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HomeMy WebLinkAbout5D - Spring Clean Up Day Grant Agreement with Scott County o~ PR104> co~ 4646 Dakota Street S.E. U ~ Prior Lake, MN 55372-1714 I't1 I\rlNNESO~~ CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: APRIL 5, 2010 5D STEVE ALBRECHT, DIRECTOR OF PUBLIC WORKS AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING A RECYCLING GRANT AGREEMENT WITH SCOTT COUNTY FOR THE ANNUAL SPRING CLEAN-UP DAY DISCUSSION: Introduction The purpose of this agenda item is to seek authorization for the Mayor and City Manager to enter into a Recycling Program Agreement with Scott County in order to receive grant funds for the Annual Clean-Up Day (April 17, 2010). Historv For more than 20 years, the City of Prior Lake has organized and sponsored a clean-up / recycling event. This year's Clean-Up Day is planned for Saturday, April 17, 2010, at Twin Oaks Middle School from 8 a.m. to noon. This program allows residents of Prior Lake, Spring Lake Township and Credit River Township to recycle or dispose of many household recyclable materials including: batteries, electronics, appliances, tires, scrap metal, brush and yard waste. The Rotary and Lions clubs sponsor Bridging at the same time and location, collecting usable household items to be given to those in need. River of Joy is again sponsoring its Bikes for Tikes program and will accept donations of bicycles that can be refurbished and given to families in need. In February, a grant request was submitted to the Scott County Environmental Health Department requesting funding assistance for this year's clean-up / recycling event. This grant was pursued for the purpose of having a mechanism for funding for the event. On March 15, 2010, the City Council approved a resolution accepting quotes and authorizing staff to contract with haulers / vendors (Certified Appliance Recycling, First State Tire Recycling and Waste Management) to provide services for the clean-up event. Current Circumstances The program is primarily supported by funding through user fees and a grant from Scott County. This year, the County has set aside a grant of up to $5,075.48 for the City of Prior Lake to host a recycling / clean-up day. Credit River Township and Spring Lake Township have requested to be part of Clean-Up Day again this year. The township's portion of the grant will be an additional $1,931.89 for a total of $7,007.37 transferred to the City. The eligible grant amount is about $400 more than in 2009. The grant agreement is in a format previously approved by the City Attorney. RICouncil12010 Agenda Reports\04 05 10lclean up grant aQendil,.doc. 1 k WWW.ClLyorpnorae.com Phone 952.447.9800 / Fax 952.447.4245 ISSUES: FINANCIAL IMPACT: ALTERNATIVES: Conclusion The Annual Clean-Up Day provides residents with a valuable service. The goal of the event is to have residents bring their unwanted household materials to be disposed of properly. This is beneficial to the environment and helps maintain the clean, litter-free landscape of Prior Lake and surrounding area. Approximately 520 vehicles attended last year's event. The City has been informed that grant funds may not be available from the County for the 2010 Clean-Up Day pending budget cuts from the Minnesota Pollution Control Agency. The City will not know until after April 1 ih whether these funds are available. In order to remain eligible for the funding it is necessary to approve the grant agreement at this time. Based on the discussion at the March 15th City Council meeting Staff has contacted a vendor regarding its program of accepting appliances at no charge. They have indicated their representative will contact us to discuss future events and this possibility will be explored for the 2011 clean-up day event. As of this the preparation of this report there has been no response from them despite numerous emails. In addition to the no charge appliance recycling, staff will also explore alternative electronics recycling options for 2011. On March 15th the City Council approved a gate fee increase to $20 to offset the likelihood that grant funds will not be received this year, or in the future and to steer the event towards becoming self-supporting. The entire cost of the event cannot be known until weight of recycled items is calculated and vendors submit invoices. The City has budgeted $6,800 for Clean Up Day costs. Any additional costs will be funded from the Contingency Fund. Estimated: Gate fees ($20 X 520 cars) User fees (based on 2009 experience) Grant Revenue With Grant $ 10,400 $ 3,422 $ 7,007 $ 20,829 W/out Grant $ 10,400 $ 3,422 $ 0 $ 13,822 Expense (based on 2009 experience) City Cost $ 21,000 $ $17-L $ 21,000 7,178 1. Authorize the Mayor and City Manager to execute a Recycling Program Agreement with Scott County for the Annual Clean-Up Day. 2. Table this item and provide direction to Staff. 