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CR 09-070 Resolution 09-045 Approving A Grant Agreement with Hennepin County to Receive Incentive Funds for a Waste Abatement Project at the City of Hopkins Municipal BuildingsAugust 27, 2009 Overview Supporting Information Resolution Number 2009 -045 Funding Agreement Revise • roposed Budget 4 Penny Cleve Solid Wast ordinator CITY o N0PKINS Council Report 2009 -070 RESOLUTION 2009 - 045 APPROVING A GRANT AGREEMENT WITH HENNEPIN COUNTY TO RECEIVE "INCENTIVE FUNDS" FOR A WASTE ABATEMENT PROJECT AT THE CITY OF HOPKINS MUNICIPAL BUILDINGS Proposed Action Staff recommends adoption of the following motion: Move to approve Resolution 2009 -045 approving a grant agreement with Hennepin County for "Incentive Funds" for a Waste Abatement Project at the City of Hopkins Municipal Buildings. Adoption of this motion allows the City to receive a grant that will cover the Waste Abatement Project's start-up costs for implementing a Source Separated Organics project and promoting the importance of traditional recycling methods. The City of Hopkins is dedicated to addressing ways to create a sustainable community. These plans include creating more biker /walker friendly ways to reach retail areas, long term plans to construct an LRT system and a commitment to solid waste reduction. Implementing a Source Separated Organics (SSO) program and emphasizing the importance of traditional recycling methods will demonstrate to the Hopkins business and residential communities the City's commitment to reducing solid waste. The program will also give City staff first hand knowledge of the challenges and opportunities of SSO programs. In addition the SSO program and increased traditional recycling could reduce the volume of trash collected at City municipal buildings by up to 50 %. Primary Issues to Consider • What is the cost to the City for accepting this grant? • How will this project benefit the community of Hopkins? Financial Impact: $est. $1,500 /year Budgeted: Y/N N Source: Refuse Fund Related Documents (CIP, ERP, etc.): Notes: Council Report 2009 - Page 2 Primary Issues to Consider What is the Cost to the City for accepting this grant? The money received from Hennepin County in this grant will cover the majority of the start -up costs, including advertising, training, consulting and materials. The additional cost would be an increase to the Cleaning Contractor service at the City Hall, Police Department and Public Works. That cost is estimated to be an additional $1,500 annually. This program will reduce the volume of trash that is collected in the City, which will lower the disposal fees charged by Hennepin County. • How will this project benefit the community of Hopkins? The City will be able to serve as a pilot for other civic and business groups in addition to introducing the City's residential community to future opportunities for residential SSO programs. It will be a step forward in creating a more sustainable community. RESOLUTION TO APPROVE A GRANT AGREEMENT WITH HENNEPIN COUNTY TO RECEIVE "INCENTIVE FUNDS" FOR THE HOPKINS MUNICIPAL WASTE ABATEMENT PROJECT: REVITILIZING AND ROLE MODELING ORGANICS AND RECYCLING FOR A MORE SUSTAINABLE COMMUNITY WHEREAS, the City of Hopkins municipal buildings offer an excellent opportunity to demonstrate waste reduction through SSO (source separated organic) collection and to reinforce the importance of traditional recycling methods; and WHEREAS, implementing a Source Separated Organics program could reduce the trash collected at City of Hopkins municipal buildings by 50 %; and WHEREAS, the City of Hopkins buildings pilot program will serve as an introduction of new waste abatement methods to the business and residential communities of Hopkins; and WHEREAS, accepting these incentive funds from Hennepin County will cover the majority of the start -up costs, including advertising, training, consulting and materials; NOW THEREFORE BE IT RESOLVED THAT Passed and adopted this 1 day of September, 2009. ATTEST: 1) The City Council approves an Incentive Fund Agreement with Hennepin County for a Waste Abatement Project to include Source Separated Organs collection at the City of Hopkins) Municipal Buildings. 