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Home My WebLink AboutCOM 0298.000 2014-2016William P. Kenoi Mayor April 30, 2015 County of Hawaii Finance Department 25 Aupuni Street, Suite 2103 • Hilo, Hawaii 96720 (808) 961-8234 • Fax (808) 961-8569 Dru Kanuha, Council Chair and Members of the Hawaii County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget Deanna S. Sako Director Lisa K. Miura Deputy Director The State of Hawaii Department of Health is providing funds to the County of Hawaii as part of their program to fund each county's efforts to mitigate the issue of abandoned vehicle tires which are illegally dumped throughout the islands. Q 0 - Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of Hawaii Department of Health for this grant. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $45,000 Abandoned Motor Vehicle Tires grant. The Department of Environmental Management requests that this bill and resolution be waived from the Finance Committee and be placed on the May 19, 2015 Council Agenda in order to conclude this transaction during the current fiscal year. If there are any questions, please do not hesitate to call Robin Bauman of the Department of Environmental Management at 961-8179. Deanna S. Sako Director of Finance Enc. cc: Environmental Management "F -es. 18(0-15 ; 1ill 50, Comm. ..Z. a92 Ref. To: CITU- C W FG Ref. Date TP -R3 0 2015 Hawaii County is an Equal Opportunity Employer and Provider Form #: B-52 7/18/91 DEPARTMENT DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION Environmental Management DATE: 4/27/15 STAFF CONTACT: Greg Goodale PHONE: 961-8515 A. REQUEST: A resolution authorizing the Mayor to accept a grant from the Hawaii State Department of Health to provide services related to Abandoned Motor Vehicle Tires. To amend the FY14-15 Operating Budget, Ordinance No. 14-81, to include an appropriation for the Abandoned Motor Vehicle Tires grant as follows: 085.3305.new State Grants - Abandoned Motor Vehicle Tires $45,000 085.601.5607. new. 115 Abandoned Motor Vehicle Tires $45,000 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The State of Hawai'i Department of Health (DOH) Solid and Hazardous Waste Branch has allocated grant monies to the Counties to help mitigate the issue of illegally dumped tires in various locations around the Counties. These funds would cover the cost of motor vehicle tire disposal fees typically borne by volunteers and/or volunteer organizations involved in the removal of abandoned motor vehicle tires; and assist programs that promote the removal of illegally dumped motor vehicle tires. The draft DOH scope of services for this grant are attached and further explain all eligibility for the use of these funds. The actual amount of the grant to be awarded will be dependant on how many Counties choose to participate in this program. Our request to appropriate $45,000 represents the maximum amount that Hawai'i County could potentially be awarded. We respectfully request that this resolution and bill be waived from the Council's Finance Committee and be placed on the May 19, 2015 Council agenda as these funds must be accepted before June 30, 2015. SIGNED: a, DATE: 4/27/15 Department Head GRANT SUMMARY (Sunnlement to R-52. Request for Council Action) Type of Grant Appropriation bein requested: New or an additional appropriation) ® New (for this fiscal year period). OR ❑ Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to ® Yes ❑ No Council? ❑ Yes ❑ No Name of Grant Program: Abandoned Tire Program Grantor: State of Hawai'i Department of Health County Grantee Department or Agency: Department of Environmental Management County Grantee Contact Person: Gene Quiamas Amount of Grant: $45,000 Phone Number: 961-8058 Grant Period (Commencement & Completion): July 1, 2015 - June 30, 2016 Purpose of Grant: The State of Hawaii Department of Health (DOH) Solid and Hazardous Waste Branch has allocated grant monies to the Counties to help mitigate the issue of illegally dumped tires in various locations around the Counties. These funds would cover the cost of motor vehicle tire disposal fees typically borne by volunteers and/or volunteer organizations involved in the removal of abandoned motor vehicle tires; and assist programs that promote the removal of illegally dumped motor vehicle tires. County Match required?: ❑ Yes ® No If yes, Matching Amount? Budgeted in account# In-kind? Explain: Explanation: County's personnel requirements: Amount of new position(s)? Qty: Permanent: ❑ Temporary: ❑, Duration: Full-time: ❑ Part-time: ❑, Time Element: Qty: Contractual: ❑ Explain: Explanation: Additional Comments about Grant: B-52 Grant Summary Form The CONTRACTOR shall: STATE OF HAWAII SCOPE OF SERVICES 1. Use the funds under this Contract for the following purposes: Attachment - S1 a. Cover the cost of motor vehicle tire disposal fees typically borne by volunteers and/or volunteer organizations involved in the removal of abandoned motor vehicle tires; and b. Assist programs that promote the removal of illegally dumped motor vehicle tires. 2. Improve environmental protection, collaborate with stakeholders, strengthen environmental health protection policies and protect the public from harmful substances in accordance with Chapters 342H and 342I, Hawaii Revised Statutes "HRS"), and Chapter 11-58.1, Hawaii Administrative Rules ("HAR"), as amended. 