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2000-091-RES AUTHORIZING THE EXECUTION OF AN APPLICATION RESOLUTION NO. 2000-091 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS, AUTHORIZING THE EXECUTION OF AN APPLICATION FOR THE "FY 2001 MUNICIPAL SOLID WASTE GRANT, CATEGORY 1: WCAL ENFORCEMENT"; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Ark- Tex Council of Governments, in cooperation with the Texas Natural Resource Conservation Commission, provides funding for Municipal Solid Waste Grants; and, WHEREAS, the City Council of the City of Paris is desirous of processing a grant application for the Municipal Solid Waste Grant Funding for Fiscal Year 2001, Category 1: Loca1 Enforcement, in the amount of $20,843.00, with $20,871.00, to be provided by the City of Paris in the form of cash and in-kind services; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS: Section 1. That the findings set out in the preamble of this resolution are hereby in all things approved, Section 2. That an application be made to the Ark- Tex Council of Governments, in cooperation with the Texas Natural Resource Conservation Commission. for the Municipal Solid Waste Grant Funding for Fiscal Year 2001 in the amount of $20,843.00, with the City of Paris providing $20,871,00 in the form of cash and in-kind services, Section 3. That the City Manager be, and he is hereby, appointed as the Authorized Official of said project and is authorized and directed to execute, on behalf of the City of Paris, the application for grant in the form attached hereto as Exhibit A. Section 4. That the Project Coordinator be, and he is hereby, appointed as Project Director and is hereby authorized and directed to execute and deliver, on behalf of the City of Paris, all reports, communications, assurances, and documents necessary for the completion of said project. Section 5. That the Director of Finance be, and he is hereby, authorized and directed to serve as the Financial Officer for said project and to receive and distribute funds for purposes of the Enforcement. Section 6. That this resolution shall be effective from and after the date of passage, PASSED AND APPROVED this 27th day of June, 2000. ATTEST: ~ ~~~\.i~ ~ Mattie Cunningham, City Clerk APPROVED AS TO FORM: The Ark- Tex Council of Governments In Cooperation with the Texas Natural Resource Conservation Commission Announces Availability of Municipal Solid Waste Grant Funding for Fiscal Year 2001 .:. Grant Application Form .:. GENERAL INFORMATION Name of Applicant: City of Paris Total amount of grant funding requested: $ 20,843.00 Project Category: --.X.. 1. Local Enforcement 2, Source Reduction and Recycling 3, Citizens' Collection Stations and "Small" Registered Transfer Stations 4. Household Hazardous Waste Management 5, Installation of Scales at MSW Landfills 6, Technical Studies and Local Solid Waste Management Plans 7, River and Lake Clean-ups and Texas Country Clean-ups 8, Educational and Training Projects 16 EXHIBIT A FOR USE BY A TCOG Date application was received: Does the application meet all of the required screening criteria: Yes No Is the application administratively complete: Yes No CERTIFICATION "j certify, as an authorized representative of the applicant, that the information contained in this grant application is, to be the best of my knowledge and understanding, true and accurate," .././ ~. ~ Sign~ ~ ~ Michael E. Malone Typed Name City Manager Title June 29. 2000 Date Please provide your mailing address and telephone number in the space below: City of Paris P. O. Box 9037 Paris. Texas 75461-9037 17 LIST OF OTHER ENTITIES WInCH PROVIDE A SIMILAR OR RELATED SERVICE According to state law. a project or service funded under this program must promote cooperation between public and private entities, and may not be otherwise readily available or create a competitive advantage over a private industry that provides recycling or solid waste services. If the proposed project provides a service, applicants should contact known providers of similar or related services in the geographic area that would be affected by the proposed project, and should coordinate with those service providers early in the process to ensure that the above provisions would not be violated by the project. If the proposed project provides a service, in the space below. list.all entities -- private and public -- in the affected geographic area known to provide a similar or related service (provide the name, ,address, and telephone number of the entity), Please attach additional pages if needed, Not Applicable 18 PROJECT SUMMARY Complete the following project summary to the best of your ability. Please note