does not have a WebPass, one may be requested at CalRecycle WebPass
(https://secure.caIrecycle.ca.gov/WebPass/). Select "Create Account" and follow the instructions.
After the request for access is received and reviewed, an e-mail will be sent to the applicant
granting access to the secure CAPRS website.
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WebPass accounts are created for individuals, not organizations, and are tied to the applicant's >_
specific email address. If the applicant's email address changes or becomes inactive, a new _
WebPass account is needed to access CAPRS. All individuals must create their own password. ca
Passwords should not be shared within the organization. Access cannot be granted to the on-line o
application unless the applicant is designated as a contact in CAPRS. °-
Contacts
The CCPP Contact may be the city or county recycling coordinator, lead agency or Joint Powers a
Authority. One staff person may serve as more than one contact. If the city or county would like to
assign a person not currently identified as either the Primary or Secondary Contact to be the o
Funding Request Contact, "click" on "User Management" on the left navigation menu in CAPRS and
follow the instructions to set-up a new user. The new user will also need a WebPass. If you need tc U
update your Primary Contact, please contact your CalRecycle Regional Representative.
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When assigning contacts for the CCPP, the guidelines listed below should be followed.
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For a City:
• Primary— City Manager
• Secondary — Staff person overseeing the CCPP projects
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• Funding Request— Staff person to complete the online Funding Request
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For a County: n
• Primary— County Treasurer
• Secondary — Staff person overseeing the CCPP projects
• Funding Request— Staff person to complete the online Funding Request E
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Addresses Q
A payment and a physical address are required. CCPP payments will be mailed to the payment
address. To comply with the requirements of Chapter 8400 of the State Administrative Manual
(Warrants Payable to Counties), the county treasurer's address will be identified as the payment
address for counties. If one address is used for more than one payment type, only enter the
address once, and check the appropriate address types.
For a City:
• Physical Address — This is the address CalRecycle will send any hard copy
correspondence to
• Payment Address —Address where payments should be mailed
City/County Payment Program, FY 2014-15 2
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CalRec Vile
March 2015
Department of Resources Recycling and Recovery
For a County:
• Physical Address —This is the address CalRecycle will send any hard copy
correspondence to
Payment Address —The address of the County Treasurer's Office
Expenditures
Pursuant to Section 14581(a)(3)(C) of the Public Resources Code (PRC), these funds shall not
be used for activities unrelated to beverage container recycling or litter reduction.
Approved activities are listed in the "Activities" tab, by category, on the Funding Request. An
"other" box is provided to allow additional activities to be listed. These are subject to approval by r
CalRecycle.
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Note: All jurisdictions will now be required to report on all CCPP funding received
(beginning with FY 2014-15 cycle funds) in order to receive further payment from this a
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program. We have now limited the term in which to expend funds to 24 months from the
date of payment.
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Eligible activities include, but are not limited to:
• Supporting new or existing curbside recycling programs.
• Neighborhood drop-off recycling programs. v
• Public education promoting beverage container recycling.
• Litter prevention and cleanup where the waste stream includes beverage containers that
will be recycled.
• Cooperative regional efforts among two or more cities and counties. M
• Other beverage container recycling programs.
• Supporting AB 341 Mandatory Commercial Recycling =
(http://www.calrecycle.ca.gov/Recycle/Commercial/) requirements. Click on the link for
additional information and definitions of"businesses" and "multi-family residential dwellings"
as they relate to this regulation. LO
o Infrastructure for businesses to recycle beverage containers. 4
o Support for new or existing beverage container recycling programs for multi-family a
residential dwellings.
o Public education and outreach (that includes a beverage container recycling
component).
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NOTES ON EXPENDITURES e
Bins/Litter Reduction
Please distinguish between litter reduction projects and waste management projects. "Trash
only" receptacles are not considered litter reduction and are an ineligible expenditure. The
purchase of multi-recycling bins (to include beverage container recycling), permanently attached
together, is an eligible expense and may be funded. Litter reduction projects must include
beverage containers as part of the waste stream, and they must be recycled.
City/County Payment Program, FY 2014-15 3
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March 2015
Department of Resources Recycling and Recovery
Advertising/Promotion
If you plan to spend CCPP funds on advertising/promotion, submit the artwork, brochure, radio
script, flyer, poster or advertisement to the assigned CalRecycle Regional Representative for your
jurisdiction for approval prior to going to print/production. CalRecycle Regional Representatives
are listed on the Funding Request page in CAPRS.
