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HomeMy WebLinkAbout4553RESOLUTION NO. 4 5 5 3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE ACCEPTANCE AND APPROPRIATION OF GRANT FUNDS IN THE AMOUNT OF ONE HUNDRED SIXTEEN THOUSAND AND ONE HUNDRED FIFTY FOUR DOLLARS ($116,154.00), AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN INTERLOCAL AGREEMENT BETWEEN KING COUNTY AND THE CITY OF AUBURN TO ACCEPT SAID FUNDS FOR IMPLEMENTATION OF THE 2010-2011 WASTE REDUCTION AND RECYCLING GRANT PROGRAM WHEREAS, King County and the City of Auburn have adopted the King County Solid Waste Management Plan, which includes recycling and waste reduction goals; and WHEREAS, in order to help meet these goals, the King County Solid Waste Division has.established a multi-phased waste reduction and recycling grant program for the suburban cities; and WHEREAS, this program provides funding to further the development of local waste reduction and recycling for Auburn businesses and residents; and WHEREAS, the Auburn City Council of the City of Auburn must adopt and approve all appropriations by Ordinance pursuant to Chapter 35A.33 RCW. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. Pursuant to Chapter 35A.33 RCW, the City hereby approves the expenditure and appropriation of a total amount of ONE HUNDRED SIXTEEN THOUSAND AND ONE HUNDRED FIFTY FOUR DOLLARS Resolution No. 4553 January 12, 2010 Page 1 of 2 ($116,154.00) which constitutes reimbursement of funds for implementing the 2010-2011 Waste Reduction and Recycling Grant Program. Section 2. The Mayor and City Clerk of the City of Auburn are authorized to execute an Interlocal Agreement with King County for the reimbursement of said funds. A copy of said Agreement is attached hereto and designated Exhibit "A" and is incorporated by reference herein. Section 3. The Mayor is hereby authorized to implement such administrative procedures as may be necessary to carry out directions of the legislation. Section 4. This Resolution shall take effect and be in force five (5) days from and after its passage, approval and publication, as provided by law. ~ Dated and Signed this day of , 2010 CITY OF AUBURN ro. ~ 4-- ~~~r PET R B. LEWIS, M Y ATTEST: j Danielle Daskam, City Clerk APPROVED AS TO FORM: el B(Heid, City'A Resolution No. 4553 January 12, 2010 Page 2 of 2 CONTRACT # D39888D INTERLOCAL AGREEMENT FOR 2010-2011 Between KING COiTNTY and the CITY OF AUBURN This two-year Interlocal Agreement (hereinafter referred to as the Agreement) is executed between King County, a political subdivision of the State of Washington, and the City of Auburn, a municipal corporation of the State of Washington, hereinafter referred to as "County" and "City" respectively. This Agreement has been authorized by the legislative body of each party as designated below: King County Ordinance No. 16717 city qu~,eld PREAMBLE King County and the City of Auburn adopted the 2001 King County Comprehensive Solid Waste Management Plan, which includes waste reduction and recycling goals. In order to help meet these goals, the King County Solid Waste Division has established a waste reduction and recycling grant program for the cities that operate under the King County Comprehensive Solid Waste Management Plan. This program provides funding to further the development and/or enhancement of local waste reduction and recycling projects and for broader resource conservation projects that integrate with waste reduction and recycling programs and direction. This grant program does not fund household hazardous waste collection activities. Program eligibility and grant administration terms are discussed in the Grant Guidelines, attached to this agreement as Exhibit B. Grant funding for this program is subject to the yearly budget approval process of the King County Council. Grant funding approved by the King County Council is available to all King County cities that operate under the King County Comprehensive Solid Waste Management Plan. The City will spend its grant funds to fulfill the terms and conditions set forth in the scope of work which is attached hereto as Exhibit A and incorporated herein by reference. The County expects that any information and/or experience gained through the grant program by the City will be shared with the County and other King County cities. I. PURPOSE The purpose of this Agreement is to define the terms and conditions for funding to be provided to the City of Auburn by the County for waste reduction and recycling programs and/or services as outlined in the scope of work and budget attached as Exhibit A. II. RESPONSIBILITIES OF THE PARTIES The responsibilities of the parties to this Agreement shall be as follows: A. The Citv 1. Funds provided to the City by the County pursuant to this Agreement shall be used to provide waste reduction and recycling programs and/or services as outlined in Exhibit A. The total amount of funds available from this grant in 2010 shall not exceed $38,077. The City understands that even though this agreement is two years in duration, funding for this program is subject to the yearly budget approval process of the King County Council. 2. This agreement provides for distribution of 2010 and 2011 grant funds to the City. However, 2011 funds are not available until January 1, 2011, and 2011 funding is contingent upon King County Council approval of the 2011 King County budget. 