2) The City Council authorizes the City Manager to enter into this incentive fund agreement on behalf of the City of Hopkins for this Waste Abatement Project. Terry Obermaier, City Clerk City of Hopkins Hennepin County, Minnesota RESOLUTION NO. 2009 -045 Eugene Maxwell, Mayor Contract No: A090664 PUBLIC ENTITY WASTE ABATEMENT INCENTIVE FUND AGREEMENT This Agreement is between the COUNTY OF HENNEPIN, STATE OF MINNESOTA (the "COUNTY ") A -2300 Government Center, Minneapolis, Minnesota 55487, on behalf of the Hennepin County Department of Environmental Services, 417 North Fifth Street, Minneapolis, MN 55401 -3206 ( "DEPARTMENT ") and the CITY OF HOPKINS, 1010 South 1st Street, Hopkins, MN 55343, ( "CITY "). WITNESSETH: WHEREAS, the Hennepin County Board has established a Waste Abatement Incentive Fund to provide matching assistance ( "Incentive Funds ") to selected eligible waste abatement projects; and WHEREAS, the CITY has made an application for a public entity waste abatement project and has been selected for partial funding of said described project in accordance with the terms of this Agreement (application copy attached as Exhibit A); NOW, THEREFORE, in consideration of the mutual undertakings and agreements hereinafter set forth, the COUNTY, on behalf of the DEPARTMENT, and the CITY agree as follows: 1. TERM AND COST OF THE AGREEMENT This Agreement shall commence upon execution and terminate December 31, 2011, unless terminated earlier in accordance with the Default and Cancellation provisions of this Agreement. The total cost of this Agreement, including all reimbursable expenses, shall not exceed twelve thousand dollars ($12,000). 2. SERVICES TO BE PROVIDED a. The CITY will operate its waste abatement project, Revitalizing and Role Modeling Organics and Recycling for a More Sustainable Community Project (hereinafter the "Project "), including the proposed Project budget, as described in the application submitted by the CITY and kept on file with the COUNTY (See Exhibit A). b. In addition to the services referred to above, the CITY agrees: 1. The CITY shall submit to the DEPARTMENT an interim report by December 31, 2010, and a final report by November 30, 2011. The reports should include at a minimum: ■ Project findings and summary; • Results achieved; • Obstacles /challenges encountered; ■ Amount of material collected, recycled, and disposed; ■ Recommendations; • Detailed budget expenditures; and • Cost/benefit analysis of the Project. In addition, the CITY will present the Project findings, as set forth in the final report, to municipal recycling coordinators and other public entity representatives at such times and places as the County may request. 2. All Incentive Funds accepted from the COUNTY over the term of the Agreement shall be used solely for Project expenses relating to waste reduction and recycling, as described in the Project budget. The CITY shall not retain any Incentive Funds in excess of actual "Project expenses and shall return any such excess Incentive Funds to the COUNTY upon completion of the Project. 3. The CITY may not charge its residents /students through property tax, utility fees, tuition fees, or any other method for that portion of the costs of the Project that is funded by COUNTY Incentive Funds. 4. The CITY shall establish a separate accounting mechanism, such as a Project number, activity number, cost center, or fund that will separate Incentive Fund revenues and expenditures from all other CITY activities, including other solid waste, recycling, and yard waste activities. 5. Incentive Fund Project activities, revenues, and expenditures are subject to audit by the COUNTY to ensure compliance with the purpose of the grant. Any Incentive Fund expenditures not approved shall be returned to the County. c. All right, title and interest in all copyrightable material which the CITY may conceive or originate either individually or jointly with others, and which arises out of the performance of this Agreement, are the property of the COUNTY. The CITY shall assign to the COUNTY all right, title, interest and copyrights of the copyrightable material. The CITY also agrees, upon request of the COUNTY, to execute all papers and perform all other acts necessary to assist the COUNTY to obtain and register copyrights on those materials. Where applicable, works for authorship created by the CITY for the COUNTY in performance of this Agreement shall be considered "works made for hire" as defined in the U.S. Copyright Act. d. The CITY hereby warrants that, when legally required, the CITY shall obtain the written consent of both the owner and licensor to reproduce, publish, and /or use any material supplied to the COUNTY including but not limited to software, hardware, 2 documentation, and /or any other item. The CITY further warrants that any material or item delivered by the CITY will not violate the United States Copyright Law or any property right of another and agrees that the CITY shall defend, indemnify, and hold harmless the COUNTY, its officials, officers, agents, volunteers, and employees, at the CITY's own expense against any alleged infringement of any copyright or property right. 