06.f Scandia Recycling Grant_2024
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2024 GRANT AGREEMENT FOR MUNICIPAL RECYCLING GRANT DISTRIBUTION THIS AGREEMENT made and entered into by and between the County of Washington, hereinafter referred to as the "County", and the City of Scandia, 14727 209th Street North, Scandia, MN 55073, hereinafter referred to as the "Grantee". WHEREAS, the County desires to encourage and provide opportunities for residential recycling to reduce the County's reliance on solid waste disposal facilities, and WHEREAS, the Washington County Board of Commissioners has budgeted funds to be used to further develop recycling projects in the County. NOW, THEREFORE, the parties hereto agree as follows: 1. Term: The term of the Agreement shall be from the date this Agreement is approved by the County to December 31, 2024. 2. The County's Obligations: The County will pay the Grantee an amount of up to $8,164.00 which is to be used for recycling program expenses in 2024. Payment will be within 60 days of execution of this Agreement. 3. The Grantee's Obligations: a. The Grantee agrees to follow their 2024 Municipal Recycling Grant Application and the guidelines therein (Exhibit A). b. The Grantee will use all recycling grant money received in 2024 as a result of this Agreement, for base funding activities, recycling projects, and public education related to recycling, as indicated in Exhibit A. If all recycling grant funds are not used within the grant period, the Grantee must return unexpended funds to the County unless the County approves utilizing the unspent funds for recycling projects the following year. c. The Grantee shall sign and return this Agreement to the County by July 1, 2024. Failure to do so will result in a reduction or loss of grant funds. d. The Grantee agrees to support State efforts in obtaining hauler reports by ensuring compliance through ordinance, contract or license requirements and the ability to exercise punitive actions, if needed. e. The Grantee will prepare and submit annual work plan project reports to the County. The reports shall cover the time period from January 1 to December 31 and shall be submitted to the County by January 31st of the year following the reporting period. The annual reports are available on the County’s Municipal Recycling Grant Application and Reporting software (Re-TRAC Connect). f. Pursuant to Minnesota Statutes Sections 115A.46 and 115A.471, all waste generated by city/township government activities (including city/town halls, public
WASHINGTON COUNTY
CONTRACT #
PUBLIC HEALTH & ENVIRONMENT
TERM: Date of final signature - 12/31/24
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works buildings, parks, and for city/townships that arrange for waste services on behalf of their residents) shall be delivered to the Ramsey/Washington Recycling and Energy Center in Newport for disposal. Failure to comply with this provision shall constitute a breach of this Grant Agreement. g. The parties agree that if the Grantee contracts or otherwise arranges for municipal solid waste hauling service on behalf of its residents and/or businesses and the Grantee issues bills for this service, the Grantee shall bill the County Environmental Charge (CEC) as a separate line item on the solid waste bill and shall make reasonable effort to collect the CEC. Exception to this provision is if the licensed hauler collected the CEC for the previous year. All County Environmental Charges collected shall be remitted to the County according to section 14.5 of Washington County Ordinance #178 or its replacement, Ordinance #194, effective July 1st, 2014. Failure of the Grantee to comply with this provision shall constitute a breach of this Grant Agreement and will result in loss of grant funds.
4. Indemnification and Insurance:
a. The Grantee agrees it will defend, indemnify and hold harmless the County, its
officers and employees against any and all liability, loss, costs, damages, and
expenses which the County, its officers, or employees may hereafter sustain, incur,
or be required to pay arising out of the negligent or willful acts or omissions of the
Grantee in the performance of this agreement.
b. The Grantee agrees that in order to protect itself, as well as the County, under the
indemnity provisions set forth above, it will at all times during the term of this Agreement,
keep in force the following insurance protection in the limits specified:
1. Commercial General Liability with Contractual liability coverage in the amount of
$1,500,000 per occurrence with a $3,000,000 aggregate. An excess or umbrella liability
policy may be used in conjunction with primary coverage limits to meet the minimum
limit requirements.
2. Automobile coverage in the amount of $1,500,000 on a combined single limit basis and
include hired and non-owned.
3. Worker’s Compensation in statutory amount. (if applicable)
Washington County shall be listed as additional insured as it relates to Commercial General
Liability and Automobile Liability.
Prior to the effective date of this Contract, the Grantee will furnish the County with a current
and valid proof of insurance certificate indicating insurance coverage in the amounts required
by this Contract. This certificate of insurance shall be on file with the County throughout the
term of the Contract. As a condition subsequent to this Contract, Grantee shall ensure that the
certificate of insurance provided to the County will at all times be current. The parties agree
that failure by the Grantee to maintain a current certificate of insurance with the County shall
be a substantial breach of the Contract and payments on the Contract shall be withheld by the
County until a certificate of insurance showing current insurance coverage in amounts required
by the Contract is provided to the County.
