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CR 08-020 Recycling GrantG~TY OF February 15, 2008 N O P K I N S Council Report 2008-020 ADOPTION OF RESOLUTION 2008-015 AUTHORIZING THE SUBMITTAL OF HENNEPIN COUNTY MUNICIPAL RECYCLING GRANT APPLICATIONS FOR THE DURATION OF THE NEWLY ADOPTED RESIDENTIAL RECYCLING FUNDING POLICY, 1/1/2008 THROUGH 12/31/2010 Proposed Action. Staff recommends adoption of the following motion: "Move to Adopt Resolution No. 2008-015 Authorizing the Submittal of the Hennepin County Recycling Grant Application for the duration of the newly adopted Residential Recycling Funding Policy, 1/1 /2008 through 12/31 /2010." Overview. The City of Hopkins began acurbside-recycling program on February 1, 1989 in response to County and Metropolitan Council mandates. In order to continue to aid cities in funding their recycling programs, the Hennepin Country Board of Commissioner has adopted the Residential Recycling Funding Policy to distribute SCORE (Select Committee on Recycling and Environment) funds to municipalities for curbside collection of residential recyclables from January 1, 2008 through December 31, 2010. With the adoption of the new Hennepin County Residential Recycling Funding Policy, 1/1/2008 through 12/31/2010, the County requires one resolution that is for a term concurrent with the expiration of this policy. The resolution must be included with our grant application in order for our grant application to be processed and funding to be dispersed. Primary Issues to Consider • Is adoption of this Resolution in the best interest of the City of Hopkins? Council has already approved prior resolutions, which authorized submittal of a grant application for years 1995-2007. Adoption of the new resolution will complete our 2008 grant application process and allow us to continue to receive funding from Hennepin County for our recycling program. Each municipality will receive SCORE funds proportional to the number of eligible residential housing units in its curbside collection program on January 1 of each funding year relative to the total number of eligible residential housing units in the county that are served by curbside recycling service. Hopkins will receive approximately $22,000.00. SCORE Funds are based on revenue received by the State of Minnesota from a sales tax on garbage collection and disposal fees. In the event that SCORE funds are eliminated from the State budget or significantly reduced, the County will consult with municipalities at that time and develop a subsequent recommendation to the County Board on continuation of this policy and future funding of curbside recycling programs. Supporting Information • Resolution 2008-015 ~---.Copy of Hennepin Count Residential Recycling Policy 1/1/2008 - 12/31/2010 Penny A. Financial Impact: $22,000.00 R Budgeted: Y Source: Refuse Utility Related Documents (CIP, ERP, etc.): None CITY OF HOPKINS RESOLUTION NO. 2008-015 AUTHORIZING THE SUBMITTAL OF HENNEPIN COUNTY MUNICIPAL RECYCLING GRANT APPLICATIONS FOR THE DURATION OF THE NEWLY ADOPTED RESIDENTIAL RECYCLING FUNDING POLICY 1/1/2008 THROUGH 12/31/2010 WHEREAS, Pursuant to Minnesota Statue 115A.551, each county in the metropolitan area will have as a goal to recycle a minimum of 45 percent (45%) by weight of total solid waste generation, and each county must develop and implement or require political subdivisions within the county to develop and implement programs, practices, or methods designed to meet its recycling goal; and WHEREAS, Pursuant to Minnesota Statue 115A.552, counties shall ensure that residents have an opportunity to recycle and through Hennepin County Ordinance 13 requires each city to implement a recycling program to enable the County to meet its recycling goals; and WHEREAS, the County has adopted a Hennepin County Residential Recycling Funding Policy to distribute funds to cities for the continued development and implementation of waste reduction and recycling programs from 1/1/2008 through 12/31 /2010; and WHEREAS, to be eligible to receive these County funds, cities must meet the conditions set forth in the "funding policy"; and WHEREAS, the City of Hopkins desires to receive these County funds; THEREFORE, BE IT RESOLVED, that the City of Hopkins, City Council authorizes the submittal of the Hennepin County Residential Recycling Program; Municipal Recycling Grant Applications for 2008, 2009 and 2010; and further authorizes the City Manager or his designee to execute such grant agreement with the County. Adopted by the City Council of the City of Hopkins this 19th day of February, 2008. BY Eugene J. Maxwell, Mayor ATTEST: Terry Obermaier, City Clerk Henne in Count Minnesota p Y~ ., -- ~. ~_~ ~. ~~. -~ ~ ~ ~. x,"17 ,;x`~ ~:-, K ~ ~ ~ .