3. During the two year grant program, the City will submit a minimum of two, but no more than eight, progress reports to the County in a form approved by the County. Reports must be signed by a city official. These reports will include: a. a description of each activity accomplished pertaining to the scope of work; and b. reimbursement requests with either copies of invoices for each expenditure for which reimbursement is requested or a financial statement, prepared by the city's finance department, that includes vendor name, description of service, date of service, date paid and check number. If the City chooses to submit up to the maximum of eight (8) progress reports and requests for reimbursement during the two year grant program, they shall be due to the County on the last day of the month following the end of each quarter - April 30, July 30, October 31, January 31 - except for the final progress report and request for reimbursement which shall be due by March 31, 2012. If the City chooses to submit the minimum of two progress reports and requests for reimbursement during the two year grant program, they shall be due to the County on January 31, 2011 and March 31, 2012. Regardless of the number of progress reports the City chooses to submit, in order to secure reimbursement, the City must provide in writing to the County by the St" working day of January 2011 and January 2012, the dollar amount of outstanding expenditures for which the City has not yet submitted a reimbursement request. 4. The City shall submit a final report to the County which summarizes the work completed under the grant program and evaluates the effectiveness of the projects for which grant funds were utilized, according to the evaluation methods specified in the scope of work. The final report is due within six months of completion of the project(s) outlined in the scope of work, but no later than June 30, 2012. 5. If the City accepts funding through this grant program far the provision of Waste Reduction and Recycling programs and projects for other incorporated areas of King County, the City shall explain the relationship with the affected adjacent city or cities that allows for acceptance of this funding and the specifics of the proposed programs and projects within the scope of work document related thereto. 6. The City shall be responsible for following all applicable Federal, State and local laws, ordinances, rules and regulations in the performance of work described herein. The City assures that its procedures are consistent with laws relating to public contract bidding procedures, and the County neither incurs nor assumes any responsibility for the City's bid, award or contracting process. 7. During the performance of this Agreement, neither the City nor any party subcontracting under the authority of this Agreement shall discriminate on the basis of race, color, sex, religion, nationality, creed, marital status, sexual orientation, age, or presence of any sensory, mental, or physical handicap in the employment or application for employment or in the administration or delivery of or access to services or any other benefits under this Agreement as defined by King County Code, Chapter 12.16. During the performance of this Agreement, neither the City nor any party subcontracting under the authority of this Agreement shall engage in unfair employment practices as defined by King County Code, Chapter 12.18. The City shall comply fully with all applicable federal, state and local laws, ordinances, executive orders and regulations that prohibit such discrimination. These laws include, but are not limited to, RCW Chapter 49.60 and Titles VI and VII of the Civil Rights Act of 1964. 9. The City shall use recycled paper for the production of all printed and photocopied documents related to the fulfillment of this Agreement. The City shall use both sides of paper sheets for copying and printing and shall use recycled/recyclable products wherever practical. 10. The City shall maintain accounts and records, including personnel, financial, and programmatic records, and other such records as may be deemed necessary by the County, to ensure proper accounting for all project funds and compliance with this Agreement. All such records shall sufficiently and properly reflect all direct and indirect costs of any nature expended and service provided in the performance of this Agreement. These records shall be maintained for a period of six (6) years after termination hereof unless permission to destroy them is granted by the Office of the State Archivist in accordance with RCW Chapter 40.14. These accounts shall be subject to inspection, review or audit by the County and/or by federal or state officials as so authorized by law. 11. The City shall maintain a record of the use of any equipment that costs more than $1,000 and is purchased with grant funds from King County for a total period of three (3) years. The records shall be compiled into a yearly evaluation report, a copy of which shall be submitted to King County by March 31 of each year through the year 2012. 12. The City agrees to credit King County on all printed materials provided by the County, which the City is duplicating, for distribution. Either King County's name and logo must appear on King County materials (including fact sheets, case studies, etc.), or, at a minimum, the City will credit King County for artwork or text provided by the County as follows: "artwork provided courtesy of King County Solid Waste Division" and/or "text provided courtesy of King County Solid Waste Division." 13. The City agrees to submit to the County copies of all written materials which it produces and/or duplicates for local waste reduction and recycling projects which have been funded through the waste reduction and recycling grant program. Upon request, the City agrees to provide the County with a reproducible copy of any such written materials and authorizes the County to duplicate and distribute any written materials so produced, provided that the County credits the City for the piece. 