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f '
fir- , ' , Thomas P. Backers
pity O, Jefferson
f t► 1 Mayor
�. Q�y'SOI� y
Pliylbs Powell, CMC/AAE
{I. 320 E. McCart y Street
City Clerks?i'?
Je/fe -soil City, MO G5101
Phone: (573) 634-6311
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Fax:.. ) •4P`
� ay., (573 634-6329
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October 5, 1999 "a
;rt^
t Fz� r`t yrL'
+ 4py;lQ
Mr. Raymond A. Beck, Chairman
f
MMSWMD Executive Board
Mid-Missouri Solid Waste Management District
r M r�
P.O. Box N
Columbia, MO 65205
RE: Mid-Missouri Solid Waste Management District Financial Assistance Agreement
Dear.Mr. Beck,
Please find enclosed two (2) executed originals of the above-referenced document between the
MMSWMD and the City of Jefferson, Missoul i. if you have any questions, please call Mr. Charles
Lansford, Environmental Services Division Director, at(573) 634-6418. ? ;
�z is
S.incerely, `:
R � s
Phyllis Powell;A(ACIAAE
dF.
City Clerk ''
enclosures
cc Charles Lansford
Sy ,y
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LionH .Mic h-,Missouri Solid Waste.Management .district I .O. Box N Columbia Missouri 65205 Rcg (573) 874-7574 Fax # (573) 874-7132 . 17x`1
August 6, 1999
Mr. Charles Lansford
City of Jefferson
rata,r`ta�>r: f
`1 320 East McCarty
:! Jefferson City, MO 65101
Dear Mr. Lansford:
The Mid-Missouri Solid Waste Management District (MMSWMD) has received formal approval from4>sr
the Missouri Department of Natural Resources for the fiscal year 1999 district grant package. This
approved package includes $44,825,00 for the activities described in the enclosed Financial f'�;�" r''�;�1
Assistance Agreement (FAA) between the MMSWMD and the City of Jefferson. �1,� ,,ns. ",>"hF•t,',
To execute the FAA sign and date all three copies as marked. Keep one copy for your files and << r
return two copies to the district office. Please initial and date the space provided in the first .
paragraph of attachment C. General Terms and Conditions with the date that you wish to use as the
4�>{
starting date for your project. No expenses incurred prior to this date will be eligible for
reimbursement. This date may be made retroactive, with an earliest eligible start date of June 3,
1999. All expenses must be incurred within one year of the start date unless a formal grant
amendment has been requested b the recipient and approved b the MMSWMD Executive Board.
' YYrsW�4'•s�It}U;j'°k
Before filing, read the full agreement. Please be aware that as the recipient you are required to h..` Fry',
administer this agreement in accordance with: all applicable federal, state and local laws and
' regulations; applicable MMSWMD grant program guidelines; recipients-final grant application; andz.;t��. .,:,'+ 1
attachments A-D of this agreement which include a scope of work, budget, general terms and
"jam'✓(y (...!/
conditions, and invoice.
?} If you have questions regarding this agreement please contact Mr. Matt Gaunt, MMSWMDt4'.
' Coordinator. Mr. Gaunt is available to work with you to insure the proper use of these funds. r gF.
Congratulations and good luck with our project.
9 g Y p j
' Sincerely,
u•,
'IFf MID-MISSOURI SOLID WASTE MANAGEMENT DISTRICT err
t,"Rl 0Z
` y Raymond A. Beck, Chairmant
Fity MMSWMD Executive Board
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' MID-MISSOURI SOLID WASTE MANAGEMENT DISTRICT
Financial Assistance Agreement
Under authority of RSMo and subject to pertinent legislation, regulations and policies
applicable to RSMo 260.330 and RSMo 260.335 :
1• Grant Number: H-99-16 #99152 2. Budget Period: 12 months
x •Y., y .t:
3. Type of Assistance: �^ 4. Project Period: 12 months '
�r
New Award V _ Completion Date: one year from start date on page
Amendment .— Date: one of Attachment C, Financial Assistance Terms and
Conditions. ;. , ,,;:
5. Recipient(Name, Address & Phone No.): City of Jefferson, 320 East McCarty, Jefferson City, Mn 65101 '
'
573/634-6418
6. Recipient Project Manager: Charles Lansford
7. Project Title and Description: Citywide Collection of Recyclable Paper Products - this project will provide
drop-off recycling service for newspaper, magazines and cardboard at 5 collection sites in Jefferson City.