3. PAYMENT FOR SERVICES The COUNTY shall pay Incentive Funds to the CITY in an amount not -to- exceed twelve thousand dollars ($12,000). The first Incentive Fund payment of nine thousand dollars ($9,000) shall be disbursed upon execution of the Agreement. The final Incentive Fund payment of three thousand dollars ($3,000) shall be disbursed upon approval of the final Project report. 4. INDEPENDENT CONTRACTOR CITY shall select the means, method, and manner of performing the services. Nothing is intended or should be construed as creating or establishing the relationship of co- partners between the parties or as constituting CITY as the agent, representative, or employee of the COUNTY for any purpose. CITY is and shall remain an independent contractor for all services performed under this Agreement. CITY shall secure at its own expense all personnel required in performing services under this Agreement. Any personnel of CITY or other persons while engaged in the performance of any work or services required by CITY will have no contractual relationship with the COUNTY and will not be considered employees of the COUNTY. The COUNTY shall not be responsible for any claims that arise out of employment or alleged employment under the Minnesota Economic Security Law or the Workers' Compensation Act of the State of Minnesota on behalf of any personnel, including, without limitation, claims of discrimination against CITY, its officers, agents, contractors, or employees. CITY shall defend, indemnify, and hold harmless the COUNTY, its officials, officers, agents, volunteers, and employees from all such claims irrespective of any determination of any pertinent tribunal, agency, board, commission, or court. Such personnel or other persons shall neither require nor be entitled to any compensation, rights, or benefits of any kind from the COUNTY, including, without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers' Compensation, Re- employment Compensation, disability, severance pay, and retirement benefits. 5. INDEMNIFICATION AND INSURANCE A. CITY agrees to defend, indemnify, and hold harmless the COUNTY, its officials, officers, agents, volunteers and employees from any liability, claims, causes of action, judgments, damages, losses costs, or expenses; including reasonable attorney's fees, resulting directly or indirectly from any act or omission of CITY, a subcontractor, anyone directly or indirectly employed by them, and/or anyone for whose acts and /or omissions they may be liable in the performance of the 3 services required by this Agreement, and against all loss by reason of the failure of CITY to perform any obligation under this Agreement. B. In order to protect CITY and those listed above under the indemnification provision, CITY agrees at all times during the term of this Agreement, and beyond such term when so required, to have and keep in force the following insurance coverages: 1. Commercial General Liability on an occurrence basis with contractual liability coverage: Agreement. Limits General Aggregate $2,000,000 Products — Completed Operations Aggregate 2,000,000 Personal and Advertising Injury 1,500,000 Each Occurrence— Combined Bodily Injury and Property Damage 1,500,000 2. Workers' Compensation and Employer's Liability: Employer's Liability. Bodily injury by: Accident—Each Accident 500,000 Disease — Policy Limit 500,000 Disease —Each Employee 500,000 C. An umbrella or excess policy over primary liability insurance coverages is an acceptable method to provide the required insurance limits. The above establishes minimum insurance requirements. It is the sole responsibility of CITY to determine the need for and to procure additional insurance which may be needed in connection with this Agreement. Upon written request, CITY shall promptly submit copies of insurance policies to the COUNTY. D. Duty to Notify. CITY shall promptly notify the COUNTY of any claim, action, cause of action or litigation brought against CITY, its employees, officers, agents or subcontractors, which arises out of the services contained in this Agreement. CITY shall also notify the COUNTY whenever CITY has a reasonable basis for believing that CITY and/or its employees, officers, agents or subcontractors, and /or the COUNTY, might become the subject of a claim, action, cause of action, criminal