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RESOLUTION (ID # 4420) DOC ID: 4420 B
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Grant
From: Chris Alanis M/CC Meeting Date: 07/05/2016
Prepared by: Timothy J. O'Neal, (909)
384-5353 x1054
Dept: Public Works Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing
the Appropriation of Funds from the Department of Resources Recycling and Recovery
(CalRecycle) City/County Payment Program Application FY 14/15 into FY 2016-17
Budget. (#4420)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $56,017.00
Account No. 123-400-0098*4699 Project#0977
Account Description: Federal Grant programs, Public Works
Balance as of: 04/19/2015 - $0
Balance after approval of this item: $56,017.00
Please note this balance does not indicate available funding. It does not include non-
encumbered reoccurring expenses or expenses incurred, but not yet processed.
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).
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
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Updated: 6/27/2016 by Georgeann "Gigi" Hanna BPace�t� g ' € !
4420
Funding Request Form to the Department of Resources Recycling and
Recovery (CalRecycle).
06/18/2015 Resolution No. 2015-126 was approved authorizing submittal of the
Funding Request form to the Department of Resources Recycling and
Recovery (CalRecyle).
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.
Resolution No. 2015-126 was approved and the Funding Request for Beverage
Container Recycling and Litter Reduction Activities provided the City $56,017.00 for the
continued implementation and promotion of beverage container and litter reduction
activities within the City. The City has received approximately $54,000 from the
Department of Conservation, Division of Recycling, for twelve of the past 13 years. This
is the 13th year that the City has received beverage container recycling funds from the
Department of Resources, Recycling and Recovery (CalRecycle), which administers
this program.
The City has 24 months from the time of payment to expend the grant funds otherwise
the City will have to pay the grant funds back to the State.
The City proposes to continue Beverage container recycling projects, expansion of
education and support for commercial, commingled recycling at local businesses and
multi-family housing units. In addition, provide an opportunity for a 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:
revised Reso for CCPP 14-15 appropriation1 (DOC)
CCPP Check and Finance deposit receipt (PDF)
CCPP 14-15 Guidelines (PDF)
revised proposed CCPP budget (XLSX)
Updated: 6/27/2016 by Georgeann "Gigi" Hanna B
I RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE APPROPRIATION OF FUNDS FROM
3 THE DEPARTMENT OF RESOURCES RECYCLING AND RECOVERY Q
4 (CALRECYCLE) CITY/COUNTY PAYMENT PROGRAM APPLICATION FY 14/15 Q
INTO FY 2016-17 BUDGET. a
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WHEREAS, funds allocated are available from the California Department of
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Resources Recycling and Recovery (CalRecycle) for grants to solid waste Local Enforcement Q
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8 Agencies (LEA) and cities and counties with regulatory authority within the city and county E
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9 government to perform recycling programs to reach and maintain an 80%recycling rate for all °
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10 CRV beverage containers including aluminum, glass, plastic and bimetal;
11
WHEREAS, Resolution No. 2015-126 was approved authorizing submittal of the a.
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Funding Request form to the Department of Resources Recycling and Recovery and the City v
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14 has received funds ($56,017) from the CCPP FY 14/15 application from the State and has yet v
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15 to expend the funds;
16 WHEREAS,the City proposes to continue expanding the existing Beverage Container o
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Recycling Program that involves support for new and existing beverage container recycling o
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programs for businesses, multi-family residential dwellings, public education and outreach M
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related to beverage container recycling;
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21 WHEREAS, the City is only allowed to expend these funds on programs and v
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22 purchases related to beverage container recycling as required by the Department of Resources o
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and Recovery CalRecyle).
