City of Alexandria, Virginia
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MEMORANDUM
DATE: JUNE 5, 2013
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: RASHAD M. YOUNG, CITY MANAGER /s/
DOCKET TITLE:
TITLE
Consideration of a Non-Competitive Grant Application to the Virginia Department of Environmental Quality, Litter Prevention and Recycling Program, for Funding to Support the Adopt-A-Park Litter Control Program.
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ISSUE: Consideration of a non-competitive grant application to the Virginia Department of Environmental Quality, Litter Prevention and Recycling Program, for funding to support the Adopt-a-Park Litter Control program.
RECOMMENDATION: That City Council:
(1) Approve a non-competitive grant application to the Virginia Department of Environmental Quality, Litter Prevention and Recycling Program, for funding in the approximate amount of $24,347 for the Adopt-a-Park Litter Control Program (the exact amount to be determined by the Virginia Department of Environmental Quality by September 30, 2013); and
(2) Authorize the City Manager to execute all necessary documents that may be required.
DISCUSSION: The City's Adopt-a-Park program began in 1978, with the first litter grant award. Through this program, local citizen groups enter into an agreement with the City to pick up litter (broken glass, bottles, cans and paper) in their assigned park areas (Attachment 1). This program has been very successful in increasing cleanliness in the parks, controlling litter, and involving citizens in their neighborhood park. This calendar year 2013, 30 park areas are being maintained and monitored through this program. In an effort to include more central and west Alexandria parks in the program, an outreach campaign is planned for 2013 with the goal of adding 2-3 new park areas by spring 2014.
The Adopt-a-Park program is managed by the Park Operations Division, who makes monthly inspections, rates the park areas for cleanliness, and awards up to a maximum of 96 points for a perfect effort sustained over an eight month period. Based on the number of points awarded annually to each of the participating citizen groups, a cash donation is awarded. The amount of the cash donation made to each citizen group is determined by taking the money available for the program and dividing it by the cumulative number of points to determine the dollar value of each point with a cap of $10.00 per point. The dollar value for each point is then multiplied by the number of points each participating group earned to determine that group's cash award.
In FY 2013, one park (South Early Park) received the maximum award of 96 points. A list of the participating groups and the amount of their awards for FY 2013 is provided (Attachment 2). In FY 2014, the maximum donation for an individual park will not exceed $10.00 per point, based on the anticipated grant amount and a maximum accumulation of 96 points. Attachment 3 reflects the total potential cost for this program if all parks receive the maximum award. The grant period is July 1, 2013 to June 30, 2014, FY 2014.
Currently, the program does not specify how groups should expend their cash awards. Each group determines how their funds are spent, and typically groups use the funds to support their own initiatives. A number of groups voluntarily put funds back into the park, often by planting trees, maintaining seasonal flower beds, funding park furniture such as benches and picnic tables or other improvements. At the annual Adopt a Park meeting held on March 18, 2013, staff proposed groups re-direct a portion of their funds for park-related uses, which could include the uses listed above, but also cleanup activities or other community events that take place in the park. This is intended to provide additional benefits to the park that would not otherwise be possible at current operating levels. Staff is working with the groups to further develop this proposal and it is anticipated this change would take effect in FY 2015.
FISCAL IMPACT: There is minimal fiscal impact on the City. An estimate of $20,000 in grant resources and expenditures were included in the FY 2014 approved budget. There is no requirement for the City to provide a cash match or an in-kind match for these grant funds. FY 2014 grant monies will determine the point values of the total number of points earned at the end of the program year. The City is responsible for administrative costs associated with this grant, including monitoring the operation of the program and financial oversight. These costs are absorbed by current staff.
It is anticipated that the Virginia Department of Environmental Quality, Litter Prevention and Recycling Program, will provide grant funding of approximately $24,347 in FY 2014 for this project. The exact amount of this year's grant will be determined by September 30, 2013. All grant funding will be expended in FY 2014. No funds will be carried over to the next fiscal year.
No additional funds are available in the City budget to continue these activities once the grant funds are expended. No City funds will be available if State funding does not 100% support all costs of this initiative.
ATTACHMENTS:
Attachment 1: Adopt-A-Park Litter Control Procedures Program Year 2013
Attachment 2: FY 2013 Adopt-A-Park Litter Control Awards
Attachment 3: FY 2014 Adopt-A-Park Litter Control Budget
STAFF:
James B. Spengler, Director, Department of Recreation, Parks & Cultural Activities
Kendal Taylor, Assistant Director, Office of Management and Budget
Faye Maslaki, Fiscal Officer, Department of Recreation, Parks & Cultural Activities
James Nichols, Division Chief, Park Operations, Department of Recreation, Parks and Cultural Activities
Judy Lo, Park Planner, Department of Recreation, Parks & Cultural Activities
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