arrest, criminal charge or litigation arising out of and /or related to the services contained in this Agreement. Failure to provide the notices required by this section is a material violation of the terms and conditions of this 4 6. DATA PRACTICES CITY, its officers, agents, owners, partners, employees, volunteers and subcontractors shall abide by the provisions of the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13 (MGDPA), the Health Insurance Portability and Accountability Act and implementing regulations, if applicable, and all other applicable state and federal laws, rules, regulations and orders relating to data privacy or confidentiality. If CITY creates, collects, receives, stores, uses, maintains or disseminates data because it performs functions of the COUNTY. pursuant to this Agreement, then CITY must comply with the requirements of the MGDPA as if it were a government entity, and may be held liable under the MGDPA for noncompliance. CITY agrees to defend, indemnify and hold harmless the COUNTY, its officials, officers, agents, employees, and volunteers from any claims resulting from CITY's officers', agents', owners', partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and /or use of such protected data, or other noncompliance with the requirements of this section. CITY agrees to promptly notify the COUNTY if it becomes aware of any potential claims, or facts giving rise to such claims, under the MGDPA. The terms of this section shall survive the cancellation or termination of this Agreement. 7. RECORDS — AVAILABILITY /ACCESS Subject to the requirements of Minnesota Statutes Section 16C.05, Subd. 5, CITY agrees that the COUNTY, the State Auditor, the Legislative Auditor or any of their authorized representatives, at any time during normal business hours, and as often as they may reasonably deem necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., which are pertinent to the accounting practices and procedures of CITY and involve transactions relating to this Agreement. CITY shall maintain these materials and allow access during the period of this Agreement and for six (6) years after its termination or cancellation. 8. SUCCESSORS, SUBCONTRACTING AND ASSIGNMENTS A. CITY binds itself, its partners, successors, assigns and legal representatives to the COUNTY for all covenants, agreements and obligations contained in the contract documents. B. CITY shall not assign, transfer or pledge this Agreement and /or the services to be performed, whether in whole or in part, nor assign any monies due or to become due to it without the prior written consent of the COUNTY. A consent to assign shall be subject to such conditions and provisions as the COUNTY may deem necessary, accomplished by execution of a form prepared by the COUNTY and signed by CITY, the assignee and the COUNTY. Permission to assign, however, shall under no circumstances relieve CITY of its - liabilities and - obligations under the Agreement. C. CITY shall not subcontract this Agreement and /or the services to be performed, whether in whole or in part, without the prior written consent of the COUNTY. Permission to subcontract, however, shall under no circumstances relieve CITY of its liabilities and obligations under the Agreement. Further, CITY shall be fully responsible for the acts, omissions, and failure of its subcontractors in the performance of the specified contractual services, and of person(s) directly or indirectly employed by subcontractors. Contracts between CITY and each subcontractor shall require that the subcontractor's services be performed in accordance with the terms and conditions specified. CITY shall make contracts between CITY and subcontractors available upon request. 9. MERGER AND MODIFICATION A. It is understood and agreed that the entire Agreement between the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter. All items that are referenced or that are attached are incorporated and made a part of this Agreement. If there is any conflict between the terms of this Agreement and referenced or attached items, the terms of this Agreement shall prevail. B. Any alterations, variations, modifications, or waivers of provisions of this Agreement shall only be valid when they have been reduced to writing as an amendment to this Agreement signed by the parties. 