14. The City will provide the King County Project Manager with the date and location of each Recycling Collection Event provided by the City, as well as copies of any printed materials used to publicize each event, as soon as they are available but no later than thirty (30) days prior to the event. If there is any change in the date or the location of an event, the City will notify the County a minimum of thirty (30) days prior to the event. If the event brochure is required for admission to the City's event, the City is exempt from having to provide the brochure to King County. 15. If the City accepts funding through this grant program for the provision of recycling collection events for adjacent areas of unincorporated King County, the City shall send announcements of the events to all residences listed in the carrier routes provided by King County. The announcements and all other printed materials related to these events shall acknowledge King County as the funding source. 16. The City understands that funding for recycling collection events for adjacent areas of unincorporated King County will be allocated on a yearly basis subject to the King County Council's yearly budget approval process and that provision of funds for these events is not guaranteed for the second year of the grant program. 17. This project shall be administered by the City's Recycling Coordinator at 25 West Main Street; Auburn, WA 98001; Phone: (253) 931-5103; Fax: (253) 333-8890; Email: ieclark,r'a?auburnwa.gov, or designee. B. The Countv: The County shall administer funding for the waste reduction and recycling grant program. Funding is designated by city and is subject to the King County Council's yearly budget approval process. Provided that the funds are allocated through the King County Council's yearly budget approval process, grant funding to the City will include a base allocation of $5,000 per year with the balance of funds to be allocated according to the city's percentage of King County's residential and employment population. However, if this population based allocation formula calculation would result in a city receiving less than $10,000 per year, that city shall receive an additional allocation that would raise their total grant funding to $10,000 per year. The City of Auburn`s budgeted grant funds for 2010 are $38,077. Unspent 2010 funds may be carried over to 2011, but 2011 funds will not carry over to 2012. The City of Auburn`s estimated grant funds for 2011 are $38,077. 2011 funds are not available until January 1, 2011, and 2011 funding is contingent upon King County Council approval of the 2011 King County budget. Following approval of the 2011 King County budget, the County's grant program administrator will notify the city of the fina12011 grant funding. 2. Within forty-five (45) days of receiving a request for reimbursement from the City, the County shall either notify the City of any exceptions to the request which have been identified or shall process the request for payment. If any exceptions to the request are made, this shall be done by written notification to the City providing the reason for such exception. The County will not authorize payment for activities and/or expenditures which are not included in the scope of work and budget attached as Exhibit A, unless the scope has been amended according to Section V of this Agreement. King County retains the right to withhold all or partial payment if the City's report(s) and reimbursement request(s) are incomplete (i.e., do not include proper documentation of expenditures and/or adequate description of each activity described in the scope of work for which reimbursement is being requested), and/or are not consistent with the scope of work and budget attached as Exhibit A. 3. The County agrees to credit the City on all printed materials provided by the City to the County, which the County duplicates, for distribution. Either the City's name and logo will appear on such materials (including fact sheets, case studies, etc.), or, at a minimum, the County will credit the City for artwork or text provided by the City as follows: "artwork provided courtesy of the City of Auburn" and/or "text provided courtesy of the City of Auburn". 4. The County retains the right to share the written material(s) produced by the City which have been funded through this program with other King County cities for them to duplicate and distribute. In so doing, the County will encourage other cities to credit the City on any pieces that were produced by the City. 5. The waste reduction and recycling grant program shall be administered by Morgan John, a Project Manager, or designee, to be specified by the King County Solid Waste Division. III. DURATION OF AGREEMENT This Agreement shall become effective on either January 1, 2010 or the date of execution of the Agreement by both the County and the City, if executed after January 1, 2010 and shall terminate on June 30, 2012. The City shall not incur any new charges after December 31, 2011. However, if execution by either party does not occur until after January 1, 2010, this Agreement allows for disbursement of grant funds to the City for County-approved programs initiated between January l, 2010 and the later execution of the Agreement provided that the City complies with the reporting requirements of Section IL A of the Agreement. IV. TERMINATION A. This Agreement may be terminated by King County, in whole or in part, for convenience without cause prior to the termination date specified in Section III, upon thirty (30) days advance written notice B. This Agreement may be terminated by either party, in whole or in part, for cause prior to the termination date specified in Section III, upon thirty (30) days advance written notice. Reasons for termination for cause may include but not be limited to: nonperformance; misuse of funds; and/or failure to provide grant related reports/invoices/statements as specified in Section II.A.3. and Section II.A.4. C. If the Agreement is terminated as provided in this section: (1) the County will be liable only for payment in accordance with the terms of this Agreement for services rendered prior to the effective date of termination; and (2) the City shall be released from any obligation to provide further services pursuant to this Agreement. D. Nothing herein shall limit, waive, or extinguish any right or remedy provided by this Agreement or law that either party may have in the event that the obligations, terms and conditions set forth in this Agreement are breached by the other party. V. AMENDMENTS This Agreement may be amended only by written agreement of both parties. Amendments to scopes of work will only be approved if the proposed amendment is consistent with the most recently adopted King County Comprehensive Solid Waste Management Plan. Funds may be moved between tasks in the scope of work, attached as Exhibit A, only upon written request by the City and written approval by King County. Such requests will only be approved if the proposed change(s) is (are) consistent with and/or achieves the goals stated in the scope and falls within the activities described in the scope VI. HOLD HARMLESS AND INDEMNIFICATION The City shall protect, indemnify, and hold harmless the County, its officers, agents, and employees from and against any and all claims, costs, and/or issues whatsoever occurring from actions by the City and/or its subcontractors pursuant to this Agreement. The City shall defend at its own expense any and all claims, demands, suits, penalties, losses, damages, or costs of any kind whatsoever (hereinafter "claims") brought against the County arising out of or incident to the City's execution of, performance of or failure to perform this Agreement. Claims shall include but not be limited to assertions that the use or transfer of any software, book, document, report, film, tape, or sound reproduction or material of any kind, delivered hereunder, constitutes an infringement of any copyright, patent, trademark, trade name, and/or otherwise results in unfair trade practice. VIL INSURANCE A. The City, at its own cost, shall procure by the date of execution of this Agreement and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with performance of work pursuant to this Agreement by the City, its agents, representatives, employees, and/or subcontractors. The minimum limits of this insurance shall be $1,000,000 general liability insurance combined single limit per occurrence for bodily injury, personal injury, and property damage. If the policy has an aggregate limit, a$2,000,000 aggregate shall apply. Any deductible or self-insured retentions shall be the sole responsibility of the City. Such insurance shall cover the County, its officers, officials, employees, and agents as additional insureds against liability arising out of activities performed by or on behalf of the City pursuant to this Agreement. A valid Certificate of Insurance and additional insured endorsement is attached to this Agreement as Exhibit C, unless Section VII.B. applies. B. If the Agency is a Municipal Corporation or an agency of the State of Washington and is self-insured for any of the above insurance requirements, a written acknowledgement of self-insurance is attached to this Agreement as Exhibit C. VIII. ENTIRE CONTRACT/WAIVER OF DEFAULT This Agreement is the complete expression of the agreement of the County and City hereto, and any oral or written representations or understandings not incorporated herein are excluded. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver of breach of any provision of this Agreement shall not be deemed to be waiver of any other or subsequent breach and shall not be construed to be a modification of the terms of this Agreement unless stated to be such through written approval by the County, which shall be attached to the original Agreement. IX. TIME IS OF THE ESSENCE The County and City recognize that time is of the essence in the performance of this Agreement. X. SEVERABILITY If any section, subsection, sentence, clause or phrase of this Agreement is, for any reason, found to be unconstitutional or otherwise invalid by a court of competent jurisdiction, such decision shall not affect the validity of the remaining portions. XI. NOTICE Any notice required or permitted under this Agreement shall be deemed sufficiently given or served if sent to the King County Solid Waste Division and the City at the addresses provided below: Morgan John, Project Manager, or a provided designee, King County Solid Waste Division Department of Natural Resources and Parks 201 South Jackson Street, Suite 701 Seattle, WA 98104-3855 If to the City: Joan Clark, Solid Waste & Recycling Coordinator City of Auburn 25 West Main Street Auburn, WA 98001 IN WITNESS WHEREOF this Agreement has been executed by each party on the date set forth below: Citv ~ (Title) ~ e p 4.~y HAyl/V(i ~ JAN 19 2010 Date Pursuant to ~~-s o 3 King County Accept r' g County Executive By Bob Burns, Interim Director Department of Natural Resources & Parks For _D?w ~onstantine, King County Executive Date Date Pursuant to Ordinance No. 16717 Approved as to form: Kmg County Pro ' cutmg Attorney .>.