1 2010 Spring Cleanup Guidelines

Document Sample
1 2010 Spring Cleanup Guidelines Powered By Docstoc
					                           2010 Spring Cleanup Guidelines:

The funding for 2010 PRIDE Spring Cleanup has been made possible in part by an MOA
between Eastern Kentucky PRIDE and the Energy and Environment Cabinet. The purpose of
this grant program is to encourage city and county governments to promote community
involvement in a region wide PRIDE Spring Cleanup campaign to cleanup the roadways in the
38 county PRIDE region. Roadways in Southern and Eastern Kentucky should be a target for
the 2010 PRIDE Spring Cleanup campaign to increase opportunities of economic development
and tourism in our region.

Payments will be made through the PRIDE Office on a reimbursement basis only. Funds will
be awarded based on the number of roadway mileage per city and county. A minimum match
of 10% of the total grant award is required to be met through volunteer hours.

Redbud Tree Guidelines:

To allow each city or county that participated in the 2009 Spring Cleanup Month or the 2009
Roadside PRIDE Month to be eligible to receive Redbud trees to plant along their roadways to
attract tourism by beautifying the roadside.

   •   To qualify for Redbud Trees, the county or city must have participated in and submitted
       a Score Sheet for 2009 Spring Cleanup Month or 2009 Roadside PRIDE Month.
       Eligibility for this phase is stated in your award letter.
   •   Please complete the Redbud Trees Community Plan Form and return it to the PRIDE
       Office by April 1, 2010.
   •   PRIDE will order your trees and will work with you to arrange delivery of your trees.
   •   You are responsible for ensuring that the Redbud tress will be planted by April 15,
       2010.
   •   PRIDE encourages you to use local volunteer groups to plant your Redbud Trees.
       Please submit all volunteer timesheets.


Spring Cleanup Guidelines:

Each county and city in the PRIDE region will be eligible to receive funds to cleanup the
roadways, offer free community disposal days and cleanup illegal dumps. Half (50%) of your
total grant award must be spent on community cleanup activities such as roadways and
community disposal days. The other half (50%) of your grant award can be spent to cleanup
illegal dumps in your county or city. Funds may be used for tipping and disposal fees to

                                              1
dispose of trash collected from the cleaned roadways, free drop off disposal days and contractor
fees for illegal dump cleanup. Volunteers, county or city workers and inmates are encouraged
to assist with collecting the trash and cleaning the roadways. However, reimbursement will not
be made for labor costs.

Roadway and Free Community Drop-Off Disposal:

   •   All roadway cleanup activities and free drop off disposal days must take place during
       the month of April 2010.
   •   The PRIDE Scheduling Report Form must be submitted listing all targeted roadways
       and cleanup activities during April Spring Cleanup.
   •   The last day to request reimbursement for roadway cleanup is May 28, 2010 (no
       extension will be granted).
   •   Reimbursement will only be made for tipping and disposal fees for trash collected along
       roadways and/or free community disposal days.
   •   The reimbursement request form must be submitted along with legible copies of
       actual invoices and sales receipts, the Spring Cleanup Score Sheet listing all
       roadways cleaned and volunteer timesheets.
   •   Grant funds can not be used for white good buy backs.
   •   Grant funds can only be used to dispose of tires that are collected from the
       roadside. Funds CAN NOT be used for a Tire Amnesty Program.
   •   Grant funds can not be used to pay contractors, volunteer groups or city and county
       workers for picking up or collecting roadside litter.
   •   Matching funds must be met through volunteer hours. Proof of volunteer hours must be
       submitted on the Volunteer Sign in Sheets.

Dump Guidelines:

   •   Up to half (50%) of your total grant award can be spent to cleanup illegal dumps in your
       county or city.
   •   If you have a host agreement with your landfill or transfer station and you do not
       pay tipping fees, you may use your entire grant award for illegal dump cleanup. A
       copy of the host agreement must be submitted to the PRIDE Office.
   •   An Illegal Dump Inventory Sheet must be submitted for each dump site.
   •   Dumps must be located on the roadside or must be visible from the roadway.
   •   Dumps must be located on land that has public access. Dumps on private property are
       not eligible.
   •   Before and after photos must be submitted for each dump site. Before photos must be
       submitted before approval will be granted. After photos of each dump must be
       submitted before reimbursement will be made.
   •   Funds can be used to dispose of tires collected from illegal dumps. Funds CAN NOT
       be used for a Tire Amnesty Program.
   •   Copies of all landfill tipping receipts must be submitted with the Reimbursement
       Request Form for any illegal dumps that were cleaned up along the roadside. If tire
       disposal from dump cleanups is handled separately, a copy of the receipts for tire
       disposal must also be submitted.
   •   Funds can be used to pay contactor fees to cleanup illegal dumps and tipping fees.
                                                2
   •   Prior to starting work, the Illegal Dump Inventory Sheet must be completed for each
       dump site that will be cleaned up. Approval must be given by PRIDE before work can
       begin. Before site photos of each dump location must be submitted.
   •   The “Illegal Dump Budget Form” must be submitted listing the costs of each dump site
       being cleaned.
   •   All projects up to $10,000 will require three (3) verbal/written quotes. Documentation
       of the three (3) quotes must be submitted to the PRIDE Office. If less than three (3)
       bids are received, the PRIDE Office must be contacted prior to awarding the contract
       and approval must be received from PRIDE to proceed with the award. The grant
       recipient must comply with their procurement policy if that policy is more stringent.
   •   All projects over $10,000 will require competitive bids. If the lowest bid for any job is
       not chosen, an explanation and copies of the bids must be submitted to the PRIDE
       Office along with a valid reason for not selecting the lowest bid. Approval must be
       received from PRIDE prior to proceeding with the award.
   •   Evidence of solicitation must be submitted for all jobs over $10,000. Copies of the
       newspaper advertisements for bids and copies of all bids must be submitted to the
       PRIDE Office.
   •   Grant recipients may not use contractor that have been debarred. Verification of
       contractor status can be obtained at http://epls.arnet.gov/.
   •   The grant recipient will submit copies of proof of liability insurance (minimum
       $300,000) and workers compensation insurance for all contractors to the PRIDE Office.
       If proof is unavailable, PRIDE will disallow the cost and will not provide
       reimbursement. If workers compensation insurance is not required, the contractor must
       submit an Affidavit of Exemption from the Kentucky Worker’s Compensation Act in
       compliance with KRS 342.610(5). Copies of the affidavits can be obtained from the
       PRIDE Office.
   •   The Dump Cleanup Score Sheet and after site photos must be submitted to the
       PRIDE Office before reimbursement will be made.
   •   The last day to request reimbursement for illegal dump cleanup is May 28, 2010
       (no extension will be granted).



Expenditure Guidelines:

   1. Reimbursements must comply with the line item budget approved by PRIDE.
      Amendments to the approved budget must be approved by PRIDE. Do not expend funds
      until you have been notified in writing by PRIDE Office. Request for extension must be
      received in the PRIDE Office before expiration of the grant.




                                               3
Examples of Unallowable Expenditures:

   •   Administrative costs
   •   City/County Employee Salaries
   •   Contingency Fees
   •   Demolition Projects
   •   Electric
   •   Fencing
   •   Fuel
   •   Garbage Bags and Gloves
   •   Monthly garbage disposal (including monthly dumpster rental)
   •   Tire Buy Backs/disposal (tires may be disposed of if collected along a roadside)
   •   Tree/brush removal
   •   T-Shirts
   •   Use of City/County Equipment
   •   Video surveillance cameras

*This list is just for reference and should not be considered all inclusive.

Site Visits and Risk Assessment:

Each grant recipient’s Risk Assessment will be categorized based on their performance with
respect to compliance with terms and conditions of pervious PRIDE grant awards and their
financial management capabilities as determined by past PRIDE grants.

   •   Grant will be divided into three risk categories:

               a. Risk Category A

                   1) Satisfactory performance history.
                   2) Satisfactory financial history.
                   3) Adequate management system of records and files.
                   4) Compliance with terms and condition of previous awards.
                   5) All of the above.
                   6) Random site visits may be made on an as needed basis for dump cleanups.

               b. Risk Category B

                   1) No performance history.
                   2) No financial history.
                   3) All non-profit organizations.
                   4) Any one or more of the above.
                   5) Random site visits may be made on an as needed basis for dump cleanups.




                                                 4
c. Risk Category C

   1) History of unsatisfactory performance.
   2) Financial instability.
   3) Inadequate management system that does not meet the standards
      mandated in OMB’s grants and management circulars.
   4) Failure to comply with the terms and conditions of previous awards.
   5) Qualified audit.
   6) Any one or more of the above.
   7) Random site visits will be made on an as needed basis, and a final site
      visit is required for dump cleanups.
   8) Must submit copies of all cancelled checks. This includes a copy of the
      front and back of the cancelled check.




                              5