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Any policy obtained and maintained under this clause shall provide that it shall not be
cancelled, materially changed, or not renewed without thirty days’ notice thereof to the
County.
5. Data Practices:
All data collected, created, received, maintained, or disseminated for any purposes by the
activities of Grantee because of this Agreement is governed by the Minnesota Government
Data Practices Act, Minnesota Statutes Chapter 13, as amended, the Minnesota Rules
implementing such Act now in force or as adopted, as well as Federal regulations on data
privacy.
6. Condition Subsequent:
It is understood and agreed that in the event that reimbursement to the County from state
sources is not obtained and continued at a level sufficient to allow the Grant, the
obligations of each party hereunder shall thereupon be reviewed to determine the
necessity of renegotiating all or parts of this Agreement.
7. Records Availability and Retention:
Pursuant to Minnesota Statute Section 16C.05, Subd. 5, the Grantee agrees that the
County, the State Auditor, or any of their duly authorized representatives at any time
during normal business hours and as often as they may reasonably deem necessary, shall
have access to and the right to examine, audit, excerpt, and transcribe any books,
documents, papers, records, etc. which are pertinent to the accounting practices and
procedures of the Grantee and involve transactions relating to this Agreement.
Grantee agrees to maintain these records for a period of six (6) years from the date of
termination of this Agreement.
8. Independent Contractor:
Nothing contained in this Agreement is intended or should be construed as creating the
relationship of co-partners or joint ventures with the County. No tenure or any rights or
benefits, including Worker's Compensation, Unemployment Insurance, medical care, sick
leave, vacation leave, severance pay, PERA, or other benefits available to County
employees, shall accrue to the Grantee or employees of the Grantee performing services
under this Agreement.
9. Nondiscrimination:
The Grantee agrees to comply with the nondiscrimination provision set forth in Minnesota
Statute 181.59 and not discriminate on the basis of race, creed, color, or national origin.
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The Grantee’s failure to comply with this requirement may result in cancellation or
termination of the Contract, and all money due or to become due under the Contract may
be forfeited for a second or any subsequent violation of the terms or conditions of this
Contract.
10. Firearms Prohibited:
Unless specifically required by the terms of this Contract or the person it is subject to an
exception provided by 18 USC§ 926B or 926C (LEOSA) no provider of services pursuant to
this Contract or subcontractors shall carry or possess a firearm on County premises or
while acting on behalf of Washington County pursuant to the terms of this Contract.
Violation of this provision is grounds for immediate suspension or termination of this
Contract.
11. Noncompliance by Grantee:
If the County finds that there has been a failure to comply with the provisions of this
Agreement, the County may terminate the Agreement at any time following seven (7) days
written notice to the Grantee and upon failure of the Grantee to cure the default within
the seven day period. The County will require the Grantee to repay the grant funds in full
or in a portion determined by the County. Nothing herein shall be construed so as to limit
the County's legal remedies to recover grant funds.
12. Termination:
This Agreement may be canceled by either party upon thirty (30) days written notice.
Notice to the Cities shall be mailed to the City Administrator or to the City Clerk if there is
no Administrator. Notice to Townships shall be mailed to the Township Clerk. Notice shall
be sent to the official business address of the City or Township. Notice to the County shall
be mailed to: Department of Public Health and Environment, 14949 62nd Street N, PO Box
6, Stillwater, MN 55082-0006.
13. Merger and Modification:
a. It is understood and agreed that the entire Agreement between the parties is
contained here and that this Agreement supersedes all oral agreements and
negotiations between the parties relating to the subject matter. All items referred
to in this Agreement are incorporated or attached and are deemed to be part of
this Agreement.
b. Any material alterations, variations, modifications, or waivers of provisions of this
Agreement shall be valid only when they have been reduced to writing as an
Amendment and signed by the parties.
14. Force Majeure Events:
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For purposes of this agreement, “Force Majeure” refers to an event that by its nature is
unforeseen, or, if it was foreseen, was beyond reasonable control by either party. With a
Force Majeure event, the parties agree to 1) make an attempt to reschedule any such
municipally planned events impacted included but not limited to community clean-ups,
collection events, planned performances, and promotional campaigns, or 2) substitute the
impacted event with other acceptable recycling efforts as outline in Exhibit A of this
agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement on the dates indicated
below.
