Agenda Packets - Board - 2002-03-18sAN174jty
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000 .� a Dist-inct
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%....ozow mesa La, nitta,
""�W ... an Independent Speciaroialict
Phone
(714) 754 -5043
Fax
(714) 432 -1436
Web Address
wwwci.costa- mesa.ca.us
Mailing Address
P O. Box 1200
Costa Mesa, CA
92628 -1200
Street Address
77 Fair Drive
Costa Mesa, CA
92626 -6520
Board of Directors
Arlene Schafer
Greg Woodside
Art Perry
James Ferryman
Dan Worthington
41a
Printed on
Recycled Paper
NOTICE OF SPECIAL MEETING
MARCH 18, 2002
The Board of Directors of the Costa Mesa Sanitary District will meet on
Monday, March 18, 2002 at 12:00 p m. in Conference Room 1A of
the Costa Mesa Civic Center, 77 Fair Drive, Costa Mesa, California.
I. CMSD Management and Engineering Succession Plan
II. Identify CMSD as Independent Special District
III. Resolution Supporting E -Waste Regional Grant Funding
IV. SDRMA Education Day — Thursday, April. 4, 2002
V. Change of Regular. Meeting Time for April. 11, 2002, Board of
Directors Meeting
VI.
Schedule Study Session for April 2002ts��,�,
r
;
VII.
Public Comments
Dated: March 15, 2002
Jovw/ R evak/
Clerk of the District
AGENDA
CMSD MANAGEMENT& ENGINEERING SUCCESSION PLAN
I. Existing Manpower Arrangement
A. Organization Flow Chart
B. Robin B. Hamers & Assoc., Inc. /CMSD Agreement
C. Job Descriptions
CMSD Resolution 92 -523 Manager
CMSD Resolution 92 -524 District Engineer
D. City /District Agreement - City responsibilities
E. Weekly time spent by Manager; less than 20 hrs /wk. per Board direction
F. Recommend meetings w /Manager & Assistant Manager to review Manager
responsibilities
G. Recommend including Assistant Manager in day to day actions for familiarity
II. Proposed Manpower Arrangement
A. Organization Flow Chart
B. Interim replacement; permanent replacement; RFP option
C. Selection of Manager preferred by Board; City follow -up actions
D. Four person engineering team
1. Engineering; Michael Benesh, Yefim Tsalyuk
2. Inspection; Paul Guzman
3. Administration; Joan Popick
(ALAN BURNS
ATTORNEY
EXISTING CMSD ORGANIZATIONAL FLOW CHART
5 MAN FIELD
CREW
DENISE GILBERT
PERMIT PROCESSING
SPECIALIST
BOARD OF
DIRECTORS
ROBIN B. HAMERS
MANAGER
TOM FAUTH
ASSISTANT MANAGER
JOAN REVAK
CLERK OF THE DISTRICT
4�
ROBIN B. HAMERS, INC.
CIVIL ENGINEERS
INSPECTORS,
SURVEYORS
DEBBIE BJORNSON
PERMIT PROCESSING
SPECIALIST
Aoo �vrr-
MARC
PUCKETT,
TREASURER
M,
RESOLUTION N0. f. 23
A RESOLUTION OF THE BOARD OF DIRECTORS OF COSTA MESA SANITARY
DISTRICT ADOPTING CLASSIFICATION CHARACTERISTICS, QUALIFICATIONS AND
JOB DESCRIPTION FOR DISTRICT MANAGER FOR THE DISTRICT.
THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY
RESOLVE AS FOLLOWS: That
WHEREAS, DISTRICT has employed a new Manager and deems it in the best
interest of MANAGER and DISTRICT to establish a job description including classifi-
cation characteristics and qualification guidelines for the convenience of both
DISTRICT and MANAGER;
NOW THEREFORE, BE IT RESOLVED that the document entitled Costa Mesa Sanitary
District Manager attached to THIS RESOLUTION as Exhibit "A" be hereby adopted.
s 9�
PASSED AND ADOPTED this,21th day of August, 1992.
P sident of the Board of Directors
s a Mesa Sanitary District
ATTEST:
Secretary
7 .
COSTA MESA SANITARY DISTRICT
DISTRICT MANAGER
DEFINITION
Under general direction of the Board of Directors, plan, manage and
evaluate Sanitary District operations; coordinate work with
District and City staff and various contractors and vendors;
administer the integrated waste management plan and recycling
programs; and do other work as required.
REPORTS TO
Sanitary District Board of Directors
PROVIDES DIRECTION TO
Clerk of the District, Permit Specialist and contract staff;
provides policy direction to Sanitation employees through Streets
Superintendent and Director of Public Works /City Engineer
CLASSIFICATION CHARACTERISTICS
This is a contract management position which serves the Board of
Directors of the Sanitary District. This position oversees and
coordinates District operations through the work of City staff,
contractors, commercial haulers, urban recycling centers and other
vendors and representatives.
The position establishes and revises District policies, agreements,
administrative practices and billing procedures given broad
guidance by the Board of Directors and technical advice by contract
advisors. The position presents and evaluates District budget
expenditures; the preparation of accounting statements and
investment of District revenues are the responsibility of the
City's Director of Finance /City Treasurer. The District Manager
represents the Board of Directors in interactions with City and
intergovernmental representatives, the media, business community,
customers, contractors, vendors and the general public.
EXAMPLES OF DUTIES
The duties and responsibilities include, but are not limited to,
the following:
Develop long -term and annual plans for District construction
projects, sanitary maintenance and repair, hauling operations, and
waste management and recycling programs.
EXHIBIT "A -1"
_ �F
Page 2
Class Specification- District Manager
Plan, manage, organize and oversee District field operations,
contract services and staff.
Provide technical direction to Clerk of the District and Permit
Specialist.
Originate, coordinate and develop solid waste management and
recycling programs in meeting with business and community
representatives; resolve issues and promote approaches through
media presentations.
Initiate meetings with community and business representatives,
governmental agencies and committees to evaluate and revise the
City's Source Reduction Element and related recycling policies.
Inspect and evaluate effectiveness of hazardous waste drop -off
program, including pick -up sites and disposal operations.
Oversee operations of local haulers and regional disposal
facilities for solid waste and investigate public complaints.
Develop and interpret provisions of the District service fee
structure and exemption policies; prepare and evaluate franchise
contract agreements in conjunction with the District's Attorney.
Establish District policies, practices and administrative
procedures; prepare ordinances, resolutions and legal agreements in
conjunction with the District's Attorney.
Monitor District bidding practices, specifications and budgetary
expenditures; consult with the District Engineer and Assistant
Streets Superintendent regarding capital improvement projects and
sanitation operations and present related recommendations.
Coordinate preparation of annual budget with City representatives
and prepare summary findings and recommendations.
Attend and make presentations at Board regular meetings and study
sessions.
Develop and administer risk management and safety plans for the
District.
Prepare articles and oversee publication of District Newsletter.
Research potential grant and private financing of District projects
and prepare related proposals and program evaluation reports.
EXHIBIT "A -2"
Page 3
Class Specification- District Manager
QUALIFICATIONS GUIDELINES
Education /training
Educational attainment equivalent to a Bachelor's degree in Public
Administration, Business Administration or a related field,
supplemented by course work or training in sanitary and waste
management, construction engineering, contract administration and
personnel supervision.
Experience:
Seven years of broad and progressively experience involving the
management and administration of special district operations and
community services programs, including considerable experience in
a supervisory capacity.
Knowledge of:
Sanitary district operations and practices and related City,
county, state and federal regulations, codes and ordinances; waste
management and recycling laws, regulations and community standards;
theories and principles of public -management; principles and
practices of safety, risk management, personnel supervision and
contract administration.
Skills /abilities:
Plan, organize and manage District operations; define service goals
and objectives; establish and evaluate District policies, practices
and procedures; analyze and interpret sanitation and waste
management technologies, laws, regulations, codes, ordinances and
requirements; conceptualize, develop and implement community
education programs; administer risk management and safety awareness
programs; present operating budget and capital improvements
recommendations for Board approval; prepare and present a variety
of reports and correspondence; train, supervise and evaluate the
work of assigned staff and contract personnel; provide policy
direction to City employees to resolve fee assessment, refund and
exemption issues.; communicate clearly and concisely, both orally
and in writing; establish and maintain effective working
relationships with the Board, City and Zistrict staff, county,
regional, state and federal representatives, commercial haulers,
consultants, contractors, vendors, business owners, educators,
community associations, and public and private representatives;
maintain confidentiality of sensitive District information.
EXHIBIT "A -3"
Page 4
Class Specification- District Manager
Physical Requirements:
This is primarily a sedentary position which requires only
occasional bending, stooping, reaching, lifting and movement of
objects weighing 50 pounds or less. The employee is expected to
operate a motor vehicle to inspect construction projects, sanitary
work, pick -up sites, recycling centers and transfer stations, and
to attend various community and professional meetings.
Special Requirements:
Possession of a Class C or Class 3 California driver's license and
an acceptable driving record.
Class Specification Prepared 01/17/92
EXHIBIT "A -4"
STATE OF CALIFORNIA)
COUNTY OF ORANGE )SS
CITY OF COSTA MESA )
I, Florine T. Reilchle, A.ssis� ant ,Ianager and Clerk of
the Costa Mesa Sanitary District, hereby certify that the
attached Resolution No. 92 -523 was duly and regularly passed
and adopted by the Board of Directors at an adjourned
regular meeting thereof held on the 27th day of August,
1992, by the following roll call vote:,
AYES: Directors - Wahner, Ferryman, Reade,
NOES: Directors - Sherrick
ABSTAINING: Directors - None
IN WITNESS WHEREOF, I have hereunto set my hand and
affixed the Seal of the Costa Mesa San.i.tary District, this
31st day of August, 1992.