'..'•` 4a5 Yt 1 S.
8. Project Funding: Amount Percent
' r
"-' 44,825.00 73%
MMSWMD Award $ a,;�,h''.;,':,t• ;Sh,;,
Recipient Match $16,500.00 27%
Amended Award
Amended Recipient Match
,w
i' Total Project Cost $61,325.00 100% ;,
15 percent of the grant award will be held until project completion, receipt and Executive Board approval of ,rftizr'°
;.'t•ra•
f; the final report and final accounting of project expenditures.
9. Amendment (Description): { " r''±
�tT
y{ j'3iti f.r.
10. The Recipient agrees that it will administer this agreement in accordance with: d } ;
a) All applicable federal, state and local laws-and regulations;
uN, b) Applicable MMSWMD grant program guidelines;
c) Recipient final grant application;
d) Scope of work (attachment A); budget (attachment B); general terms and conditions
yr,r1,4ickrprf`:
�y (attachment C)• invoice (attachment D)
11. The assistance as described herein is hereby offered and accepted effective upon signature of authorized officials:
MID-MISSOURI SOLID WASTE MANAGEMENT DISTRICT
:: Executive Committee '�, •'�t;ti:''
'1 AW
Chairman r / �► �'��� Treasurer Nk ';
r,
ame Date Name — Date
Uf Grant Recipient '
'. ame Dat Title Name Date Title
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` MID-MISSOURI SOLID WASTE MANAGEMENT'DISTRICT YY"" ° S '
Financial. Assistance- Scope of Work Agreement
'Grant Recipient: City of JeffersonLr
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Project Description:Cit wide Collection of Recyclable Paper Products - This project will provide drop-off
recycling service for newspaper, magazines and cardboard at 5 collection sites in Jefferson City.
f;, Project Period: 12 months, starting from the date on page one of Attachment C, Financial Assistance General }
{± . Terms and Conditions.
Project to include the following tasks:
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=w : 1. Spec and bid 6 containers ,4w
2. Modify and prepare container sites at all 5 collection locations
3. Order containers
4. Finalize collection and processing schedulew{ 'y2w;} �1',,,'
5. Publicize service
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'.rt 6. Implement service '
7. Monitor service
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t , Reporting Requirements - Performance reports shall be submitted at least quarterly throughout the life of the
;4 project. A final report is to be completed and submitted to the MMSWMD 10 days after project completion.
Performance reports shall include the status of the project, any problems, the projects progress and projected
ompletion date. Reports are due: 3, 6, 9, and 12 months from start date.
z; The final report is due no later than: 10 days from project completion. x'
As the Grant Recipient, I do hereby certify that the scope of work will be accomplished within the project
time period as above stated.
Grant Recipients) '':iry
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Financial Assistance - Budget Agreement ! ';
get Category Grant Match Total Cost
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{41,K
Supplies fees $ $16,625.00 Hauling and processing
Site preparation $15,000.00 $15,000.00
Nit
20 yd3 drop-of bins $28,200.00 $28,200.00
y
e'
Supplies/food
Advertising $1,500.00 $1,500.00
Market Research
Other(please explain):
X.:..N W�
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;Total Project Budget: $44 825.00 $16 500.00 $61,325.00
iations I as the award recipient, shall notify the Mid-All budget items shall remain as included. If there are an var
Missouri Solid Waste Management District prior to changes.
Grant Recipient(s)
Title Name Title Name Si '�
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MID-MISSOURI SOLID WASTE MANAGEMENT DISTRICT I
Financial Assistance- General Terms and Conditions
) 7
E + HIS GREEMENT for financial assistance is made and entered into on the,0 day of
1999, by and between Mid-Missouri Solid Waste Management District, P.O. Box N,
Co umbia,MO 65205, hereinafter "MMSWMD", and the City of Jefferson,hereinafter the "Grant
Recipient".
