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HomeMy WebLinkAboutRCC AGENDA PK 1995/01/09MEMORANDUM DATE: December 29, 1994 TO: Resource Conservation Commission FROM: Michael T. Meacham, Conservation Coordinator SUBJECT: Used Oil Opportunity Grant Application for 1995/96 Fiscal Year It is requested that the Resource Conservation Commission review and comment on a proposed used oil grant application to be submitted to the California Integrated Waste Management Board. It is further requested that the Resource Conservation Commission recommend that the City Council authorize the submittal of the proposed grant. The grant would provide curbside used oil recycling services to Chula Vista residents on an "on-call" basis. BACKGROUND: The California Integrated Waste Management Board has distributed applications for the 1995/96 Used Oil Opportunity Grants. The grants provide full funding for programs that promote the collection and diversion of used oil. A copy of the application criteria is attached. The City of Chula Vista has applied for two previous used oil recycling grants for the 1993/94 grant cycle. The City was awarded grants of approximately $370,000 to establish thirty used oil recycling drop-off centers in Chula Vista, National City and Imperial Beach in the upcoming year. The proposed application would provide curbside used oil collection for all single-family, duplex, triplex and fourplex residences on an "on-call" basis for the 1995/96 fiscal year. The grant would also fund public education costs and the capital costs for continuing the program in future years. FISCAL IMPACT: The program will not be implemented if the grant is not approved for funding. All costs associated with implementing the grant for the first year will be funded by the California Integrated Waste Management Board. If Block Grant (per capita non-competitive funding) and Opportunity Grant funding are not available to fund the program in future years the City would have the choice of discontinuing curbside collection or charging residents a per collection, or per month fee. The grant application will not be recommended to City Council if the monthly cost is greater than $0.05 per household. mtm:usedoil oilap96.rcc LOCAL GOVr LAMENT USED OIL OPPORTUNI' GRANT GRANT YEAR 1994/95 I. PROGRAM DESCRIPTION The California Oil Recycling Enhancement Act (Act) (Statutes of 1991. Cnapter 817) authorizes the CIWMB to issue annum grants to enhance the collection and recycling of used lubricating oil. Under the Act, oil manufacturers pay the California Integrated Waste Management Board (CIWMB) four cents for every quart of lubricating oil sold. transferred or imported into California. The Act mandates the CIWMB to use these funds for specified activities that discourage the illegal disposal of used lubricating oil. Public Resources Code §48632(a) specifically authorizes the CIWMB to issue grants to local governments to provide used oil collection opportunities that are in addition to the non-competitive grants provided by the Used Oil Recycling Block Grant Program. This year CIWMB staff anticipates approximately $6 million will be available for the Local Government Used Oil Opportunity Grant Program (Opportunity Grant). If you have questions or need addrtiona~ information, contact Pat McDermott at (916) 255-2586 or Chris Allen at (916) 255-2136. ^ APPLICANT ELIGIBILITY Eligible applicants are limited to local governments. which are defined rn Public Resources Code, Section 48617 as' "any chartered or general law city. chartered or general law county. or any city and county." Any city or county, or any group of cities and/or counties (regional programs), may apply for an Opportunity Grant. Only one application may be submitted by a jurisdiction Commercial businesses or nonprofit groups are not eligible to apply for this grant. Jurisdictions that currently have an Opportunity Grant for the July 1994 to June 1996 period may apply for this 1994/95 Opportunity Grant but only for expenses not funded by their current Opportunity Grant. ^ ELIGIBLE PROGRAMS Opportunity Grants will be awarded to local governments on a competitive basis for the establishment of new programs or the enhancement of existing programs that encourage recycling or appropriate disposal of used lubricating oil by the public or small businesses. Grant awards will only fund activities begun on or after June 30 1995 and completed by April 30 1997 Examples of the types of activities eligible for funding are listed below) o Establishment or expansion of regularly scheduled or on-call curbside collection of used oil o Used oil collection facilities at marinas o Expansion of existing used oil collection programs cr Purchase of equipment and supplies for collection of used oil (i e_ curbside containers, oil coilecuun drums, oil test kits, etc.) o The used oil portion of a mobile HHW collection