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HomeMy WebLinkAboutPR 24145: H-E-B COMMUNITY RECYCLING PROJECT GRANT ACCEPTANCEpre- City of Port Arthur Transit Department Memorandum To: Ronald Buton,City Manager From: Ivan Mitchell,Transit-Fleet Director Date: January 27,2025 Re: P.R 24145—H-E-B Community Recycling Project Grant Acceptance Nature of Request: Request for City Council to authorize the City Manager to accept a grant from Keep Texas Beautiful(KTB),through its Keep Texas Recycling program,as part of the H-E-B Community Recycling Grant Program for a cardboard recycling facility. Background: Keep Texas Beautiful will provide funding for this project,through a grant from H-E-B in the amount of$109,000.00. Created in 2021,this program seeks projects that will help communities build sustainable recycling opportunities and/or increase public education and awareness around waste reduction and recycling.Funding for this grant opportunity is provided by H-E-B. Projects must fall within one or more of the following categories: • Implementation Projects •Improvement Projects • Education and Outreach Establishing this facility will lay the groundwork for a citywide recycling model that supports sustainability while fostering a cleaner,healthier environment for all residents. The City's project will encompass constructing a canopy with electrical installation at the recycling location. In addition, a cardboard baler and shredder will be purchased utilizing the allocated funds. Recommendation:It is recommended City Council approve proposed P.R. 24145. This resolution would authorize the City Manager to accept a grant from Keep Texas Beautiful(KTB)awarded to the City of Port Arthur for the purchase of a cardboard baler and shredder as well as the construction of the required supporting facilities. Budgetary/Fiscal Effect: This project will be covered by KTB with eligible project expenses reimbursed at 100%. P.R. 24145 01/27/2025 IM/TNR RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ACCEPT A GRANT FROM KEEP TEXAS BEAUTIFUL (KTB), THROUGH ITS KEEP TEXAS RECYCLING PROGRAM, FUNDED BY H-E-B FOR THE CITY OF PORT ARTHUR TO ESTABLISH A CENTRALIZED CARDBOARD RECYCLING FACILITY IN THE AMOUNT OF $109,000.00 SHALL BE PLACED IN IN ACCOUNT NO. 307-13-037-8525-00-10-000 EQUIPMENT SERVICE CAPITAL IMPROVEMENT. WHEREAS, H-E-B, through its Keep Texas Recycling program, is proud to offer the City of Port Arthur funding as part of the H-E-B Community Recycling Grant Program. See Exhibit"A"; and, WHEREAS, this program seeks to fund projects that will help communities build sustainable recycling opportunities while increasing public education and awareness around waste reduction and recycling; and, WHEREAS, the City has received funding in the amount of $109,000.00 from Keep Texas Beautiful through its Keep Texas Recycling program to establish a centralized cardboard recycling facility. Funding for this grant opportunity is provided by H-E-B, and, WHEREAS, the City aims to implement a recycling program designed to reduce landfill waste, conserve valuable natural resources, and help lower waste management costs; and, WHEREAS, funding is being provided to construct a canopy with electrical installation at the recycling location. In addition to the purchase of a cardboard baler/shredder; and WHEREAS, all eligible expenses under the Keep Texas Beautiful grant will receive full reimbursement at 100%, as delineated in Exhibit"A." NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct. THAT, the City Manager is hereby authorized to accept $109,000.00 from the Keep Texas Beautiful grant award funded by H-E-B. The funding received shall be placed in account No. 307-13-037-8525-00-10-000 for equipment service capital improvement. THAT, the City Manager is authorized to sign the attached Memorandum of Understanding for the H-E-B Community Recycling Project in substantially the same form as Exhibit "A." P.R. 24145 01/27/2025 IM/TNR THAT, a copy of the caption of this Resolution be spread upon the minutes of the City Council. READ, ADOPTED, AND APPROVED this day of February 2025 at a Regular Meeting of the City of Port Arthur, Texas,by the following vote: AYES: AYES: Mayor: Councilmembers: NOES: Thurman "Bill" Bartie, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVED I R ADMINISTRATION: APPROVED AS TO AVAILABILITY etrimilktor OF FUNDS: 1\) /4te Ronald Burto , CPM Lynda Boswell City Mana: r ector of Finance i LAtte414, Clifton illiams, CPPB Iva Mitchell Purchasing Manager Transit-Fleet Director P.R. 24145 01/27/2025 IM/TNR Exhibit "A" Our Texas Our Future T Keep Texas Beautiful H-E-B COMMUNITY RECYCLING PROJECT MEMORANDUM OF UNDERSTANDING ABOUT Keep Texas Beautiful (KTB), through its Keep Texas Recycling program, is proud to offer City of Port Arthur funding as part of the H-E-B Community Recycling Grant Program. Created in 2021, this program seeks projects that will help communities build sustainable recycling opportunities and/or increase public education and awareness around waste reduction and recycling. Funding for this grant opportunity is provided by H-E-B. Projects