IN CONSIDERATION for the extension of a financial assistance grant from funds made available
by the State of Missouri, through the Department of Natural Resources, the MMSWMD and the
Grant Recipient agree as follows:
:i 1. GRANT. MMSWMD hereby extends the Solid Waste Management Grant to the recipient as identified
in the Schedules attached to the Agreement, which are identified by grant number and budget period,
I Recipient,and project title and description. The provisions set forth and contained in the Schedules to this rE ;
Agreement are incorporated herein by reference and made a part of this Agreement. Such grant is
conditioned on the matching funds or cost share to be paid by the Grant Recipient. By execution of this
. Agreement,the Grant Recipient agrees that the matching funds or its cost share of the project are available ;, ;{ ,;,•k ,'
and have been duly budgeted and appropriated for this project.
Such Grant is extended pursuant to the provisions of Section 260.330 and 260.335 of the Revised Statutes '°f
of Missouri, as amended and the regulations issued thereunder by the Missouri Department of Natural �,ry:tr,r.<;,:;;•
Resources.
2. PAYMENT OF GRANT FUNDS. From grant funds made available to MMSWMD by the State of
Missouri, the recipient will be reimbursed for all allowable expenses and/or expenditures incurred or
created in completion of the approved grant project. The Recipient shall report all project expendituresf;
.', and/or expenses and shall submit standard invoices in the form attached to this Agreement for
reimbursement of payment. All requests for reimbursement and/or payment must be fully completed andt
signed by the Recipient, identifying the amount or amounts of grant funds requested through MMSWMD.
'1 t
The request shall identify the Recipient's share of matching funds and shall provide roof of the Reci ient s
payment of such matching funds before grant funds may be advanced hereunder. All expenditures for
which grant funds are sought shall identify project expenses and expenditures against budgeted amounts
ARC
identified in the Budget Agreement which is attached to this Agreement and incorporated herein. No ,� . 1,.z,.
p p Y p expenses
.' reimbursement of expenses or expenditures will be made b MMSWMD for expenditures or t A
incurred prior to the project start date or after the closing date of the grant as identified in the Budget r „re„•;s
Agreement which is attached to this Agreement and incorporated herein. No reimbursement of expenses
or expenditures will be made b MMSWMD for expenditures or expenses incurred after the closing date
P Y p p g
' of the grant as identified in the Schedules attached hereto, unless a prior written budget request or
extension has been applied for and granted by the MMSWMD. MMSWMD shall retain fifteen percent
(15%)of the grant Rinds until final completion of the grant project and Executive Board approval of the
recipient's final report and final accounting of project expenditures.
t r?, Attachment C °�+
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11
3. RECORDS RETENTION. The Grant Recipient shall retain all records and supporting documents
identifying expenditures and expenses, project costs, and project completion for a period of three(3)years
from the date of submissions of the final status report. Such documents and any other supporting
documents or material as requested from time to time by MMSWMD shall be made available to the
MMSWMD or its agents or representatives,and the representatives of the Missouri Department of Natural
Resources upon request. In the event that the Recipient should receive notice that any audit, claim, suit,
or other proceeding shall have been commenced within such three (3) year period of funds hereunder, all
of such files and records pertaining to the grant, grant project, and the Recipient's expenditure of funds
hereunder shall be retained until the Recipient receives written notification from MMSWMD that all
proceedings have been completed and closed. ,x;',=
d 4. GRANT PROJECT.
