1. California Integrated Waste Management Board 1 Agenda Item 14 Consideration of Streamlining Grant Processes to Enhance Program Efficiency January 17, 2006 www.ciwmb.ca.gov

2. California Integrated Waste Management Board 2 Purpose of Agenda Item Provide background and history Present recommendations for streamlining grant programs Discuss next steps

3. California Integrated Waste Management Board 3 Background/History Grants Assessment January 2002 Purpose – to document and improve grant programs Findings Actions

4. California Integrated Waste Management Board 4 Grants Assessment Findings 1. Processes/procedures not consistent 2. Structure needed on formal and informal direction 3. Roles unclear (AFD, Legal, Program staff) 4. Need for centralized, accessible repository of technical knowledge 5. Grants databases outdated

5. California Integrated Waste Management Board 5 Grants Assessment Response/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

6. California Integrated Waste Management Board 6 Grants Assessment Response/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

7. California Integrated Waste Management Board 7 Grant Cycle Grant cycle consists of six major phases: Grant Fund Allocation Cycle Start Up Grant Application Reallocation of Funds Grant Management Audits

8. California Integrated Waste Management Board 8 Roles and Responsibilities Four major types of activities: Preparation/planning Review/scoring/award Managing the grant Post grant Auditing

9. California Integrated Waste Management Board 9 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

10. California Integrated Waste Management Board 10 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

11. California Integrated Waste Management Board 11 Grants Executive Oversight Committee (GEOC) Oversight of policies, procedures, and processes Ongoing direction and issue resolution

12. California Integrated Waste Management Board 12 GEOC Actions: Web Tool Application Review and Scoring Process Standardized Application Completeness Standardized Web Pages and Forms

13. California Integrated Waste Management Board 13 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)

14. California Integrated Waste Management Board 14 Internal Evaluation Suggestions for simplifying and streamlining solicited from staff GEOC review and approval Direction to solicit external input

15. California Integrated Waste Management Board 15 Stakeholder Input Existing venues such as HHW Information Exchange meetings; Tire Conference; Roundtables Annual surveys Letter soliciting input

16. California Integrated Waste Management Board 16 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

17. California Integrated Waste Management Board 17 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

18. California Integrated Waste Management Board 18 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

19. California Integrated Waste Management Board 19 Recommendations 1.Actively encourage the use of a “master resolution covering a five- year period from local jurisdictions for all grant programs.

20. California Integrated Waste Management Board 20 Recommendations 2.Develop a process to allow electronic submittal of grant applications, and annual/final reports.

21. California Integrated Waste Management Board 21 Recommendations 3.Combine multiple grant awards or projects from the same jurisdiction and cycle into one grant agreement.

22. California Integrated Waste Management Board 22 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.

23. California Integrated Waste Management Board 23 Recommendations 5.Develop standard application coversheets for use by all CIWMB grant programs.

24. California Integrated Waste Management Board 24 Recommendations 6.Eliminate the General Checklist of Business Permits, Licenses, and Filings requirement for local jurisdictions for those grants that still require this checklist.

25. California Integrated Waste Management Board 25 Recommendations 7.Allow grant awards to be rounded to the nearest dollar.

26. California Integrated Waste Management Board 26 Staff Recommendation Approve the proposed changes to the CIWMB’s grant program procedures and adopt Resolution Number 2006-13

27. www.ciwmb.ca.gov