Final application documents include Minimum Conditions of Grant Acceptance, wherein each applicant agrees to the following upon acceptance of the funded grant:

1. (1)

   1. (A) Maintain accurate grant records with an itemized listing of grant expenses including purchase date, item or items purchased, vendor, and purchase price, along with purchase documents, including:

      1. (i) Detailed invoice or bill of sale;
      2. (ii) Cancelled check copies and photos; and
      3. (iii) VIN numbers and/or serial numbers of equipment purchases of three hundred dollars ($300) or more.
   2. (B) Purchase document files should be maintained for a minimum of five (5) years;

2. (2)

   1. (A) Complete and submit an annual report to the White River Regional Solid Waste Management District:

      1. (i) Including the itemized listing of grant expenses in subdivision (1) of this section; and
      2. (ii) Summarizing the progress made on the project and its impact on the facility or program.
   2. (B) Physical locations of capital equipment should also be listed in this report;

3. (3)

   1. (A) Maintain information for the state Recycling Activity Survey, which is to be submitted through the district for a period of five (5) years after the grant award.

   2. (B)

      1. (i) The quantities of materials recycled/diverted (tons, cubic yards, gallons, etc.) and any revenue received from the sale of wastes diverted or recycled should be recorded throughout the state fiscal year (July 1 – June 30).
      2. (ii) These numbers are necessary for completion of the Recycling Activity Survey, which is required annually by Arkansas Reg.11.409(B); and
4. (4) All purchases of property, equipment, and materials will be in accordance with the appropriate state purchasing law for the applicant entity (county, first-class city, second-class city, and incorporated town).

Codification Notes: “VIN” means vehicle identification number.