//)/I v Date Exhibit A CITY OF AUBURN SCOPE OF WORK 2010-2011 SOLID WASTE DIVISION WASTE REDUCTION / RECYCLING GRANT A. BASIC INFORMATION 1. Applicant: City of Auburn 2. Project Title: City of Auburn Recycling Program 3. Grant Manager: Joan Clark, Solid Waste & Recycling Coordinator City of Auburn 25 West Main Street Auburn, WA 98001 Phone: (253) 931-5103 Fax: (253) 333-8890 Email: 'ecl lark_na,auburnwa.yov 4. Project Manager: Kathleen Edman, Solid Waste Customer Care Specialist City of Auburn 25 West Main Street Auburn, WA 98001 Phone: (253) 931-3047 Fax: (253) 333-8890 Email: kedman(r~r,~,auburnwa.gov 5. Requested dollar amount: 2010-2011 Grant Award $116,154.00 4- King Countv Special Recvcling Events 40,000.00 2010-2011 Total $ 76,154.00 B. PROPOSED SCOPE OF WORK WRR Projects - Task #WR/Rl Task #WR/R2 Task #WR/R3 CPG Match Projects - Task #CPG1 Task #CPG2 Task #CPG3 Residential Recycling Business Recycling Outreach & Education City of Auburn "Going Green Program" Multifamily Recycling Environmental Education Auburn Schools Public Place Recycling Project Managers: Auburn's Solid Waste Customer Care Specialist will implement and manage the projects. The Solid Waste & Recycling Coordinator will manage the administration tasks of the Grant (budget, reporting, and reimbursements). Both positions are fully funded by the City of Auburn Solid Waste Division. Schedule: January 1, 2010 - December 31, 2011 Goals: To increase the awareness of and participation in Auburn's waste reduction and recycling programs, and to increase waste diversion in the Residential, Multifamily, and Business waste streams. Background: Business Community In 2008-2009, the City of Auburn and a consultant created a Business Food Scrap Recycling Program. The program provided food collection containers, samples of BioBags, container signage, and staff training to businesses who started the 1 program. City staff continued to provide waste prevention and recycling outreach, business recycling "tool kits," and office recycle boxes to each business who signed up for the City Business Recycling All-Star Program. Outreach avenues included website announcements, newsletters, chamber of commerce media, business gatherings, and other media outreach. Residential Community In 2008-2009, the City of Auburn provided recycling, waste prevention, and food scrap recycling outreach and education to single-family, duplex, multifamily, and mobile home residents through media avenues such as: newsletters, advertising, website announcements, phone messages, flyers, and recycling events. The City provided an "at home" city-wide garage sale opportunity for single-family and mobile home park residents to promote reuse. The City recognizes the importance of educating a diverse community about different methods of waste reduction and recycling. Auburn will continue to successfully participate in City and County events, publish newsletters and articles, give primary school classroom presentations, answer citizen questions, and give resources to residents who ask for assistance. Task #WR/Rl: Residential Recvclina A. Program/ Project Description • Residential Recvcling Outreach & Assistance - The City of Auburn will produce and mail a newsletter to all single-family residents. Recycling, waste prevention, and food scrap recycling articles will also be placed in the City of Auburn monthly newsletter that will be mailed to all residents. The City will use different forms of inedia and promotional items to promote waste reduction and recycling programs. • CitY Residential Gara e~ Sale - The City will promote waste reduction and reuse by sponsoring a three-day city- wide garage sale for ali single-family residents. B. Deliverables • Residential Recyclin Outreach & Assistance - The City will produce or have professionally produced media pieces, displays, and promotional items, which may include, but are not limited to: posters, newspaper advertising, stickers, environmental tool kits, decals, and bags. These materials will be used to promote waste reduction and recycling. • City Residential Garaize Sale - The "Garage Sale Kits" given to each participant and advertisements will be the deliverables. C. Expected Outcomes/ Impacts • Residential Recvcling Outreach & Assistance - Newsletters and advertisements will promote upcoming City and County events, inform residents about resources available for waste reduction and recycling specific to their home, and provide other pertinent information. The City will increase awareness of and participation in the City's Waste Reduction and Recycling Program. • Citv Residential Gara e~Sale - The city-wide garage sale will encourage residents to reduce waste and reuse. D. Evaluation • Residential Recycling Outreach & Assistance - The City will record the number of newsletters and articles created and distributed to City of Auburn residents (Single Family/Duplex and Mobile Home Park). The City will record the number of displays and promotional items created, displayed or distributed. The City will also track the number of calls, emails, or faxes we receive regarding these items. • City Residential Garage Sale - The City will record the number of "Garage Sale Kits" distributed. A survey will also be conducted (self-addressed postcard mailed back to the City or online survey), determining the number of items sold or given away. Task #WR/R2: Business Recycling A. Program Description • Business Recyclinp, Outreach & Assistance - The City will continue to encourage participation in the Business Recycling All-Stars Program, and continue to promote waste prevention, recycling and food scrap recycling outreach to businesses by using the principles of Social Marketing (identifying barriers that keep businesses from recycling). Outreach methods implemented by the City of Auburn will vary according to the recycling barriers and benefits discovered. Business newsletters, fliers, brochures, posters, or similar artwork may be created to announce or promote business recycling and waste reduction. These will act as a reminder to employers and employees to reduce, reuse, recycle, and rethink their waste stream. 