that the project summary is based on the scoring criteria stated in the request for proposals. Please refer to the specific questions listed in the scoring criteria when completing the project summary. Please be detailed, but provide clear and concise information, The project summary consists of four sections, A through D, each with a maximum value of25 points. A. PROJECT DESCRIPTION (25 Points) In the space below. provide a description of the proposed project, based on specific questions listed in the scoring criteria. Please attach additional pages if needed, The City of Paris wishes to hire an additional employee in our Code Enforcement Department to prevent illegal dumping in the City of Paris. This employee will investigate illegal dumping problems, educate the public on illegal dumping laws and assist in prosecuting violators. The City of Paris has initiated a Beautification effort for its citizens and committees are meeting to formulate plans to clean up the City. The hiring of an additional employee through this grant program will help identify areas of the City which need attention. The population of the City of Paris is approximately 25,000 and all citizens will benefit from the new employee in Code Enforcement working on preventing illegal dumping. This employee will work in the entire City Limits Area which is 42.89 square miles. Illegal dumping will include the following items: roofing shingles, tires, construction debris, demolition, wood waste, appliances, and items that are put into ditches and isolated areas. Also, people who move out and leave all their items they don't want at the curb or in the garage. The benefits of hiring an employee will help the City achieve a quality of life improvement for all citizens and assist in the City's beautification efforts. 19 B. WORK-PROGRAM (25 Points) In the space below, provide a work program for the proposed project, based on specific questions listed in the scoring criteria, Please present your work program in outline form, placing the requested information under each separate task or step identified. Please attach additional pages if needed. The hiring of an employee in Code Enforcement to address illegal dumping problems will allow the employee to answer complaint calls, and to tour the City looking for illegal dumping. The employee will have a laptop computer to input information found and will be able to access the Lamar county Appraisal District for the name of the owner and other information needed. A letter will be generated by the employee advising the owner of the illegal dumping. A follow up letter will be sent if no action is taken and then turned over to proper authorities for prosecution. 20 C. PROJECT COST EVALUATION (25 Points) In the space below, provide an evaluation of the costs associated with the proposed project, based on specific questions listed in the scoring criteria. Please attach additional pages if needed, The cost of the proposed project will include hiring a full-time permanent position working in Code Enforcement. The City of Paris will pay for the following items: 1. Benefits for the employee. 2. Vehicle for the employee. 3. Laptop computer for the employee. 4. Office supplies. After the grant year, the City of Paris is committed to retaining the employee and will pay the entire cost of the employee. The cost to the citizens of Paris during the grant year is $ .83 per person for this enforcement employee. After the grant year, the cost will be $1.73 per person for the employee. We anticipate the new employee will generate income to the City in fines to violators of illegal dumping. The unmeasured benefits in containing the illegal dumping will greatly assist in the Beautification effort in the City of Paris. 21 D. LEVEL.QF COMMITMENT OF THE APPLICANT (25 Points) Inthe space below, provide information related to the applicant's level.of commitment to preferred solid waste management practices, based on specific questions outlined in the scoring criteria, Please attach any additional pages if needed. In addition, please attach any formal resolutions in support of the proposed project. The City of Paris is providing matching funds and in-kind services in the amount of $20,871.00 to include the following items: 1. Fringe Benefits $7,271.00 2. Dell Laptop Computer $3,500.00 $ 100.00 3. Office Supplies 4. Vehicle $10,000.00 We are requesting funding on this grant in the amount of $20,843.00 which is the salary for one (1) year of a full-time permanent Code Enforcement employee. The City of Paris will commit to continuing this position beyond the first year grant period. We are enclosing a formal resolution adopted at our Special City Council Meeting held on June 27, 2000, authorizing this Solid Waste Application. The City of Paris has received several grants in the past under this program, and has a good record of accomplishing what we stated we would do in the grant application and contracts signed. GRANTBUDGETS~ARY Please provide the following breakdown of the total amount of grant funding being requested: $ $ $ $ 9, Indirect charges* $ ::~~r~l~tl!