~ ~i . ,~ est entta ec c to un to o lc January 1, 2008 -December 31, 2010 -~ .::.. ~.~.. ~ ~.-: ,, ~~ ~, ~: ,~ Hennepin County • Department of Environmental Services Residential Recycling Funding Policy January 2008 -December 2010 I. Policy Description The Hennepin County Board of Commissioners has determined that curbside collection of recyclables from Hennepin County residents is an effective strategy to prevent unnecessary disposal of valuable resources, maximize existing processing and minimize landfilling of waste. Therefore, Hennepin County has adopted the Residential Recycling Funding Policy to distribute all SCORE funds received by the County to municipalities for curbside collection of residential recyclables. A. Length of Residential Recycling Funding Policy Hennepin County is committed to implement this policy and continue distributing SCORE funds for the purpose of funding curbside residential recycling programs from January 1, 2008 through December 31, 2010. In the event that SCORE funds are eliminated from the State budget or significantly reduced, the County will consult with municipalities at that time and develop a subsequent recommendation to the County Board on continuation of this policy and future funding of curbside recycling programs. B. Fund Distribution The County will distribute to Hennepin County municipalities one hundred percent (100%) of SCORE funds that the county receives from the state. SCORE funds are based on revenue received by the State of Minnesota from a sales tax on garbage collection and disposal fees. SCORE funds are subject to change based on revenue received and allocated by the legislature. Funds distributed to municipalities for the current calendar year will be based on SCORE funds received by the County in the State's corresponding fiscal year. Each municipality will receive SCORE funds proportional to the number of eligible residential housing units in its curbside collection program on January 1 of each funding year relative to the total number of eligible residential housing units in the county that are served by curbside recycling service. The following formula will be utilized to determine a City's SCORE grant for each year. # of Households Served Total SCORE Curbside by CITY X Revenue Received = SCORE Funds Total # of Households by COUNTY from Distributed to CITY Served Curbside in COUNTY State of Minnesota The funds can be used for all recycling program expenses including capital and operating costs. Eligible residential housing units are defined as single family through eight-plex residential buildings or other residential buildings where each housing unit sets out their own refuse and recycling container for curbside collection. Residential Recycling Funding Policy January 2008 -December 2010 II. Responsibilities of Municipalities A. Application for Funding Each municipality or consortium must complete an application and forward it to Hennepin County by February 15th to receive funding for that year. The application must be accompanied by a resolution authorizing submittal of the application. B. Grant Agreement Each municipality or consortium will enter into a Recycling Grant Agreement with the County. The Grant Agreement will be conveyed to the municipality or consortium after Board approval of their 2008 application and grant amount for a term concurrent with the expiration of this policy, December 31, 2010. C. Minimum Program Requirements 1. Recycling Performance. On an annual basis, municipal recycling programs must demonstrate that a reasonable effort has been made to maintain and increase the average pounds per household of recyclables collected from their curbside residential recycling program in the base year of 2007. The base year pounds per household will be determined by dividing the total pounds of recyclables collected in 2007 by the total number of households participating in the curbside recycling program in 2007. Failure to achieve this annual goal will result in the requirement that a plan be submitted for Hennepin County approval that specifies the efforts the recycling program will undertake to increase the recycling percentage within 90 days of the submittal of the municipal or consortium year-end report. The municipality may also be required to participate in County sponsored waste and recycling sorts to identify recovery levels of various recyclables in their community and to participate in efforts to increase recovery of target select recyclable materials being discarded in significant quantities. If the average pounds per household in any given year decreases from the base year by more than ten percent, the County reserves the right to withhold that municipality's or consortium's grant funds until the County is satisfied that reasonable efforts have been made to maintain the base year pounds per household. Reasonable efforts will generally be considered as at least twice annual promotion of that municipality's or consortium's recycling program through educational vehicles such as an article in city newsletters, direct mailings, utility bill inserts, flyers hung on waste carts or placed in recycling containers, and distribution of program information at community events. 