2 • Chamber of Commerce - The City of Auburn will be a business sponsor for the Auburn Chamber of Commerce. Through sponsorship we will host one of the monthly Chamber Luncheons and provide insert flyers for 4 Chamber Newsletters. B. Deliverables • Business Recvcling 0utreach & Assistance - A business database indicating who is recycling and who is not recycling will be a deliverable. Business waste stream data from the hauler will be tracked and recorded. Printed and mailed promotional materials, phone assistance, and Solid Waste Division contact may also be a deliverable. The printed and mailed newsletters, fliers, brochures, posters, or other similar artwork may be a deliverable. • Chamber of Commerce - Hosting of the Chamber luncheon and providing center pieces (which will be given away in a raffle), education materials, and newsletter inserts will be the deliverables. C. Expected Outcomes/ Impacts • Business Recycling Outreach & Assistance - By promoting the "Business Recycling All-Stars Program" through a social marketing approach, the City expects to increase participation in the City of Auburn's Business Recycling Program, reduce waste in the waste stream, and increase waste diversion. The business newsletter is intended to educate Auburn businesses about the benefits of and new trends in waste reduction and recycling, and give examples of businesses that are making a difference. Fliers, brochures, posters, and other promotional items serve as invites into the Business Recycling All-Star Program. • Chamber of Commerce - Staying involved with businesses through the Chamber of Commerce will increase our contact with businesses and keep us aware of new trends in the Auburn business community. This will let us better serve Auburn businesses and tailor waste reduction and recycling programs to their needs. D. Evaluation • Business Recvcling Outreach & Assistance - The City will track the number businesses that start a recycling program or call for assistance, and will record the tonnage of waste diverted (through hauler reports). Evaluation of this activity will be conducted by counting the number of newsletters, fliers, brochures, and other promotional items that are mailed and /or distributed to businesses in Auburn and by counting the number of calls for assistance that are received as a result receiving said items. • Chamber of Commerce - The number of businesses that call will also be monitored and recorded to find out where businesses saw or heard about the City's Business Recycling All-Stars Program. Task #WRR/3: City of Auburn "Goim Green Program" A. Program Description • City Employee Outreach & Assistance - By utilizing the principles of Social Marketing (identifying barriers that keep employees from recycling), the City Going Green Team will continue to encourage employees in each department to reduce waste and recycle. The Green Team will encourage employee meetings and events to be "waste-free." Outreach methods used by the Green Team will vary according to the recycling barriers and benefits discovered. An Intranet Going Green Information webpage, emails, posters, or similar artwork may be created to announce or promote waste reduction and recycling. These will act as a reminder to employees to reduce, reuse, recycle, and rethink their waste stream. B. Deliverables • City Emplovee Outreach & Assistance - The City will create a database detailing waste reduction and recycling activities by department. The City will also create a Solid Waste Database for City Facilities and will conduct a waste audit at each facility, record garbage and recycling tonnage, and track waste diversion. The activity database and the waste audit database will be the deliverable. Intranet Going Green Information webpage's, emails, posters, or similar artwork created to announce or promote waste reduction and recycling may be the deliverables. C. Expected Outcomes/ Impacts • City Emplovee Outreach & Assistance - By the City using a social marketing approach, the Green Team expects to increase employee participation in the City Going Green Program, reduce waste in the waste stream, and increase waste diversion. The educational outreach through the Intranet, emails, flyers and posters, and waste- free employee events is intended to educate employees about the benefits of and new trends in waste reduction and recycling, and give examples of how they are making a difference. D. Evaluation • City Emplovee Outreach & Assistance - The City Green Team will record the environmental actions of each City department, calls for assistance and training, and will record the tonnage of waste diverted by City Facilities. Evaluation of this activity will be conducted by counting the number of Intranet articles, emails, and other promotional items that are distributed to employees and by counting the number of calls for assistance and information that are received as a result receiving said items. Task #CPG1: Multifamilv Recyclinst Proiiram A. Program/ Project Description • Multifamily Recyclin Outreach & Assistance - The City of Auburn and a consultant will create an outreach program to increase multifamily participation in the Auburn Recycling Program and to increase waste diversion. The City will produce and mail a waste prevention and recycling newsletter to all multifamily residents. The City will use different forms of inedia and promotional items to promote waste reduction and recycling programs. B. Deliverables • Multifamilv Recycling Outreach & Assistance - The City and consultant will make on-site visits to multifamily properties to provide recycling training for tenants and property owners as requested. The City will produce or have professionally produced media pieces, displays, and promotional items, which may include, but are not limited to: posters, newspaper