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HomeMy WebLinkAboutAGENDA REPORT 1994 0921 CC REG ITEM 08PTO: FROM: DATE: SUBJECT: SUMMARY A G E N D A R E P O R T The Honorable City Council Jill Rubin Myers, Solid Waste Coordinator ITEM . ;.nCH f,CiiO �OGL September 14, 1994 (CC Meeting of 09/21/94) By Consider Approval for Moorpark's Participation in an East County Hazardous Waste Discretionary Grant Application The City Council is being asked to approve the City's participation in an East County Hazardous Waste Grant application. To meet the requirements of the grant, Council is also being asked to adopt a resolution for the submittal of the application to the California Integrated Waste Management Board (Board) and approve the Memorandum of Understanding (MOU) for program administration. BACKGROUND Funds have been established by Assembly Bill 1220 (Eastin) and are available from the California Integrated Waste Management Board (Board) for grants to local governments to establish and implement waste diversion and separation programs to prevent disposal of hazardous waste, including household hazardous waste (HHW) , in solid waste landfills. The grant implementation period is January 1, 1995 through July 30, 1996. Funding in the amount of $3 million is available - $120,000 per applicant. The Board will be giving funding priority to new programs for rural areas, undeserved areas, and small cities (population less than 50,000); expansion of existing programs or extended public education services; and regional household hazardous waste programs. Staff from the cities of Moorpark, Simi Valley, Thousand Oaks, and the County of Ventura have met and are proposing to submit a joint application. Staff proposes to expand the education program established by the cities of Simi Valley, Thousand Oaks, and the County from a previous (1992) HHW grant and purchase new HHW information Kiosks for each entity. Funding in the amount of approximately $70,000 will be requested to purchase the computer equipment, hardware, software, contractor services for computer applications, casing /kiosk, and accessories for four HHW kiosks. The existing HHW Kiosk is an interactive display that allows users to touch a computer screen to receive verbal and visual information on proper HHW waste disposal practices. The interactive software was originally developed for the Minnesota Pollution Control Agency and was modified for the County of Ventura. Honorable City Council HHW Grant Page 2 Users hear recorded audio, view graphics and digitized slide images, and test their knowledge by an interactive quiz. The information contained in the computer program is geared for children at the seventh grade level and persons with higher education levels will maintain interest. The Kiosk has been rotating among the east county entities and was in Moorpark for the City Hall Open House at the Arroyo Vista Community Center in June 1994. Program Description It is proposed that the new kiosks will have updated software and imaging systems. New information will include jurisdiction specific information for the proper disposal and recycling of HHW, safe alternatives, storm drain management, and information on used oil recycling. The proposed program will also provide information in Spanish. Software will also be developed to monitor usage of the system and will allow for flexibility for program expansion. The enclosure or casing for the computer equipment will be different from the current kiosk. Staff proposes to have a lightweight secure enclosure made with racks for displaying promotional material. Additionally, it is proposed that headphone outlets be installed so that the kiosks may be placed in City Halls, libraries, or schools. Program Administration Because the grant process gives priority to small cities, staff proposes that the City of Moorpark submit the application and administer the grant program on behalf of the participating East County jurisdictions. There are no fund matching requirements, so only the grant funding will be used to support the program. The grant application must contain an approved resolution from each jurisdiction's governing body authorizing submittal of the application and identify the individual authorized to executive any agreements, contracts, and requests for payments. The Council is being asked to approve the attached resolution. Additionally for regional programs, a Memorandum of Understanding (MOU) specifically for the grant proposal is required from each participating jurisdiction to authorize the applicant (Moorpark) to act on behalf of the jurisdictions both as an applicant and grant administrator. Attached you will find the MOU for the grant program administration and funding. The Council is being asked to approve the MOU subject to final language approval by the City Attorney and City Manager. Comments from the participating jurisdictions are still pending. Honorable City Council HHW Grant Page 3 The program costs will be divided four ways among the jurisdictions (approximately $17,500 each). The MOU states that each jurisdiction will be responsible for providing initial funding to cover its share of the costs and submit payment requests to Moorpark. Moorpark will invoice the Board for reimbursement on behalf of the entities and will be responsible for disbursing grant funds. The Board will provide funding up front if it is determined that an applicant's budget may not have funding to cover it's share of the costs. The MOU will only be effective if grant funds are awarded. The Board will ,accept applications for the grant program until 4: 00 p.m. on September 30, 1994. This item will be presented to the Public Works, Facilities, and Solid Waste Committee (Councilmembers Montgomery and Wozniak) . Staff will report the Committee's recommendation verbally at the September 21 City Council meeting. RECOMMENDATION Staff recommends that the City Council: 1. Adopt Resolution 94- approving the submittal of the HHW grant application to the Integrated Waste Management Board. 