Assistant Manager /Clerk
Costa Mesa Sanitary District
Printed on Recycled Paper
RESOLUTION NO. Y2 —
A RESOLUTION OF THE BOARD OF DIRECT'ORS OF THE COSTA MESA SANITARY
DISTRICT ESTABLISHING THE DUTIES AND OBLIGATIONS AS A JOB DESCRIPTION
FOR THE DISTRICT'S ENGINEER.
THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY
RESOLVE AS FOLLOWS: That
WHEREAS, the DISTRICT employs an Engineer as an independent contractor for
general engineering services; and
WHEREAS, for the convenenience of both the Board and the Engineer, it is
deemed desirable that a job description be adopted by the Board;
NOW, THEREFORE, there is hereby adopted the job description for the District
Engineer as attached to THIS RESOLUTION marked Exhibit "A" and by this reference
made a part hereof.
PASSED AND ADOPTED this 20th day of August, 1992.
ATTEST:
Secre "ak
.ent of the Board of Directors
Mesa Sanitary District
JOB DESCRIPTION
COSTA MESA SANITARY DISTRICT
DISTRICT ENGINEER
I. RETAINER FEE SERVICES
A. Administrative Functions
1. Provide engineering counsel for the Board of Directors,
staff, other public agencies, and the public.
2. Attend regularly scheduled District agenda and Board
meetings.
3. Prepare letters in response to questionnaires, surveys,
or inquiries regarding District operations, procedures,
regulations, or existing facilities from county,
federal, and other local agencies.
4. Confer with District's staff and maintenance personnel
for daily engineering and reference assistance.
5. Confer with contractors, developers, engineers, public
agencies and the public about existing sewer location
and proposed sewer construction.
6. Prepare and submit on a year -end basis fixed asset and
inventory reports. Assist in maintaining a fixed asset
record file and an inventory of facilities. Assist
staff and auditors with fixed asset audit.
7. Prepare and submit required information in a timely
fashion.
8. Prepare and submit cash flow analysis for District
projects.
9. Prepare and submit Capital Improvement Action Request
forms 'for all approved projects.
10. Prepare and submit, two weeks prior to May meeting,
proposed Capital Improvement Program with detailed
descriptions and justifications for inclusion in the
next years Preliminary Budget.
11. Prepare and submit, two weeks prior to 'August meeting,
final Capital Improvement Program incorporatiing all
changes ordered by the Board for inclusion in the Final
Budget.
EXHIBIT "A -1"
B. Engineering Functions
1. Prepare and maintain up -to -date District boundary
records including District map showing current boundary.
2. Maintain and update an overall District annexation map
showing annexation number and area.
3. Maintain and update engineering data, records, pump
station information, and CMSD Standard Plans and
Specifications for the Construction of Sanitary Sewers.
4. Prepare responses to mandatory requests from state,
county, and federal agencies and respond in writing to
other local agencies regarding sewer availability.
5. Review proposed developments for effect on District
facilities and submit to staff appropriate conditions to
be placed on those developments by subsequent action of
the Costa Mesa Planning Commission and City Council.
6. Review annually and update as necessary the Capital
Improve_ent Program Master Plan through, but not limited
to, flow characteristics, major private developments,
and land use changes in effect.
7. Prepare and submit to Board a monthly Project Status
Report briefly detailing the status of each District
capital project. Respond to public inquiry over the
purpose, scope and timing of each capital project.
8. Respond to sewer emergencies such as main line breakage
or private lateral stoppage.
II. HOURLY FEE SERVICES
A. Plan Checking
1. Review, check, and sign plans for all sewer construction
proposed by developers or other entities within public
right -of -way or public easements. Upon completion of
construction as -built sewer plans and add sewer
information to District's sewer atlas.
2. Determine inspection, plan check, and connection charges
for all new development.
EiIBIT "A -2"
3. Receive, review and process right-7-way descriptions,
maps and easements for public and private developments.
Preparation of right -of -way documents, easements and
right of way acquisitions for District projects are a
separate cost and are charged against the particular
capital improvement project when budgeted and authorized
by the Board.
4. Prepare District annexation documents, maps, and
descriptions, and submit them to District staff for
processing new annexations.
B. Construction Inspection
1. Review, inspect and approve all main line sewer
construction in District by City, County, State and
private developer construction projects.
2. Review, inspect and approve all sewer lateral
construction in District from the property line to the
_ main line for all new development.
3. Review and inspect all utility or street construction
projects in the vicinity of, or that impacts, District
facilities.
4. Field mark the location of all District owned pressure
sewer mains as required in response to Underground
Service Alert notification.
5. Assist contractors and homeowners in locating existing
sewer laterals.
6. Respond to emergency sewer problems and assist in
controlling emergencies.
C. District Initiated Capital Improvement Projects
1. Upon authorization by Board on a per project basis,
complete design phase of each capital improvement
project including providing the necessary engineering
services to prepare complete project plans and
specifications, assisting in advertising said projects
for bid, reviewing bids and making recommendations to
Board for award of project.
2. Upon authorization by Board on a per project basis,
administer, inspect and review the construction phase of
each capital project as completed by District selected
contractor, including, but not limited to, holding pre -
construction meetings, reviewing contractors schedule
and performance, inspecting and reviewing contractors
work, reviewing and approving monthly progress payments
and performing liason with public.
EXHIBIT "A -3"
STATE OF CALIFORNIA)
COUNTY OF ORANGE )SS
CITY OF COSTA MESA )
_T., Florine T. Re chle, Assistant Manager and Clerk of
the Costa Mesa Sanitary District, hereby certify that the
attached Resolution No. 92 -524 was duly and regularly passed
and adopted by the Board of Directors at an adjourned
regular meeting thereof held on the 27th day of August,
1992, by the following roll, call vote:
AYES: Directors - Wahner, Ferryman, Reade,
NOES: Directors - Sherrick
ABSTAINING: Directors - None
IN WITNESS WHEREOF, I have hereunto set my hand and
affixed the Seal of the Costa Mesa Sanitary District, this
::tay of Augus`:, 1992.
r.G<-c'.(�?
Assistant Ma ager /Clerk
Costa Mesa Sanitary District
Printed an Recycled Paper
PROPOSED CMSD ORGANIZATIONAL FLOW CHART
BOARD OF
DIRECTORS
TOM FAUTH
"- -4c MANAGER
ALAN BURNS I 15 MAN FIELD
ATTORNEY CREW
OFFICE DENISE GILBERT
PERMIT PROCESSING
WORKER SPECIALIST
VACANT
ASSISTANT MANAGER
JOAN REVAK
CLERK OF THE DISTRICT
MICHAEL BENESH;
CIVIL ENGINEER
YEFIM TSALYUK;
CIVIL ENGINEER
PAUL GUZMAN;
INSPECTOR
JOAN POPICK;
BUSINESS MANAGER
[DEBBIE BJORNSON
RMIT PROCESSING
ECIALIST
MARC
PUCKETT,
TREASURER
Thomas A. Fauth 1908 Pullman Lane #2 310- 318 -5439
Tom Fauth a,ci.costa- mesa.ca.us Redondo Beach, CA 90278 tafauthna,bnet.org
PROFILE An experienced leader dedicated to meeting demanding objectives within resource
constraints. A proven supervisor who works well independently or as part of a team. Excellent
financial, program, leadership and customer service skills enhance goal achievements. Critically
analyzes situations and successfully resolves them to meet customers' needs and expectations.
PROFESSIONAL
EXPERIENCE - Financial Manager
-- Managed annual Costa Mesa Sanitary District (CMSD) $6M budget
-- Built comprehensive 6 -year, $6M LA County Waste Education budget
-- Performed capital equipment lease /buy analyses, saving over $18K/year
-- Planned, budgeted $2.3M 97 -98 Redondo Beach waste /recycling program
- -- Budget matched schedule, met deadlines, kept contracts funded
-- Efficiently resolved billing issues daily with waste hauler, District and city
residents, commercial enterprises using contract customer service reps
-- Implemented Public Works Director requests; excelled within resources
- -- Saved $65K using professional services contracts to prepare grant reports,
educational brochures, annual AB 939 report — 32% diversion rate in 1996!
-- Planned, budgeted, executed six -year $1 B Air Force research program
- -- Kept two competing contractors on event - driven schedule
-- Resolved issues daily through Integrated Product Development Teams
-- Performed critical earned value, cost, schedule, performance analyses
- -- Implemented Congressional directions, performed hundreds of budget
contingency drills, kept two programs funded and on schedule
- Program Manager
-- Managed $50K contractor upgrade to CMSD Supervisory Control and Data
Acquisition telemetry reporting system — on schedule and under budget.