3. Identify open dump sites with abandoned motor vehicle tires, with input from the community. The following procedure shall be observed: a. The CONTRACTOR shall notify local volunteer organizations and other stakeholders engaged in illegal dumping removal and prevention of the limited availability of funds under this Contract, and serve as primary point of contact; b. The CONTRACTOR shall consult with the STATE no later than forty-eight (48) hours after it receives an complaint of a potentially eligible open dump site with abandoned tires, and prior to any removal of abandoned tires under this Contract; c. The STATE and the CONTRACTOR shall determine eligibility under this Contract as stated in Section 3; d. The CONTRACTOR shall communicate the STATE's determination to the complainant. 4. Determine along with the STATE whether an open dump site with abandoned tires is eligible for funds under this Contract, using the following criteria: a. Is the site subject to current or pending enforcement action by the STATE? b. Do the abandoned tires belong to a business or business -like operation that is responsible for their own collection and transport to DOH -permitted or out-of-state recycling facilities? c. Is the site within private property? d. Are there other reasons why the site should not be eligible for funds under this Contract? The CONTRACTOR and the STATE shall agree in their determinations for a site to be eligible. 5. Cover the cost to transport and recycle all waste tires collected from eligible sites to DOH - permitted or out-of-state recycling facilities by June 30, 2016. The quantity of tires recycled under this Contract shall only be limited to those collected between July 1, 2015 and June 30, 2016, or as part of an illegal dumping removal program; and transported by July 31, 2016 to DOH -permitted or out-of-state recycling facilities. ADM. SERV. OFFICE LOG NO. 15-xxx AG -011 Rev 07/28/2005 �E O c.Nq Attachment - S1 STATE OF HAWAII ti.,. , r° SCOPE OF SERVICES 6. Collect all documentation from sub -contractors, volunteers and volunteer organizations showing proof of transport and the ultimate destination, to ensure that all collected abandoned tires are recycled at DOH -permitted or out-of-state recycling facilities. Documentation shall identify: the transporter, the recycling facility, dates, tire quantities, tire sizes, disposal fees by tire size, and if applicable any weights, and tip fees based on weight. 7. The CONTRACTOR and any sub -contractor or volunteer organization that the CONTRACTOR coordinates with to remove abandoned motor vehicle tires shall provide their own equipment necessary to fulfill the terms of this Contract at no extra cost to the STATE, including but not limited to: a. Hand tools, gloves and hygiene products; b. Meals and refreshments; c. Storage containers for equipment and abandoned tires; d. Trucks; and e. Heavy machinery as required 8. Submit to the STATE a final written report of the services required under this Contract by August 31, 2016. The report shall include, but not be limited to: a. A summary of the total number of waste tires collected from communities between July 1, 2015 and June 30, 2016, and the specific locations from where these tires originated. b. The dates and locations where the waste tires were transported for recycling. c. An expenditure report listing expenses incurred. d. Copies of pertinent receipts showing proof of disposal; and e. A completed Waste Tire Summary Form OSWM-T2 attached hereto as Exhibit "A" and made a part of this Contract. 9. Comply with all applicable state laws regarding environmental quality, including Chapters 342B through 342P, Hawaii RevisedStatutes, and their federal counterparts. In the event that a state or federal agency determines that the CONTRACTOR or its subcontractor has violated any state or federal law regarding environmental quality, the STATE may terminate this Contract after providing thirty (30) calendar days' notice. ADM. SERV. OFFICE LOG NO. 15-xxx AG -011 Rev 07/28/2005 KAREN EOFF Chairperson \T/10a]til =N as] 1210]0:411)R Vice Chair HAWAII COUNTY COUNCIL County of Hawai `i Hawai `i County Building 25 Aupuni Street Hilo, Hawai `i 96720 May 4, 2015 Dru Mamo Kanuha, Chairperson Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 AARON S.Y. CHUNG MAILE "MEDEIROS" DAVID GREGGORILAGAN DRU MAMO KANUHA DENNIS "FRESH" ONISHI DANNY PALEKA MARGARET WILLE RE: Resolution No. 186-15 : Resolution Authorizing the Office of the Mayor to enter into an agreement with the State of Hawaii Department of Health, pursuant to HRS 46-7, for a grant to mitigate the issue of illegaly dumped tires throughout the County of Hawaii; and Bill No. 50 : An Ordinance to Amend Ordinance No. 14-81, as amended the Operating Budget for the County of Hawaii for the Fiscal Year ending June 30, 2015. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawaii, this written request is submitted with my approval that the above -referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter be placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sincerely, {�S✓ Karen Eoff, Chairperson �f Committee on Finance Approved/Date/Waive to Council: Disapproved/Date/Refer to FC: Dru Mamo lkan%uha, Chairperson Dru Mamo Kanuha Chairperson Hawaii County Council Hawaii County Council KE/wb Hawai `i County is an Equal Opportunity Provider and Employer