GRANTEE WASHINGTON COUNTY
BY:_ __________________________________ BY:
David Brummel, Director
TITLE: Department of Public Health
and Environment
DATE:
DATE:____________________________ _
APPROVED AS TO FORM
BY: ____ ______________________
Ass't Washington Co. Attorney
DATE: __ ______________
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2024 Municipal Recycling Grant Guidelines
Municipalities in Washington County are responsible for establishing and maintaining municipal
recycling programs. The County provides educational, financial and technical assistance to local
governments to aid these programs. The County’s municipal recycling grant program assists
municipalities with recycling program expenses.
Grant funding levels are dependent on municipality household counts and recycling program activities.
Municipalities are encouraged to apply for the maximum level of funding. Four levels of grant funding
are available:
1. Base Funding: funding to cover administrative and program expenses to sustain existing
programs and covers the BASIC category of the recycling continuum. Base funding is dependent
on the number of households in a community.
2. Project Funding: funding to target specific grant projects that are related to achieving recycling
goals and covers projects contained in the IMPROVED and ADVANCED categories of the
recycling continuum.
3. Incentive Funding: funding for one-time special projects or purchases that cannot be covered
with project funding. Project funding shall be used for before incentive funding is applied for.
4. Shared Resources Funding: funding for collaboration among multiple municipalities.
I. Eligibility Requirements
To receive funding through the Washington County municipal recycling grant program, municipalities
must meet the following eligibility requirements:
1. A municipality’s curbside recycling program shall be established by; 1) ordinance, 2) contracted
with a hauler, or 3) a hauler be licensed to operate within the municipality.
2. Municipality must support State efforts in obtaining hauler reports by ensuring compliance
through ordinance, contract or license requirements and the ability to exercise punitive actions,
as needed.
3. All multi-unit dwellings (4 or more units) must have recycling service available.
4. At a minimum, the municipality must meet or plan to meet the components under the BASIC
category of the recycling continuum (see page 8).
5. At a minimum, municipal staff must participate in two recycling coordinator meetings and one
meeting with PHE staff per year to develop the grant project work plan(s).
6. Supply Verification of Compliance with Minnesota Statute 115.471 and 115A.46 Public Entities
Law (if applicable).
7. Submit completed previous grant cycle expenditures and project final reports.
8. Submit complete application and project(s) form, as applicable.
Complete projects and performance measures outlined on the application or return
funds for incomplete projects.
9. Continue to make progress along the municipal recycling performance continuum.
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Washington County, on behalf of State requirements, reserves the right to withhold any and all funding
from municipalities for; 1) failure to report on previous grant activities of a municipality (not in good
effort), 2) failure to complete application and project work plans and 3) failure to not actively engaging
with PHE staff in grant funding activities and the execution of projects.
II. Funding Application
Municipalities must complete a funding application by February 29th, 2024, to receive grant funding.
Applications and yearly work plan(s) must be submitted using Re-TRAC Connect.
III. Grant Funding Allocation
Funding is separated into four (4) categories:
1. Base funding: funding for activities that sustain the municipalities existing recycling program.
This includes funding for administration of a recycling ordinance, resident questions, completing
the municipal grant application, work plan(s) and annual report, residential recycling
information, website maintenance, and meeting the BASIC category of the continuum, which
can be found on page 8. The table below shows how base funding is determined for each
community.
# of Households Eligible Amount for Base
Funding
<450 $1,500.00
451-1000 $2,500.00
1001-2000 $5,000.00
2001-5000 $10,000.00
5001-10000 $20,000.00
>10000 $30,000.00
Note: household data is retrieved from the Metropolitan Council’s most recent population
estimates. These estimates are the official population and household estimates for state
government purposes, including how local government aid (LGA) and local street aid allocations
are determined. Previous year estimates are prepared the following year and certified by July
15.
2. Project funding: funding to develop and implement new or expanded recycling projects that
encourage movement along the recycling continuum in the IMPROVED and ADVANCED
categories, found on page 8. A municipality is eligible to receive $0.50/household/project. A
municipality may qualify for up to four projects per year.
3. Incentive funding: one-time special project funding for large purchases that cannot be covered
with project funding. Incentive funding can be applied for after the February 29th grant
application deadline so long as the municipality meets to discuss with PHE staff. Funding can be
requested and utilized at any time during the 2024 grant cycle.
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4. Shared Resource funding: this is targeted to fund collaborations among municipalities.