must fall within one or more of the following categories: • Implementation Projects • Improvement Projects • Education and Outreach FUNDING Grant Amount $109,000.00 Keep Texas Beautiful will provide funding for this project, through a grant from H-E- B. All estimates/proposals for items related to the project should be submitted directly to KTB for approval and procurement and/or purchase. City of Port Arthur shall retain title to, or the exclusive right to use, all materials, equipment or tools purchased using the grant funds, however if City of Port Arthur discontinues use of equipment for the designated purpose to process, transport or assist in the processes of recycling, then Keep Texas Beautiful has the right to take ownership and repurpose the equipment for use in a similar program. PROJECT CRITERIA Projects must be completed and funding spent by November 14, 2025. If total project costs exceed the grant amount, the project must be completed using other sources of funding. Please note, the project must be completed in the designated time frame or the funding must be returned to KTB. Applicants must agree to submit a final report on their project by December 8, 2025 (see Timeline section for more details). Project concepts could include, but are not limited to: • Implementation of a recycling program that accepts at least one post- consumer commodity. • Projects that improve recycling program efficiency and/or cost effectiveness. • Education and outreach projects with a focus on reducing contamination and improving material quality. • Education and outreach projects with a focus on specific recyclable commodities that have not otherwise been accepted for recycling and/or are hard-to-recycle. • Public-private collaborations to improve waste diversion in the community. 1/4 Our Texas , Our Future Keep Texas Beautiful H-E-B COMMUNITY RECYCLING PROJECT MEMORANDUM OF UNDERSTANDING Funds may NOT be used for the following purposes: • Repayment of existing debt or • Subsidization of existing contracts obligations • Employee salaries & expenses • Payment of organizational • Land acquisition overhead • Pass-through grants • Legal fees • Field Trips • Loan or bank fees TIMELINE & PROJECT DURATION • November 22-December 20, 2024: Kick-off meetings scheduled • February 20, 2025: Signed MOU must be received by KTB by 5 p.m. CDT • April 2025: Funding announcement by H-E-B & community event • June 11, 2025: Progress Report due • November 14, 2025: Projects must be complete and grant funds spent • December 8, 2025: Final report form must be received by KTB by 5 p.m. CDT This MOU is at-will and may be modified by mutual consent of authorized officials from KTB and City of Port Arthur. This MOU shall become effective upon signature by the authorized officials from KTB & City of Port Arthur and will remain in effect until modified or terminated by either partner by mutual consent. In the absence of mutual agreement by the authorized officials from KTB & City of Port Arthur this MOU shall end December 31, 2025. RESOLVING DISPUTES In the event of a dispute, difference of interpretation, or appeal of a decision regarding the terms and/or conditions of this agreement, settlement shall be addressed by the KTB Board President and City of Port Arthur. If settlement cannot be reached, the issue shall then be presented to the KTB Board of Directors and City of Port Arthur's City Council for joint resolution. AMENDMENT This Memorandum of Understanding may be amended on the initiative of either party by submitting a proposed amendment in writing to the other party and agreement of that party to the amendment. INDEMNIFICATION City of Port Arthur agrees to indemnify and hold harmless KTB & H-E-B from any and all claims,judgements, causes of actions and costs thereof that arise from property damage or bodily injury, including death, occasioned by or in connection with negligent actions, omissions, or willful misconduct of City of Port Arthur's subcontractors, agents or volunteers during performance of activities related to the community recycling project. 2/4 4707 Our Texas Our Future Keep Texas Beautiful H-E-B COMMUNITY RECYCLING PROJECT MEMORANDUM OF UNDERSTANDING Promotional considerations for the funding awardees: • Grant recipients must post 2 photos of their H-E-B Community Recycling Grant project to Facebook, Instagram, Linkedln, and/or Twitter, tagging the following and including the hashtags #keeptexasrecycling AND #OurTexasOurFuture o Keep Texas Beautiful - @keeptxbeautiful o H-E-B/Central Market - @HEB • Contribute a brief summary to be used as a case study on the KTB website or in KTR presentations. • Grant recipients must acknowledge H-E-B's support of the project on any education & outreach items. • Grantees may be required to participate in a regional press event. • Grantees may be required to post recognition signage at the site or on the equipment. • Grantees might be asked to provide information about their project to local news outlets, and provide a quote for a press release. PROJECT CONTACT INFORMATION Project Lead Contact Project Financial Contact