3. Deny this agenda item and provide Staff with direction. RECOMMENDED MOTION: Iternative #1 ReVi~ ";J Frank Boyles,)2'fty ~ 3 ger R\Council\2010 ~ReportS\04 05 10\c1ean up grant agenda,doc O~ PR104> ~ (" t ';P u ~ I't1 ~lNNESO~~ 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 1 Q-xxx A RESOLUTION TO APPROVE A SCOTT COUNTY RECYCLING GRANT FUNDING AGREEMENT FOR THE 2010 ANNUAL CLEAN-UP DAY Motion By: Second By: WHEREAS, The City has sponsored a Spring Clean-Up Day for more than 20 years; and WHEREAS, Scott County has provided grant funding to assist with City-sponsored recycling events; and WHEREAS, Scott County has set aside a grant of up to $5,075.48 for the City of Prior Lake to operate a recycling event in 2010; and WHEREAS, Credit River Township and Spring Lake Township have requested to be a part of the City's clean-up event; and WHEREAS, The City will receive the township's allocations of $1,931.89; and WHEREAS, The 2010 Annual Spring Clean-Up Day is scheduled for Saturday, April 17, 2010. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The Mayor and City Manager are hereby authorized to execute a Recycling Program Agreement with Scott County subject to review and approval by the City Attorney. PASSED AND ADOPTED THIS 5th DAY OF APRIL 2010. YES NO Myser Erickson Hedberg Keeney I Millar Myser Erickson Hedberg Keeney Millar Frank Boyles, City Manager R:ICouncil\2010 Agenda Reportsl04 05 101clean up grant reso,dQC!. ofp' I k WWW.ClLynOrae.com Phone 952.447.9800 / Fax 952.447.4245 COUNTY OF SCOTT RECYCLING PROGRAM AGREEMENT THIS AGREEMENT, by and between the County of Scott, Minnesota,. hereinafter referred to as "County," and the City ot"Prior Lake, Minnesota, hereinafter referred to as "City", by and through its City Council. WHERAS, the purpose of this agreement is to establish a mechanism for distribution of funds obtained from the Minnesota Pollution Control Agency for a clean-up day to be held by the City in accordance with funding requirements for implementation and/or enhancement of recycling programs in Cities and Townships within Scott County consistent with the County Solid Waste Master Plan. WHEREAS, Minn. Stat. Sect. 473.8441, establishes the Local Recycling Development, Program providing grants to counties to be distributed by the Minnesota Pollution Control Agency; and WHEREAS, Minn. Stat. Sect. 115A.557~ establishes the County Waste Reduction and Recycling Funding program and the framework for funds to be distributed by the Minnesota Pollution Control Agency; and WHEREAS, Scott County has received funding from the Minnesota Pollution Control Agency identified as Local Recycling Development Grant; and . WHEREAS, These funds are to be used for the activities specified in the Minnesota Pollution Control Agency Grant Agreement and approved by the Scott County Board on March 9, 2010; and: WHEREAS, The City intends to administer a city-wide recycling day which would qualify for receiving funds, NOW THEREFORE, inconsideration of the mutual undertakings and agreement contained within this agreement, the County and the City hereby agrees as follows: 1. ComDensation and Terms of Payment A. The County shall pay to the City a percentage of the grant money available through the County for their one-day city wide clean up on April 17, 2010. The amount of funds available for each Scott County municipality and township is based upon their population and a formulation used by the County to determine shares due to municipalities under the program. This funding is to be used for the development and/or enhancement of recycling programs. B. Terms of Payment 1. The amount of grant payment available to the City under this agreement is $7,007.37. 2. The County will pay the City in one lump sum when the City has met the requirements as specified in section 3 of this Agreement. 3. In the event that another jurisdiction (City or Township) participates with the City event, the County will transfer that participating jurisdiction's allocated share in the program funding to the City with Township's share after receipt of a resolution from the participating jurisdiction indicating involvement. , If any portion of the funding is to go to the additional jurisdiction, it shall be City's responsibility to ensure such payment. 2. Condition of Payment All services provided by City pursuant to this agreement shall be performed to the satisfaction of the County, and in accordance with all applicable federal, state and local laws, ordinances, rules and regulations. Payment shall be withheld for work that is found by the County to be unsatisfactory, or performed in violation of federal, state and local laws, ordinances, rules or regulations. 3. Scone of Services A. The City will organize and facilitate a one-day clean up wherein it will collect materials from residents and further is obligated and agrees to the following: 1. All recyclables will be delivered to a licensed recycling facility. 2. Organic, materials (yard and tree waste) will be delivered to a licensed/permitted yard waste compost facility or a permitted .land application site. 3. A written report will be submitted to the County within 60 days of the event, identifying the quantities of materials recycled, the facil.ity to which they were delivered and processed at; including actual expenditures and revenues. 