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Home My WebLink AboutJ-4 Used Oil Recycling Block Grant -Fifth Cycle- Year 2 4 c � TheCiyqfAzusa 3.•IP0R�� Public Works Department 213 E. Foothill Blvd,P.O.Box 1395,Azusa,California 91702-13 (626)812-5254 Consent Calendar To: Honorable Mayor and Council Members From: Roy E. Bruckner,Director Community Development 4:107 Louie H. Pedroza Jr., Superintendent of Public Works Via: Joseph Hsu,Interim City AdministratorV Date: June 15,1998 Re: Used Oil Recycling Block Grant-Fifth Cycle-Year 2 Background: On March 17,1997 the City Council approved Resolution No. 97-C26 which allowed the City of Azusa to receive "No Match" funding from the California Integrated Waste Management Board to promote and maintain the Used Oil Recycling Program for Azusa residents. The Resolution provided funding for three years without formal applications. This program is responsible for diverting numerous tons of used motor oil from landfills, storm drains,land and surface waters, contributing valuable statistics to AB939 (decreased toxicity to wastewater and provide Best Management Practice in regards to NPDES ). Scope: This years allocation to Azusa is $13,694.00 which will be budgeted to maintain the Certified Collection Centers (C.C.C's), reimbursed staff time , Consultant fees, participate in the Countywide media advertising program and education outreach program. Requirements: In order to receive funding,the State is merely asking for signature from a city authorized representative. Due to the Grant Agreement having to be submitted before June 30,1998, it is recommended that the City Manager be designated as the Authorized Representative. Needs: The administration of receiving State Grants is somewhat time consuming,therefore the City has been retaining the services of Michael J. Huls R.E.A., Environmental Consultant. Services include preparation of reports, invoicing for reimbursement,monitoring the C.C.C's and �/� �"'''� s1,1"j' --it�6�� coordinating educational programs. Michael J. Huls, R.E.A. is an Azusa based business and sits on the Chamber of Commerce Board of Directors. Recommendation: Staff is requesting Councils approval to submit the Grant Agreement to the California Integrated Waste Management Board for funding in the amount of$13,694.00 and authorize the City Manager to execute agreement as the City's authorized representative and authorize a Blanket Purchase Order in an amount not to exceed $7,000 to Michael J. Huls, R.E.A.. 1111111" 14"1- Cal/EPA May 28, 1998 Pete Wilson (1 ifi 71 Governor r Peter M.Rooney ---- , _IL I JUN _ 19 J8 Secretary for O �; Environmental California Mr. Louie H. Pedroza, Jr. Protection Environmental City of Azusa • Protection PUBLIC WORKS DEPARTMENT Agency 213 E Foothill Blvd Azusa, CA 91702-2514 Integrated Waste RE: Used Oil Recycling Block Grant—Fifth Cycle— - Management }' g y Board Grant No. UBG5-96-1894 8800 Cal Center Drive Sacramento, CA 95826 Dear Mr. Pedroza, Jr.: (916)255-2200 www.ctwmb.ca.gov Congratulations on the award of your Fifth Cycle Used Oil Recycling Block Grant— Year 2. Enclosed is the formal agreement for your grant, which includes the Grant Agreement, Terms and Conditions, and Procedures and Requirements. Please review all of the enclosed documents and: - 1. Complete the lines entitled: "Grantee's Signature, Title, Date, and Grantee's Address." Please note the "Authorized Representative" MUST be the person identified in your grant application resolution as having signature authority for your jurisdiction(s) for purposes of this grant. If your resolution includes "or designee," you must submit a letter signed by the primary signature authority naming their designee(s). 2. Return only the Grant Agreement with an original signature no later than June 30, 1998, keeping the other contract documents for your file. Upon receipt of the signed Grant Agreement your IWMB Grant Manager will process the contract and send you a fully executed copy. Your grant is not final and you cannot request any payment until you receive the fully executed copy. IMPORTANT: You are responsible Jor reading the enclosed documents. They describe the proper administration of your Fifth Cycle Used Oil Recycling Block Grant. Pay particular attention to the Procedures and Requirements. These documents should answer most of your questions concerning the administration of your grant. It is also advisaole that you provide a copy of these documents to your finance department. At the recent Statewide Household Hazardous Waste Conference, a number of jurisdictions indicated that they would like to see the reporting requirements for - the grants reduced. In response to those concerns we are making a significant change to the reporting of staff time. The changes are as follows: 1. You will not be required to submit the Personnel Expenditure Summary forms if(a) you have accounting codes or task codes specific to the Block Grant to document staff time spent on grant activities; AND (b) you have submitted xminl Y.x... this information in writing to your CIWMB Grant Manager and received approval. If you do not currently have task codes to track grant related staff time you may want to ask your accounting department to establish the code(s) for you(Remember, the original timesheets must be maintained for three years after the expiration of the grant agreement. See Procedures and Requirements, page 8). 