program o Construction or improvement of permanent facilities for the collection of used oil (if other hazardous waste is collected at this site, only the portion relating to used oil will be funded) O Used oil collection costs o Purchase or retrofitting of vehicles for curbside collection of used oil o Storm drain stencilling (grant will fund up to 30% of costs) o Public education that addresses the appropriate management of used oil o Travel or training specifically related to implementing the used oil program ^ INELIGIBLE PROGR~ S Those aspects of programs not directly related to the implementation of a_ used,oil_cgllection program are not ahaible for a gran,t_ These include but are not gmited to the following O Any portion of a program conducted prior to June 30, 1995 O Any portion of a program currently funded by a CIWMB loan or grant program ~~ Public education or promotional materials that advertise one collection center to the exclusion of others in the area Cleanup of oil spills on public or private property O Enforcement activities O Overhead or indirect costs O Computer hardware or software O Any portion of a public awareness/education program or materials not directly related to used oil F Purchase or retrofitting of vehicles for any activities other than for curbside used oil collection D Feasibility or planning studies O Overtime pay for local government staff or contractor/consultant staff O Programs clearly not cost effective 9 Travel expenses not directly related to the implementation of the proposed program O Office supplies - Any food or beverages lie as part of meetings. workshops. training, etc.) G Equipment, vehicles or other materials that are not primarily used to implement the used oil program O Staff training not directly related to the implementation of the proposed used oil program ^ REGIONAL PROGRAMS Applicants may find that a joint program with adjacent jurisdictions may be the most effective way to provide a used od program. Cities or counties may submd a regional Opportunity Grant application in cooperation with other cities and/or counties to improve the efficiency of a local used oil collection program. Regional programs must designate one Jurisdiction or a Joint Powers Authority to act on the behalf of all participating IurlsdicUons. Please read carefully the information rn the "Approved Resolution/Letter of Authohzation" section of this application for instructions regarding what is required of a regional program ^ APPLICATION REVIEW After the close of the application period. a panel of CIWMB staff will review and score each grant proposal, Staff will use these scores to rank the proposals and develop funding recommendations for the CIWMB's review during May of 1995 Grant proposals will be evaluated based on the following criteria. 2 Points Description GENERAL REVIEW CRITERIA (must attain at least 70 out of 100 points) 25 1 Grant Proposal adequately describes local needs and provides reasonable sowtions that effectively address populations most in need of such services 25 2. Grant Proposal and Work Statement are suffidently detailed to determine the program scope and objectives 20 3. Budget Summary and Itemization are sufficiently detailed to determine that proposed expenses are reasonable 15 4. Grant application is clearly presented and complete as regwred to the application instructions 15 5. Grant proposal demonstrates the Grantee or its contractor(s) has sufficient staff resources.. technical expertise, and/or experience with similar protects to carry out the proposed project 100 SUBTOTAL PREFERENCE CRITERIA (60 points possible) 15 6. Applicants eligible for Used Oil Recycling Block Grant funds (see Exhibit J) during Fiscal Year 1994/95 of no more than. $10,000 ($25,000 for regional programs) = 15 points $15,000 ($30,000 for regional programs) = 10 points $20,000 ($35,000 for regional programs) = 5 points 15 7. Proposal establishes curbside collection of used oil or expands current sernce to more residents 10 8 Proposal establishes collection programs that address regional (multi-tunsdictional) used oil collection needs 10 9. Proposal establishes new used oil collection centers or enhances the availability or convenience of existing centers. 5 10 Proposal establishes used oil collection for marinas, piers, etc 5 11 Applicant was not a recipient of any CIWMB used oil grant n the 1993/94 Fiscal Yeas 160 MAXIMUM POSSIBLE POINTS (total of General Review Criteria and Preference Criteria points) ^ GRANT FUNDING The CIWMB has established a maximum possible award of $300,000 per applicant. However, the CIWMB's goal will be to fund as many viable projects as possible. Only one application may be submitted by each jurisdiction and only those costs incurred June 30. 