10. DEFAULT AND CANCELLATION A. If CITY fails to perform any of the provisions of this Agreement or so fails to administer the work as to endanger the performance of the Agreement, it shall be in default. Unless CITY's default is excused by the COUNTY, the COUNTY may upon written notice immediately cancel this Agreement in its entirety. Additionally, failure to comply with the terms of this Agreement shall be just cause for the COUNTY to delay payment until CITY's compliance. In the event of a decision to withhold payment, the COUNTY shall furnish prior written notice to CITY. B. Upon cancellation or termination of this Agreement, the CITY shall itemize any and all Incentive Fund expenditures up to the date of cancellation or termination and return any Incentive Funds not yet expended. C. Notwithstanding any provision of this Agreement to the contrary, CITY shall remain liable to the COUNTY for damages sustained by the COUNTY by virtue of any breach of this Agreement by CITY. Upon notice to CITY of the claimed breach and the amount of the claimed damage, the COUNTY may withhold any payments to CITY for the purpose of set -off until such time as the exact amount of damages due the COUNTY from CITY is determined. Following notice from • the COUNTY of the claimed breach and damage, CITY and the COUNTY shall attempt to resolve the dispute in good faith. D. The above remedies shall be in addition to any other right or remedy available to the COUNTY under this Agreement, law, statute, rule, and /or equity. E. The COUNTY's failure to insist upon strict performance of any provision or to exercise any right under this Agreement shall not be deemed a relinquishment or waiver of the same, unless consented to in writing. Such consent shall not constitute a general waiver or relinquishment throughout the entire term of the Agreement. F. This Agreement may be canceled with or without cause by either party upon thirty (30) day written notice. G. Provisions that by their nature are intended to survive the term, cancellation or termination of this Agreement include but are not limited to: INDEPENDENT CITY; INDEMNIFICATION AND INSURANCE; DATA PRACTICES; RECORDS- AVAILABILITY /ACCESS; DEFAULT AND CANCELLATION; PROMOTIONAL LITERATURE; and MINNESOTA LAW GOVERNS. 11. CONTRACT ADMINISTRATION In order to coordinate the services of the CITY with the activities of the Hennepin County Department of Environmental Services so as to accomplish the purposes of this Agreement, Dave McNary, Solid Waste Division Manager, or his or her successor, shall manage this Agreement on behalf of the COUNTY and serve as liaison between the COUNTY and the CITY. Penny Cleve, Solid Waste Coordinator, who can be contacted at 952 -548 -6351 or pcleve @hopkins.mn.com, shall manage the contract on behalf of the CITY. CITY may replace such person but shall immediately give written notice to the COUNTY of the name, phone number and email address (if available) of such substitute person and of any other subsequent substitute person. 12. COMPLIANCE A. CITY shall comply with all applicable federal, state and local statutes, regulations, rules and ordinances currently in force or later enacted. B. If the source or partial source of funds for payment of services under this Agreement is federal, state or other grant monies, CITY shall comply with all applicable conditions of the specific referenced - or attached grant 7 13. PAPER RECYCLING The COUNTY encourages CITY to develop and implement an office paper and newsprint recycling program. 14. NOTICES Any notice or demand which must be given or made by a party under this Agreement or any statute or ordinance shall be in writing, and shall be sent registered or certified mail. Notices to the COUNTY shall be sent to the County Administrator with a copy to the originating Department at the address given in the opening paragraph of the Agreement. Notice to CITY shall be sent to the address stated in the opening paragraph of the Agreement or to the address stated in CITY's Form W -9 provided to the COUNTY. 15. PROMOTIONAL LITERATURE CITY agrees that the terms "Hennepin County" or any derivative shall not be utilized in any promotional literature, advertisements of any type or form or client lists without the express prior written consent of the COUNTY. 16. MINNESOTA LAWS GOVERN The Laws of the State of Minnesota shall govern all questions and interpretations concerning the validity and construction of this Agreement and the legal relations between the parties and their performance. The appropriate venue and jurisdiction for any litigation will be those courts located within the County of Hennepin, State of Minnesota. Litigation, however, in the federal courts involving the parties will be in the appropriate federal court within the State of Minnesota. If any provision of this Agreement is held invalid, illegal or unenforceable, the remaining provisions will not be affected. 