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09 - Resolution No. 2014-846 AMENDED ITEM NO. 09 Costa Mesa Sanitary District &.an Independent Special District Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Elizabeth Pham, Management Assistant Date: April 24, 2014 Subject:Resolution No. 2014-846 - Household Hazardous Waste Grant (Twenty-Third Cycle) Summary th On Thursday, March 20, 2014, the Household Hazardous Waste (HHW) Grant was made available through the CalRecycle website. This grant cycle has been designed for smaller projects that complement existing and/or regional HHW programs in California. Grant applications must include one or more of the following types of projects: HHW public education and outreach for general audiences (may include extended producer responsibility (EPR) information). Implementation of new and sustainable EPR collection opportunities (e.g., retail take back or collection events of batteries or fluorescents). Set-up and operation of temporary or mobile collection program for one-day or multi-day collection events. Minor improvements to an existing HHW facility. (Examples include but are not limited to: storage bins, signage, painting, paving, shelving, etc.). Purchase of personal protection equipment and/or 8-hour refresher Hazardous Waste Operations and Emergency Response Standards (HAZWOPER) training. Projects that do not fall within one of these five categories will not be eligible for funding. The maximum amount of funds available for individual applicants is $50,000. th The deadline for the application is Wednesday, April 30, 2014 at 11:59 pm. Protecting our community's health and the environment by providin www.cmsdca.gov Board of Directors April 24, 2014 23 Page of Staff Recommendation Staff recommends the Board of Directors adopt Resolution No. 2014-846authorizing staff to submit the grant application. Analysis If awarded, the District will use thegrantfunds forthe following programs: Public Education for the Door-to-Door HHW Program for Seniors and disabled residents in the amount of $5,000 Battery recycling program(multi-day collection event for schools) in the amount of $20,000; and HHW Collection Event ($25,000) The total grant amount that the District is requesting is $50,000.If awarded,the grant funds will start when the District receivesthe “Notice to Proceed”and the grant term will be available through March 29, 2017. Please note thatthis is a reimbursement grantand the District will need to submit progress reports and periodically request for reimbursements. Strategic Plan Element & Goal This item complies withtheobjective and strategy of Strategic Element 2.0, Solid Waste, which states: “Objective: Our objective is to manage the collection and recycling of residential trash in the most economical and environmentally friendly way.” “Strategy: We will do this by looking for ways to improve efficiencies, achieve high customer satisfaction, and considering prudent new recycling methods.” Legal Review Staff submitted the Resolution to District Counsel for review and recommends its adoption. Environmental Review The application for grant funds for household hazardous waste recycling is not a disturbance of the environment similar to grading or construction and is not a project under CEQA or the District’s CEQA Guidelines.The recycling program itself is bettermentto the environment. Financial Review If the District receives the $50,000 in grant funds, the costs would offset operational costs. Board of Directors April 24, 2014 33 Page of Public Notice Process Copies of this report are on file and will be included with the completeagenda packet for the April24, 2014,Board of Directors meeting at District Headquarters andposted onthe District’s website. Reviewed by: Javier Ochiqui Management Analyst Attachment A: HHW Grant Resolution2014-846 B: HHW Application Guidelines RESOLUTION NO. 2014-846 RESOLUTION OF THEBOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT AUTHORIZING SUBMITTAL OF APPLICATIONFOR THE HOUSEHOLD HAZARDOUS WASTE GRANT FOR WHICH COSTA MESA SANITARY DISTRICTIS ELIGIBLE WHEREAS , Public Resources Code sections 40000 et seq. authorize the Department of Resources Recycling and Recovery (CalRecycle) to administer various grant programs (grants) in furtherance of the State of California’s (state) efforts to reduce, recycle and reuse solid waste generated in the state thereby preserving landfill capacity and protecting public health and safety and the environment; and WHEREAS , in furtherance of this authority CalRecycle is required to establish procedures governing the application, awarding, and management of the grants; and WHEREAS , CalRecycle grant application procedures require, among other things, an applicant’s governing body to declare by resolution certain authorizations related to the administration of CalRecycle grants. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Costa Mesa Sanitary Districtauthorizes the submittal of application(s) to CalRecycle for the Household Hazardous Waste Grantfor which Costa Mesa Sanitary Districtis eligible; and BE IT FURTHER RESOLVED that thePresident and/or Secretaryis hereby authorized and empowered to execute in the name of the Costa Mesa Sanitary Districtall grant documents, including but not limited to, applications, agreements, amendments and requests for payment, necessary to secure grant funds and implement the approved grant project; and BE IT FURTHER RESOLVED that the President has delegated his signature authority to the General Manager. BE IT FURTHER RESOLVED that these authorizations are effective for April 24, 2019. ATTEST: ________________________________________________________________ Secretary, Costa Mesa Sanitary DistrictPresident, Costa Mesa Sanitary District Board of DirectorsBoard of Directors STATE OF CALIFORNIA) COUNTY OF ORANGE) SS CITY OF COSTA MESA ) I, Noelani Middenway, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2014-846, was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the ___24____day of April, 2014. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this _______ day of ________________, 20 ______. _________________________________ Noelani Middenway Clerk of the Costa Mesa Sanitary District Attachment B a©-w 5;¦©·’;“· šE w;­šÒ©-;­ w;-ä-Œz“m “7 w;-šÝ;©ä HOUSEHOLD HAZARDOUS WASTE GRANT PROGRAM APPLICATION GUIDELINES & INSTRUCTIONS I5 /ä-Œ;  Cz­-Œ —;© ›C—œ ‰ 4 ¡«¤ ®¥ #®­³¤­³² Grant Cycle Overview .............................................................................................................. 2 Timeline For Household Hazardous Waste Grant Program ..................................................................... 2 Eligible Applicants .................................................................................................................................... 2 Regional Application Requirements ......................................................................................................... 3 Joint Powers Authority Application Requirements................................................................................... 3 Eligible Projects ........................................................................................................................................ 3 Available Funds ........................................................................................................................................ 3 Grant Term ................................................................................................................................................ 3 Eligible Costs ............................................................................................................................................ 4 Ineligible Costs ......................................................................................................................................... 4 Environmentally Preferable Purchases and Practices Policy Requirement .............................................. 4 Question-And-Answer Process ................................................................................................................. 5 APPLICATION INSTRUCTIONS ................................................................................................ 6 Application Access ................................................................................................................................... 6 Application Contents And Instructions ..................................................................................................... 6 Application Submittal And Deadline ........................................................................................................ 8 APPLICATION DOCUMENTS ................................................................................................... 9 Calrecycle Documents .............................................................................................................................. 9 Narrative Proposal .................................................................................................................................... 9 Work Plan ................................................................................................................................................. 9 General Checklist Of Business Permits, Licenses And Filings ................................................................ 9 Environmentally Preferable Purchases And Practices Policy Notification ............................................. 10 ........................................................................................................................... 10 Resolution Information ........................................................................................................................... 10 Letter of Commitment ............................................................................................................................. 11 Letter of Designation .............................................................................................................................. 11 Letter of Authorization ........................................................................................................................... 11 GRANT REVIEW AND AWARD PROCESS ............................................................................12 Grant Application Review Process ......................................................................................................... 12 Grant Award Process .............................................................................................................................. 12 Grant Award Conditions ......................................................................................................................... 12 GRANT PROGRAM ADMINISTRATION .................................................................................13 Grant Agreement ..................................................................................................................................... 13 Reporting Process ................................................................................................................................... 13 Payment Request Process ....................................................................................................................... 