2. Approve the Memorandum of Understanding between the cities of Moorpark, Simi Valley, Thousand Oaks, and the County of Ventura, subject to final language approval of the City Attorney and City Manager for the HHW grant program, and authorize the Mayor to sign on behalf of the City. 3. Authorize the City Manager to execute the agreement and requests for payment. Attachments: Resolution 94- MOU DRAFT MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF MOORPARK AND THE CITIES OF SIMI VALLEY, THOUSAND OARS, AND THE COUNTY OF VENTURA FOR SUBMITTAL AND ADMINISTRATION OF A JOINT DISCRETIONARY HOUSEHOLD HAZARDOUS WASTE GRANT EFFECTIVE JANUARY 1, 1995 THROUGH JUNE 30, 1996 This MEMORANDUM OF UNDERSTANDING is made this day of September, 1994 and is entered into by and between the City of Moorpark and the Cities of Simi Valley, Thousand Oaks, and County of Ventura (referred collectively herein as "PARTIES "). RECITALS WHEREAS, the PARTIES recognize that it is in the public interest to enact and implement an integrated waste management plan to address the state's diminishing landfill space and the potential adverse environmental impacts from landfilling; and WHEREAS, funds.have been established by Assembly Bill 1220 (Eastin) and are available from the Integrated Waste Management Account, as appropriated by the Legislature, for the making of grants available to local governments to establish and implement waste diversion and separation programs to prevent disposal of hazardous waste, including household hazardous waste, in solid waste landfills; and WHEREAS, the City of Moorpark will submit said application on behalf of the PARTIES for a joint program to promote the safe and economical disposal and recycling of hazardous wastes, as well as education to prevent the disposal of hazardous materials into storm drainage systems; and WHEREAS, procedures established by the California Integrated Waste Management Board ( "BOARD" herein) require the applicant to certify by resolution and memorandum of understanding the approval of application before submission of said application to the state; NOW, THEREFORE, the PARTIES agree as follows, and enter into this MEMORANDUM OF UNDERSTANDING ("MOU" herein) for the purpose of submitting and administering the Household Hazardous Waste Grant: ARTICLE 1. The PARTIES authorize the City Manager of the City of Moorpark to submit of a joint application on all PARTIES behalf for a Household Hazardous Waste Discretionary Grant. ARTICLE 2. In the event that the BOARD authorizes grant funding pursuant to the application, the City of Moorpark shall administer the grant through its duration, January 1, 1995 - June 30, 1996. The PARTIES agree that the City Manager of the City of Moorpark or his designee shall act as the PARTIES' agent to conduct all negotiations, execute and submit all documents including, but not limited to applications, agreements, amendments, payment requests, which may be necessary for execution of the grant. DRAFT ARTICLE 3. Each PARTY shall be only responsible for its own obligations incurred with prior authorization by the PARTY'S representative. Vendors providing goods, materials, or services pursuant to this MOU shall provide a master statement showing the total expense incurred and each PARTY'S portion thereof. Vendors shall invoice each PARTY for only its portion of expenses incurred. Payment for invoiced expenses shall be made according to each PARTY "S standard payment procedures. ARTICLE 4. PARTIES shall submit payment reimbursement requests to the City of Moorpark for submittal to the BOARD. The City of Moorpark shall submit an invoice to the BOARD on behalf of the PARTIES on a quarterly basis and distribute grant funds received to each PARTY accordingly. ARTICLE 5. Each PARTY shall be responsible for fulfilling the grant obligations and shall be responsible for its individual share of any BOARD determined disallowed costs associated with the project. ARTICLE 6. The City Managers of the cities of Moorpark, Simi Valley, Thousand Oaks and the Director of the County Solid Waste Management Department are authorized to revise the project and authorize the City of Moorpark to accept BOARD funding other than the amount requested in the initial application, or may terminate their PARTY'S participation in the MOU /project without regard to or the effect on any other PARTY'S participation in the MOU /project. In the event that the BOARD does not authorize grant funding for the joint application pursuant to this MOU, this MOU shall terminate upon publication of the minutes of the BOARD meeting at which funding was authorized for grant applications. ARTICLE 6. Each PARTY shall retain ownership of any or all equipment purchased with grant funds for that individual PARTY. It shall be the responsibility of each PARTY to maintain their equipment in working order and cover the costs of any replacement parts or other parts associated with the maintenance of the equipment. PARTIES shall keep records on such equipment for five (5) years following termination of the project. IN WITNESS WHEREOF, the PARTIES hereto have first executed this MEMORANDUM OF UNDERSTANDING by authorized officials thereof on the date indicated below: Date CITY OF MOORPARK By Paul W. Lawrason Jr., Mayor DRAFT Date CITY OF SIMI VALLEY By Gregory Stratton, Mayor Date CITY OF THOUSAND OAKS By Alex Fiore, Mayor Date COUNTY OF VENTURA By Vicky Howard, Chair ATTEST: Moorpark City Clerk DRAFT 3