4. Only expenditures used for the collection of recyclable material, which results in waste reduction, are eligible for reimbursement from the County's Local Recycling Development Grant. Any solid waste Ithat was landfilled is not included in these expenditures. , 5. The City shall advertise any neighboring jurisdiction's participation and allow their resiaents to participate in the collection. In the event that a neighboring jurisdiction participates with the City's event, the City shall provide the Authorized Agent of Scott County a copy of any and all such advertisements. 4. Effective Date of Contract This agreement shall be effective upon execution by all parties to the Agreement. 5. Term of Contract This agreement shall remain in effect until December 31, 2010 or until all obligations set forth in this agreement have been satisfactorily fulfilled or unless earlier terminated as provided in section 13 of this Agreement. 6. Authorized Aaents Scott County shall appoint an authorized agent for the purpose of administration of this agreement. The City is notified of the authorized agent of Scott County as follows: Steve L. Steuber Scott County Environmental Health Department 200 Fourth Avenue West Shakopee, MN 55379-1393 (952) '925-8473 The County is notified the authorized agent for the City is as follows: Frank Boyles City Manager 4646 Dakota Street SE Prior Lake, MN55372 (952) 447-9801 7. County and State Audit Pursuant to Minn. Stat. Section 16C.05, Subd. 5, the books, records, documents, and accounting procedures arid practices of the City relative to this agreement shall be subject to examination by the County and the State Auditor. Complete and accurate records of the work performed pursuant to this agreement shall be kept by the City for a minimum of six (6) years following termination of this agreement for such auditing purposes. The retention period shall be automatically extended during the course of any administrative or judicial action involving the County of Scott regarding matters to which the records are relevant. The retention period shall be automatically extended until the administrative or judicial action is finally completed or until the authorized agent of the County notifies the City in writing that the records need no longer be kept. 8. Indemni~ All parties to this Agreement recognize each oth,er as a political subdivision of the State 'of Minnesota. Each party mutually agrees to indemnify, defend and hold harmless the other from any claims, losses, costs, 'expenses or damages resulting from the acts or omissions of the respective officers, agents, or employees relating to activities conducted by either party under this agreement. Each party's obligation to indemnify the other for all claims arising from a single occurrence under this clause shall be limited in accordance with the statutory tort liability limitation as set forth in. Minnesota Statutes Chapter 466.04. 9. Insurance Each Party shall maintain public liability coverage protecting itself, its Board, officers, agents, employees and duly authorized volunteers against any usual and customary public liability claims in amounts which shall, at a minimum, comply with Minn. Stat. 466.04 and Workers' Compensation and shall be in accordance with the Minnesota statutory requirements. , Said policies shall be kept in effect duri'ng the entire term of this Agreement. 10. Subcontracts The City shall not subcontract any portion of the work to be performed under this agreement nor assign this agreement without the prior written approval of the authorized agent of the County. The City shall ensure and' require that any subcontractor agrees to and complies with all of the terms of this agreement. Any subccmtractor of the City used to perform any portion of this agreement shall report to and bill the' City directly. The City shall be solely responsible for the breach, performance or nonperformance of any subcontractor. 11. Force Maieure The County and the City agree that the City shall not be liable for any delay or inability to perform this agreement, directly or indirectly caused by or resulting from strikes, labor troubles, accidents, fire, flood, breakdowns, war, riot, civil commotion, lack of material, delays of transportation, acts of God or other cause beyond reasonable control of the City and the County. 12. Data Practices The City, its agents, employees and any subcontractors of the City in providing all services hereunder, agree to abide, by the provisions of the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as amended, and Minn. Hules promulgated pursuant to Ch. 13. The City agrees to indemnify and hold the County, its officers, department heads and employees harmless from any claims resulting from the City's , unlawful disclosure or use of data protected under state and federal laws. . 13. Termination This Agreement shall terminate und~r the following circumstances: A. By mutual written agreement of the parties. B. By either party, with or without cause, giving not less than thirty (30) days written notice, delivered by mail or in person to the other party, specifying the date of termination. Thi$ Agreement shall automatically terminate without notice on December 31, 2010. 