City of Alexandria, Virginia
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MEMORANDUM
DATE: JUNE 3, 2015
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: MARK B. JINKS, CITY MANAGER /s/
DOCKET TITLE:
TITLE
Consideration of the Submission of a Non-Competitive Grant Application to the Virginia Department of Environmental Quality Litter Prevention and Recycling Program for Funding of 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, due June 30, 2015, to the Virginia Department of Environmental Quality, Litter Prevention and Recycling Program, for funding in the approximate amount of $23,520 for the Adopt-a-Park Litter Control Program (the exact amount to be determined by the Virginia Department of Environmental Quality by September 30, 2015);
2. Authorize the City Manager to execute all necessary documents that may be required; and
3. Formally thank the organizations who have adopted a park and thereby improved the quality of life in the City.
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. Approximately 33 park areas will be maintained and monitored through this program in 2015.
The Adopt-a-Park program is managed by the Department of Recreation, Parks and Cultural Activities, Park Operations Division, who makes monthly inspections, rates the park areas for cleanliness based upon the points rating system described in the Program procedures (Attachment #1). The amount of the cash award is determined by the amount of grant funding received each year and the rating system.
A list of the participating groups and the amount of their awards for FY 2015 is provided (Attachment 2). Attachment 3 reflects the total potential cost for this program if all parks receive the maximum award. The grant period is July 1, 2015 to June 30, 2016, FY 2016.
The program does not stipulate how groups should expend their cash awards. Each group determines how their own funds are spent. Most often, groups support their own initiatives, however a number of groups voluntarily use their funds to support the park(s) often by planting trees and seasonal flowerbeds, and purchasing park furniture such as benches and picnic tables. Groups will continue to use their funds as they want, and RPCA will continue to work with individual groups who use the funds towards the park(s).
FISCAL IMPACT: There is positive fiscal impact on the City as the citizen group efforts provide a donated value of contributed goods and volunteer services to the City. An estimate of $30,000 in grant resources and expenditures were included in the FY 2016 approved budget. There is no requirement for the City to provide a cash match or an in-kind match for the grant funds. FY 2016 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 in staff time.
It is anticipated that the Virginia Department of Environmental Quality, Litter Prevention and Recycling Program, will provide grant funding of approximately $23,520 in FY 2016 for this project. The exact amount of this year's grant will be determined by September 30, 2015. All grant funding will be expended in FY 2016. 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 2015
Attachment 2: FY 2015 Adopt-A-Park Litter Control Awards
Attachment 3: FY 2016 Adopt-A-Park Litter Control Budget
STAFF:
Emily Baker, Deputy City Manager
James B. Spengler, Director, Recreation, Parks & Cultural Activities
Faye Maslaki, Fiscal Officer, Recreation, Parks & Cultural Activities
James Nichols, Division Chief, Park Operations, Recreation, Parks and Cultural Activities
Katherine Nourse, Park Manager, Park Operations, Recreation, Parks and Cultural Activities