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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 Grants databases outdated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