-- Managed CMSD standardized container acquisition program
- -- Evaluated 10 competing trash container bids and products
- -- Down - select criteria determined best quality product was also the least price
-- Produced 16 minute CMSD educational video program
- -- Managed program from professional services agreement to product delivery
- -- 250 videotapes and 300 CD -ROMs produced and distributed for $13K
-- Developed 4 LA County waste reduction performance /cost proposals
- -- Interviewed, hired and led company call center data collection team
- -- Melded Excel, Access analyses into Final '98 Facility Study Report
-- Planned, documented $5M South Bay composting investment program
- -- Organized timely field operations, delivery plan, manpower, budget and
capital equipment resource requirements
-- Established cost - effective shipping /warehouse plan, Saved $2K/month
-- Evaluated cost/schedule performance on $24M franchise hauler contract
- -- Initiated monthly program management reviews; streamlined reports
- -- Management reviews resolved management/financial issues, refined trash,
green -waste and recycled materials collection processes
- -- Briefed contractor performance quarterly to Public Works Commission
-- Increased efficiency of Redondo Beach Pier maintenance and operations crews
-- Evaluated cost/schedule performances on two $500M satellite contracts
-- Coordinated analyses, wrote evaluations and reported findings monthly
-- Center three -star general accepted 100% of recommendations
- -- Secured constructive contractor feedback, maintained launch dates
Thomas A. Fauth 1908 Pullman Lane #2 310 - 318 -5439
Tom Fauth ci.costa- mesa.ca.us Redondo Beach, CA 90278 tafauthna,bnet.org
Team Leader
-- Directed cohesive District office staff - coordinated sanitary field crew efforts
-- Selected to serve as Census 2000 Local Census Office Manager for 18 cities
- -- Supervised 15 office staff and directed activities for 1200 field crew members
-- Interviewed, selected and trained four new CMSD permit processing specialists
-- Key simulator during first annual City of Costa Mesa Functional Exercise
- -- Enhanced performance during activation of Emergency Operations Center
-- Efficiently trained commercial evaluation team, support staff, call center teams
-- Supervised call center, secretary, two new clerks, five support contractors
-- Resolved thousands of customer issues implementing new city waste contract
-- Subsidized 10 free composting classes and bin costs in Redondo Beach
-- Prepared timely hazardous waste grant, semiannual used oil grant, monthly
Redondo Beach Public Works Commission and monthly transfer station reports
-- Cost Team Chief for $200M AF source selection effort — simplified processes
-- Evaluation engineers, budget officers, data analysts, and cost analysts earned
five awards /year for superior program support
- Acquisition Manager
-- Managed selection process to award contract agreement for District wide
standardized trash containers program — 40 thousand units to 21,000 residences
- -- Evaluated 10 bids, conducted product testing, briefed recommendations
-- Authored Professional Service Agreements for video and telemetry programs
-- Hired professional support service contractor to assist in implementing City of
Redondo Beach recycling initiatives
- -- Accomplished mission and saved $24K in annual personnel costs
-- Source Selection Evaluation Team Chairperson on $17M automated
information management system acquisition — awarded in only three months
- -- Saved 10% in acquisition costs, shortened acquisition time by 50%
- -- Provided program teams with cost - effective, leading edge technology
-- Planned, negotiated, acquired and installed university office LAN equipment
and software, meeting initial and near -term growth needs
- Innovations
-- Created 16 minute CMSD public outreach video on VHS tape and CD -ROM
- -- Distributed to legislators, special districts, service agencies, and schools
-- Produced 27 minute Census 2000 infomercial — aired 2 months in Torrance area
-- Contracted Boy Scouts to remanufacture 1200 composting bins — saved $5K
-- Automated proposal cost estimates and break -even analyses in MicroSoft Excel
-- Initiated new school education program using Cycler Robot, composting,
vermicomposting demonstrations to Redondo Beach schools — encouraged use
-- Produced six unique public service announcements promoting recycling
through Curbside, Office, Residential, Used Oil Recycling, Backyard
Composting and Household Hazardous Waste Disposal
-- Institutionalized monthly waste program management reviews
-- -Built and briefed PowerPoint progress charts quarterly
-- Edited /Published `The Recycler' quarterly newsletter — 60,000 distribution
-- Implemented color coded truck collection signs — simplified recognition and
reduced customer inquiries by 50%
-- Presented 10 city, school, corporate and national convention composting and
Thomas A. Fauth 1908 Pullman Lane #2 310 -318 -5439
Tom Fauth((�,ci.costa- mesa. ca. us Redondo Beach, CA 90278 tafauthna,bnet.org
vermicomposting workshops, earning enthusiastic public responses
-- Planned, coordinated and implemented Redondo Beach Pier recycling
-- Videotaped Coastal Cleanup, composting classes and City Open House
recycling activities and broadcast tape to Public W_rks Commission
-- Directly supervised 10 engineering professionals
- -- Built a streamlined satellite system Request for Proposal
- -- First ever RFP released on CD -ROM!
POSITIONS 2000 — Present, Assistant Manager, Costa Mesa Sanitary District, CA
1999 -2000, Local Census Office Manager, Torrance, CA
1997 -98, Waste Reduction Projects Manager, Triformis, LA, CA
1997, Sr Mgt Analyst/Recycling Coordinator, City of Redondo Beach, CA
1994 -96, Chief, Cost Estimation, Space Based InfraRed Systems, LA, CA
1990 -94, Chief, Program Control, Brilliant Eyes Program Office, LA, CA
1988 -90, Deputy Systems Engineer, Brilliant Eyes Program Office, LA, CA
1986 -88, Assistant Professor of Aerospace Studies, University of Nebraska, NE
1981 -86, Technical Director Adviser, Technical Center, Satellite Beach, FL
1980 -81, Graduate Student, Air Force Institute of Technology, Dayton, OH
1976 -80, Research Chemist, Rome Air Development Center, Bedford, MA
EDUCATION 1998 — Case Studies in Solid Waste Management, UCLA, CA
1998 — Black Belt, 1" Dan KukKiDo TaeKwonDo Studio, Torrance, CA
1997 — CIWMB, Recycling, LA County Waste Reduction Workshop Groups, CA
1991 — Program Management Course for program, financial management, CA
1981 — MS in Systems Management, Air Force Institute of Technology, OH
1980 — MBA in Contracting, Western New England College, MA
1976 — BA in Chemistry, University of Nebraska - Omaha, NE
MICHAEL L. BENESH
Professional Civil Engineer and Land Surveyor
QUALIFICATIONS:
• 20+ Years of Professional Experience.
• Registered Civil Engineer in California & Arizona.
• Registered Land Surveyor in California.
EXPERIENCE:
• Principal of Civil Engineering and Land Surveying Firm responsible for managing and
directing up to 12 employees.
• Extensive experience in design and administration of Costa Mesa Sanitary District sewer
projects including design and construction of pipe lines and pumping stations, studies and
master planning.
• Complete Subdivision Design on projects in Orange, Riverside, San Bernardino and San
Diego counties totaling more than 2,000 single family homes and approximately 1,000
apartments, including all phases of Civil Engineering and Surveying from preliminary design
through construction staking.
• Civil Engineering Design on numerous Commercial, Retail, Industrial, and Mixed -Use
Projects including shopping centers, oil refineries, and Hotels.
1985- Present
WORK EXPERIENCE
MLB Engineering (Principal)
1981 -1985 Robin B. Hamers & Assoc. Project Engineer
1980 -1981 City of Irvine
1979 -1980 Peter Kiewit Sons
Civil Engineering Aide
On -Site Engineering Aide
600 S. ANDREASEN DRIVE • SUITE E • ESCONDIDO, CA 92029
PHONE 760 741 -3577 • FAX: 760 897 -2165 • E -MAIL: MLBENESH@PACBELL.NET
Yefim Tsalyuk - Professional Engineer
P.O. Box 50756, Irvine, California 92619 -0756 (949) 857 -1813
Qualifications
• 19 Years of Professional Experience
• Registered Civil Engineer, California, Arizona
S Registered Land Surveyor, California
M.S. Degree, Engineer /Geophysicist, Moscow, USSR, School of Mines, 1979
• Advanced computer skills (AutoCad, Softdesk, Eagle Points)
Achievements
0 Organized and directed over 300 large, complex engineering projects, including
subdivision and improvement plans and public works projects.
0 Responsible for management and engineering design of over 20 custom homes
in Orange County, CA, ranging from 10,000- 60,000 square feet. Established and
maintained working relationships with staff, clients, and related agencies.
0 Responsible for design and construction management of sewer line and 3750 GPM
pump station, with construction budget over $2 million. Coordinated project with
over 14 governmental agencies.
Professional Experience
0 Public Works Engineering
Street Design Striping Plans
Sanitary Sewer Systems Storm Drainage
Pump Station Design Master Planning Studies
Water Transmission Systems Management Studies
0 Residential and Commercial Development Engineering
Drainage Plans Site Planning
Hydrology and Hydraulic Studies Earthwork Calculations
Utilities Plans
0 Right -of -Way Engineering
Subdivisions Condominium Plans
Parcel Maps, Tract Maps Lot Lines Adjustments
Legal Descriptions Easement Maps
0 Land Surveying p
Boundary Surveys Construction Surveying
Topographical Surveys ALTA Surveys
Construction Staking Land Leveling
Work History
1987 - present Consulting work for various architectural and engineering firms,
developers & public agencies
1985 -1987 City of Anaheim, CA Senior Engineer Assistant
1979 -1983 R &D Institute of Safety Works, USSR Research Engineer
Over 14 years of consulting work for various architectural, engineering and
development companies.
➢ Reinforce identity to the public as
Independent Sanitary District.
➢ Avoid confusion within City Hall as to
independence of CMSD.
➢ Avoid confusion with other public
officials.as to independence.
➢ Facilitates further separation from City
➢ Creates opportunity for large -scale
public relations effort.
➢ Confusion by public with new name
➢ Confusion by public with 40,000 containers
w /CMSD name
➢ Confusion by public with 550 CD's and VHS
of "Working for You ".
➢ Confusion in special programs such as
Telephone Book Recycling Program.
➢ If District changes name, residents may
identify Costa Mesa Disposal as part of the
City.