Name: Name: Title: Title: Phone: Phone: Email: Email PROJECT DETAILS Please outline the project by completing the sections below. Brief description of the project this funding will support and budget summary. What are the goals and how will success be measured? How will you promote and publicize the financial support from H-E-B in your community? Ex:social media, traditional media, signage, acknowledgement on education & outreach assets etc. 3/4 ApOur Texas Vir Our Future CEO Keep Texas Beautiful H-E-B COMMUNITY RECYCLING PROJECT MEMORANDUM OF UNDERSTANDING Partner Signature: Printed Name: Date: KTB Signature: Printed Name: Date: Please note: By accepting funds for their project, grant recipients consent to completing the final report on time. Failure to do so will result in loss of KTB affiliate benefits and future grant participation. 4/4 City of Port Arthur Cardboard Recycling Program 2024 KTB Partnership INTRODUCTION The City of Port Arthur, Texas, with a population of approximately 85,000+ residents, stands at a pivotal moment in its revitalization journey. As a historically rich and culturally diverse community with deep roots in industry and resilience, Port Arthur recognizes the importance of sustainable practices that align with economic growth and environmental protection. In our efforts to revitalize Port Arthur and set a foundation for a greener, more sustainable future, we seek to establish a centralized cardboard recycling facility. This recycling initiative is not only vital to the city's waste management strategy but will also serve as a catalyst for local job creation, economic growth, and increased environmental stewardship. Port Arthur is a community shaped by its proximity to both natural beauty and industrial opportunity, and it has a significant stake in preserving its resources. By investing in a well- structured cardboard recycling program, the city aims to reduce landfill waste, conserve valuable natural resources, and help decrease waste management costs, which is critical given Port Arthur's current demographic and economic challenges. Establishing this facility will lay the groundwork for a citywide recycling model that supports sustainability while fostering a cleaner, healthier environment for all residents. This program's benefits extend beyond environmental impacts, creating local jobs, boosting community engagement in recycling efforts, and positioning Port Arthur as a leader in sustainable practices within Texas. The City of Port Arthur is strategically considering a location near Texas Highway 73 and the Robert A. (Bob) Bowers Civic Center to maximize accessibility and visibility. This prime location not only enhances convenience for residents and businesses but also supports Port Arthur's commitment to building a more sustainable, environmentally responsible future for all. With this grant, Port Arthur aims to take a transformative step toward a sustainable future that balances economic development with environmental stewardship. Through a partnership with Keep Texas Beautiful (KTB), Port Arthur envisions a future where recycling and waste reduction are integral parts of the community's fabric— enabling a prosperous, cleaner, and more vibrant city for generations to come. Page 1/Oct 2024 City of Port Arthur Cardboard Recycling Program 2024 KTB Partnership ENVIRONMENTAL BENEFITS 1. Reduction in Landfill Waste: A centralized cardboard recycling facility can divert a substantial amount of waste from landfills, relieving pressure on these sites, extending their lifespan, and reducing landfill-related pollution. This is especially beneficial for Port Arthur, where land constraints make it essential to manage waste efficiently and preserve land for future development. 2. Conservation of Resources: Recycling cardboard conserves natural resources like trees, water, and energy, reducing greenhouse gas emissions by using about 50% less energy compared to creating new cardboard from raw materials. For Port Arthur, which relies on natural resources for economic development, this fosters a sustainable circular economy that safeguards the environment while supporting economic vitality. 3. Reduction of Carbon Footprint: Recycling processes produce less air and water pollution than manufacturing new cardboard, leading to improved air quality and a • healthier environment for residents. This is especially relevant to Port Arthur, where industrial activity already challenges air quality, and residents would benefit from these reductions in pollution. ECONOMIC ADVANTAGES 1. Cost Savings: Cardboard recycling can lead to lower waste disposal costs for cities. By minimizing the volume of waste sent to landfills, cities save on tipping fees and other waste management expenses, which can ease the financial burden on communities with limited budgets, like Port Arthur, and redirect funds to other needed services. 