~~!~~!~~~~~!~~r*~lt~J;~~fl:!I:I:I: $ BUDGET CATEGORY 1. Personnel/salaries 2, Fringe benefits 3, Travel 4, Supplies 5. Equipment 6, Construction 7. Contractual (other than for construction) 8, Other GRANT FUNDING $ 20.843.00 $ 0 $ 0 $ 0 $ o o o 20.843.00 20 843.00 If applicable, please provide the following information: . What is your fringe benefit rate: 35 % . What is your indirect charge rate: o % . Identify the budget categories to which your indirect rate is applied: .Any indireet eharges must be in accordance with an approved COSl allocation plan, or in accordanee with the Indirect Cost Computaton Tabte contained in the current UGCMS, which is available from A TCOG, If you have an approved cost allocation plan, please enclose documentation of your approved indirect rate, 23 Please be sure to complete any of the following detailed budget sheets which are -applicable (please pull out those sheets which are not applicable). DETAILED BUDGET SHEET 1: Matching Funds/In-Kind Services This budget sheet should be completed if the applicant is providing any level of matching funds or in-kind services directly related to the proposed project. Matching Funds: $ 10,871.00 In the space below, please explain in detail the application of any matching funds to be provided by the applicant, as directly related to the proposed project: FRINGE BENEFITS DELL LAPTOP COMPUTER Social Security Retirement Workers Compensation Medical Insurance $1,594. 1,942. 135. 3,600. $3,500. OFFICE SUPPLIES $ 100. $7,271. In-Kind Services: $ 10,000.00 (monetary equivalent) In the space below, please explain in detail the application of any in-kind services to be provided by the applicant, as directly related to the proposed project: Vehicle furnished to employee $10,000.00 24 What is the TOTAL COST of the proposed project, considering the total grant funding requested, any matching funds being provided by the applicant, and the monetary equivalent of any in-kind services being provided by the applicant: $ 41.714.00 DETAILED BUDGET SHEET 2: Grant-Funded Personnel/Salaries This budget sheet should be completed if any expenses are entered for personnel/salaries on Line 1 of your Grant Budget Summary. For each employee to be funded wholly or in part by this grant, complete one of the tables below, referring to the following defInitions: . Function (only those responsibilities directly related to solid waste management) . Status (full-time or part-time, permanent or temporary) . Salary (regular monthly salary) . Months (number of months out of 12 involved wholly or in part with the function) . Time (percentage of monthly time dedicated to the function) . FIE (full-time equivalency dedicated to the function) . Funded (total amount of salary funded through this grant) Employee: hitle: Funetion: s~~: Full Time Permanentls~~:$ 1,737.00 TMonths: 12 Time: 100 % IFTE:1OO% IFunded: $ 20.843.00 I Employee: [Title: Function: S~~: IS~~:$ TMonths: Time: % IFTE: IFunded: $ I 25 Employee: - ITitle: Function: Status : ISalary: $ IMonths: Time: % IFTE: I Funded: $ I (eontinued on .the following page) 26 (Detailed Budget Sheet 2, continued) Employee: TTitle: Function: Status: ISalary: $ /Months: Time: % IFfE: IFunded: $ I Employee: hitle: Function: Status: /Salary: $ I Months: Time: % IFfE: I Funded: $ I Employee: ITitle: Function: Status: ISalary: $ IMonths: Time: % IFfE: IFunded: $ I Employee: hitle: Function: Status: ISalary: $ I Months: Time: % IFfE: IFunded: $ I 27 TOTAL salaries funded, which should equal the amount entered on Line lor-your budget summary. $ 20,843.00 28 ". DETAILED BUDGET SHEET 3: Grant-Funded Travel This budget sheet should be completed if any expenses are entered for travel on Line 3 of your Grant Budget Summary. Travel expenses directly related to the conduct of the funded program may be authorized. Only the employees of the funds recipient assigned to the project should receive reimbursement for travel expenses. In the space below. please describe the types of travel expenses expected, identifying the parties and purposes involved: Not Applicable. 