➢ Potential web site address
■ www.costamesasd.org
M -rS Dist-riwt
L-alosw esa
... an Independent Specia( 4r trict
Phone
(714) 754 -5043
Fax
(714) 432 -1436
Web Address
wwwci.costa- mesa.ca.us
Mailing Address
P. O. Box 1200
Costa Mesa, CA
92628 -1200
Street Address
77 Fair Drive
Costa Mesa, CA
92626 -6520
Board of Directors
Arlene Schafer
Greg Woodside
Art Perry
James Ferryman
Dan Worthington
Printed on
Recycled Paper
SDRMA EDUCATION DAY
THURSDAY, APRIL 4, 2002
CLOVIS MEMORIAL DISTRICT
453 Hughes Avenue
Clovis, CA 93 612
559- 299 -0471
Attendees will receive CREDIT INCENTIVE POINTS for the
2002 -2003 Program Year. Maximum of 2 CIP points available to
attendees.
Registration 8:30 - 9:OOAM
Opening Comments 9:00 - 9:15AM
Jim Towns, CEO
The Insurance Market 9:15 - 10:30AM
Dennis Timoney
Break 10:30 - 10:45AM
Ergonomic Update 10:45 - 11:45AM
Dennis Timoney
Lunch' 11:45 - 1:00 PM
The Litigation Minefield 1:00 - 3:OOPM
Peter Flanderka, Esq.
Laughlin, Falbo, Levy & Moresi, LLP
Dennis Timoney
Wrap Up 3:00 - 3:30
FAX RESERVATION FORM TO SDRMA AT 916- 641 -2776 .
SDRMA Member Name:
Attendees:
Name/Position.
Name/Position
Name/Position.
Name/Position
Please fax your reservation form by: MONDAY, APRIL 1.2002.
Directions: From Highway 99 take the West Herndon Avenue, East to
Clovis. Turn Right on Clovis Road. Turn Left on Third Street.
The Veterans Building is on the right on the corner of Hughes and Bullard.
There is parking across the street.
There is a Best Western across the street from the Veterans Building, located
at 415 Clovis Avenue. The number is 209 - 299 -1547.
We look forward to seeing you in Clovis.
C:V NyFiles\eddaytlyer .clovismd.040402dt.wpd
RESOLUTION NO. 2002 -658
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA
MESA SANITARY DISTRICT, COUNTY OF ORANGE, CALIFORNIA,
AUTHORIZING APPLICATION FOR THE 2002 -05 CALIFORNIA
INTEGRATED WASTE MANAGEMENT BOARD HOUSEHOLD
HAZARDOUS WASTE GRANT, FISCAL YEAR 2002/03, AS THE LEAD
AGENCY IN A REGIONAL GROUP WITH THE CITY OF COSTA MESA
WHEREAS, the people of the State of California have enacted Assembly
Bill 1220 (Eastin, 1993) that provides grants to local governments to establish and
implement waste diversion and separation programs to prevent disposal of hazardous
waste, including household hazardous waste, in solid waste landfills, and
WHEREAS, the California Integrated Waste Management Board has been
delegated the responsibility for the administration of the program within the state, setting
up necessary procedures governing application by cities and counties under the
program, and
WHEREAS, the applicant will enter into an agreement with the State of
California for development of the project;
NOW, THEREFORE, BE IT RESOLVED that the Costa Mesa Sanitary
District authorizes the submittal of a regional application on behalf of the City of Costa
Mesa, California, to the California Integrated Waste Management Board for a Local
Government Household Hazardous Waste Grant — FY 2002/03. The President and
Secretary of the Costa Mesa Sanitary District, eF see-, is hereby authorized
and empowered to execute in the name of the above named agencies all necessary
applications, contracts, payment requests, agreements and amendments hereto for the
purposes of securing grant funds and to implement and carry out the purposes specified
in the grant application.
PASSED AND ADOPTED by the Board of Directors of the Costa Mesa
Sanitary District at a regular meeting thereof held on the day of
2002.
ATTEST:
Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District
Board of Directors Board of Directors
„i
PROPOSAL TO THE
CALIFORNIA INTEGRATED
WASTE MANAGEMENT BOARD
Local Government Household Hazardous Waste Grant
Costa Mesa Sanitary District
March 5, 2002
Printed on recycled content paper
Jj
�4
PROPOSAL NARRATIVE
INTRODUCTION
Project Summary: The Costa Mesa Sanitary District (The District) has identified
that the proper disposal of electronics waste must be addressed immediately.
This will be accomplished .primarily by enhancing our current door -to -door
household hazardous waste collection program to include a -waste collections; by
adding one -day e -waste collection events; by sustained public education support
and by addressing the universal waste issue.
We have designed a balanced approach to help provide the community with
convenient, permanent solutions for electronics disposal. These programs can
also help us meet AB939 waste diversion goals and comply with the federal land
ban, which prohibits the disposal of CRT's and TV's into sanitary landfills.
Background: According to federal and state regulations, electronics can no
longer be sent to local landfills. The FCC has mandated that analog television
broadcasts are to continue until 2006 at which time they can be replaced by "high
definition" (HDTV) signals. Broadcasters have already begun to phase -in HDTV.
Most televisions in use today will become obsolete by 2006. Cathode ray tubes
(CRT's) from color monitors and color televisions consistently exceed the
regulatory limits for lead. CALEPA has banned cathode ray tubes used in the
manufacture of televisions and computer monitors from sanitary landfills. Some
printed circuit boards and complex circuitry contain lead, chromium and silver
and are considered hazardous. There are few legal disposal options throughout
the District. There are currently six locations in Orange County accepting
corporate account/business electronic equipment only. However, the accepted
equipment usually is limited to color monitors and Pentium computers and above
for recycling purposes. This leaves a vast void for residential customers'
disposal of e -waste and for businesses to dispose of older systems. Another
issue with electronics is the rate at which computers are becoming obsolete and
the large number of computers needing to be recycled or disposed of properly.
The USEPA estimates more than 20 million computers became obsolete in 1998.
By 2005, more than 63 million computers are expected to be retired. There are
few legal methods for residents to dispose of old computers. The biggest
hazardous problem arises from monitors, which will continue to add significantly
to the waste stream and make the maintenance of our 50% diversion rate more
difficult.
These are some of the reasons why the District will continue to supplement HHW
disposal opportunities for residents inside the Costa Mesa Sanitary District by
adding new a -waste disposal options. While HHW disposal opportunities are
provided to Orange County residents through the Integrated Waste Management
Department (IWMD), the District's HHW efforts have ;proven to be supplemental
0-
�� �v,�,k v
to the IWMD's program in the past and we believe the same dynamics will hold
true for e -waste recycling.
For example, the IWMD's countywide household hazardous waste program
accepts HHW from about 5% of the County's households, and generates 56.32
pounds per participant. In contrast, the District's current door -to -door program
collects an average of 105 pounds per participant (50% more waste per resident
vs. the IWMD program. The District serves 110,000 residents. During the past
12 months, the door -to -door HHW collection program served more than 400
homes in the District, or about 1 % of all District residents. In fact, the contractor
makes a significant number of referrals to the IWMD facilities and used oil drop
off centers as part of this program.
Most residents who use the District's program either cannot or will not transport
waste to County facilities. This program tends to serve seniors and disabled
persons; and since the District funds its own door -to -door program, we view it as
a true augmentation to the IWMD HHW program. We anticipate this trend will
continue for e -waste recycling.
SECTION 1: NEED
1.DOOR -TO -DOOR ELECTRONICS COLLECTION.
Program Concept: District residents can call the hotline and request a collection
of electronics at their home. The resident will be informed that they must pay the
cost to recycle each item. The resident will receive in the mail, an instruction
sheet and an inventory /price sheet to determine what they must pay for the items
they choose to recycle. Residents can recycle a large number of electrical and
electronic items including but not limited to TV's (any size), Computers, printers,
microwave ovens and other items. The district will pay the cost of transportation.
An inventory receipt will be produced for each collection. The receipt (see exhibit
D) will list each item along with the resident's name, address and collection date.
The data from collections will be entered into a database and detailed reports will
be produced which will allow District management to evaluate the program.
Problem /Issue: Some electronic waste is hazardous, this includes television sets,
computer monitors and according to DTSC, possibly some items with circuit
boards. Residents can no longer have their electronic items collected from their
homes as part of their trash service. The existing contract for trash collection
specifically excludes the collection of hazardous waste.
Even if drop -off locations are eventually established, it is unlikely that E -waste
will be accepted without cost. While discussions continue, E -waste is
accumulating in homes. Since residents will ultimately pay the cost to dispose of
their E- waste, the District wants to`ensure that's convenient method of
collections is established.
According to IWMD data, only 5% of homes participate in the proper disposal of
HHW each year. It is unacceptable to the District that any program designed for
the collection of E -waste result in only a 5% participation rate. Since the District
is responsible for the disposal of all residential waste, it is in our interest to
establish a program that has the potential to achieve a much higher participation
rate.
Local Impact: Residents have indicated through survey cards that the existing
door -to -door HHW program provides a high degree of satisfaction. In fact, more
than 97% respond in this manner. At least 98% of participants have indicated
that they would use the program again if necessary.
Senior and disabled persons utilize the program because are not required to
transport the waste. Some residents rely on public transportation and cannot
transport the waste to the County. The existing program supplements the County
program. Adding E -waste to the program should generate the same high degree
of satisfaction with the program and encourage residents to properly dispose of
their E- waste.
Some residents cannot transport their a -waste due to the size of televisions or
their inability to handle them. Retailers deliver larger television sets after
residents pay a cost for the service. In many cases a resident will pay $50 or
more to have a new set delivered. The same concept is being employed here.
The resident can pay a fee for disposal because there is no other alternative.
Should a drop -off be established, some residents will use it, others will not.
Targeted Audience: There are 110,000 residents in the District and 35,000
homes. While the program is made available to the entire population (due to the
lack of disposal alternatives for anyone), seniors and disabled persons will be
given priority and will benefit most from home collections.