8 Reviewed by the County Attorney's COUNTY OF HENNEPIN Office STATE OF MINNESOTA Date: COUNTY BOARD AUTHORIZATION By: Assistant County Attorney Chair of Its County Board ATTEST: Date: Recommended for Approval Date: By: Director, Department of Environmental Services Date: By: Richard P. Johnson, County Administrator Date: By: Assistant County Administrator, Public Works CITY OF HOPKINS CITY warrants that the person who executed this Agreement is authorized to do so on behalf of CITY as required by applicable articles, bylaws, resolutions or ordinances.* Signature: Name: (Printed Name) Title: Date: *CITY shall submit applicable documentation (articles, bylaws, resolutions or ordinances) that confirms the signatory's delegation of authority. This documentation shall be submitted at the time CITY returns the Agreement to the COUNTY 9 Deputy /Clerk of County Board (Printed Title) L 10 Mail Signed Copv to: Applicant Information: Public Entity: City of Hopkins Contact Person: Penny Cleve Address: 1010 S 1st Street City, State, Zip: Hopkins, MN Phone: 952- 548 -6351 Name (Typed or Printed) Signature: ef. 2009 Public Entity Waste Abatement Incentive Fund Program Application Form Application Due — 5:00 PM, Friday, April 3, 2009 (Grant applications must be submitted on this form — All sections must be completed) E -mail Copv to: john.jaimez @co.hennepin.mn.us John Jaimez Hennepin County Dept. of Environmental Services 417 N. 5 St., Suite 200 Minneapolis, MN 55401 -1309 (612) 348 -5893 Title: Solid Waste Coordinator E- Mail:pcleve @hopkins mn.com Project Title: Hopkins Municipal Project: Revitilizing and Role Modeling Organics and Recycling for a More Sustainable Community. Grant Request:_$16469.38 Matching Funds:_none_ Total Project Cost:_$16469.38 Authorizing Signature: The signature of a person who has the authority to enter into a contract with Hennepin County on behalf of the public entity (e.g., City Manager, Superintendent, etc.) Zak Ge +Sch Title: City Manager 2009 Waste Abatement Grant Application Hopkins Municipal Project: Revitalizing and Role Modeling Organics and Recycling for a More Sustainable Community. Project Description Hopkins is a unique community with its historic Main Street, diverse businesses from individual shop owners to large corporations, innovative school district and diverse population. Its 2009 comprehensive plan is designed to incorporate and cultivate these unique features as well as address ways to create a more sustainable community. These plans include creating more biker /walker friendly ways to reach retail areas, the long term plan to construct an LRT system and a commitment to solid waste reduction. As testament to this commitment, the city assisted The Depot Coffee House, a student run organization for which the city serves as fiscal agent, to pilot Source Separated Organics at their site. This program proved to be an invaluable lesson to the students who helped organize and implement the project, as well as a successful method for reducing waste. The Depot Coffee House reduced their trash carts from 9 to 5 during the pilot and recycled approximately 5 tons of organics. The success at the Depot Coffee House inspired the city to explore additional applications of this program. It became apparent that in order to present this to the greater community, the city would wish to role model these practices first. It would seem that the types of waste generated in the city buildings could be collected as organic, and further, this would be an excellent opportunity to revisit traditional recycling methods and launch new efforts to increase these practices as well. The project scope would encompass the implementation of SSO in the following buildings: City Hall/Police Station, The Hopkins Center for the Arts, Public Works and the Fire Station, The Pavilion and The Activity Center. Collection of SSO in City Hall, the Police and Fire Stations would take place in the break/lunch rooms and the restrooms. In addition, the buildings which are accessed by the public, which include the Pavilion, the Hopkins Center for the Arts and the Activity Center would collect in break rooms as well as public areas which utilize concessions, events and catered meals. These buildings would help launch community awareness campaigns to increase recycling efforts with more visible recycling bins and signage promoting the importance of reducing waste. In addition, it would set precedence to caterers, organizations and parties using these facilities