1995 through April 30, 1997 will be eligible for grant funds. Please make sure that your grant request does not exceed the $300,00 maximum amount. The CIWMB will pay grant recipients in arrears with 10 percent being withheld until the grant is completed and the Final Report (see Exhibit I) submitted and approved by the Grants Program staff. Requests for payment should not be submitted more frequently than once every quarter and far not less than $1,000 CIWMB staff may approve requests for advance payment based upon justification offered by the applicant. ^ PARTIAL AWARD OF GRANT In me evPnr the ~IWMR awards only a portion of the aooiicant's grant reeuest CIWMB staff will incorporate any aodihonai grant cunddions and/or changes m the tinal grant agreement lcontract) CIWMB staff may require additional "lanfication in order to accurately reflect the revised protect Any such changes will be made in consultation with applicants whose grant requests have received CIWMB approval. • GRANT CONTRACT Following fhe CIWMB's approval of the grant awards at the May CIWMB meeting, the Grantee will receive a Standartl Agreement isee Exhibit G), Terms and Conditions (see Exhibit H), and the Administrative Procedures and Reqwrements Isee Exhibit I) These documents along with the applicant's Budget Summary and Work Statement will comprise the grant contract. The applicant's designated signature authority will be required to sign the Standard Agreement and return that document to the CIWMB. The grant contract will be for a period of one year and ten months beginning June 30, 1995 and terminating April 30, 1997. The CIWMB will only pay for the used oil activities of a proposed program. AUDIT REQUIREMENTS All grants are subject to a desk or field audit Accordingly, the applicant is responsible for maintaining source documents substantiating the expenditures claimed and must make them available at the time of the audit. Records relating to the implemented program include. expenditure ledger. payroll register entnes, 6me sheets, paid warrants, a resolution setting the fringe benefit rate, contracts, change orders, invoices, and cancelled checks. Grantees must maintain these records_for,a period of three years from the date of termination of the contract (until April 30 2000). ^ APPLICATION DEADLINE The application period for Opportunity Grants extends from Monday, November 28. 1994 until Friday, February 17, 1995. Applications must be received in the CIWMB offices by 4.00 p m Friday February 17 1995 Postmarks will not be accepted Late applications will be returned to the applicant and will not be considered for grant funding. It is the applicant's responsibility to ensure that the application is received on time at the CIWMB offices. II. APPLICATION INSTRUCTIONS Grant applicants must submit the following information for proposed programs to be implemented on or after June 30, 1995 All application materials will become the property of the CIWMB, An Opportunity Grant application must include. an original and three copies of the entire application package a Table of Contents provide information in the order listed below have all pages numbered consecutively printed on 8'/~ x 11" recycled paper stapled in the upper lefthand corner or spiral bound ^ APPLICATION COVER SHEET (Exhibit A) The Application Cover Sheet must include basic information identifying the project, the applying jurisdiction, and the rndividuals responsible for program implementation The required Cover Sheet Form is attached to this document as Exhibit A The person signing this document must be the Individual given signature authority in the jurisdiction's resolution/letter of authorization. Please note that the Cover Sheet Form may be adapted to each jurisdiction's computer software; however, the format must be followed exactly as provided on the form attached to this document as Exhibit A Please designate the Individuals who will be responsible for the pertormance of this grant as follows: The Program Director is the person who has primary responsibility at the local level for the program. "Title" means the official position m the local jurisdiction e g Public Works Director. Solid Waste Management Director, Director of Environmental Services, etc. The Finance Officer is the person responsible for the fiscal management of the program. COUNCIL AGENDA STATEMENT Item Meeting Date 12/13/94 ITEM TITLE: Resolution Approving Submittal of a Used Oil Block Grant Application in the Amount of $73,130 to the California Integrated Waste Management Board for fiscal year 1995-1996. SUBMITTED BY: Conservation Coordinator REVIEWED BY: City Manager (4/Sths Vote: Yes_ No~C) BACKGROUND: The California Used Oil Enhancement Act requires the collection of four cents for every quart of lubricating oil sold, transferred and imported into California from oil manufacturers. Chula Vista consumers pay four cents per quart into the fund when they purchase oil. The Act mandates the California Integrated Waste Management Board (CIWMB) use a portion of the funds to provide block grants to local governments for used oil programs that encourage recycling. Block grants are non-competitive and funds are distributed to applicants based on population ($0.314 per person). If the City does not apply for a grant in this cycle, the funds that are allocated for the City will either be distributed among the applicants in this year's competitive grant cycle or transferred to the state's general fund. The City was recently awarded two grants funded by the Used Oil Enhancement Act for fiscal year 1994/95 (Block Granr.