T. The Recipient shall use grant fitnds solely for the approved grant project. The
project description is contained upon the Schedules attached to this Agreement and are incorporated.herein
by reference and made a part hereof Any use of grant funds for the payment of expenditures unrelated
' to the grant project, or unapproved by MMSWMD, shall constitute a breach of the Agreement for which
..� the MMSWMD shall have the right to terminate this grant for cause in accordance with the provisions
hereof.
fty
' 1„lh5 11* •
fs 1' S. RECIPIENT MATCHING ]FUND. The approved grant project shall be funded partially by the
Syj %a irs ::
MMSWMD and the Recipient. The amount of the Recipient's contribution to funding is identified in the ,%'•_,;; ,;, ,
! Schedules attached to this Agreement. In the event that the Grant Project should exceed the total cost
approved by the MMSWMD all additional expenditures shall be at the sole cost and expense of the
,Z*'D
Recipient. By entering into this Agreement, the Recipient ient a rees that it shall complete the grant project '
`•:; in accordance with the provisions of this Agreement and its application for grant, and shall pay any excess 1>:'�s*'��.,��•..it=•;.
."i costs incurred. The Recipient shall first make payment from its matching funds and provide proof thereof
to the MMSWMD before grant funds may be used. In the event that the grant project should be completed
! ' prior to the expenditure of all of the Recipient's matching funds identified in the Schedules hereto, the
Recipient shall reimburse MMSWMD the amount of such unused and unexpended portion of the
'. t1 Recipient's matching funds, and such payment shall be retained by the MMSWMD as repayment of excess
{ MMSWMD shall
grant funds. M all retain fifteen percent of the grant funds until final completion of the
yr
41
g rant project, Executive Board a pp roval of the Recipient's final report and final accounting of project
expenditures.
6. ACCOUNTING. The Recipient shall account for all finds expended in conjunction with the grant `{'',;z�r :. r.
project including matching funds and grant Rinds. The Recipient shall maintain accounting systems in
form and content approved by the MMSWMD in accordance with generally accepted accounting
principles, which shall incorporate appropriated controls and safeguards against improper use of funds. `.;;:
All financial reports shall provide clear references to the project, fiscal transactions relating thereto, and ,�i:�rG;, . z ,i ''•
t;
expenditures,all properly documented with appropriated footnotes where necess ary. Accounting records
must be supported b such source document
pp y anon as canceled checks, paid bills, payroll records time or
attendance records,contracts,agreements,award documents,and such other written records as MMSWMD,`
may from time to time require. `
7. REPORTING. The Recipient shall submit to the MMSWMD no less often than quarterly, a written '
report which shall identify the project, expenditures made to the date of the report, progress toward
tJ� Y,y
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completion, projected completion dates, and any other materials information regarding the status of the
Y project. Upon completion of the grant project, a final report shall be made by the Recipient not later than
ten (10) days following the project closing date. Upon approval of the final report, MMSWMD shall
advance any amounts of the giant theretofore retained pending final completion.
S. TERMINATION FOR CAUSE. In the event that the Recipient should fail to comply with the !yp�"
provisions and agreements contained in the Grant Agreement, or in the event that the Recipient should for 5..,
any reason fail or refuse to use the grant funds in accordance with its original grant application,the Budget
!
h Agreement, or the provisions of this Grant Agreement, or in the event that the MMSWMD should ' r .j �.�.•::;� ;?
determine that the use of the rant funds are in violation of an applicable law or regulation, the
MMSWMD, upon prior written notice to the Recipient, shall terminate this Grant Agreement. Any such
notice of termination by the MMSWMD shall include a statement of the reasons therefore together with
effective date. The Recipient shall have a period of five (5) days from the receipt of such notice of
termination to request a hearing before the Executive Committee of the MMSWMD. In the event that such
a request is made,the hearing shall be promptly held by the Executive Committee of the MMSWMD and
the decision of such Executive Committee shall constitute the final decision with respect to termination
1
};) of this Grant Agreement. Upon termination of the Grant Agreement for cause, all grant funds theretofore
advanced or paid by the MMSWMD shall be repaid by the Recipient. No further grant funds shall be paid
to or on behalf of the Recipient. frl..`:,4 ,�.°:,'r'' h1
,JtJ '7.7;ti��4�i4uj i\'t{•�i• �i($:`.'
9. TERMINATION BY AGREEMENT. Both the MMSWMD and the Recipient may terminate this
t
Agreement in whole, or in part, by mutual agreement. Such agreement shall be in writing, and ma ��zr ;ei��='
.
gf •'
provide for reimbursement of grant funds. ? nlYy{}
10.EQUIPMENT MANAGEMENT.The following standards shall govern the utilization and disposition ;:�,•��< 4�L��F `:.
of equipment acquired with agreement funds:
tire+ 4
'i 1. Title to equipment acquired under this agreement will vest with MMSWMD.