13 Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 1 Attachment B GRANT CYCLE OVERVIEW This resource document provides applicants with a cycle overview, instructions about how to access and complete the application online, and information about grant administration. The online application can be accessed on the Grant Management System Web (GMSWeb) webpage www.calrecycle.ca.gov/Grants/GMS/default.htm. The Department of Resources Recycling and Recovery (CalRecycle) offers the Household Hazardous Waste (HHW) Grant Program pursuant to Section 47200(a) of the Public Resources Code. The purpose of the grant is to assist local governments in implementing safe HHW programs, which may include public education, source reduction, reuse, recycling, load checking and collection components. TIMELINE FOR HOUSEHOLD HAZARDOUS WASTE GRANT PROGRAM HD23, FY 2014/15 DateActivity Question and Answer Period April 2, 2014Questions may be submitted from application release date to this date Questions must be submitted by email April16, 2014All answers will be posted (tentative) Application Deadline Applications must be submitted in GMSWeb by this date April30, 2014 Customer service will only be availableuntil 4:00 p.m. on this date Secondary Due Date If Resolution notsubmitted with the application: Approved Resolution must be uploaded in GMSWeb by this date May 29, 2014 If applicant does not have an Environmentally Preferable Purchases and Practices (EPPP)policy at time of application: uploaded in EPPP Policy must be adopted and Notification must be GMSWeb by this date Grants Awarded July 15, 2014CalRecycleconsiders funding recommendations, and if approved, conditionally awards grantsduring this month (tentative) Grant Term March 29, 2017 Notice to Proceed to this date Final Progress Report,final Payment Request and Request for March 29, 2017 10percentwithhold deadline ELIGIBLE APPLICANTS Only one application per qualifying entity will be accepted. Eligible applicants may submit an individual or regional application. One entity must be identified as the lead applicant to act on behalf of itself and its participating jurisdictions. The grants are available to: Local governments (cities, counties, and city and counties) as defined in Public Resources Code section 30109 that have direct responsibility for HHW management. Joint Powers Authorities (JPA) if the JPA agreement includes solid and/or hazardous waste management responsibilities. ed group or community, residing within the borders of California, which: (1) Is recognized for special programs and services provided by the United States to Indians because of the status of its members as Indians; or (2) Can establish that it is a government entity and meets the criteria of the grant program. Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 2 Attachment B which application should go forward. If the additional application(s) are not withdrawn, all applications from that applicant will be disqualified, and that applicant will be eliminated from any regional application of which it is a part. Applicants with open CalRecycle grants must be in good standing and comply with grant reporting requirements before they can receive an HHW grant. REGIONAL APPLICATION REQUIREMENTS Local governments may join together in a regional grant applicationin which two or more eligible jurisdictions join together for the purpose of grant implementation. ARegional Lead Participantmust be designated to act on behalf of all Regional ParticipatingJurisdictions. The Regional LeadParticipantis the applicant/granteewho will be responsible for the performance of the grant and all required documentation. CalRecyclewill direct all official correspondence and grant payments to the Regional LeadParticipant. If a jurisdiction is a Regional Participating Jurisdictionin a regional application, it may not apply individually. JOINT POWERS AUTHORITY APPLICATION REQUIREMENTS Joint Powers Authorities may submit a grant application as an individual applicant. The JPA must submit a copy of their joint powers agreement giving them authority over solid or hazardous waste management, listing all member entities, and containing the signature of all members. ELIGIBLE PROJECTS This grant cycle has been designed for smaller projects that complement existing and/or regional HHW programs in California. Grant applications must include one or more of the following types of projects: HHW public education and outreach for general audiences (may include extended producer responsibility (EPR) information). Implementation of new and sustainable EPR collection opportunities (e.g., retail take back or collection events of batteries or fluorescents). Set-up and operation of temporary or mobile collection program for one-day or multi-day collection events. Minor improvements to an existing HHW facility. (Examples include but are not limited to: storage bins, signage, painting, paving, shelving, etc.) Purchase of personal protection equipment and/or 8-hour refresher Hazardous Waste Operations and Emergency Response Standards (HAZWOPER) training. Projects that do not fall within one of these five categories will not be eligible for grant funding. AVAILABLE FUNDS A total of $1,500,000 is available for this cycle FY 2014/15, subject to funding availability. $50,000 is the maximum available for individual applicants. $100,000 is the maximum available for the following applicants: Rural area counties (must have a population of 200,000 or less) Regional or JPA applicants GRANT TERM The Grant Term begins on the date indicated in the Notice to Proceed. The Grant Term ends on This is also the date the Final Progress Report and final Payment Request are due March 29, 2017. to CalRecycle. Grant-eligible program