4.6. SR 04-19-2004MEMORANDUI I
Item 4.6.
TO:
Mayor and City Council
FROM:
DATE:
Pat Klaers, City Admi~rator
April 19, 2004
SUBJECT: Boys and Girls Club Update
Don Heinzman, representing the Boys and Girls Club, requested to be on the City Council
agenda tonight. The purpose of this agenda item is to provide the City Council with an
update on the status of the Boys and Girls Club and to request that the city continues its
financial commitment to the Boys and Girls Club for its recycling program. City funding for
this endeavor is from the landfzll waste abatement fund.
S: N Council\Pat~ 2004~ BoysGirlsClub.doc
tLwer
MEMORANDUM
TO:
FROM:
DATE:
Mayor and City Council
Rebecca Haug, Environmental Assistant
April 19, 2004
SUBJECT:
Request for Landfill Abatement Funds by the Boys and Girls
Club
Staff anticipates the Boys and Girls Club requesting land£fll abatement funds from dee ciw
for 2004. As the Counc~ is aware, ~ere are rules concen~g ho~, landf~ surcharge money
may be spent. The ci~,'s au~rors do scru~ze expen~mres from dais fund and 2 report of
expenditures is F~ed with ~e Minnesota State ~5u&tor annua~v.
Land£flJ abatement funds are to be spent to encourage new land£~ abatement proKrzms or
increase the rate of recyciing. They are not to be spent on subsidizing existing programs.
This is the reason the citT does not use this fund as a generzI subsidy for our own curbside
recychng pro7ram.
In 2001 the ciU; proxdded the Boys and Girls Club $28,430 of land£fll abatement mort/es. It
was meant to be a one-tinae expenditure to encourage a new program. Staff felt dais original
request met the statutozT requirement for tlae expenditure of landfill abatement funds. It
went toward building displays promod_ng the use of recycled products that were
mcoL-porated toro the consrracdon of Club and to tm-e ~n Env/ronmental Coordinator,
whose ti272e was partially spent on recycling education. An a~'erage of 10 hours per week of
the Environmental Coordinator's trine was to be dizectly devoted to t_he ciw to a~d with
recycling education m schools, etc.
In 2002 and 2003 the ciu? proxdded the Club ¢o6,300 of Landf~ abatement monex? each year.
Staff h~s concerns regarding dee use of this money that the Council should be ma~te aware
of, prior to allocating additional monex~.
Attached is a letter I sent to Duane Hoxx~ard of the Boys and Girls Club, dated March 15,
2004, concerning Ges: documentation on how the lan~f'21 abatement funds were used
(which the ciq' needs for its audit). The documentation pro,tided Est items such as an "Ezrh:
Bn:d \¥;alk". clearly, bs:d watching is an inappropriate hndfill abatement expenditure. Staf~
asked for additional documentation on expenditures prior to our audit but, to date nonc has
been provided.
Staff is concerned that the Boys and Girls Club also rccei~ es S.C.O.R.iZ. fm~ds from
Sherburne CounV for ~e same purposes as d~c ci~"s ]andfi~ ~ba~en~cn~ n~onJes. It needs to
be demons~ated d~a~ this is no~ a double paTment ~or the sense acm-ides. If additional
land~_E abamment moues are a~ocated to t]~e Boys and GMs CJub, it also needs ~o be
demonsz=ated ~at tt~is money is used for the f52~'KJver Club and not zhe one in
Zimmerman.
The ciV uses its tand£~ abatement funds for a considerable number of related issues. That
fund is no longer groxx;mg due to it bemg replaced by a landf~ host fee. Because of dais, fl~e
ciq' needs to be guarded wkh its use of these monies. Additionally, an expenditure found to
be illegith:nate by the auditors, could result in d~'e cia? having to reJ~nburse the Land£~
Abatement Fund out of the General Fund.
Recommendation
Staff cannot recon~mend additional tandffll abatement money be given to the Boys and Girls
Club unless clear docmnentation is provided that justifies past expenditures and am? new
request is proportionate to the actual landf~ abatement activities taking place at the Club.
Boys ?z Girls Club of Elk River
Ann: Duane Howard
90S 6th 8t NR7
RE: Recvciins'~- ' ....
. ~ ~i~'\,!r0NNleNtai bO'dCS~lOil PTogl-aNl
DearN{r. ,-T , ,
~ OR arc'
T am .,~.,~ ........ LO the ~ .~ Bow ~ G~Hs Club of E~k
River. The Cky is requesting a more detai!ed budget summ~w of how th~ ]a~dfill abatement
~nds were used for Bnviromt~entai Education in 2~03. Sped~ca!ly: how much of thc ~andin~
going towards Elk ?Jver Environmental Education VSTSUS Zimmem~an~s. Also. a mote
compreh ensNe break down o ff NouFs eadn educator put towards Envirom~ ental ~duca.tj on.
Some of the nrom-ams sta~d~*~ rOT~ Snvn-oms]enta!- ' ' .Education- ' do nor' -
coveted by ]andSi] abatement funds. AoooFdins to state statute, these funds
~ro~-am administration nuMi~ ~,4~+~ ....... x~ ..~.~. _~ ....:'~_ ._ ~ ~, ~ ~
these funds ca:mot be use4 zor,,m~-'~o o: .... , ~.,+~ ~, .__ , ,,
To:- en'mromrmnta~ education mate:iais: the hdinnesota Office. ofEnvirorm~entai A'Ssistance
many educational progrsns that qua~i$, for fi:ese ~ands. You may also w~sh to contact Dave
Luca% Sherbume~County Solid Rraste Office:- about ~znding options tbs County may also ha~e
available for soNd waste ~-~ '~ ~*' .
ne may o~ ~a~ne.a af
: n,~ documentaeion ,~ needed fo:' t?,~ cit\<~ auditors by ^- -'~
.... --~. - .~mu~ ~:~ 2004. As v{'nn east Lq'ants. e~¥~,,~.
documentation is a stipulation n;~-~ cn-~ h~~, ....... +~ ~ Boys ~c ~' -~ Club of ~'-~' -
~.x ~s n~k and the
Ckv of~ik River.
If you have any questions, please fee! ~'ee to
. . Cu~a~. me at (,o~) d~5-1068 Tha.nk vr, u
advance l-%r.y0ur COOOo~.a.,on.['~" f; '