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WHEREAS, the City has twenty-four months from the time of payment to expend L
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26 the grant funds otherwise the City will have to pay the grant funds back to the State;
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1 NOW, THERFORE, BE IT RESOLVED BY THE MAYOR AND THE
2 COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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3 SECTION 1. The Director of Finance is hereby authorized to appropriate the a
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4 City/County Payment Program funds received in July 2015 from the FY 2014-15 application Q
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($56,017) into the current FY 2016-17 budget for the purpose to expend funds for purchases 4
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7 and program activities related to beverage container recycling as required by the Department a
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8 of Resources Recycling and Recovery(CalRecycle). E
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2 SAN BERNARDINO AUTHORIZING THE APPROPRIATION OF FUNDS FROM
THE DEPARTMENT OF RESOURCES RECYCLING AND RECOVERY
3 (CALRECYCLE) CITY/COUNTY PAYMENT PROGRAM APPLICATION FY 14/15 a
4 INTO FY 2016-17 BUDGET.
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5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor LO
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and Common Council of the City of San Bernardino at a meeting C
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8 thereof, held on the day of , 2016, by the following vote: E
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Council Members: AYES NAYS ABSTAIN ABSENT n,
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MARQUEZ E,
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BARRIOS
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13 VALDIVIA
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14 SHORETT v
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15 NICKEL av
16 RICHARD g
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MULVIHILL o
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20 Gerogeann Hanna, City Clerk �
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21 The foregoing resolution is hereby approved this day of , 2016.
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23
R. Carey Davis, Mayor
24 City of San Bernardino a
Approved as to form:
25 Gary D. Saenz, City Attorney
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27 By: a
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3
ry 0MTZ OCR CAMMOUNUA 63-r 387512
" FUND NO. FUND NAME
?' THE TREASURER OF THE STATE WILL PAY OUT OF THE 808`7 FISCAL CONSO.L.ID.ATE'D. PMT
S IDENTIFICATION NO.
MO. DAY i YR. 90-1342/1211
000000433E 00.00
a 11 :10 :2015 63387512
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TO: 387512 ** 56Q1.7.00, o
--- CITY OF SAN BERNARDINO c
300 N D ST FL 3 Q
SAN BERNARDINO CA 92418-0001 O
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CALIFORNIA STATE CONTROLLER Ln
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DETACH ON DOTTED LINE 63-38,751,/ rn
KEEP THIS PORTION FOR YOUR RECORDS
ISSUE DATE: 11/10/2015 O
RESOURCES RECYCLING & RECOVERY a`
1001 I ST. P.O. BOX 4025
SACRAMENTO CA 95812-4025
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FOR QUESTIONS CONTACT ACCOUNTING DEPARTMENT AT 916/341-6645
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VENDOR NAME VENDOR ID 2'
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CITY OF SAN BERNARDINO 0000004334 O
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VOUCHER ID INVOICE ID PO ID U
00003394 CCP-14346 c°li
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AMOUNT PAID
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$56017.00
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PAYMENT DATE City of San Bernardino BATCH NO.
11/1.7/2015 300 North "D" Street 2016-05001707
COLLECTION STATION San Bernardino, CA 92418-0001 RECEIPT NO.
Finance Front Desk 2016-00006821
RECEIVED FROM CASHIER'
State of California Sherrill Flores
DESCRIPTION o
State of California Resources Recycling & Recovery CCP-14346 Vendor ID#0000004334
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PAYMENT CODE RECEIPT DESCRIPTION
PW-Recycle Public Works Recycling $56,017.00 `-
State of California Resources Recycling&Recovery CCP-14346 a.
VendorID#0000004334 Q
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Total Check $56,0$7.00
Total Cash l
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Total Charge $0.00 i `-
Total Other $0.00 i 0
j Total Remitted $56,017.00
Change $0.00
Total Received $56,017.00;
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RECEIVED U
FEB 10 91016
city of San Bernardino v
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Public Works Director
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Total Amount: $68,017.00
Printed by: Sherrill Flores Page 1 of 1 11/171201512.28:43 AM
PaCkpg� 3
CalRecycle
' 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 o
CCPP funds and for annual reporting. The on-line funding request application and these Cz
Guidelines shall constitute the CCPP Agreement. o
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Pursuant to Public Resources Code Section 14581(a)(3)(A) of the California Beverage Container a
Recycling and Litter Reduction Act, the Department of Resources Recycling and Recovery T_
(CalRecycle) is distributing $10,500,000 in Fiscal Year (FY) 2014-15 to eligible cities and
counties specifically for beverage container recycling and litter cleanup activities. a
The goal of CalRecycle's beverage container recycling program is to reach and maintain an L
80 percent recycling rate for all California Refund Value (CRV) beverage containers - aluminum, 2 CD
glass, plastic and bi-metal. Projects implemented by cities and counties will assist in reaching o
and maintaining this goal. °-
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Eligibility ;,
Incorporated cities and counties in California, as identified by the California Department of a.