Environmental /Health /Safety Concerns: Computer monitors and televisions are
considered hazardous. They can no longer be deposited into County landfills.
Computers are becoming obsolete at an alarming rate. All analog television sets
will become obsolete by 2006. Analog VCR's will become obsolete. A new cell
phone standard will be released this year causing many to dump their old phone
(and its battery). Electronics in short are becoming a large trash stream.
According to CAL EPA, DTSC, some electronics items may be hazardous
because of the quantity of heavy metals compared to the total weight of the item.
Because they have not been tested does not mean that they are not hazardous
or should not be recycled. As the State struggles with the AB939 waste
rd
reduction mandate, more and more obsolete electronics items that can be
recycled will find their way into landfills.
Existing /Previous Grant Work: The District has never been awarded a grant by
the CIWMB.
2. ELECTRONICS COLLECTION EVENTS
Program Concept: It is necessary to announce to the public that E -waste should
be recycled and one way to "kick" off the program is to create an "event ". While
the door -to -door collection program will provide the long -term solution, some
residents respond to the "urgency" of an event.
The District participated in an E -waste collection event last year. Residents do
respond and will do so again. The concept calls for two events to be scheduled
in each of two years. The events are designed to supplement the door -to -door
program.
Problem /Issue: Many residents do not know that e -waste cannot be thrown into
the trash or be taken to a landfill. The District wants to educate residents about
the need for e -waste recycling, program details and persuade them that there
should be equity in who pays for the service. That is, that they should pay their
fair share of the costs. While the events are designed to attract attention and
participation, residents will not be required to transport large TV's. They can have
these items collected from their homes.
Local Impact: Collection of E -waste through the events will reduce the District's
cost of collection. Due to the large number of participants at one time, the
contractor's costs will be lower and this will be reflected to the District. At the
same time, residents will learn that they should not dump E- waste.
Targeted Audience: All residents of the District, approximately 35,000
residences.
Environmental /Health Safety Concerns: Residents with large TV's and larger
quantities of E -waste will be encouraged to have the waste collected from their
homes. The District does not want to create any health hazards. The
transportation of heavy televisions requires some attention to prevent them from
being broken. The program is intended to remove as many monitors and TV's as
possible reducing the quantity of hazardous waste in the District.
Previous Grant Work: The District has never been awarded a grant by CIWMB
3. UNIVERSAL WASTE COLLECTION
5
Program Concept: The State has- identified some items of household hazardous
waste, which need the immediate attention of HHW program coordinators.
Fluorescent tubes, household batteries and mercury containing devices are not
being collected through existing programs in any magnitude comparable to the
quantities being sold.
The District's door -to -door HHW collection program will collect these items but,
their toxicity and the need to include them in the existing program have not been
emphasized. Very few household batteries are being collected and even fewer
tubes are collected. Only occasionally will residents provide mercury
thermometers or other mercury containing items.
Through the grant funds, battery drop off locations will be established through the
District. Pubic education materials including program instructions will emphasize
the need to recycle these items.
Problem /Issue: Mercury is extremely toxic and it is known as a major contributor
to water pollution. Waste containing mercury which include tubes, thermometers,
and switches are not properly disposed in many cases because they are small or
in the case of tubes, not convenient. Many tubes being used in District homes
since the 1970's are broken for insertion into the trash. Batteries are small and
many residents simply throw them away. The existing HHW collection program
has indicated to the District that residents are not making these items available
for the program to collect..
Local Impact: This element being added to the existing program will enhance the
quantity of these materials collected.
Targeted Audience:
Environmental /Health Safety Concerns:
Previous Grant Work: The District has never been awarded a grant by CIWMB
4. PUBLIC EDUCATION PROGRAM
Program Concept: The program will be supported by consistent and sustained
public education to build awareness for the need to handle and dispose of e-
waste and mercury laden products properly, accompanied by clear information
about how to participate in local disposal opportunities.
Direct mailings and local print advertising will dominate media exposure for the
program. However, we will participate in local events such as the Orange County
Fair, held Costa Mesa. Printed literature will be prepared and provided to eligible
residents.
0
We will enlist the support of our trash hauler to help distribute information to their
customers, including the possible placement of stickers on trash bins. This will
alert residents, at the point of possible improper disposal, that they may not
dispose of a -waste in the trash. We will work with the IWMD to obtain its HHW
information that can be included in our materials and provide IWMD with
information on the District's program, for redistribution or referral purposes, as
appropriate.
A survey card will be sent to each participant. The participant will be encouraged
to mail it (card includes postage) back to us to help gauge the effectiveness of
the program. We will track how participants heard about the program to
measure effectives of media used.
Problem /Issue: The potential harm to the public health and the environment
caused by improper e -waste disposal is below the radar screen of most
residents. Public education is vital to clarifying the issues to the public and to
generating program participation.
Local Impact: Virtually all residents will be exposed to the e -waste recycling
messages multiple times throughout the program period. The program
awareness and subsequent program participation will translate into tons of e-
waste disposed of properly that otherwise would have remained in harms way.
Targeted Audience: Communications will target adults 18 years and older, with
emphasis on seniors and disabled individuals.
Environmental /Health Safety Concerns:
Previous Grant Work: The District has never been awarded a grant by CIWMB.
SECTION 2: OBJ CTIVES
Goals: There aregoals of the proposed programs they are as follows:
1) To provide a permanent, year around convenient method for the proper
recycling of E- Waste.
2) To stimulate awareness that E -waste must be recycled and how to do it.
3) To collect E -waste from xxx homes during the period of the grant.
4) To prove that the concept of generators taking responsibility for the cost of
disposal is not only appropriate but also acceptable.
5) To reduce the quantity of non - hazardous E -waste going to the landfill.
6) To reduce the quantity of mercury containing devices in the environment.
The above goals will be achieved through the following objectives:
1) Conduct at least four E -waste events.
2) Add the collection of E -waste to the existing HHW door -to -door program.
7
I
3) Develop public education messages that address universal wastes.
4) Develop a public education effort that will draw residents to the new
programs.
5) Produce detailed reports that can help evaluate the program.
The accomplishment of the goals stated above will ensure that the proposed and
existing programs meet the needs of District residents and prove to be a good
investment of state and District funds.
SECTION 3: METHODOLOGY
The programs proposed can be implemented immediately because they are
designed to overlay the existing door -to -door HHW collection program. The
Work Statement Form indicates the major objectives in their order of completion.
The successful implementation of this program will help to remove many tons of
E -waste and universal waste.
Door -to -Door E -Waste Collection:
Activity 1: Add this program to the existing contractor agreement.
Activity 2. Meet to develop public education materials.
Activity 3: Implement public education campaign.
Activity 4. Launch door -to -door program.
Activity 5: Conduct first evaluation of results.
E -Waste Events:
Activity 1: Add this program to the existing contractor agreement.
Activity 2. Meet to develop public education materials and plan event date and
location.
Activity 3: Implement public education campaign.
Activity 4. Conduct first event.
Activity 5: Evaluate results of event and plan next event.
Public. Education Program:
Activity 1: Design
Activity 2:
Staffing:
No staff members are required; supervision by District management will be
required as it currently is for the door -to -door HHW collection program. Since the
concept is to incorporate a -waste with existing collections there will be no greater
requirement for time. Management will provide assistance to the contactor as
necessary for the events that will be organized by the contractor.
E:3
Future Funding:
The District will continue to fund its existing HHW collection program. Since
residents will pay the cost of disposal for each item in the District will be
responsible for paying transportation costs. Any resident disposing of HHW and
wishes to add a -waste to their collection will qualify for the current HHW program;
and no transportation charge will be requested since transportation costs are
already paid for by the HHW charge. Should the program prove to be
successful, the District will consider providing additional funding to cover
transportation for residents who have only e -waste for collection. At the least,
the District intends to sustain its a -waste event schedule.
The District is making an investment in these programs. The CIWMB is asked to
assist the District in the early stages to conduct more events and collect e -waste
and U -Waste from more homes. By providing the requested funding, the District
can serve more homes. This grant will help to launch a sustainable program.
SECTION 4: EVALUATION
The Assistant Manager is responsible for evaluating the existing program and the
proposed programs. Several criteria are considered including the amounts and
types of waste collected, the number of participants and participant satisfaction.
Program satisfaction is measured via responses to postage paid survey cards.
The existing HHW program survey card will be modified to include one or more
questions about E -Waste and U- waste. Data from the cards is entered into a
database and evaluated from reports.
In addition, the Assistant Manager and perhaps other District staff will call
participants and ask additional questions. The Assistant Manager will also follow
behind the collection vehicle to talk with residents who are home.
The events will be evaluated in the same manner. Each participant will receive a
postage paid card. This card will be designed specifically for E -waste collection
and will ask questions about the cost, convenience and other issues.
The Assistant Manager or his designee will attend each event and talk with
participants. Close coordination with the Cities of Costa Mesa and Santa Ana
(both served by the District) will be maintained for both the events and the door -
to -door program.
Residents who have used the HHW program in the past will receive
communication about the new e -waste program element.
9
`l
The success of the battery collection program'will'be determined in part by the
quantities of batteries collected and by interviews with individuals who are
responsible for the areas where the batteries will be placed.
Database — The contractor maintains a database of each resident who has used
the program and each item provided. This database will provide detailed
information about the success of each part of the program. The quantities of U-
waste collected, when and from whom. The same data will be collected for e-
waste. The data from this source will be used along with data from the hotline to
help evaluate the success of the program.
INCREASED PARTICIPATION
There is no doubt that the number of residents who participate in the existing
HHW door -to -door collection program will increase as U -waste is emphasized.