29 DETAILED BUDGET SHEET 4: Grant-Funded Supplies - This budget sheet should be completed if any expenses are entered for supplies on Line 4 of your Grant Budget Summary. Supplies are non-construction related goods and materials having a unit acquistion cost (including freight) of less than $1,000, Such expenditures shaH generalIy relate to the routine purchase of office supplies (paper, pencils, staplers, etc,) or other goods which are consumed by the grant recipient in a relatively short period of time, in the regular perfonnance of the funded project. (Expenses for food and beverages are not alIowable. Further, any items not routinely used in conducting nonnal business over the year should be listed under the "other" budget category). In the space below, please list the general types of supplies you intend to purchase with grant funding: Not Applicable. 30 DETAILED BUDGET SHEET 5: Grant-Funded Equipment - This budget sheet should be completed if any expenses are entered for equipment on Line 5 of your Grant Budget Summary, Expenses included under the Equipment expense category should be for non-construction related, tangible, personal property having a unit acquisition cost of $1,000 or more (including freight and set up costs) with an estimated useful life of over one year, Any equipment that will be used for other projects or activities, in addition to the funded project, may only be funded at an amount reflecting the appropriate percentage of time that the equipment will be directly used for the funded project. All equipment purchases must be approved in advance by the A TCOG, In the space below, please describe the types of equipment you intend to purchase with grant funding, providing as many specifications as possible at this time: Not Applicable. 31 DETAILED BUDGET SHEET 6: Grant-Funded Construction This budget sheet should be completed if any expenses are entered for construction on Line 6 of your Grant Budget Summary, Expenses budgeted under this category should be for costs related to the enhancement or building of permanent facilities, No construction costs shall be incurred by a pass-through grant recipient unless the construction details are approved in advance by the ATCOG. Appropriate costs that may be included are: a, The cost of planning the project; b. The cost of materials and labor connected to the construction project; c, The cost of equipment attached to the permanent structure; and d. Any subcontracts, including contracts for services, performed as part of the construction, In the space below. please describe the construction expenses associated with the proposed project, providing as many specifications as possible at this time (please identify any services to be subcontracted): Not Applicable. 32 DETAILED BUDGET SHEET 7: Grant-Funded Contractual This budget sheet should be completed if any expenses are entered for contractual services on Line 7 of your Grant Budget Summary. Expenses included under this category should be for costs for professional services or tasks provided by a fIrm or individual who is not employed by the grant recipient. Note that the contractual costs for construction-related services should be included under the Construction category. No contractual costs may be incurred by a pass-through grant recipient unless the subcontract is approved in advance by the ATCOG. Applicable laws and regulations concerning bidding and contracting for services must be followed. In the space below, please describe the contractual expenses associated with the proposed project, providing as many specifIcations as possible at this time: Not Applicable. 33 DETAILED_BUDGET SHEET 8: Grant-Funded Other Expenses This budget sheet should be completed if any expenses are entered under "other" on Line 8 of your Grant Budget Summary. Other expenses, not faIling under the main expense categories, may be included, if appropriate for the proposed project. If you will have additonal "Other" expenses, not already listed below, please itemize those expenses at the bottom of this sheet, The restrictions set forth in the UGCMA and the main grant agreement apply. If any of the expenses listed below are included in the calculation of indirect charges, do.IlQt itemize them on this sheet, Please complete the following breakdown of total "other" expenses: $ N/A a, Postage/delivery $ N/A b. Telephone/FAX $ N/A c. Utilities $ N/A d. Printing/reproduction , $ N/A e. Advertising/public notices $ N/A f, Signs $ N/A g, Training $ N/A h, Office space $ N/A i. Basic office furnishings $ N/A j, Computer Hardware (under $1,000 and not listed under the . Equipment category; please identify below): $ N/A k, Computer software (please identify below): $ N/A 1. Additional "other" expenses (please identify below): $ N/A TOTAL "other" expenses, which should equal the amount entered on Line 8 of your budget summary. 34