$101,550 and an Opportunity Grant: 270,300 totaling $371,850). Those grants are currently funding the recruitment and support of 30 local businesses that will serve as state certified, used oil recycling centers. The grants are also funding public . education partnerships with the Nature Center, Urban Corps, Chula Vista Elementary School District and Southwestern College. The partnerships will promote used oil recycling and provide public education designed to eliminate the contamination caused by improper disposal of used oil. This block grant is anon-competitive grant which would allow the City to continue the primary components of the used oil recycling program into the next fiscal year. The State's deadline for filing the grant application is December 16, 1994. RECOMMENDATION: Adopt the resolution as requested by the State. BOARD/COMMISSIONS RECOMMENDATION: The Resource Conservation Commission (RCC) will have an opportunity to comment on the grant application at the meeting scheduled for December 12, 1994. A verbal report regarding the RCC's comments can be made to Council at the December 13, 1994 meeting. DISCUSSION: This application for a used oil block grant requests funds to continue the program funded by the previous used oil grants. The proposed program is outlined in the attached application Page 2, Item Meeting date 12/13/94 (Attachment A) and has three primary elements. First, this application is a "regional application" that includes the Cities of Chula Vista, Imperial Beach and National City. Chula Vista is the proposed designated jurisdiction and will receive up to $73,130 in funds allocated to the region (Imperial Beach: $8,792, National City; $17,458 and Chula Vista; $46,880) and will act on behalf of the region's participating jurisdictions, as it does with the current used oil grants. Imperial Beach and National City are adopting similar. resolutions that authorize Chula Vista as the designated jurisdiction. The second grant element provides $45,000 to continue the operational support of the state certified used oil recycling centers established under the previous grants. The operational support will focus on re-stocking centers with free used oil recycling containers and maintaining promotional activities. The final element provides $28,130 that allows the City Conservation Coordinator to provide supplies, materials, media coverage and public education to support the program. The total grant request is $73,130. No local matching funds are required by the State and none are recommended. FISCAL IMPACT: There is no additional fiscal impact as a result of the recommended action to adopt the attached resolution. Should the grant be awarded, staff will return to the City Council for acceptance of the grant and approval of the service agreement, final grant budget and conditions. If the grant award is then approved by Council the City will receive up to $73,130 [o continue the used oil recycling program. The program does not require matching funds and has been written to cover any costs required by the program's implementation. mtm2 a:b1k95-96.cas Attachment California Used Oil Recycling Block Grants Local Used Oil Collection Program Report BACKGROUND: Local Used Oil Disposal Problems: The Cities of Chula Vista, Imperial Beach and National City (Region) comprise most of the enclosed portion of South San Diego Bay. The Region has an estimated 1,500 businesses that sell and/or generate motor oil. A significant part of the Region's total households own more than one vehicle. Many households also own recreational vehicles, boats and other motorized items that generate used oil. The Region has less than a dozen facilities that accept used motor oil from the public. The improper disposal of used oil in storm drains has a particularly devastating effect on the Region. Most of the storm drains for city and county streets from downtown San Diego to the border drain into San Diego Bay and are captured in the enclosed South Bay. Approximately one million residents potentially utilize their gutters and storm drains as the only convenient means of used oil disposal. Between Chollas Creek and the Tijuana River there are at least four additional rivers and creeks that support hundreds of acres of National Wildlife Refuge and wetlands. The