2. Procedures for managing equipment whether acquired in whole 'or in part with agreement finds
will, as a minimum, meet the following requirements until disposition takes place.
a. Property records must be maintained that include a description of the equipment, a serial
number or other identification number, the source of property,the acquisition date and cost
Y of the property,percentage of federal participation in the cost of property,the location, use and
P P Y�P g P P P P Y,
~{s condition of the property.
b. A physical inventory of the property must be taken and the results reconciled with the property
records at least once eve two ears. ;".'
D' Y x;n' � NUrk;;Ji`i
c. A control system must be developed to ensure adequate safeguards to prevent loss, damage,
or theft of the property. Any loss, damage or theft shall be investigated.
( 3. When original or replacement equipment acquired under this agreement is no longer needed for ; ; `�.' ;
the original project or program, disposition will be made as follows:
a. For items with a per unit fair market value of less than$1,000,00, MMSWMD will transfer
1
title to the recipient who may use the property for other activities without reimbursement to
' MMSWMD.
b. For items having a per unit fair market value of$1 000.00 or more, MMSWMD
g P reserves the
right to transfer title. However, the recipient may retain the property for other uses provided
t; that compensation is made to MMSWMD. The amount of compensation shall be computed
1 •x r f (A
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by applying the percentage of MMSWMD participation in the cost of the original project to
the current per unit fair market value of the property. If the recipient has no need for the " t �1
i property and the property has further use value, the recipient shall request disposition
instructions from MMSWMD.
c. MMSWMD shall issue disposition instructions within 120 calendar days after the recipient's '9 }'.r
'. � request. MMSWMD may pick up the property or instruct the recipient to ship the property :"'
elsewhere. Shipping costs shall be paid by MMSWMD. r
;< d. Title is transferred to the recipient if disposition. instructions are not issued by MMSWMD ff kr
within 120 calendar days after the recipient's request or if so instructed.
} 11. GRANT CONTINGENT ON STATE APPROPRIATED FUNDING. The Recipient agrees and
understands that grant funds identified in this Agreement will be made available only upon appropriation
by the General Assembly of the State of Missouri for each fiscal year included within the grant term, and
;ta upon approval. and award by the Missouri Department of Natural Resource or such other state agency ``r =,It�4
;sst l`.r t}(. clt' ',754Yn;Ar.`
supporting the project. This Grant Agreement shall automatically terminate without penalty in the event `
that such funds are not made available by appropriation or award to the MMSWMD. In the event of such
` termination. the MMSWMD shall have no liability or obligation to the Recipient.
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The General Terms and Conditions are o ffered and accepted effective upon signature of authorized o icials;
`t y�ta Mid-Missouri Solid Waste Management District
]Executive)Board
ChairmaniJ''
'� ,Treasurer. i.N ,
ame N
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r t Grant Recipient(s)
W. Name Title Name Title
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MID-MISSOURI SOLID WASTE MANAGEMENT DISTRICT , ' `, :
Financial Assistance Award - Invoice for Payment
#:: Y.fib;•;� Nt
' Recipient: J ,
Grant Number: I Date of Request:
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Requested Reimbursement �4 ' ;:;
,F•, �.: Grant Funds Match Funds
Payee Budget Category Requested Provided Total %{'�..`'+r `'
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-:. The Recipient will be reimbursed for all allowable expenses and/or expenditures incurred or created in
completion of the approved grant project. All requests for reimbursement and/or payment must be fully 'n{(, �{;: ?,
•.;' i
completed and signed by the Recipient, identifying the amount or amounts of grant funds requested through ' ,«' ; 'r•,
MMSWMD and providing proof of all expenditures, such as invoices and canceled checks. This request
must identify the Recipients share of matching funds and must provide proof of the Recipient's payment of
-qty' such matching funds before grant funds may be advanced.
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