Municipalities participating in shared resource funding must designate one municipality to act as
representative and fiscal agent to be liaison with the county.
IV. Eligible Expenses
Grant funds are used for the following expenses and are subject to approval by PHE staff:
1. Administrative (maximum of 75% of County grant funds)
• Salary and legal costs of personnel only while directly working on, part time or full time,
the planning, implementation and promotion of eligible activities.
• Salaries, benefits and mileage for consultant services or temporary help with prior
written approval from PHE and must be related to eligible activities.
• County-approved educators, performers, and municipal staff who help implement
required education activities using County toolkits and standardized messaging.
2. Capital Expenses
• Event recycling containers
• Public space recycling containers
• Recycling containers and education for municipally owned/operated buildings and
internal spaces
• Resident-only municipal food scraps drop-off site
3. Public Education and Promotion*
• Design, production, and distribution of flyers, brochures, newsletter articles, posters,
advertisements, videos, billboards, audio (radio, video, television, theater), electronic
(website and e-news) and other communication promotional items reaching at least 1%
of a community’s population
• Disseminating Washington County flyers, brochures, newsletters, posters,
advertisements, videos, billboards, audio (radio, video, television, theatre) electronic
(website and e-news) and other communication promotional items
• Development of promotional materials for a community event such as a clean-up day or
road clean up event
• The percentage of cost for a municipality’s newsletter devoted to recycling
• Environmental commissions and related expenses directly related to recycling and
waste education (maximum of 25% of County grant funds)
4. Singular Item Collection
• Design, production, and distribution of flyers, brochures, newsletter articles, posters,
advertisements, videos, billboards, audio (radio, video, television, theater), electronic
(website and e-news) and other communication specific to the collection of a specific
item or material.*
• Disposal costs of items collected for recycling or reuse at special collection events by an
approved County vendor
5. Other
• Yard waste, recycling, or composting project
• Reuse projects and promotion
• Other expenses with prior written approval from the PHE
*Municipalities should reference MN State Statute 16C.073 for purchasing of paper for print materials.
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V. Ineligible Expenses
Ineligible expenses are considered the following and subject to review by PHE:
1. Permanent, single sort, year-round recycling drop-off locations
2. Disposal expenses for community clean up events or road cleanup activities where specific items
are not directed to recycling or reuse
3. Expenses for non-waste abatement, such as energy or ground water
4. Ongoing recycling or garbage service fees (collection, processing, transportation)
5. Costs for office equipment and supplies
6. Street sweeping expenses
7. Beautification projects or rain gardens
8. Lobbying and legal expenses
9. Food or refreshments
10. Funding currently budgeted or being provided by applicant
VI. Standard List of Residential Curbside Recyclables to Be Collected Curbside for
Single Sort Collection
PHE created the list of standard recyclable materials to be collected curbside after researching current
materials collected curbside by haulers as well as the availability of viable end markets for those
materials. This list covers only the minimum materials recommended for residential curbside collection.
A municipality may require the collection of additional recyclable materials. A municipality may choose
how to enforce such as through ordinance or hauler licensing. The Standard List of Residential Curbside
recyclables can be found at the link below.
Washington County Standard List of Residential Curbside Recyclables
This standard list of recyclables for single sort recycling collection will be periodically reviewed and
updated by PHE as additional materials and end markets become available. PHE may add materials to
this list and require municipalities to begin collection of the new materials within one year of receiving
notification from the PHE.
VII. Verification of Compliance with Minnesota Statute 115.471 and 115A.46
Public Entities Law
As a condition of eligibility for the Washington County Municipal Recycling Grant funds, pursuant to
Minnesota Statutes 115A.46, subd. 5 and 115A.471, all waste generated by municipal government
activities, including, but not limited to city/town halls, public works buildings, parks, etc., and waste
arranged or waste contract for on behalf of its residents (such as organized garbage collection), must be
managed in accordance with the County’s Solid Waste Management Plan and delivered to the
Ramsey/Washington County Resource Recovery Facility in Newport for disposal. Failure to comply with
this provision shall constitute a breach of the Municipal Recycling Grant Agreement.
VIII. Reporting
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1. Hauler Reporting
The Minnesota Pollution Control Agency (the State) will collect tonnage reports directly from
haulers on behalf of counties and municipalities. Reports will be collected on a quarterly basis
and will have tonnage amounts for MSW/garbage, recycling and source separated organics
listed for each county. To ensure data is provided to the State quarterly, municipalities are
expected to continue their role in enforcing hauler compliance through existing ordinances,
contracts or licenses with haulers. Municipalities are expected to exercise punitive actions, if
needed. The final, compiled hauler reports will be available on the County’s Re-TRAC Connect
system for municipality’s to view after the reporting period has closed.