2. Job Creation: Establishing a robust cardboard recycling program can create jobs in the collection, sorting, and processing of recycled materials. This can stimulate local economies and provide employment opportunities for residents, which is especially valuable for Port Arthur, where sustainable employment options are vital for long- term economic growth. Page 2/ Oct 2024 City of Port Arthur Cardboard Recycling Program 2024 KTB Partnership 3. Revenue Generation: Cities can generate income from the sale of recycled cardboard to manufacturers, who often prefer using recycled materials to produce new products. This revenue stream can help offset the costs of recycling programs and reinvest in community development, benefiting Port Arthur by supporting both economic resilience and environmental goals. SOCIAL BENEFITS 1. Community Engagement: Implementing a cardboard recycling program can foster community involvement and awareness about environmental issues. Educational campaigns can motivate residents to participate actively in sustainability efforts, uniting a diverse population around a common goal of protecting Port Arthur's unique coastal and urban landscape. 2. Improved Quality of Life: By reducing pollution and promoting cleaner streets, recycling cardboard contributes to an enhanced living environment. A cleaner city attracts businesses and fosters a sense of pride among residents, offering a healthier and more vibrant atmosphere that addresses challenges related to industrial pollution and environmental degradation. 3. Sustainable Practices: Encouraging cardboard recycling instills a culture of sustainability within the community. It teaches residents the importance of reducing waste and reusing materials, setting a precedent for responsible consumption that supports Port Arthur's need for economic resilience and adaptability amid environmental challenges. Page 3/ Oct 2024 City of Port Arthur Cardboard Recycling Program 2024 KTB Partnership LOCATION Locating a recycling center near the Robert A. (Bob) Bowers Civic Center and Texas State Highway 73 in Port Arthur offers several advantages for both residents and the broader community, while addressing unique challenges the city faces. Here are some key benefits: 1. Accessibility and Convenience o Proximity to Residents A central location near the Civic Center makes the facility easily accessible for residents, encouraging higher participation rates in recycling programs. o Foot Traffic. Being situated in a busy area can attract more visitors, making it easier to promote recycling and sustainability initiatives. This is especially beneficial for a city like Port Arthur, where promoting sustainable practices is vital to reducing waste and enhancing quality of life. 2. Community Engagement o Educational Opportunities The Civic Center often hosts events and gatherings, providing an excellent platform for educational outreach about recycling and sustainability. o Community Events Integrating the recycling center into community events fosters a culture of recycling and environmental responsibility, helping address Port Arthur's goal of building stronger community connections around sustainability. 3. Synergy with Civic Activities o Partnerships Collaborating with local organizations and civic groups can enhance recycling initiatives and increase community involvement. o Shared Resources Utilizing existing facilities and infrastructure can lead to cost savings and more efficient operations, making it a cost-effective solution for a city like Port Arthur with limited resources. Page 4/Oct 2024 City of Port Arthur Cardboard Recycling Program 2024 KTB Partnership 4. Environmental Impact o Reduced Transportation Emissions A centrally located recycling center can reduce the distance residents need to travel to recycle, leading to lower emissions and a smaller carbon footprint. o Promotion of Sustainable Practices. By placing the recycling center in a prominent location, the city can signal its commitment to sustainability, setting an example for environmental progress that is crucial for cities facing similar challenges. 5. Comparison with Other Cities o Best Practices Several Texas cities have successfully located recycling centers near community hubs, resulting in increased recycling rates and community support. Port Arthur can learn from these models to enhance its own program. o Benchmarking Success By positioning the recycling center strategically, Port Arthur can aim to match or exceed the recycling rates of other cities, thereby improving its environmental standing and contributing to a more sustainable urban environment. Locating a recycling center by the Civic Center in Port Arthur not only enhances accessibility and community engagement but also aligns with the city's sustainability goals. This strategic positioning can serve as a model for other cities, promoting best practices and fostering a culture of recycling that benefits the environment and the local economy. COST BREAKDOWN The following table outlines the cost breakdown for establishing and operating a recycling center in Port Arthur, Texas, as part of a "Keep Texas Beautiful" program grant request. The breakdown includes initial setup costs, projected annual operational expenses, anticipated revenue, and the estimated net cost to the city. The goal of this recycling