to bring in items that would be compatible with the organics program. This project would provide the following benefits to the Hopkins community: Allow the city to role model good recycling practices, prepare the community for future opportunities for residential SSO programs, further reduce waste at municipal buildings, offer the public an opportunity to participate in good recycling practices at public buildings and offer the city an opportunity to promote more sustainable practices. With the implementation of a SSO program in addition to more diligent recycling practices, the city buildings could become the model for low waste business practices demonstrating to community businesses the feasibility of this goal. This may lead to eventual city 2 incentive programs or generate future policy toward creating a more sustainable community. The pilot will be completed in one fiscal year, July 1, 2009 to June 30, 2010. The overall goal of the pilot is to reduce waste in all of the proposed municipal buildings combined by organic and traditional recycling methods by 50 %. The key individuals involved in project implementation are Penny Cleve, Solid Waste Coordinator, Steven J Stadler, Public Works Director, and Louise Miller, Environmental Consultant. Innovations and Early Adoption SSO is becoming widespread throughout the Metro community. The majority of projects have been piloted in school districts, including Hopkins Public Schools. Neighboring communities, such as the city of Minnetonka have offered this on a voluntary basis. This project is unique in that it will build from the infra- structure outward to the community, so that residents may feel that the ground has been tested and the city employees have themselves practiced this program and understand it intimately. Being that the Hopkins school district practices SSO and is looking at creating new school initiatives to reduce waste and energy consumption, residents will experience this program on many levels, reinforcing support and success. In addition, the Depot Coffee House has opened the arena to the business community by modeling the program in a retail setting. In order to increase public awareness on revitalizing recycling, the city will partner with RAM to implement the Message in a Bottle program at the Pavilion and Hopkins Center for the Arts. Project Tasks, Work Plan and Timeline The pilot project would be initiated summer of 2009. The project would be implemented in several stages: May 2009, Create baseline for solid waste in all participating buildings. Hand out paper use and co- mingle recycling participation surveys to employees. Measure recycling carts when full at each building to establish baseline for co- mingled recycling. June 1 2009, Meet with and train City Staff on SSO in the Lunchrooms. Train Supervisors from Cleaning Service on removal of SSO from bathrooms and break rooms. Create friendly competitions between buildings for best can, bottle and co- mingled recycling. Examine paper usage in city buildings. Implement two -sided or paperless use when possible. Create Green Teams of staff representatives from each building to act as contact people to the consultant to report issues, problems, etc. June 30, 2009, Purchase Bins, Carts and Bio -Bags for project. Place in areas and label with appropriate signage. Recruit Hopkins High School volunteers to assist with launching program at the Pavilion and during community events. July 2009, Train Staff at the Pavilion, Center for the Arts for public events SSO collection. Create promotional materials and displays for public areas. Create 3 policies /guidelines for venders and caterers to provide organic friendly products for city buildings. Begin planning a community event or piggy back on upcoming events to have information available on Organics and "Rethink Recycling" and show case city efforts. Create interdepartmental communications for staff to share tips and track success. July 2009, Create a booth for Raspberry Days (end of July) highlighting SSO and Recycling in Hopkins. Booth will be shared with city staff, Hopkins.volunteers, and Depot Coffee House representatives. September 2009, Showcase city Recycling Efforts during city wide "Hopkins in Motion" event. Raffle drawing for two backyard compost bins. December 2009, Mid -term report on project. Tracking reports from Randy's Sanitation, city recycling. Report project problems and successes. Meet with Green Team to discuss alterations needed to project. March 2010 Collaborate with the City of Minnetonka to organize Eco -Fair. Offer workshops on