2. Materials to be Collected. At a minimum, the following materials must be collected at curbside: a. newspaper and inserts; b. cardboard boxes; c. glass food and beverage containers; d. metal food and beverage cans; e. all plastic bottles except bottles that previously contained hazardous materials or motor oil; f. magazines and catalogs; g. Cereal, cracker, pasta, cake mix, shoe, gift, and electronics boxes; 2 Residential Recycling Funding Policy January 2008 -December 2010 h. Boxes from toothpaste, medications and other toiletries; and i. Mail, office and school papers. 3. Participation Rates. The municipality or consortium must estimate its participation rate in the curbside recycling program during the month of October. Methodology for measuring participation must be approved by the county prior to execution of a grant agreement. 4. Reporting Requirements. A final report must be submitted electronically to the County utilizing the Retrac web based reporting system by February 15 of each year. If a municipality or consortium is unable to access the Retrac system, the County must be contacted by February 1 to make arrangements for alternative filing of the required report. 5. Use of Funds. a. All grant funds accepted from the county must be used for waste reduction and recycling capital and operating expenses in the year granted. Recycling programs will not be reimbursed any funds in excess of actual expenses. b. A municipality or township may not charge its residents through property tax, utility fees or any other method for that portion of the costs of its recycling program funded by county grant funds. c. The municipality or consortium must establish a separate accounting mechanism, such as a project number, activity number, or fund that will separate recycling revenues and expenditures from other municipal activities, including solid waste and yard waste activities. d. Recycling and waste reduction activities, revenues, and expenditures are subject to audit. e. Municipalities that do not contract for curbside recycling services will receive grant funds provided that at least ninety percent (90%) of the grant funds are credited back to residents and the city meets all minimum program requirements. The additional ten percent (10%) may be used for municipal administrative and promotional expenses. D. Partnership The partnership between the County and municipalities and consortiums has been highly effective in educating and motivating behavior of residents resulting in significant amounts of waste being reduced and recycled. In order to continue this partnership and increase these efforts, educational and promotional activities of municipalities and consortiums should be coordinated with County and regional efforts. The region through the Solid Waste Management Coordinating Board has made significant efforts as part of the RETHINK RECYCLING campaign to develop consistent terminology for use in residential recycling communication pieces. It is expected that municipalities and consortiums will use the terminology developed in this campaign in development of educational pieces for their residents as well as other elements of the RETHINK RECYCLING campaign. Municipal representatives are required to attend quarterly recycling coordinator meetings in order to facilitate coordination of efforts. Municipalities will work with the County to coordinate and conduct educational and promotional activities at least once per year to target high volume materials in the waste stream that could be reduced, reused or captured for recycling and include information about recycling and targeted materials on their web site, if the municipality has a web site. 3 Residential Recycling Funding Policy January 2008 -December 2010 III. Responsibilities Of Hennepin County A. Application Form Hennepin County will develop and mail an application/final report form by January 15 that each municipality or consortium will use to report on their recycling program and request grant fund for that respective year. B. Payments Grant payments will be made to a municipality or consortium in the initial year of this policy upon execution of a grant agreement. In subsequent years, grant payments will be made upon submittal of an approved final report.