center is not only to support the city's environmental efforts but also to create long-term cost savings and revenue generation opportunities. The table below provides detailed insight into the financial requirements and an expected return on investment. See Table 1. Page 5/Oct 2024 City of Port Arthur Cardboard Recycling Program 2024 KTB Partnership TABLE 1 Category Description Cost 1. Initial Setup Costs Land acquisition or land N/A since this is city owned land $0.00 leasing Facility New three phase electrical service to $30,000.00 construction/renovation Cardboard Baler Equipment Canopy Canopy/Cover (1,560 SF) $55,000.00 Foundation Pad (49 CY at $200.00/ plus site Concrete Foundation prep, grading, and marking for seven parking $23,260.00 spaces) Equipment (balers, Refurbished equipment to save costs $30,000.00 shredders) (Including installation) Initial marketing and $5,000.00 outreach Total Initial Costs $143,260.00 2. Operational Costs (Annual) Staffing (Option #1) Hire two city part-time employees (estimated $38,000.00 $18.00 / hour each) Use two existing city part-time employees Staffing(Option #2) $0.00 (estimated$18.00/hour each) Equipment and Fuel for trucks $1,500.00 Transportation Page 6/ Oct 2024 City of Port Arthur Cardboard Recycling Program 2024 KTB Partnership Category Description Cost Additional equipment N/A (since a city forklift is already available) $0.00 Total Annual Operational $39,500.00 Costs 3. Revenue Generation (Annual) Sale of recyclables Estimated revenue based on market $8,400.00 Reduced landfill tipping fees Ten percent savings ($1,670/month) $20,040.00 Total Revenue $10,440.00 4. Net Cost to City Annual Operational Costs $39,500.00 Total Revenue -$10,440.00 Net Cost* $29,060.00 Option #2 Annual $1,500.00 Operational Costs Total Revenue $10,440.00 Net Profit to the City* $8,940.00 *This cost breakdown reflects the commitment to a financially sustainable model, with opportunities for increased revenue as recycling participation grows. Page 7/Oct 2024 City of Port Arthur Cardboard Recycling Program 2024 KTB Partnership CITY OF PORT ARTHUR'S 10% MATCHING CONTRIBUTION The City of Port Arthur is committed to supporting sustainable development through a minimum 10% matching contribution for the establishment of a centralized recycling center. By allocating approximately $31,060.00—over 20% of the initial setup costs—the city not only shows its dedication to environmental responsibility but also underscores its belief in the long-term value of this initiative. This investment is designed to leverage additional community and external support, signaling to residents, businesses, and potential grant providers that Port Arthur is fully invested in reducing waste, conserving resources, and building a cleaner, greener future. The city's contribution also encourages greater community involvement, as residents and local businesses alike see that their city is leading by example in advancing sustainable practices. This proactive approach, coupled with the matching funds, positions Port Arthur to attract additional grant funding, partnerships, and donations from stakeholders who share the goal of environmental stewardship. By committing to this initial investment, Port Arthur aims to catalyze a ripple effect that can drive further support and participation in city-wide sustainability efforts. CONCLUSION Recycling cardboard is not merely an environmental necessity; it is an opportunity for cities like Port Arthur to embrace sustainability, reduce costs, and foster community well-being. By implementing a comprehensive cardboard recycling program, cities can make a substantial impact on their waste management strategies while promoting economic growth and environmental stewardship. Such an initiative not only benefits the planet but also strengthens the local economy and community, making it an essential component of any city's sustainability efforts. For Port Arthur, establishing a centralized recycling location is more than an environmental responsibility; it is a strategic step toward revitalizing the city and creating new opportunities for its residents. Page 8/Oct 2024 City of Port Arthur Cardboard Recycling Program 2024 KTB Partnership Despite facing unique challenges, such as a rapidly growing population and a historically industry-focused economy, Port Arthur is committed to building a sustainable infrastructure that serves as a model for other Texas cities. With a matching contribution of 10%, Port Arthur can establish this facility as a cornerstone of its long-term vision, helping to lower waste management costs, create local jobs, and build a healthier, greener community. This project underscores Port Arthur's strong commitment to becoming a leader in sustainability, enhancing the quality of life for its residents, and paving the way for other Texas cities to follow. It is an investment that will benefit residents, businesses, and the environment for years to come, positioning Port Arthur as an example of what Texas cities can achieve through determined environmental action and community-focused planning. Page 9/Oct 2024