Including the e -waste collection events and added door -to -door collections, total
participation will increase significantly. It is expected that an additional 25% will
participate.
Because the programs are intended to last for more than one year, a year -to-
year comparison will'be made to determine if the programs are making progress
by serving more residents and by collecting more waste per participant.
INCREASED QUANTITIES OF U -WASTE AND
NEW QUANTITIES OF E -WASTE COLLECTED
The average collection of U -waste in the existing program is less than x %. The
program is expected to increase this percentage by at least 20% over existing
�f a annual amounts.
Since no E -waste is being collected, every pound is a pound diverted from the
landfill or being dumped. The program is expected to collect at least xx pounds
of E- waste.
SECTION 5: BUDGET
The programs can be operated cost - effectively because no separate staff is
required to manage the program. Rather than expending scarce resources on
staff, the contractor is required to manage day -to -day operations. The contractor
is very experienced and has a proven record with many cities in Orange County.
The savings in District personnel to manage the program are applied to the
program.
The City will promote the program along with their existing door -to -door used oil
collection program operated by the same contractor. This will help conserve
10
funds since the City is already promoting the collection of used oil. The CIWMB
will allow at least a mention in used oil advertising.
The existing HHW program costs compares very favorably with the County HHW
program cost for the permanent facilities. Given that this program comes to the
home, it may be a better value.
The following is a list of program elements costs:
Xx
Xx
Xx
SECTION 6: COMPLETENESS
Letters of Support:
Ability to coordinate contracted activities:
Resumes for key personnel:
SECTION 7: EVIDENCE OF A RECYCLED CONTENT PURCHASING POLICY
[we need info about the four areas discussed below]
Policy is adopted
The District will give preference to purchasing materials with post consumer
content when the item in question meets or exceeds the requirements for the job
and when the price is comparable to products with all virgin content. Vendors will
be required to submit proposals on recycled paper when possible.
Evidence of purchasing policy
Sustainable practices pertaining to re- refined oil
Evaluate recycled content products
11
W,
I
STATE OF CALIFORNIA
ENVIRONMENTAL PROTECTION AGENCY
LOCAL GOVERNMENT
HOUSEHOLD HAZARDOUS WASTE GRANT
FISCAL YEAR 2002/03
Application Instructions
California In Waste Management Board
Household Hazardous Waste Grant Program
1001 I Street, MS -21
P.O. Box 4025
Sacramento, CA 95812 -4025
(916) 341 -6457
GRANT APPLICATION SUBMITTAL CHECKLIST
❑ Application Cover Sheet (Exhibit A)
• Table of Contents
• Resolution(s)((Exhibits 5.A)and B -2); and, if applicable, Letter(s) of Authorization (Exhibit F)
• Proposal Narrative (not to exceed 15 pages, exclusive of the required attachments)
• Work Statement Form(s) (Exhibit C),/
• Budget Itemization (Exhibit D) X
❑ Summary of Used Oil and HHW Grants (Exhibit E)
❑ Recycled Content Purchasing Evaluation Sheet (Exhibit G)
❑ One original and three copies of the application must be mailed to the address below.
Identify the original application with a mark or stamp indicating "original" and mark or stamp
the copies, "copy." The application must be typed in a font no smaller than 12 point, printed
on 8 Y2x 11" recycled- content paper, double sided and numbered consecutively. Copies
must be free of distortion and easy to read.
❑ Application should be stapled in upper left -hand corner
Application Filing Procedures:
Applications must be postmarked, or exhibit a commercial carrier tracking number, dated by
Friday, April 5, 2002. Applications postmarked, or exhibiting a commercial carrier tracking
number, dated after Friday, April 5, 2002, will not be accepted and will be returned to the
applicant. Hand delivered, faxed, or E- mailed applications will not be accepted.
If you need additional information, contact Eric Brown at (916) 341 -6459 or Pat McDermott at
(916) 341 -6452.
Please mail applications to:
California Integrated Waste Management Board
HHW Grant FY 2002 -03
Attn: Kelley Tyack, Grants Administration Unit
1001 1 Street, MS -10
P.O. Box 4025
Sacramento, CA 95812 -4025
■ Question and Answer Period
Questions about the FY 2002/03 application may be submitted in writing from January 28
through March 7,-2002 to Eric Brown, by e -mail to ebrown(aD-ciwmb.ca.gov or sent by mail
to:
California Integrated Waste Management Board
Attn: Eric Brown
Used Oil and HHW Grants
1001 1 Street, MS -21
P.O. Box 4025
Sacramento, CA 95812 -4025
Staff will use the questions submitted to develop a question and answer sheet on or before
March 18, 2002. Responses will be posted on the CIWMB's grants website
www.ciwmb.ca.gov /HHW /Grants and mailed out upon request. To the extent possible,
similar questions will be grouped together. Please note that no project specific questions
will be answered.
TENATIVE DATES
ACTIVITY
January 28 to April 5, 2002
Application period
January 28 to March 7, 2002
Question and Answer Period
March 18, 2002
Questions and Answers Posted on CIWMB Website
April 5, 2002
Application submittal deadline
May to June 2002
Panels review applications and prepare
recommendations
August 2002
CIWMB approves grants
August 2002
Grant agreements developed and signed
September 1, 2002
Grant recipients begin grant projects
March 31, 2005
Close of grant term
May 15, 2005
Deadline to submit final report and payment request
TABLE OF CONTENTS
I.- GRANT SUMMARY AND GUIDELINES .................................. ............................... 1
Background............................................................ ............................... 1
ApplicationEligibility ................................................... ............................... 1
GrantFunding ........................................................... ............................... 1
GrantTerm ................................................................ ............................... 2
EligibleCosts ............................................................ ............................... 2
IneligibleCosts .......................................................... ............................... 2
II. GRANT APPLICATION REVIEW AND AWARD PROCESS ........ ............................... 2
ApplicationReview ..................................................... ............................... 2
Partial Funding of Proposals ............................... ........................................ 3
* CIWMB Award of Grants ............................................. ............................... 3
III. APPLICATION INSTRUCTIONS ............................................ ............................... 3
CoverSheet .............................................................. ............................... 3
Resolution................................................................. ............................... 3
ProposalNarrative ...................................................... ............................... 4
GeneralReview Criteria ............................................... ............................... 5
Section1:
Need ............................................... ............................... 5
Section 2:
Objectives ....... ............................... .............................. 6
Section 3:
Methodology ..................................... ............................... 6
Section 4:
Evaluation ........................................ ............................... 6
Section5:
Budget ............................................ ............................... 7
Section 6:
Completeness, Letters of Support, Experiences, Etc ................ 8
Section 7:
Evidence of a Recycled- Content Purchasing Policy or Directive .. 8
ProgramCriteria
................................ ............................... ..................... 9
Section 8:
Program for *HHW Collection in Rural Areas or Small Cities ...... 9
Section 9:
Multi- jurisdictional HHW Programs ........ ............................... 9
Section 10:
No HHW Grant Funding During Last Two Cycles ..................... 9
Section 11:
HHW Collection and /or Education Program Targeting
Underserved Populations .................... ............................... 9
Section 12:
Expand Existing Programs or Initiate New HHW Program to
Include Collection of E- Waste, U -Waste or Paint ..................... 9
IV. GRANT ADMINISTRATION .................. ............................... .............................. 10
GrantAgreement .............. ....................................... ............................... 10
Payment of Grant Funds .............................................. ............................... 10
Audit Requirements .................................................... ............................... 10
Exhibit A
Application Cover Sheet ..................... ...............................
Exhibit B -1 & 2
Sample Resolutions .......................... ...............................
Exhibit C
Work Statement .............................. ...............................
Exhibit D
Sample Budget Itemization ................. ...............................
Exhibit E
Summary of Used Oil and HHW Grants . ...............................
Exhibit F
Sample Letter of Authorization .............. ...............................
Exhibit G
Recycled Content Purchasing Evaluation Sheet ....................
Exhibit H
CIWMB Grant Scoring Criteria ............. ...............................
* CIWMB — California Integrated Waste Management Board
* HHW — Household Hazardous Waste
HOUSEHOLD HAZARDOUS WASTE GRANT
FY 2002/03
I. GRANT SUMMARY AND GUIDELINES
BACKGROUND
Public Resources Code Section 47200 authorizes the California Integrated Waste
Management Board ( CIWMB or Board) to award competitive grants to local
government agencies for programs that reduce the amount of Household
Hazardous Waste (HHW) disposed of at solid "waste landfills. If you have
questions or need additional information, contact Eric Brown at
(916) 341 -6459 or Pat McDermott at (916) 341 -6452.
APPLICANT ELIGIBILITY
Eligible applicants are limited to California cities, counties, and local agencies,
including Indian reservations and rancherias, that recognize themselves as local
agencies responsible for HHW management. Commercial businesses and
nonprofit groups are not eligible to apply for this grant. Only one application may
be submitted by a jurisdiction.: If you apply as part of a regional group, you cannot
submit an individual application.
■ GRANT FUNDING
Grant funds must be used to establish or expand HHW programs that provide
permanent collection opportunities, with corresponding and effective publicity
campaigns. Proposed activities should complement local and regional HHW
management and used oil programs. It is anticipated that $3 million dollars will be
available for this fiscal year's (FY 2002/03) HHW Grant Program. The anticipated
maximum award is $150,000 per individual applicant and $300,000 per regional
applicant.
Public Resources Code Section 47200 directs the CIWMB to focus funding
priorities toward:
♦ New programs for rural areas, underserved areas, and for small cities;
e Expansion of existing programs to provide for collection of additional waste
types, innovative or more cost - effective collection methods, or expanded public
education services; and
Regional HHW programs.