2. Annual Work Plan Project Status Reports
Municipalities receiving funding through the Washington County municipal recycling grant
program must complete annual work plan project status reports. The annual report is a measure
of a municipality’s progress towards meeting components on the recycling continuum and on
program expenditures. Annual reports must be completed by the municipality receiving the
grant by January 31st of each year using the County’s Re-TRAC Connect system.
• Work plan project status report:
o project completion (yes/no)
o performance measurements (minimum of 3 forms of measurement, as
identified in work plan, should be reported)
o description of information helpful to other municipalities desiring to replicate
projects
3. Final Program Expenditures Report
Municipalities receiving funding through the Washington County municipal recycling grant
program must complete final program expenditures report at the end of the grant term. Reports
must be completed to receive funding in future grant cycles. Components to be included in the
final report includes the following:
• Program expenditures: Total program expenditures must equal total program revenue.
o Administrative costs including
1. Direct salaries
2. Direct membership, training, subscriptions
3. Consultant services and or temporary help
4. Promotion
5. Design, printing and postage
6. Advertisements/Videos/Promotional items
7. Special events
8. Other (list and describe)
o Capital Costs
o Collection Costs (grant funds cannot be used for collection costs)
o Other
• For each line item on the report’s expenditures sheet, indicate:
o Total County grant funds used
o City/Township funds contributed
o % of County grant used for particular line item
o Total expenditures
IX. Recycling Performance
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A municipality’s performance will be evaluated based on information from the annual work plan project
status reports, and reasonable effort towards reaching outcomes from work plan activities implemented
and progression along the recycling continuum. PHE reserves the right to request documentation for
information submitted.
Failure by a municipality to demonstrate measurable progress towards one or more of the work plan
goals will result in a Recycling Improvement Plan be submitted 90 days of being notified by PHE. The
Plan must be negotiated with PHE and specify the efforts that will be undertaken by the municipality to
improve its recycling program to achieve the identified goal in the work plan by implement strategies
agreed upon by municipal staff and PHE. The plan should focus on components of the recycling
continuum. Funding will be withheld until the municipality’s Plan is completed and approved by PHE.
X. County Responsibilities
The county will be responsible for the following:
1. Grant documents
PHE will provide the grant application and work plan by January 1st for each municipality to use
to request grant funding and to develop project work plans. PHE will also provide the report for
municipalities to report on their recycling program. Annual reports are available year round.
2. Meetings
PHE staff will host quarterly recycling coordinator meetings and will make
meeting materials available on the City Recycling Resources webpage on the County’s
website. PHE staff will also coordinate individual work plan meetings with each municipality to
identify grant projects.
3. Technical assistance
PHE staff will help identify if and how additional technical assistance is needed.
4. Payments
Grant payment will be made in one installment, which is to be used for recycling program
expenses in 2024. The payment will be made within 60 days of execution of the Recycling Grant
Agreement.
5. Recycling tonnages
Recycling tonnages for each municipality will be collected by the Minnesota Pollution Control
Agency (the State) from the community’s recycling hauler(s) on a bi-annual basis. Reports are
available by request.
6. Residential recycling survey
If requested, PHE will develop a survey on residents’ recycling knowledge and behavior for
municipalities to promote and distribute regularly.
7. Online recycling information and best practices
PHE will maintain the City Recycling Resources webpage on the County’s website for use by
municipal staff to obtain information on recycling best practices, track recycling coordinator
meetings and access templates and other educational information designed specifically for use
by municipalities.
8. Commercial Recycling
PHE has a separate funding mechanism to promote and support recycling in the commercial
sector. This program is called BizRecycling and more information can be found at
www.bizrecycling.com.
9. Recycling in multi-unit dwelling (4+ units)
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PHE has a separate funding mechanism to promote and support recycling in multi-unit
dwellings. More information and ways to access this program can be found on
www.bizrecycling.com.
Supplemental documents required upon application submittal:
1. Updated waste and recycling ordinance(s) (if applicable)
2. Updated waste and recycling contract(s) (if applicable)
3. City/Township council meeting minutes discussing/approving updated ordinances/contracts (if
applicable)
4. Verification of public entities law (MN Statute 115.471 and 115A.46) (if applicable)
5. A certificate of insurance indicating the municipalities’ general liability limits as indicated in
Section 4 of the Agreement. Please include certificate with the application.