2. We will no longer require that personnel costs be broken out by each budget category. All personnel time may now be listed under the new category, "Personnel/Other". If it is easier to continue providing your personnel costs by the individual budget categories, you are welcome to continue using this method. 3. We will no longer require you to submit time sheets for your contractors but will require an invoice that clearly states the activities they performed and the time period covered as well as the cost. Because audits may be conducted of both the jurisdiction and the contractor, you should remind contractors to maintain source documents, including timesheets. If you have any questions regarding the administration of this grant after you have reviewed the enclosed documents, please contact your IWMB Grant Manager, Patricia McDermott, at (916) 255-2586. We look forward to working with you. Sincerely, .�� V&d—O4 pteir Shirley Willd-Wagner, Supervisor Grants and Household Hazardous Waste Section Enols. Grant Agreement Terms and Conditions Procedures and Requirements Personnel Expenditure Summary Form Payment Request Form Travel Log Form ... California Integrated Waste Management Board L:.,:r. L. ...... Daniel G. Pennington. Chairman y'` 8800 Cal Center Drive • Sacramento California 95826 • (916) 255-2200 ••11 Daniel Pete Wilson Peter M. Rooney Governor .1ccaelart for L nvironnienni( JUL 1 . 4 Mr. Louie H. Pedroza. Jr. City of Azusa 213 E Foothill Blvd Azusa. CA 91702-2514 RE: 1997/98 Fifth Cycle Used Oil Block Grant#UBG5-96-1894 Dear Mr. Pedroza. Jr.: Enclosed is a copy of the fully executed Grant Agreement for your 1997/98 Fifth Cycle Used Oil Block Grant. We would like to remind you to read the Procedures and Requirements and Terms and Conditions that you received earlier with your Grant Agreement package. These documents should answer many of the questions you may have concerning the administration of your Block Grant. If you have further questions about your grant, please call your Grant Manager. Patricia McDermott, at (916) 255-2586. Thank you for your participation and we look forward to working with you. • Sincerely, S €eq V 'ed-Va; er - Shirley Willd- Wagner. Manager Grants and Household Hazardous Waste Section - California Environmental Protection Agency Printed on Recycled Paper STATE OF CALIFORNIA-ENVIRONMENTAL PROTECTION AGENCY CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARD I GRANT AGREEMENT CIWMB110(NEW 10/96) GRANT NUMBER UBG5-96-1894 Amend#1 NAME OF GRANT PROGRAM ,/97 Used Oil Recycling Block Grants-Fifth Cycle GRAN, RECIPIENT'S NAME City of Azusa - TAXPAYER S FEDERAL EMPLOYER IDENTIFICATION NUMBER TOTAL GRANT AMOUNT NOT TO EXCEED 545.567.00 -ERNI OF GRANT AGREEMENT =ROM June 30. 1997 , To June 30.2000 A -HIS AGREEMENT is made and entered into on this 29th day of May , 19 98 ,by the State of California.acting through the Executive Director of the :alifornia Integrated Waste Management Board(the"State")and City of Azusa(the'Grantee"). The State and the Grantee, in mutual consideration of the ;romises made herein,agree as follows: -he above referenced agreement is amended as follows: 1997/98 Fiscal Year funds total 513,694.00 are hereby encumbered Exhibit A-Terms and Conditions(revised) Exhibit B-Procedures and Requirements(revised) he State approved application remains incorporated by reference herein and made a part hereof. -he State agrees to fund work done by the Grantee in accordance with this Agreement up to the Total Grant Amount Not to Exceed specified herein. V WITNESS WHEREOF,the parties hereto have executed this Agreement as of the dates entered below. GRANTEES NAME(PRINT OR TYPE) C.,.�tFORNIA INTEGRATED WASTE MANAGEMENT BOARD City of Azusa SIGNATURE j GRANTEE NATUR r ATE TITLE DATE Ralph E.Chandler,Executive Director I J P2--a, .4 1 ,,,r9( City Manager ' 7/1/98 cl J MAtAhonzso representative GRANTEES ADDRESS(INCLUDE STREET. ITY,STATE AND ZIP CODE) X63 E Foothill . Ivd A -ccsa� CA 9/70.P -a5/4 CERTIFICATION OF FUNDING II IIAMOUNT ENCUMBERED BY THIS PROGRAM/CATEGORY(CODE AND TITLE) FUND TITLE 'IAGREEMENT 1996/97 Used Oil Recycling Block Grants-Fifth Cycle CA Used Oil Recycling $13,694.00 II (OPTIONAL USE) 'PRIOR AMOUNT ENCUMBERED 1996/97-$15,681.00 1997/98-S13,694.00 1998/99-S14,943.00 FOR THIS AGREEMENT ITEM CHAPTER STATUTE FISCAL YEAR 515.681.00 {TOTAL AMOUNT ENCUMBERED TO 3910-602-0100 817 1991 1997/98 !DATE OBJECT OF EXPENDITURE(CODE AND TITLE) S29.375.00 • 1100-51843-702 hereoy certify upon my own personal knowledge that budgeted funds are available T.BA NO. B.R.NO. :for the oe -• and purpose of the expenditure stated above. :SIGNATUR'•A • UNTING OFF DATE