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California Integrated Waste Management Board

Agenda Item 14

Consideration of Streamlining Grant

Processes to Enhance Program Efficiency

January 17, 2006www.ciwmb.ca.gov

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California Integrated Waste Management Board

Purpose of Agenda Item

• Provide background and history• Present recommendations for

streamlining grant programs• Discuss next steps

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California Integrated Waste Management Board

Background/History

Grants Assessment• January 2002• Purpose – to document and improve grant

programs• Findings• Actions

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California Integrated Waste Management Board

Grants AssessmentFindings

1. Processes/procedures not consistent2. Structure needed on formal and informal direction 3. Roles unclear (AFD, Legal, Program staff)4. Need for centralized, accessible repository of

technical knowledge5. Grants databases outdated

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California Integrated Waste Management Board

Grants AssessmentResponse/Actions

• GEOC established for oversight• Project initiated to identify and document all

CIWMB grant processes and procedures, and make them consistent (GPAD)

• Authority and process for changing grant processes established

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California Integrated Waste Management Board

Grants AssessmentResponse/Actions

• Internal WebTool created to provide centralized, accessible repository of all grant processes and procedures for use by staff

• Grants Management System (GMS) database created to centralize data, share information critical to managing and reporting on grants

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California Integrated Waste Management Board

Grant Cycle

Grant cycle consists of six major phases:• Grant Fund Allocation• Cycle Start Up• Grant Application• Reallocation of Funds• Grant Management• Audits

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California Integrated Waste Management Board

Roles and Responsibilities

Four major types of activities:

• Preparation/planning

• Review/scoring/award

• Managing the grant

• Post grant Auditing

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California Integrated Waste Management Board

Continuous Improvement Process

• Ongoing direction from Board to simplify and streamline grant programs and processes

• Direction from Board and Executive Staff to continuously evaluate programs and obtain external stakeholder input

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California Integrated Waste Management Board

Objectives

• Streamline processes in terms of time and resources• Make data entry more accurate and efficient• Ensure consistency• Use electronic capability where possible• Eliminate duplication of effort• Simplify agenda item process• Timelier action

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California Integrated Waste Management Board

Grants Executive Oversight Committee (GEOC)

• Oversight of policies, procedures, and processes

• Ongoing direction and issue resolution

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California Integrated Waste Management Board

GEOC

Actions:• Web Tool

• Application Review and Scoring Process

• Standardized Application Completeness

• Standardized Web Pages and Forms

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California Integrated Waste Management Board

Additional Streamlining

• Consolidation/Refocusing of Tire Grant programs• Alternative Evaluation and Selection Processes• Streamlined Applications• Annual Progress Reports and Review of Grant

Terms and Conditions (T&C’s) and Procedures and Requirements (P&R’s)

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California Integrated Waste Management Board

Internal Evaluation• Suggestions for simplifying and

streamlining solicited from staff

• GEOC review and approval

• Direction to solicit external input

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California Integrated Waste Management Board

Stakeholder Input

• Existing venues such as HHW Information Exchange meetings; Tire Conference; Roundtables

• Annual surveys

• Letter soliciting input

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California Integrated Waste Management Board

Grant Streamlining Recommendations

Staff received many suggestions and ideas:

• Many not fully explored or developed yet• Staff recommending 7 actions that can either be implemented

immediately, or development can begin immediately• The additional suggestions will continue to be

explored/developed• Recommendations will be brought to the Board in the future

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California Integrated Waste Management Board

Future Policy Areas for Consideration:

• Geographical distribution• Recycled Content Policy requirement• Combining grant programs• Elimination of application for non-competitive grants• Consolidating similar grant programs and

applications• Multi-year grant funding • Pre-qualification format

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California Integrated Waste Management Board

Future Steps• Continue to bring policy questions to

Board for resolution

• Continue examination of processes and procedures for improvement

• Utilize GEOC for oversight and implementation of Board direction

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California Integrated Waste Management Board

Recommendations

1. Actively encourage the use of a “master resolution covering a five-year period from local jurisdictions for all grant programs.

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California Integrated Waste Management Board

Recommendations

2. Develop a process to allow electronic submittal of grant applications, and annual/final reports.

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California Integrated Waste Management Board

Recommendations

3. Combine multiple grant awards or projects from the same jurisdiction and cycle into one grant agreement.

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California Integrated Waste Management Board

Recommendations

4. Authorize grant time extensions beyond 3 fiscal years for specific programs where funds are continuously appropriated to be approved by the Executive Director.

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California Integrated Waste Management Board

Recommendations

5. Develop standard application coversheets for use by all CIWMB grant programs.

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California Integrated Waste Management Board

Recommendations

6. Eliminate the General Checklist of Business Permits, Licenses, and Filings requirement for local jurisdictions for those grants that still require this checklist.

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California Integrated Waste Management Board

Recommendations

7. Allow grant awards to be rounded to the nearest dollar.

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California Integrated Waste Management Board

Staff Recommendation

• Approve the proposed changes to the CIWMB’s grant program procedures and adopt Resolution Number 2006-13

www.ciwmb.ca.gov