For FY 2002/03 HHW Grants, in addition to the statutory priorities, the program
criteria will be weighted towards jurisdictions that:
o Did not receive an HHW grant award during the last two HHW grant cycles —
HD9 or HD10;
♦ Propose to expand existing programs or initiate a new HHW program to
include collection of e- waste, u -waste or paint; and /or
♦ Propose to establish an HHW collection program and /or an HHW collection
education program targeting underserved populations.
GRANT TERM
The anticipated term of the grant is from September 1, 2002 through March 31,
2005. All costs must be incurred during the grant term.
■ ELIGIBLE COSTS
All costs must be directly related to the development and /or management of the
approved grant project. Such costs may include materials, services, equipment,
and facilities that increase opportunities for the proper collection.and management
of unwanted household hazardous products provided that they are reasonable,
cost- effective, and focused on local and /or regional, or statewide needs as
described in the application.
■ INELIGIBLE COSTS
Any costs not directly related to the approved grant project are ineligible for grant
funding. These include but are not limited to the following costs:
♦ Costs incurred prior to or after the grant term
♦ Costs currently covered by another CIWMB loan, grant or contract
♦ Costs to maintain existing HHW program
♦ Purchasing or leasing of land
♦ Leasing of buildings
♦ Purchasing or leasing of vehicles by non- governmental agencies
♦ Remediation
♦ Enforcement activities
♦ Management, handling, disposal, or treatment of radioactive, explosive or
, medical wastes, and other extremely hazardous waste
♦ Overtime costs (except for local government staffing during evening or
weekend events when law or labor contract requires overtime compensation)
♦ Out of state travel
♦ Any food or beverages (e.g. as part of meetings, workshops, training, or
events)
♦ Preparation of HHW Elements
♦ Public education costs not directly tied to HHW collection
♦ Profit or mark -up by the grantee
♦ Any costs that are not consistent with local, state, and federal guidelines and
regulations
♦ Cell phones, pagers and palm pilots
♦ Development of school curricula
II. GRANT APPLICATION REVIEW AND AWARD PROCESS
■ APPLICATION REVIEW
After the close of the application period, review panels consisting of CIWMB staff
will be convened. The panels will evaluate applications using the scoring criteria
listed in Exhibit H. Applicants must attain at least 77 out of the 110 possible points
to be considered for funding.
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■ PARTIAL FUNDING OF PROPOSALS
The review panels may recommend partial funding of some or all proposals.
■ CIWMB AWARD OF GRANTS
The Board is expected to consider the grant funding recommendations at its
August 2002 Board Meeting.
III. APPLICATION INSTRUCTIONS
The HHW Grant application must contain the following information in the order
prescribed:
♦ Application Cover Sheet Form (Exhibit A) must have original signature;
Table of Contents;
♦ Resolution(s) (Exhibits B -1 and B -2); and, if applicable, Letter(s) of Authorization
(Exhibit F)
♦ Proposal Narrative (this may not exceed 15 pages):
Must be addressed by all applicants:
Section 1: Need;
Section 2: Objectives;
Section 3: Methodology, including Work Statement Form (Exhibit C);
Section 4: Evaluation;
Section 5: Budget, including Budget Itemization (Exhibit D);
Section 6: Completeness, Letters of Support, Experience, etc.; include
Summary of Used Oil and HHW Grants form (Exhibit E)
Section 7: Recycled- content purchasing policy, include Recycled Content
Purchasing Evaluation Sheet (Exhibit G);
Address only if applicable:
Section 8: Programs for Rural or Small Cities;
Section 9: Multi- jurisdictional HHW Programs;
Section 10: No HHW Grant funding during the last two cycles;
Section 11: HHW collection or education programs targeting underserved
populations; and
Section 12: Expand or initiate new programs to collect e- waste, u- waste, or
paint.
■ COVER SHEET (Exhibit A)
The required Cover Sheet Form (Exhibit A) may be adapted to each applicant's
computer software; however, the format must be followed exactly. Instructions for
completing the form are on the reverse side of the form.
■ RESOLUTION (Exhibit B -1 & B -2)
The approved resolution for a single jurisdiction and all supporting documents for
a regional program MUST BE SUBMITTED NO LATER THAN AUGUST 6, 2002.
Please select the designated signature authority carefully because only the
person in the designated position will be able to sign the Grant Agreement
Form and Payment Request Form. If a "designee" is authorized in the
resolution, be sure to also include a letter signed by the signature authority
indicating the title of the designee.
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You must submit, preferably with the grant application package but no later than
August 6, 2002, either:
♦ B -1: An approved resolution from the applicant's governing body which
authorizes submittal of an application for the FY 2002/03 HHW Grant and
identifies the title of the individual authorized to execute any agreements,
contracts, and requests for payment (see Sample Exhibit B -1); OR
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♦ B -2: An approved resolution from the applicant's governing body which
authorizes the submittal of grant applications to the California Integrated Waste
Management Board for all available HHW or Used Oil grants under the
California Integrated Waste Management Act and California Oil Recycling
Enhancement Act, and identifies the title of the individual authorized to
execute any agreements, contracts, and requests for payment (see Sample
Exhibit B -2).
Regional and JPA Programs — Multiple jurisdictions may join together to submit
a regional application. A lead agency must be designated by the participating
jurisdictions. In addition to submitting one of the resolutions described in B-
1 and B -2 above, the lead applicant is responsible for obtaining from the
application, or providing no later than August 6, 2002, one of the following:
o A letter from the county administrator /city manager (see Exhibit F) stating that
the jurisdiction wants to participate in the regional program and authorizing
the lead applicant to act on its behalf as both applicant and grant
administrator; or,
♦ A resolution from the participating jurisdiction's governing body stating that the
jurisdiction wants to participate in the regional program and authorizing the
lead applicant to act on its behalf as both applicant and grant
administrator; or,
♦ A copy of a Memorandum of Understanding specifically for this grant
proposal authorizing the lead applicant to act on behalf of the jurisdiction
both as applicant and grant administrator.
PROPOSAL NARRATIVE
The narrative must clearly and concisely describe and justify each task presented
in the proposal. The proposal narrative should address the project summary as
well as the twelve scoring criteria (Exhibit H). The narrative is limited to 15 pages,
not including exhibits and attachments. A well - prepared application will address
each question briefly, but thoroughly. The tip boxes should help you focus on
information that is important to include. The applicant is responsible for
supplying sufficiently detailed information for the. review panel(s) to fully
evaluate the proposal.
L,
Attachments to support the proposal narrative include the Work Statement Form
(Exhibit C), the Budget Itemization (Exhibit D), the Summary of Used Oil and HHW
Grants Form (Exhibit E), and the Recycled Content Purchasing Evaluation Sheet
(Exhibit G). Instructions for completing the Work Statement and the Summary of
Used Oil and HHW Grants Forms are on the reverse side of each form. Provide
attachments and any supporting documentation with the appropriate section(s) as
outlined below.
Briefly address each question below, remembering to note the information requested in the boxes
and the application preparation tips. The proposal narrative is limited. to 15 pages not including
exhibits and other attachments.
GENERAL REVIEW CRITERIA (78 points possible)
Introduction: Project Summary (be very brief — 1 paragraph)
What is the problem you are addressing? Briefly describe your project.
1. Need (20 points) - Grant proposal clearly describes and demonstrates the local or
statewide need for the project and the benefits and end products resulting from the
project. Provide convincing reasons why the project should be funded.
(7 pts.) Clearly describe and demonstrate the local or statewide need for the
project as related to the establishment of new programs, or expansion of
existing programs, that address the proper management of HHW.
(5 pts.) Address identified gap in service availability or current unmet need.
(2 pts.) Support the existence of the problem with surveys and /or studies.
(4 pts.) Adequately describe any health and safety threats or environmental
concerns.
(2 pts.) Identify existing and previous grant work that supports the project or justifies a
different approach.
TIP: Make sure to include in the narrative past and current Used Oil and HHW Grants and how they
relate to the proposal. Local Demographic Studies /Statistics include: Target population size; - .
percentage of population targeted; service area; illegal dumping documentation; available collection
opportunities; frequency of collections; number and location of permanent facilities; waste types
collected, map of collection opportunities, amount of HHW collected (past CIWMB Form 303
information) and estimated amount collected with future program.
2. Objectives (10 points) — Grant narrative is sufficiently detailed to determine that
the project:
(5 pts) Is based on identified need described in the narrative.
(5 pts.) Describes specific and measurable goals and objectives and how they
relate to the need.
TIP: The term of this grant is anticipated to be 31 months, demonstrate that your project is ready to
begin and that objectives can be achieved within the indicated time frame.
3. Methodology (10 points) — Proposal narrative describes by task the activities to
be undertaken to achieve the objectives. Include completion of the Work
Statement Form (Exhibit C).
(3 pts.) Describe why the proposed activities are the best way to address the
identified need.
(2 pts.) Identify staffing required to carry out the proposed project.
(1 pts.) Describe involvement of cooperating organizations.
(2 pts.) Present a specific plan for future funding.
(2 pts.) Work Statement demonstrates that objectives can be achieved with
available time and resources.
TIP: List tasks; sequenced timeline (the grant term is 31 months); explain how you will achieve
the objectives. Permits & variances needed? Cost of continuing program, list funding priorities
and give reasons. Work Statement and grant narrative describe by task the activities to be
undertaken to achieve the project tasks. If permanent facility is proposed, has CEQA been
completed?
4. Evaluation (7 points) — Proposal narrative describes a method to evaluate the
success of the project and determine whether objectives were accomplished.
(2 pts.) Include both process and outcome evaluation.
(1 pts.) Describe a method for evaluating and modifying methods during project
implementation.