Recycled Content Products
If you are purchasing recycled content products, please ensure the recycled content includes
beverage container materials. The intent of the program is to promote beverage container i;�
recycling.
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California Recycling Recovery Association (CRRA) Conference "'
If you anticipate attending the CRRA annual conference, or other conference related to beverage
container recycling, please limit the expenditures to registration and travel for no more than two 0
(2) staff. Please contact your CalRecycle Regional Representative before making travel plans in a
order to ensure that the trip is eligible for reimbursement. Travel Reimbursements information
can be found at California Department of Human Resources
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(http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx) a
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Personnel Hours o
If you are charging personnel hours, ensure they are auditable by hours. CCPP funding will only )
pay for direct time toward increasing beverage container recycling.
Litter Clean-Up Event
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If you are sponsoring a litter cleanup event, in which beverage containers are part of the waste
stream and are being recycled, city/county payment funds may be used to pay for charges related c
to the cleanup. This may include supplies (i.e., bags, liners, grabbers, gloves), personnel, and
safety items (i.e., water, vests, goggles). However, giveaways, incentives, food and/or
promotional T-shirts are ineligible expenditures.
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Promotional Items/SWAG (Stuff We All Get) r
In accordance with the governor's directive, promotional items are ineligible expenses a
(http://www.caIrecycle.ca.gov/Funding/SWAG/defauIt.htm) under CalRecycle's grant and direct
payment programs.
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Records Retention and Audit Considerations
Recipients are responsible and accountable for all CCPP funds; therefore, it is essential that
adequate documentation and a clear paper/audit trail are maintained. Recipient's accounting of a
CCPP funds must be maintained in a manner that provides clear separate tracking of CCPP
funds and related transactions for fiscal program management and audit purposes.
City/County Payment Program, FY 2014-15 4
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CalRecycle
March 2015
Department of Resources Recycling and Recovery
CalRecycle, the Department of Finance, the Bureau of State Audits, or their designated
representative(s) shall have the right to review and to copy any records and supporting
documentation pertaining to the use of CCPP funds; and shall have the right to interview staff
relevant to the audit.
Examples of documentation subject to audit include:
• Contracts and change orders
• Travel logs
• Paid warrants
• Expenditure ledgers
• Payroll register entries
• Timesheets E
• Invoices, receipts, canceled checks
• Samples/pictures of items and materials developed with CCPP funds a
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All such records shall be maintained for possible audit for a minimum of three (3) years after the E
CCPP term end date, or until completion of any action and resolution of all issues, which may a
arise as a result of any litigation, dispute, or audit, whichever is later.
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Annual Reporting 0
Annual Reporting is now a requirement for ongoing eligibility for the CCPP. You will have
24 months from the date of payment to expend this funding. Recipients must meet CalRecycle's U
online reporting requirements. The Annual Report for this Cycle will be due 24 months after the
payment has been made. Failure to meet this reporting due date may result in the denial of future M
funding and/or collection of unspent/unreported funds. U)
All expenditures will be reported through the CAPRS system. Supporting documents for all
expenditures will be required. Failure to properly spend or account for CCPP funds may result
in requiring reimbursement from and/or forfeiture of funds, as well as, denial of future CCPP LO
funding.
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Semi-Annual Reporting
If your jurisdiction indicated that it was participating in mediation mandated by AB506, filed for
bankruptcy or declared fiscal emergency, CalRecycle will request you submit a Semi-Annual
Report. This report will track your progress as you expend your funds. You will still be required to =
submit an Annual Report.
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Unspent Funds
Unspent funds at the end of the CCPP term must be reimbursed by check to CalRecycle within
45 days of that date. Notify your CalRecycle Regional Representative if you will be sending in a
check. The check will be labeled as "City County Payment Program Unspent Funds for FY (insert
applicable fiscal year)" and mailed to: CalRecycle, Accounting, P.O. Box 4025, Sacramento, CA
95812-4025. If there are questions or other issues related to expenditures, work with your
CalRecycle Regional Representative to resolve these issues. A recipient may be considered
ineligible for future funding if they have any unpaid funds due to CalRecycle.
City/County Payment Program, FY 2014-15 5
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S.N.
lRecycfe
March 2015
Department of Resources Recycling and Recovery
Funding Request Due Date
Funding Requests must be submitted no later than June 23, 2015. The system will not allow any
Funding Requests to be submitted after the deadline. (PRC section 14581(a)(3)(E)).