expenditures may start no earlier than the date indicated in the Notice to Proceed. Eligible program costs must be incurred no later than March 29, 2017. CalRecycle recommends reserving the period from March 1, 2017 to March 29, 2017 exclusively for the preparation of the Final Progress Report and final Payment Request, though they may be completed Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 3 Attachment B Costs incurred to prepare the Final Progress Report and final Payment Request are only earlier. eligible for reimbursement during the Grant Term. ELIGIBLE COSTS Eligible costs may be incurred only during the Grant Term which starts when the Grantee receives a Notice to Proceed from CalRecycle and ends on March 29, 2017 nal information). Eligible costs include, but are not limited to: HHW public education and outreach for general audiences (may include EPR information). new Implementation of and sustainable EPR collection opportunities, to include but not limited to: Promotion of an ongoing retail take-back program such as batteries or fluorescent lamps at o local hardware stores, businesses, or government facilities. Promotional collection events hosted at businesses or government facilities. o Promotional public education and outreach materials specifically for local retail take-back o programs. Set-up and operation of temporary or mobile collection program for one-day or multi-day collection events. Minor improvements to an existing HHW facility. (Examples include but are not limited to: storage bins, signage, painting, paving, shelving, etc.). Purchase of personal protection equipment and/or 8-hour refresher Hazardous Waste Operations and Emergency Response Standards (HAZWOPER) training. Overhead/indirect costs up to 10 percent of the total grant funds that have been reimbursed. For more detail on overhead/indirect costs, refer to Exhibit B -Procedures and Requirementsfor HD23 Cycle FY 2014/15. INELIGIBLE COSTS Ineligible costs include, but are not limited to: Costs incurred prior to the date of the Notice to Proceed letter or after March 29, 2017. Costs for planning and/or design of HHW facilities. Costs to maintain an existing HHW program. Developing or expanding a permanent facility on non-government owned property. Equipment or services not related to the project. Management, handling, disposal, or treatment of radioactive explosive or medical wastes. Personnel costs not related to the project. Public education and outreach not related to the project. Purchase or lease of land. Travel costs exceeding the state-approved rates for mileage, per diem, lodging, etc. Costs deemed unreasonable or not related to the grant project by the Grant Manager. Prior to award, all questions regarding eligible/ineligible costs should be raised in the Question and Answer phase of the application period. After award, all questions should be directed to the Grant Manager. Detailed information is described in Exhibit B -Procedures and Requirements. Environmentally Preferable Purchases and Practices Policy Requirement applicants are required to develop, adopt and implement an Environmentally Preferable Purchasing and Practices (EPPP) Policy for their organizations. Applicants who have an EPPP Policy in place prior to submitting their application must certify to this fact in the application. Any applicant who does not have an EPPP Policy in place when it submits its application may certify it will adopt one by the secondary due date. To see concepts/policies that CalRecycle encourages organizations to include in their EPPP Policies open the EPPP Information document located in the Resource Document section of the grant application. Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 4 Attachment B QUESTION-AND-ANSWER PROCESS Questions regarding the application and its requirements must be in writing and emailed to April 2, 2014 grants@CalRecycle.ca.gov. Questions must be received by or they will not be accepted. Periodically during the Question and Answer (Q&A) period, Q&As will be posted on the Q&As website. The Q&A website can be accessed from the Notice of Funds Available or from the application. Similar or related questions may be grouped together or re-worded for clarity and responded to as one question. All Q&As will be posted approximately two weeks after the deadline and are subject to updates. It is the a Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 5 Attachment B APPLICATION INSTRUCTIONS APPLICATION ACCESS The applicati-based Grants Management System (GMSWeb). Access to GMSWeb is secure; therefore you must have a CalRecycle WebPass in order to log into the system. Applicants who have not previously obtained a CalRecycle WebPass cancreate an account at https://secure.calrecycle.ca.gov/WebPass/. After logging into GMSWeb (https://secure.calrecycle.ca.gov/Grants), select on the left.Open grant cycles are displayed in a table. Find Household Hazardous Waste HD23: FY2014/15 APPLICATION CONTENTS AND INSTRUCTIONS Summary Tab This tab provides a summary of the application, due dates, resource documents and links, application documents, and the Application Submission section. It is the applicantresponsibility to ensure that all required documents, based on the individual grant application/project, are submitted by the appropriate due date. Applicant/Participant Tab The applicant name is the legal name of the jurisdiction/organization that is legally responsible for grant administration, if awarded. Select the Add Applicant/Participant button and type in the Applicant Name and County. Search the table for the correct applicant name and select Add Applicant/Participant. Choose the Lead Participant radial button. Every application