Organics; make a booth with information on recycling for Hopkins residents. May 2009. Finish collecting final tracking data. Create survey for residents on Organics awareness. Solicit interest in residential Organic program for future reference. June 2009. Final Reports Due to Hennepin County Environmental Benefits The majority of waste generated at the municipal facilities in Hopkins can be recycled. This grant will give the city an opportunity to measure and track traditional recycling and build a baseline for its newly implemented green practices. As prior baselines don't exist, the project will establish baselines for paperless and double -sided paper use in city offices, recycling participation and by creating baselines for solid waste, be able to demonstrate reductions in trash diverted to organics. The Depot Coffee House was able to divert, approximately 5 tons of organics. If the ultimate goal for the city is to cut waste in half, the goal of this project is to divert 30% of trash to organic and increase awareness and or actual recycling of co- mingled items by 20 %. Paper usage will be reduced by 3 reams of paper per department per year. The project will create a baseline of paper use compliance for future tracking, thus assisting the city to create policies for employee participation. Measuring and Evaluating Results In order to measure results for this project, baselines will be created. The city collects solid waste for its buildings. During the project, volume estimations at each building will be conducted once per month to determine refuse amounts. These amounts will be converted to weights and compared against the organic loads collected. Randy's 4 Sanitation will track organic loads collected each week. The city will weigh recycle carts at each building to determine a baseline. Then recycle carts will be weighed monthly throughout the project. To determine participation in paper reducing efforts and to receive feedback on the organic portion of the project, surveys will be collected from staff. Sharing the Project Throughout the project, there will be several opportunities to share aspects of the project with the Hopkins community. In addition to the events listed in the timeline, which include public events, the city will create communications through city newsletters and website updates. Sustaining the Project In the comprehensive plan for the city, Hopkins has made a commitment to providing affordable recycling and waste reduction initiatives for its residents. This project will allow the city to explore how organics may be implemented to the greater community. After the initial costs are incurred for implementation for the project, the costs for sustaining this program would be in purchasing of bio- degradable bags and hauling fees. Randy's Sanitation currently hauls for The Depot Coffee House, as well as some residents in Minnetonka. It would seem an advantage for their company to pass by the city buildings and fill a truck. The city would save on tipping fees from garbage diverted out of normal refuse. The city would continue to purchase bags cooperatively with the Depot, and in the future, other Hopkins businesses who wish to participate. 5 i Task/Item Cost Containers /Collection 3Brute 32 gallon red containers@ $35.83 3 Brute 32 gallon green containers @ $35.83 6 bin Dollies @ $42.45 6 Rubbermaid Recycling Carts @ $195.55 ($214.98) ($254.70) ($1173.18) $1642.86 Bio -Tuf Bio Degradable Bags 9 bags per day 200 Bags per Case, Approx. 17 cases per year @ $101.56 (state contract price) $1726.52 Randy's Sanitation Hauling of Organic Materials 10- 90 gallon carts or 3- 2 yard dumpster equivalent @ $30 per 90 gallon cart or $300 per month $3,600.00 RAM Bottle Bins 10 bins @ $90 R AM Member discounted price (Note the city may be eligible to receive additional bins free of charge) $900.00 Educational Materials, Brochures, Promotional expenses for Events (Raspberry Fest, Hopkins in Motion and Eco -Fair) $3000.00 Program Consultant Salary and Deductions for 180 hours @ $20 per hour $3600.00 Office, Administrative Support, 50 hours @ $20 per hour $1000.00 Postage, Mailings to Residents $1000.00 Total Amount Requested $16,469.38 Proposed Budget 6 ' 'I ' ,,,. ; �° ,_;fir ���� ,�, �'' �.'�- a''`�'y •�'`; Cost •x �'° t :`y;ol t y.. iVp R 1 ''''4= ''.`'-k "k?� ' L �.�:q, - ;�,. �i, .r." `t` ,;,y. ; ?S"s.., x ;z o o ,., A , + , - �"Y ".: '�,��,�a � v� ;'mow l�;�.:�,Y4, � >\t? ,.!3',x'.,+,.7• ",�` "�w',��;�r st „, 'ti'n ;;y �__ �n� .x,�,.3` °,. _ „�?•,K"�,:r '` � . 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