Finance, are eligible to receive funding under the CCPP, unless otherwise determined by
CalRecycle. o
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New Requirement U
Due to a recent audit by the California State Auditor, CalRecycle's own fiduciary responsibility, o
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 . ,
reporting due date may result in the denial of future funding and collection of unspent/unreported a
funds.
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Funding
Each city is eligible to receive a minimum of$5,000, or an amount calculated by CalRecycle, on a 0-
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
amount is calculated, based upon the population as of January 1, 2014, in the incorporated areas E
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 a
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
CalRecycle :
Cal#ieCyCle �
March 2095
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 o
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. o
Approved activities are listed in the "Activities" tab, by category, on the Funding Request. An a
"other" box is provided to allow additional activities to be listed. These are subject to approval by a
CalRecycle. LO
Note: All jurisdictions will now be required to report on all CCPP funding received Q
(beginning with FY 2014-15 cycle funds) in order to receive further payment from this a
program. We have now limited the term in which to expend funds to 24 months from the L
date of payment. E
Eligible activities include, but are not limited to: n
• Supporting new or existing curbside recycling programs.
• Neighborhood drop-off recycling programs. E
• Public education promoting beverage container recycling. n
• Litter prevention and cleanup where the waste stream includes beverage containers that
will be recycled. o
• Cooperative regional efforts among two or more cities and counties. ='
• Other beverage container recycling programs.
• Supporting AB 341 Mandatory Commercial Recycling o
(http://www.caIrecycle.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.
• Infrastructure for businesses to recycle beverage containers.
• Support for new or existing beverage container recycling programs for multi-family
residential dwellings. 0
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• Public education and outreach (that includes a beverage container recycling
component).
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NOTES ON EXPENDITURES
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Bins/Litter Reduction
Please distinguish between litter reduction projects and waste management projects. "Trash a
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
1Fa7ke
A2,,K4,,1,7'NK,,' PO gAPR'
Calkcycleo 1"If
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.
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Recycled Content Products
If you are purchasing recycled content products, please ensure the recycled content includes o
beverage container materials. The intent of the program is to promote beverage container
recycling. a
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California Recycling Recovery Association (CRRA) Conference r
If you anticipate attending the CRRA annual conference, or other conference related to beverage a
container recycling, please limit the expenditures to registration and travel for no more than two
(2) staff. Please contact your CalRecycle Regional Representative before making travel plans in U_
order to ensure that the trip is eligible for reimbursement. Travel Reimbursements information
can be found at California Department of Human Resources o
(http://www.calhr.ca..qov/employees/Pages/travel-reimbursements.aspx) n
Personnel Hours E
,owft- If you are charging personnel hours, ensure they are auditable by hours. CCPP funding will only a
pay for direct time toward increasing beverage container recycling.
1 :3
Litter Clean-Up Event 0
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
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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.
Promotional Items/SWAG (Stuff We All Get) M
In accordance with the governor's directive, promotional items are ineligible expenses 3 CD
(http://www.caIrecycle.ca.gov/Funding/SWAG/default.htm) under CalRecycle's grant and direct LO
payment programs.
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Records Retention and Audit Considerations v
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
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.
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City/County Payment Program, FY 2014-15 4
CIRec cte ,°.° .