must have a Lead Participant even if it is an individual application with no participating jurisdictions. If it is not listed, click on Add New Applicant/Participant. Complete the items marked with a red asterisk and save the information. Enter the applicant/participant name as it appears on the Resolution or Letter of Commitment. Do not include the department or unit name. County names must be listed with the name first followed by the word Countye.g., Sacramento County For Regional Applications Add the name of each eligible participating jurisdiction and choose the Participating Jurisdiction radial button. For JPA Applications, add the names of each member and choose the Participating Jurisdiction radial button. For a list of eligible applicants, please see the Grant Cycle Overview section Detail Tab Complete this tab as follows: Enter a dollar amount in the Grant Funds Requested field. Do not exceed the maximum grant award amount of $50,000 for individual applicants and $100,000 for regional, rural, and JPA applicants.Please round all amounts to the nearest whole dollar. Matching Funds are not required for this grant, so skip the Matching Funds field. Enter the Assembly District(s) and Senate District(s). To select more than one district, hold the Enter the grant payment mailing address. Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 6 Attachment B Project Summary/Statement of Use:Provide a brief description of your project (3-5 sentences). Select the appropriate option for the Resolution or Letter of Commitment Requirement and optional Letter of Designation. Select the appropriate option for Environmentally Preferable Purchases and Purchases Policy. See documents section for more information regarding EPPP Policy requirements. Contacts Tab The application is required to have only one Primary Contact and at least one Signature Authority. Each contact entered into the application may be granted access by checking the box on the bottom of the WebPass and access the application. Primary Contact . One person who has been authorized by the Signature Authority/Designee to manage and oversee the grant. This person will be the first contact with whom the grant manager will communicate. Signature Authority . The person(s) authorized to sign CalRecycle documents, such as grant applications, grant agreements, etc., as authorized by a board/council-adopted Resolution, Letter of Designation, or Letter of Commitment (if applicable). Secondary Contact. A person authorized (by the Primary Contact or Signature Authority/Designee) as the alternate person with whom the grant manager will communicate. (Not required) Consultant. A professional who provides advice in a particular area of expertise. If the applicant is awarded a grant, the consultants may manage the grant or only conduct specific activities, based on a written agreement between the applicant and the consultant outlining work to be performed. (Not required) Budget Tab Enter a dollar amount in each applicable category by selecting the category name. In the Budget detail screen, enter the total budget amount and enter itemized costs in the Budget Detail section. The itemized costs should support expenditures for each activity identified in your Work Plan. Admin Costs Budget Category In the Budget Detail section, type in the amount of Administration Costs and Overhead/Indirect Costs. Eligible costs are more fully explained in the Overhead/Indirect Cost section of the Procedures and Requirements. Site(s) Tab Site Name All applications must contain project site(s) information. Enter the . Use the drop down arrow Site TypeHHWFacility of the and select . Type in the complete address and select the County. Enter Budget AmountSummary the for this site and type a brief of the project in the space provided. Repeat the steps above if you have multiple project sites. See the following example: Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 7 Attachment B Documents Tab See the Application Documents section for documents that must be uploaded in the Documents tab. When uploading a document, enter a document title, select the appropriate document type from the drop Summary TabApplication After all the application documents are uploaded, return to the and print the CertificationApplication Submission from the section. The applicant must obtain a signature from the authorized Signature Authority, scan the document, upload it, and retain the original hard copy document. APPLICATION SUBMITTAL and DEADLINE Submit Application The button will be enabled after all required documents have been uploaded. Click Submit ApplicationSubmitted the button and then the application status will change to . The application can only be submitted once, however you will be able to upload documents until the secondary due date. Applications must be submitted in GMSWeb no later than 11:59 p.m. on April 30, 2014. Customer service will be available until 4:00 p.m. on the application due date. Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 8 Attachment B APPLICATION DOCUMENTS CALRECYCLE DOCUMENTS You can locate the CalRecycle documents on the Summary tab, in the Application Documents section. To access the document, you must click on the link, open it up, fill it out, save it to your computer, and then upload it to the Documents tab. Elements of each required document is explained below. Narrative Proposal The Narrative Proposal isused to describe the details of your proposed project. The response size for each section is limited to a range of 1,000- 1,500 characters and cannot be expanded. Utilizing a document form other than the official CalRecycle version, tampering with the CalRecycle version or otherwise circumventing imposed character limits will subject the applicant to disqualification from the Household Hazardous Waste Grant Program. Each section of this form must have a response. Ensure your narrative responses are concise, detailed, and most importantly, address each of the criteria below. After you complete this document, use the NP_name of yourorganization_HD23.pdf (ex: NP_CityofCalifornia_HD23.pdf) then upload it within the Documents Tab. For application tips, review on the Summary Tab, in the Resource Documents section. I.Applicant Name Input the legal name of the applicant name who is applying for the grant. II.Requested Grant Amount Input requested grant amount. III.Project Eligibility Your project must meet one or more of the eligible activities listed within this section. Check all that apply to your proposed project. IV.Project Description and Need Describe your proposed project and whether or not it is a new program or the expansion of an existing program. Explain why your project is needed. Performance Measures Describe how you will measure the results or success of the project. V.Sustainability n project does not include this component, you may opt to leave this section blank. Describe how the EPR collection opportunity component proposed in your grant application will remain financially viable after grant funds have been expended. Work Plan The Work Plan document must list the major activities, steps or tasks necessary to implement and complete your project. Provide a logical timeframe in chronological order for all proposed grant activities. General Checklist of Business Permits, Licenses and Filings The General Checklist of Business Permits, Licenses and Filings (CalRecycle Form 669) is a required application document. It can be found on the Summary tab under Application Documents. Check the each appropriate box on line. It must be signed by the Signature Authority, scanned, and uploaded to the Documents tab along with copies of any documentation related to this form (i.e. permits, licenses and filings, letter describing what has been done to achieve full compliance). CalRecycle staff will use this information to determine how far along you are in the process of your project. Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 9 Attachment B Environmentally Preferable Purchases and Practices Policy Notification Any applicant who does not have an EPPP Policy in place when it submits its application must adopt one and Do not upload the EPPPNotification by the secondary due date or the application will be disqualified. upload a copy of the policy. APPLICANTS DOCUMENTS Below is a list of documents that the applicant is responsible for obtaining and uploading to their Resolution and Letter Examples application. For examples of these documents, please see the link Summary Tab Resource Links found on theunder. Resolution Information Any applicant that issubject to a governing body must upload a Resolution that authorizes specific grant- related matters. A copy of the authorizing Resolution is a required application document that must be uploaded no later than the secondary due date or the application will be deemed incomplete and will be disqualified. Resolution requirements vary for individual and regional lead applications. See the Resolution and Letter Examples link for more information. Individual Application Requirements: 1. The Resolution must authorize submittal of an application for one or more specifically named CalRecycle grant(s) or for all CalRecycle grants for which the applicant is eligible. 2. The Resolution must identify the period of time, up to five years, during which the authorizations are valid. Five years is encouraged; however, periods of less than five years are acceptable. If a Resolution submitted to CalRecycle does not specifically identify a period of time, it will be considered valid for one year from the date of adoption. 3. The Resolution must identify the job title of the person authorized to sign all grant-related documents necessary to implement and close-out the grant(s) (Signature Authority). (Optional but encouraged) The Resolution should authorize the Signature Authority to delegate his/her signature authority to another person identified by job title. The Signature Authority must Regional Lead Application Requirements: 1. The Regional Lead Applicant must submit an approved Resolution that authorizes it to act as a lead for a regional program. This Resolution authorizes submittal of a regional application on behalf of the Lead Applicant and specifically named regional participants, and includes authorization letters with original signatures dated within the last 12 months from the participating jurisdictions authorizing the Lead Applicant to act on their behalf for this cycle. 2. If the Resolution is valid for more than one year, it is highly recommended a) that the list of participants be provided as an attachment rather than embedded in the Resolution, and b) that the Signature Authority be authorized to revise the list as necessary with each subsequent application (this allows a Signature Authority to add or remove regional participants with each new application without the necessity of obtaining a new Resolution). 3. Regional participants subject to a governing body must provide a Letter of Authorization, dated within the last 12 months, to the Regional Lead authorizing the Lead Applicant to act on its behalf for this cycle. Copies of the Letters of Authorization must be uploaded with the application by the secondary due date. Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 10 Attachment B Letter of Commitment Applicants that are not subject to a governing body must upload a Letter of Commitment no later than the secondary due date or the application will be deemed incomplete and will be disqualified. The letter with the original signature must be maintained in the applicant/grantee grant file. This letter must: Authorize submittal of the Household Hazardous Waste Grant Program application on behalf of applicant. Designate the job title of the person authorized to execute all grant documents necessary to secure grant funds and implement the approved grant project (Signature Authority). Authorize the Signature Authority to delegate this authority (not required but encouraged). Letter of Designation A Letter of Designation is required ONLY when the authorized Signature Authority delegates his/her exercise of his/her authority. For example, if the Designee signs the Application Certification in place of the Signature Authority, the letter must be uploaded when the Application Certification is submitted. The letter must: Be on the a Identify the job title of the Designee. authority may not extend beyond the effective date of the approved Resolution (for example, if the Resolution is effective until December 31, 2014, then the Letter of Designation may not be effective beyond December 31, 2014). If a time period is not identified then the letter will follow the same time frame as the Resolution. It must be signed by the Signature Authority. Letter of Authorization A Letter of Authorization is used for grants that allow for Regional applications. It is prepared by the Participating Jurisdiction and gives the Lead Participant authorization to apply for and to act on its behalf in the implementation and administration of the grant/program. The Regional Lead Participant must upload the Letter of Authorization no later than the secondary due date or the Participating Jurisdiction(s) will be removed from the application. The letter with the original signature must be maintained in applicant/grantee grant file. The letter must: Be on the official letterhead. Bedated within 12 months prior to the application deadline. Authorize the Regional Lead to submit a regional application and act as Lead Agency on behalf of the Participating Jurisdiction. Authorize the Regional Lead to execute all documents necessary to implement the grant. Be signed by an individual authorized to contractually bind theParticipating Jurisdiction. Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 11 Attachment B GRANT REVIEW AND AWARD PROCESS GRANT APPLICATION REVIEW PROCESS After the close of the application period, CalRecycle staff will review the applications for completeness and eligibility. Only complete applications can be considered for award. GRANT AWARD PROCESS For qualifying applications, CalRecycle staff will develop funding recommendations for the consideration and approval ofThis is tentatively scheduled for July 2014. If the total eligible requests for grant funds exceed the $1,500,000 funding available, CalRecycle will establish a blind application numbering system. A public random selection process will be conducted to determine the order in which grant funds will be awarded. CalRecycle reserves the right to partially fund or fund individual phases of selected proposals, and CalRecycle may fund an amount less than requested. CalRecycle reserves the right to not award any grant funds under one or more cycles. All awards are subject to funding availability. GRANT AWARD CONDITIONS When awarded, this Grant will be subject to two conditions: 1) or where delegation is authorized), his/her Designee must sign and return the Grant Agreement to CalRecycle within 60 days from the date of mailing by CalRecycle. 2) The recommended Grantee must a) pay all outstanding debts due CalRecycle, or b) bring current outstanding payments owed to CalRecycle within 60 days from the date CalRecycle conditionally awarded the Grant. Failure to comply with either requirement will nullify the grant award (i.e., the applicant will not receive a grant). Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 12 Attachment B GRANT PROGRAM ADMINISTRATION GRANT AGREEMENT Grantees will be emailed the following: Award email. Grant Agreement Cover Sheet (CalRecycle 110). Exhibit A Terms and Conditions: contain CalRecycle standard legal requirements for Grants. Exhibit B Procedures and Requirements: contain specific requirements for administering this Grant, including but not limited to project, reporting, and audit requirements. Exhibit C . REPORTING PROCESS Grantees are required to report on the progress of their grant. Two progress reports and a Final Report is required. The Grant Manager may request status information at any time during the term of the grant. The Final Report is due on March 29, 2017. Detailed reporting information is included in the Procedures & Requirements --Exhibit B of the Grant Agreement. PAYMENT REQUEST PROCESS Eligible costs are ayment Request, and if required, the accompanying Progress/Final Progress Report. Payment Requests must include itemized documentation of claimed expenses (e.g., itemized receipts and proof of payment of invoices). Ten percent of each approved Payment Request amount will be retained by CalRecycle until the Grant Manager approves the Final Progress Report, the final Payment Request and all required supporting documentation.Failure to submit these final documents by the deadline specified in the Procedures & Requirements or failure to receive the f these documents by March 29, 2017, may result in the nonpayment of otherwise eligible costs. Detailed payment information is included in the Procedures & Requirements Exhibit B of the Grant Agreement. Household Hazardous Waste Grant Program, HD23 (FY 2014/15) 13