14. Access to Premises The City shall arrange access, as necessary, to work sites for the County for the purpose of verification of any requirements as described in this agreement. , . 15. IndeDendent Contractor It is agreed that nothing contained in this agreement is intended or should be construed as creating the relationship of a partnership, a joint venture, or an association with the' County and the City. The City is an independent contractor and neither the City, the City's employees, agents, subcontractors nor representatives shall be considered employees, agents or representatives of the County. Except as otherwise provided herein, the City shall maintain, in all respects, its present control over the means and personnel by which this agreement is performed. From any amounts due the City, there shall be no deduction for federal income tax or FICA payments nor for any state income tax, nor for any other purposes, which are associated with an employer/employee relationship unless otherwise required by law. Payment of federal income tax, FICA payments, state income tax, unemployment compensation taxes, and other payroll deductions and taxes are the sole responsibility of the City. . 16. Notices Any notices to be given under this agreement shall be given by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, addressed to the City at its address stated herein, and to the authorized agent of the County at the address stated herein. 17. , Controllina Law 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 herein parties and performance under it. The appropriate venue and jurisdiGtion for any litigation hereunder will be those courts located with the County of Scott, State of Minnesota. Litigation, however, in the federal courts involving the herein parties will be in the appropriate federal court within the State of Minnesota. If any provision of this contract is held invalid, illegal or unenforceable, the remaining provisions will not be affected. 18. Successors and Assians The County and the City, respectively, bind themselves, their partners, successors, assigns, and legal representatives to the other party to this agreement and to the partners, successors, assigns, and legal representatives of such other party with respect to all covenants of this agreement. Neither the County nor the City shall assign, . sublet, or transfer any interest in this agreement without the prior written consent of the other. ' . 19. Eaual EmDlovment and Americans with Disabilities In connection with the work under this agreement, the City agrees to comply with the applicable provisions of state and federal equal employment opportunity and nondiscrimination statutes and regulations. In addition, upon entering into this agreement, the City certifies that it has been made fully aware of Scott County's Equal Employment Opportunity and Americans with Disabilities Act Policy, attached hereto and incorporated herein as Exhibit A through both oral and written communications, that it supports this policy and that it will conduct its own employment practices in accordance therewith. Failure on the part of the City to conduct its own employment' . practices in accordance with County Policy may result in the withholding of all or part of , regular payments by the County due under this agreement unless or until the City complies with the County policy, and/or suspension or termination of this agreement. 20. Chanaes The parties agree that no change or modification to thisagreernent, or any attachments ,hereto, shall have any force or effect unless the change is reduCed to writing, dated, and made part of this agreement. The execution of the change: shall, be authorized and signed in the same manner as for this agreement. . 21. Severabilitv In the event any provision of this agreement shall be held invali~ and unenforceab1e, the , remaining provisions shall be valid and binding upon the parties unless such invalidity or non-enforceability would cause the agreement to fail its purpose. One or more waivers by either party of any provision, term, condition or covenant shall not be construed by the other party asa waiver of a subsequent breach of the same by the other party. 22. Entire Aareement It is understood and agreed that the entire agreement of the parties is contained herein and that this agreement supersedes all oral agreements and nE~gotiations between the parties relating to the subject matter hereof as well as any previous agreements ' presently in effect between the County and the City rel~ting to the subject matter hereof. IN WITNESS WHEREOF I the' parties have caused this Agreement to be duly executed intending to be bound thereby. CITY OF PRIOR LAKE COUNTY OF SCOTT By: By: Date: Michael Sobota Community Development Director Scott County Community Deve.lopment Division Date: Title: ATTEST: ATTEST: By: By: Title: Allen J. Frechette, Environmental Health Manager Scott County Community Development Division Date: Date: APPROVED AS TO FORM By: For Pat Ciliberto, Scott County Attorney Date: @Printed on recycled paper containing 100% post consumer content