advertising, stickers, decals, and multifamily tote bags. These materials will be used to promote waste reduction and recycling. C. Expected Outcomes/ Impacts • Multifamily Recycling- 0utreach & Assistance - The City aims to promote upcoming City and County events, inform residents about resources available for waste reduction and recycling specific to their homes, and other pertinent information through the on-site training, newsletters, advertising, and program promotion. The City will increase awareness and participation in the City's Multifamily Recycling Program, resulting in increased waste diversion. D. Evaluation • Multifamily Recyclinp, Outreach & Assistance - The City will record the number of site-visits, trainings, and the number of newsletters and articles created and distributed to City of Auburn Multifamily and Mobile Home Park residents. The City will record the number of displays and promotional items created, displayed or distributed, and the amount of calls, emails, or faxes we receive regarding these items. Task #CPG2: Environmental Education in the Auburn School District A. Program/ Project Description • School Programs Presentations & Booklets - City staff and a consultant will continue to provide waste reduction, recycling and food scrap recycling materials and presentations to elementary school classrooms and other schools upon request. The City's programs are specified in a booklet that is presented to all elementary principals and school administrators in the Auburn School District. • Powerful Choices- Puget Sound Energy will present its curriculum-based educational program, which teaches 8`h grade students and other members of their households about the use of, energy, water, waste reduction, waste management, and other resources. B. Deliverables • School Proyrams Presentations & Booklets - City staff will create an online registration for teachers to schedule classroom presentations. A School Booklet, "Guide to Waste Reduction & Recycling Education", will be printed when necessary to supplement the supply for teachers and school administrators. Auburn staff will record the number of booklets printed and distributed, and the number of classroom presentations given. • Powerful Choices - Auburn will co-sponsor Puget Sound Energy's "Powerful Choices" classroom presentations. These presentations will be given to two or more middle school classrooms in the Auburn School District. C. Expected Outcomes/ Impacts • School Projzrams, Presentations & Booklets - Through the programs presented online (and in the School Booklets), City staff will promote valuable lessons about waste reduction and recycling to students and teachers. These lessons will then be shared with parents and may influence purchasing and disposal decisions. • Powerful Choices - The "Powerful Choices" program will educate students and their households about waste reduction and conservation of natural resources. Households will then be more aware of waste reduction and conservation options, which will affect their purchasing and disposal decisions. D. Evaluation • School Programs, Presentations & Booklets - The City will record the number of classroom presentations given to Auburn students. The City will also survey those teachers who requested presentations to determine the effectiveness of the school brochures. • Powerful Choices - For the presentations, the City will record the number of classrooms that Puget Sound Energy visits in Auburn and will provide Puget Sound Energy's report summary of teacher surveys and student involvement. Task #CPG3: Public Place Recvcling Program A. Program Description • Containers & Supplies -Recycling containers will be placed at City Parks and Facilities to promote recycling. Quantity of containers per location will vary according to activities and seasonal citizen attendance. • Waste Audit - The City will track Solid Waste tonnage collected in the various City Parks and Facilities. B. Deliverables • Containers & Supplies - The containers, container labels, and hardware will be the deliverables. • Waste Audit - The tonnage collected will be the deliverable. C. Expected Outcomes / Impacts • Containers & Supplies - By placing recycling containers at City Parks and Facilities, the City expects to increase awareness of and participation in the City's Waste Reduction and Recycling Program. D. Evaluation • Containers & Supplies - The City will record the number of containers and supplies at each location • Waste Audit - The City will track the amount of garbage and recycling collected, and will measured waste diversion. 5 C. PROPOSED BUDGET Grant Funds Available for 2010-2011: $116,154.00 LESS King County Special Events - 2/ year 40,000.00 rld,justed Grant Funds Available: $ 76,154.Q0 Match Funds C.P.G. Projects $ 24,684.00 Balance Funds WRR Projects $ 51,470.00 Projected Projected 2010 Total 2011 Total Task #WR/Rl Residential Recycling Residential Recycling Outreach & Assistance $ 5,763.50 $ 5,763.50 City Residential Garage Sale $10,000.00 $10,000.00 Total Project #WRRl $15,763.50 $15,763.50 Task #WR/Rl Business Recycling Business Recycling Outreach & Assistance $5,605.00 $5,605.00 Chamber of Commerce $1,500.00 $1,500.00 Total Project #WRR2 $7,105.00 $7,105.00 Task #WR/R3 City of Auburn Going Green Program Recycling Outreach & Education $2,866.50 $2,866.50 Total Project #WRR3 $2,866.50 $2,866.50 "I'O`I'AL WRiR Grant $25,735.00 $25,735.00 Task #CPG1 Multifamily Recycling Multifamily Recycling Outreach & Assistance $ 7,933.62 $7,933.62 Total Project #CPG1 $ 7,933.62 $7,933.62 Task #CPG2 Environmental Education Auburn Schools School Programs - Presentations & Booklets $ 1,259.38 $1,259.38 Powerful Choices for the Environment $1,562.50 $1,562.50 Total Project #CPG2 $2,821.88 $2,821.88 Task #CPG3 Public Place Recycling Recycling Containers & Supplies $1,586.50 $1,586.50 Total Project #CPG3 $1,586.50 $1,586.50 TO"T'AL Match CPG $12,342.00 $ 12,342.00 TOTAL WRR GRANT FUNDING $389077.00 $389077.00 6 Exhibit B Grant Guidelines Program Eligibility: Grant funds may be used for any of the programs previously funded by the City Optional and Waste Reduction Recycling Programs, including residential and commercial waste reduction and recycling education programs, business assistance programs, and special recycling events. Cities may also use their funds on broader resource conservation programs, as long as they are part of an overall waste reduction/recycling program. Cities may choose to use their funding on one program or a combination of programs. For WR/R program ideas, please refer to the Program Eligibility section below. Please note these lists are not exhaustive, but merely intended to provide some guidance on what is/isn't eligible. Cities should also refer to the 2001 Comprehensive Solid Waste Management Plan for direction in program development. If you are unsure if your proposed program is eligible for funding, please call Morgan John (296-8443). Eligible for funding: • School WR/R education/implementation programs • Compost bin sales/giveaways • Cooperative grasscycling programs • Grants for turning yard waste and tree trimmings into mulch • Promotion and education of new solid waste and recycling services • Business recognition programs • Recycling Collection Events, including collection of tires • Business, WR/R, residential education/communications • Product stewardship initiatives - could be education programs or working with other agencies/organizations/businesses to implement programs • City recycling programs and facilities Eligible for funding on a case by case basis, as long as program is part of an overall WR/R Program. However, the County would not provide reimbursement if, for example, all of a city's grant dollars were used to selUgive away rain barrels or distribute compact fluorescent light bulbs. • Water Conservation - i.e. Rain Barrels • Energy Conservation • Water Quality: integrated pest management; catch basin filters • Demonstration gardens; interpretive signage; recycled-content park furnishings 2010-2011 WR/R Grant The following are not eligible for funding: Collection of garbage, except for residual garbage related to the collection of recyclables. Collection of any household hazardous waste items including, but not limited to: (Cities should pursue funding through LHWMP or CPG) • Treated wood • Paint • Lead acid batteries • Oil, gasoline, and antifreeze • Florescent lights • Household Hazardous Waste education Grant Administration: Requests for Reimbursement: Cities may submit as few as two requests for reimbursement during the funding cycle, with the first request due by January 31, 2011 and the final request due no later than March 15, 2012. However, cities may submit requests for reimbursement as frequently as quarterly. Quarterly requests should be submitted on April 30, July 31, Oct. 31 and Jan 31 of each year, except for the final request for reimbursement, which is due no later than March 15, 2012. The Budget Summary Report Form (Attachment 4) must be used when submitting requests for reimbursement. By December 31S` of each year of the grant cycle, cities must notify SWD of their total expenditures for work that has been completed to-date, but for which requests for reimbursement have not yet been submitted. Progress and Final Reports: Progress reports describing program activities, accomplishments and evaluation results need to accompany each request for reimbursement. A final report describing the outcome of grant- funded activities is due with the final request for reimbursement. If, however, the city does not have the results of its program evaluation by the end of the grant cycle, the final narrative report may be submitted no later than six months after the end of the grant cycle on June 30, 2012. (Note: The final request for reimbursement would still need to be submitted by March 15, 2012.) All Progress and Final Reports need to be signed by a city official. Signed reports may be submitted via facsimile. Amendments: Formal amendments to grant ILAs are not necessary unless the city wishes to make significant changes to its scope of work and/or budget. In general, a significant change would be one in which the city wishes to add or delete a task from their scope of work. A minar change, such as moving dollars between tasks, would only require written notification, which may be submitted via e-mail. However, the city should contact the Division when considering changes to their scopes and budgets to determine if a formal amendment is needed. I ~ Insurance Authority 22-Jan-10 King County Solid Waste Division Attn: Morgan John 201 South Jackson St, Suite 701 Seattle, WA 98104-3855 RE: City of Auburn 2010 WR/R Grant Agreement, D39888D Evidence of Coverage Cert#: 6573 Exhibit C 11.0. i;ox 'Ilui:w<1ll, 1X;1 "751 Iti The above captioned entity is a member of the Washington Cities Insurance Authority (WCIA), which is a self insured pool of over 130 municipal corporations in the State of Washington. WCIA has at least $1 million per occurrence combined single limit of liability coverage in its self insured layer that may be applicable in the event an incident occurs that is deemed to be attributed to the negligence of the member. WCIA is anInterlocal Agreement among municipalities and liability is completely self funded by the membership. As there is no insurance policy involved and WCIA is not an insurance company, your organization cannot be named as an "additional insured". Sincerely, e6 Eric B. Larson Deputy Director cc: Brenda Heineman Joan Clark cletter