(1 pt.) Describe clearly the criteria for determining success.
(1 pt.) State who will be responsible for the evaluation.
(1 pt.) Explain any statistical tests or questionnaires to be used.
(1 pt.) Describe any evaluation reports to be produced.
TIP: Process evaluation — did you complete what you set out to do? Outcome evaluation — did
your program have an effect on your target audience? Don't confuse tracking with evaluation.
n.
5. Budget (10 points) — Proposal narrative sufficiently demonstrates that the
proposed expenses are reasonable. All program elements described in the
proposal narrative and Work Statement are itemized in the budget.
(3 pts.) Provide quotes, estimates or other documentation to support the amount
requested.
(3 pts) Itemize in the budget all program elements described in the grant narrative
and Work Statement.
(2 pts.) Describe cost savings, e.g., use of volunteer labor, in -kind services,
recycling options, use of existing promotional material, etc.
(2 pts.) Clearly describe, and keep to a minimum, budget items for managerial
costs, contingency, or miscellaneous costs.
Arrange Budget Itemization by these categories:
Permanent Collection Facilities: Costs for the establishment, expansion, and
operation of a permanent HHW collection facility. Costs for recycle -only facilities
should also be included here.
Temporary or Mobile Collection: Costs for one -day, intermittent collection
events, or mobile collection (other than residential collection) of HHW.
Residential Collection: Costs to establish, continue, or expand curbside or
door -to -door collection of HHW.
Publicity and Education: Costs for the development, printing, and distribution
of HHW publicity or educational materials that promote HHW collection
opportunities.
Load Checking: Costs for inspection of loads at solid waste landfills or transfer
stations for HHW. Costs for containment (permanent or semi - permanent
structure) should also be included here.
Personnel /Other: All personnel costs and any other eligible expenditure that
cannot be assigned to another category.
TIP: Be sure to include Budget Itemization (Exhibit D). Review the ineligible and eligible cost
sections of this application package to determine eligible costs. Reference the page number of your
quotes; provide details for equipment, services and supplies; justify all non - specific costs such as
overhead and miscellaneous. If quote lists more than one item, please highlight the applicable item.
Proposal narrative and Budget Itemization demonstrates that the project is cost effective and makes
judicious use of the requested grant funds. Make the budget clear and concise; present the
budget in such a manner that someone unfamiliar with your organization will understand it.
Carefully check the accuracy and cost - effectiveness of all budget items, extraneous and
unsupported budget items will count against you! Items for which there are no quotes may
be eliminated. All items listed in the Budget Itemization must be discussed in the narrative.
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6. Completeness, Letters of Support, Experience (5 points) - Grant proposal is
clearly presented and completed as required in the application instructions
including adherence to all specified deadlines. Includes evidence that the applicant
or its contractor(s) have sufficient staff resources, technical expertise, and
experience successfully managing grant programs, to carry out the proposed
project. Includes completed Summary of Used Oil and HHW Grants Form
(Exhibit E).
(2 pts.) Include letters of support for the project.
(2 pts.) Address ability of the applicant to coordinate contracted activities and past
Used Oil /HHW grant performance.
(1 pts.) Include resumes and /or background statements for key project personnel
and contractors, references, etc.
TIP: Double check your application and make sure everything asked for is included, and in the order
required. Avoid assumptions that the application is the same as last year or that reviewers have
access to outside information. Provide Letters of Support to sufficiently support your proposal —for
example, for a Regional application be sure to include letters of support from as many jurisdictions as
possible that will be impacted by the proposal. Note: Letters of Support may be addressed to Kelley
Tyack (see page 11 for mailing address).
7. Evidence of a Recycled- Content Purchasing Policy or Directive (16 points) —
Applicant demonstrates evidence of recycled- content policy by the purchase of
recycled- content products, recycled or reused products, such as re- refined oil,
recycled- content paper, use of compost and mulch, and other "green" products or
materials, or engages in other waste reduction activities where appropriate and
feasible. Applicant will be awarded points if:
(4 pts.) Policy is in place or has been adopted during the application period by the
applicant, or its governing body. Include a copy of the policy or directive.
(4 pts.) Applicant can provide evidence of purchasing recycled- content products.
(4 pts.) Applicant, or its governing body, can provide evidence of sustainable
practices pertaining to re- refined oil within the past year.
(4 pts.) Applicant, or its governing body, proposes to evaluate their Recycled -
Content Products (RCP) purchasingr policy annually. Evaluation should
address the positive and negative features, the sustainable practices
performed during the past year, and a plan to increase the percentage of
RCP by applicant.
TIP: Make sure to include Recycled Content Purchasing Evaluation Sheet, (Exhibit G), and
that the signature authorized in the resolution signs the certification at the bottom of the
form. Documentation can be in the form of an agreement, recent invoice(s) that clearly show
purchase of recycled- content products, or a policy /directive statement. Check your local jurisdiction
General Services Agency or Administrative Services Department for a recycled- content purchasing
policy or directive.
PROGRAM. CRITERIA (32 points possible)
8. New Programs for HHW Collection in Rural Areas and /or Small Cities
3 points), -
• A Rural Area is a county having a population of 200,000 or less.
• A Small City is a city with a population of less than 35,000.
TIP: Check the Dept. of Finance, Demographics Unit, latest population statistics for cities and
counties prior to completing this section. Their web address is httpJ/www.dof.ca.gov.
9. Establishes Multi- Jurisdictional HHW Programs (2 points) -
• What regional needs will the proposed program meet?
• Which jurisdictions will be participating?
• Why is each jurisdiction participating in the program, consider cost efficiency,
geographical boundaries, economies of scale, etc.?
TIP: A jurisdiction is defined as a city or county, a city and county, or regional agency.
10. Did Not Receive HHW Grant Funding During Last Two Cycles (5 points) -
• Grant Proposal is from an applicant who did not receive an HHW Grant award
during the last two cycles — HD9 FY 2000 -01 and HD10 FY 2001 -02.
TIP: If your jurisdiction, or any participating jurisdiction in your regional application, did not receive
funding in the HD9 or HD 10 Grant Cycles, you are eligible for these points.
11. Establish an HHW Collection Program and /or an HHW Collection Education
Program Targeting Underserved Populations. (12 points) -
• Grantee should clearly describe a specific strategy for targeting this population
taking into consideration cultural differences, levels of education, economics, and
accessibility to HHW collection.
TIP: What percentage of the jurisdiction's population does this target audience represent? What
percentage of this population changes their own oil? If you are establishing an HHW collection
program, how will your program be financed after the grant is over.- tipping fees, service charges,
user fees? Provide the funding plan in a letter from your designated signature authority if
you are proposing a permanent facility.
12. Expands Existing Programs or Initiates a New HHW Program to Include
Collection of E- waste, U -waste or Paint (10 points) -
• How will program expand HHW collection opportunities?
• What additional waste types will be collected?
TIP: If additional waste types are being added, please be sure they are described in the need,
objectives, etc.
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IV. GRANT ADMINISTRATION
■ GRANT AGREEMENT
Following the Board's approval of the grant applications, tentatively scheduled for
the August 2002 Board Meeting, the awarded jurisdictions will receive a Grant
Agreement that includes the Terms and Conditions and the Procedures and
Requirements. Copies of these documents in draft form are available for review by
grant applicants. Call the CIWMB at (916) 341 -6457 to request these documents
or view them on our website (http: / /www.ciwmb.ca.gov /HHW /Grants /default.htm).
The Grant Agreement will include the applicant's Budget Itemization and Work
Statement. The signature authority, designated by resolution, is the only person
authorized to sign the Grant Agreement.
This grant may not be funded unless the proposed Grantee meets the
following two conditions within 90 days from the date of mailing of the Grant
Agreement by the CIWMB: 1) the return of a complete and signed Grant
Agreement; and 2) the full payment of all outstanding debts owed by the
proposed Grantee to the CIWMB. Check with your Accounting Office to
determine if your jurisdiction has any outstanding CIWMB invoices.
The grant agreement is tentatively scheduled for a term of 31 months beginning
September 1, 2002 and terminating March 31, 2005.
PAYMENT OF GRANT FUNDS
Grant funds are paid on a reimbursement basis for actual costs directly related to
the implementation of the approved project. Payment will be made only for, costs
described in the applicant's approved Budget_ Itemization. All payment requests
must be prepared as described in the Procedures and Requirements and include
an itemization with documentation of claimed expenses (e.g., receipts, invoices,
Personnel Expenditure Summary Forms, etc.) Ten percent (10 %) of each
approved payment request will be withheld until completion of the grant
terms.
AUDIT REQUIREMENTS
The Grantee agrees that the CIWMB, the Department of Finance, the Bureau of
State Audits, or their designated representative(s) shall have the right to review
and to copy any records and supporting documentation pertaining to the
performance of this Agreement. The Grantee agrees to maintain such records for
possible audit for a minimum of three (3) years after final payment, unless a longer
period of records retention is stipulated, or until completion of any action and
resolution of all issues which may arise as a result of any litigation, dispute, or
audit, whichever is later. The Grantee agrees to allow the designated
representative(s) access to such records during normal business hours and to
allow interviews of any employees who might reasonably have information related
to such records. Further, the Grantee agrees to include a similar right of the State
to audit records and interview staff in any contract or subcontract related to
performance of this Agreement.
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Applications must be postmarked by Friday, April 5, 2002.
Applications postmarked after that date will not be accepted.
Hand delivered, e- mailed, or faxed applications will not be
accepted.
Mail applications to:
California Integrated Waste Management Board
Attn: Kelley Tyack, Grant Administration Unit, HD 11 Grant
1001 I Street, MS -10
P.O. Box 4025
Sacramento, CA 95812 -4025
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