Payments
CalRecycle will approve Funding Requests and authorize the State Controller's Office to make
payments to each city and county. The warrant will arrive without a cover letter to the city or to
the county treasurer. Pursuant to Section 14581(a)(3)(F) of the PRC, CalRecycle may withhold
payment to any city, county, or city and county that has prohibited the siting of a certified recycling T
center at a supermarket site, caused a certified recycling center at a supermarket site to close its r
business, or adopted a land use policy that restricts or prohibits the siting of a certified recycling U-
center at a supermarket site within its jurisdiction since January 1, 2000. E
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Indemnity o
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Recipient agrees to indemnify, defend and save harmless the state, CalRecycle, its officers,
agents, and employees from any and all claims and/or losses accruing or resulting from the E
performance of the CCPP.
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Expenditure Changes
To request changes to CCPP expenditures/activities once a Funding Request has been c i
submitted, contact your CalRecycle Regional Representative for prior approval. Your Funding
Request activities should match your expenditures report.
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How to Reach Us co
Your CalRecycle Regional Representative's contact information is listed on your Funding Request
page. This is the best contact for any questions related to the CCPP.
Department of Resources Recycling and Recovery
Grants and Payment Unit 5 LO
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1001 1 Street, MS 13A 4
PO Box 401254 a
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Sacramento, CA 95814
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Telephone: (916) 322-0613
Email: citycountyC@_caIrecycle.ca.gov
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City/County Payment Program, FY 2014-15 6
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calRecyclela City/County Annual Payment Request System
Funding Request
San Bernardino
Funding Request Cycle: FY 2014-2015 Eligible Funds: 54,339
Status: Pending
Total Payment Amount: 54,339
Program,Requirements
1)Provide a brief description of the proposed project(s)that you plan to implement with city/county payment program
funds. Public Resources Code 14581 (a)(4)(B).
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Purchase permanent recycling containers for Downtown San Bernardino. Education and outreach at community, sport and
earth day events. Provide educational presentations to schools and help them build habits to recycle.Advertise/promotion
through panel inserts on trash trucks,season long advertisement at LE 66ers baseball field. u_
2)Please specify supermarket siting information pursuant to Public Resources Code 14581 (a)(4)(F). R
Have you prohibited the siting of a supermarket site? : a�
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No a
Have you caused a supermarket to close its business?: 4)
No >.
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Have you adopted a land use policy that restricts or prohibits the siting of a supermarket site within your jurisdiction?
No 0
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3)Are you currently participating in mediation mandated by AB 506, have you attempted to initiate such mediation or U
have you declared a fiscal emergency within the last 12 months?Note: The answer is for informational purposes and will
not be used to determine eligibility for payment funding. U
Yes
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4)These funds shall not be used for activities unrelated to beverage container recycling or litter reduction, Public
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Resources Code 14581 (a)(4)(C). a
Yes, I Accept
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Contacts
Name Contact T aih L
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Mr.Allen Parker Primary City Manager (909)384-5122 parker_al @sbcity.org '0
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Mr.Timothy O'Neal Funding Request Environmental Projects (909)384-5353 x1080 O'neal_ti @sbcity.org LL
Specialist Ul)
Mr. Christopher Alanis Secondary IWM Division Manager !'(909)384-7213 alanis_ch @sbcity.org 4
Addresses a
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Address Address Type County U
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300 North D Street, 3rd Floor Mailing San Bernardino
',San Bernardino,92418 Payment
Physical E
Documents
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Document Type Date* Title Q
Additional Information 02/24/2014 San Bernardino City Expenditures Follow-Up
San Bernardino
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Activity Expenditures 5.N.c
Current Activity Group Current Activity Item Budgeted Funds
Beverage Container Collection Government/Office Buildings 26,000
Programs Curbside-Residential
- Curbside-Commercial
Curbside-Multi-family
Sports Complexes
Community Events
Recycling Bins
Supplies-Liners/Bags/Gloves
Litter Clean-up k Roadways 2,000'
',.Community Events
Equipment/Supplies
Advertising/Promotional Billboards/Signs 10,0001
:Media(TV, Radio,Video) j
Print Ads/Flyers/Posters `n
Recycling Education General Public 2,000
Recycling Hotline/Website �.
'Recycling Guides/Booklets/Brochures u-
'Exhibits/Booths E
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Personnel ;Recycling Coordinator 12,339.
;Program Administrator
IRecycled Content Products `Park/Playground Equipment 2,0001
!Signs
ITotal: 54,339' E,
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