March 2015
Department of Resources Recycling and Recovery
CalRecycle, the Department of Finance, the Bureau of State Audits, or their designated
representatives) 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: o
• Contracts and change orders R
• Travel logs o
• Paid warrants a
• Expenditure ledgers a
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• Payroll register entries
• Timesheets
• Invoices, receipts, canceled checks a
• Samples/pictures of items and materials developed with CCPP funds
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All such records shall be maintained for possible audit for a minimum of three (3) years after the
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CCPP term end date, or until completion of any action and resolution of all issues, which may o
arise as a result of any litigation, dispute, or audit, whichever is later. a
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Annual Reporting
Annual Reporting is now a requirement for ongoing eligibility for the CCPP. You will have a
24 months from the date of payment to expend this funding. Recipients must meet CalRecycle's
online reporting requirements. The Annual Report for this Cycle will be due 24 months after the 0
payment has been made. Failure to meet this reporting due date may result in the denial of future
funding and/or collection of unspent/unreported funds. Q
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All expenditures will be reported through the CAPRS system. Supporting documents for all 10
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
funding.
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Semi-Annual Reporting
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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 RE
submit an Annual Report.
Unspent Funds E
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 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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CalRecycle
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 2
payments to each city and county. The warrant will arrive without a cover letter to the city or to Q
the county treasurer. Pursuant to Section 14581(a)(3)(F) of the PRC, CalRecycle may withhold 0
payment to any city, county, or city and county that has prohibited the siting of a certified recycling E
center at a supermarket site, caused a certified recycling center at a supermarket site to close its L
business, or adopted a land use policy that restricts or prohibits the siting of a certified recycling
center at a supermarket site within its jurisdiction since January 1, 2000.
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Indemnity
Recipient agrees to indemnify, defend and save harmless the state, CalRecycle, its officers, E
agents, and employees from any and all claims and/or losses accruing or resulting from the �,
performance of the CCPP.
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Expenditure Changes
To request changes to CCPP expenditures/activities once a Funding Request has been
submitted, contact your CalRecycle Regional Representative for prior approval. Your Funding a.
Request activities should match your expenditures report.
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How to Reach Us
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. N
Department of Resources Recycling and Recovery N
Grants and Payment Unit 5
1001 1 Street, MS 13A
PO Box 401254
Sacramento, CA 95814
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Telephone: (916) 322-0613 4
Email: citycounty(o-)caI recycle.ca.gov a
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City/County Payment Program, FY 2014-15 g
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Sched � �. ��
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CITY OF SAN BERNARDINO, CALII
DEPARTMENT:
PROGRAM: 0098
PROJECT #: not yet assigned
FY2016-17
BUDGET
Account Number Description ESTIMATES p
Grant Name: L
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Salaries O
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5011 Salaries perm/fulltime 1,000 Q.
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5013 Automobile allowance Q
5014 Salaries temp/parttime - LO
5015 Overtime 2,000 cr
Total:Salaries 3,000 CL
Benefits p
5026 PERS retirement 149 Q
5027 Health and life insurance 130 LLL.
5028 Unemployment insurance 15 E
5029 Medicare 15
Total:Benefits 308 O
Total:Salaries&benefits 3,308 p
Maintenance and Operations 1
5111 Material and supplies 33,017 O
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5122 Dues and subscriptions M
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5131 Mileage ,
5132 Meetings and conferences c
5133 Education and training 0
5172 Equipment maintenance L'
5174 Printing charges U
5175 Postage
5176 Copy machine charges o
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5193 Grant match zt
Total:Maintenance and Operations 53,017 a)
Contract Services
5502 Professional/contractual services
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5505 Other professional services d
Total:Contractual Services - O-
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Internal Service Charges U
5601 Garage charges
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5602 Workers compensation p
5603 Liability CL
5604 1T charges in-house Q
5605 Telephone support
5606 Electric
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5612 Fleet charges-fuel >
Total:Internal Service Charges
Capital Outlay
5703 Communications equipment a)
Total:Capital Outlay -
Credit/billables v
5910 Credit-federal and state program funding Q
Total:Credit/billables -
Total:Non-Personnel Expenses 53,017
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Grant Total 561325