City of Alexandria, Virginia
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MEMORANDUM
DATE: JUNE 2, 2021
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: MARK B. JINKS, CITY MANAGER /s/
DOCKET TITLE:
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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. Receive this report and schedule the non-competitive grant application, due June 30, 2021 to the Virginia Department of Environmental Quality, Litter Prevention and Recycling Program, for funding in the approximate amount of $5,865.60 for the Adopt-A-Park Litter Control Program (the exact amount to be determined by the Virginia Department of Environmental Quality by September 30, 2021); and
2. After the public hearing, 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. This program has been very successful in increasing cleanliness in the parks, controlling litter, and involving citizens in their neighborhood park. Approximately 23 park areas are being maintained and monitored through this program in 2021.Due to the impacts and guidelines to ensure public safety in response to the COVID19 pandemic, the FY 2021 season occurred from August 2020 through November 2020. In addition, the pandemic resulted in 11 fewer groups participating as compared to previous years.
The Adopt-A-Park program is managed by the Department of Recreation, Parks and Cultural Activities (RPCA). RPCA staff makes monthly inspections and 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 Litter Control awards for FY 2021 is provided (Attachment 2). Attachment 3 reflects the total potential cost of this program if all parks receive the maximum award. The grant period is July 1, 2021 to June 30, 2022.
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 several groups voluntarily use their funds to support the park often by planting trees and seasonal flower beds 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.
FISCAL IMPACT: It is anticipated that the Virginia Department of Environmental Quality, Litter Prevention and Recycling Program, will provide grant funding of approximately $18,720 in FY 2022 for this project. The exact amount of this year's grant will be determined by September 30, 2021. All grant funding will be expended in FY 2022. There is no requirement for the City to provide a cash match or an in-kind match for the grant funds. Balance funds will not be carried over to the next fiscal 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. 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 support 100% of the costs of this initiative.
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. FY 2022 grant monies will determine the point values earned at the end of the program year.
ATTACHMENTS:
Attachment 1: FY 2022 Adopt-A-Park Litter Control Procedures
Attachment 2: FY 2021 Adopt-A-Park Litter Control Awards
Attachment 3: FY 2022 Adopt-A-Park Litter Control Budget
STAFF:
Debra Collins, Deputy City Manager
James B. Spengler, Director, Recreation, Parks and Cultural Activities
Jack Browand, Acting Deputy Director, Recreation, Parks and Cultural Activities
Judy Lo, Acting Principal Planner, Recreation, Parks and Cultural Activities
Lucresha Murphy, PARKnership Manager, Recreation, Parks and Cultural Activities
Faye Maslaki, Fiscal Officer, Recreation, Parks and Cultural Activities
Karen Snow, Senior Assistant City Attorney, City Attorney’s Office