wetlands and bay wildlife depend on the waterways and are threatened by the used oil and other hazardous wastes they can transport. Jurisdictions' Population: The City of Chula Vista is the second most populated city in San Diego County with approximately 150,000 residents. National City has approximately 50,000 residents and Imperial Beach approximately 25,000 residents. The greater South Bay area serves as home, work and retail center to more than 1,000,000 people from the United States and Tijuana, Mexico. Existing Used Oil Collection Opportunities: Prior to Used Oil Recycling Grant opportunities there were only two businesses in the Region that have completed the certification process, neither of which promoted their used oil collection programs. There are approximately ten additional non-certified centers in the Region that are known to accept motor oil from the public. These centers are not well publicized and tend to be located in dense commercial areas that are not convenient for many generators. 1'he Region is in the process of recruiting, certifying and promoting as many as 30 certified centers that will be promoted through: local media, point of purchase displays, movie theatres, newsletters, prize incentives and much more. The program also includes an extensive public education program that will reach thousands of students, consumers, retail centers and used oil generating businesses throughout the region. z County-Wide Household Hazardous Waste Element (HHW): The Region has paid an additional per ton tipping fee to San Diego County for the HHW Round Up Program fbr the pas[ several years. HHW Round Ups accept used oil. The County typically schedules annual roundups in National City and Imperial Beach. The County does not schedule roundups in Chula Vista, but expects Chula Vista residents to take their motor oil and other HHW to the County's HHW subcontractor which is located in a remote part of the City. The County's records indicate that the contractor receives less than 2% of Chula Vista's total HHW waste stream of which only a par[ is used motor oil. PROGRAM DESCRIPTION AND GOALS: Program Description, South Bay Used Oil Recycling Program: Providing every household with a convenient recycling opportunity is the first step in eliminating improper disposal and eliminating used oil as a threat to the Region's waterways and wildlife habitat. With the help of previous used oil grants from the California Integrated Waste Management Board, Chula Vista, Imperial Beach and National City (Region) are in the process of establishing 30 certified used oil recycling centers. With the assistance of previous used oil grants the region is encouraging businesses to certify as used oil recycling centers by: 1) offering technical assistance to complete a certification application, 2) providing free used oil recycling containers for distribution to their customers, 3) referring customers to certified centers through the recycling information telephone line, 4) referring customers to certitied centers through point of purchase information, and 5) referring customers to certified centers through newspaper advertisements and other media promotions. The goals of this process are to: A) certify and maintain a minimum of twelve (12) and as many as thirty (30) used oil centers throughout the region, B) pledge that the centers are sufficient in quantity and geographic distribution to assure that every resident of the region has a convenient opportunity to participate in the program, C) provide public information and incentives that will make used oil generators want to recycle their used oil, and D) educate a future generation about used oil recycling opportunities and the impacts of improper disposal of used oil. This block grant will provide funding for the 1995/96 to continue technical support to the centers established under die previous opportunity grant, and to continue to provide the items listed above as lthrough 5 and A though D (a complete copy of the previous grants program discriptions and work statements will be made available if requested). It is the region's intent: to maintain the number and distribution of centers needed to optimally serve the public, to provide current generators with the information and opportunity to recycle used oil and to educate the next generation to prevent the impacts of improper disposal of used oil. This program emphasizes a cooperative effort between the Cities of Chula Vista, Imperial Beach and National City, and the Urban Corps of San Diego. The agencies will work together and utilize their considerable resources to develop and implement a program through which [he Region and Stale will take great pride. a ATTACHMENT A EXHIBIT A State of California California Integrated Waste Management Board APPLICATION COVER SHEET 1994/95 USED OIL RECYCLING BLOCK GRANT /THIRD CYCLE CIWMB-0Ofi (9/92) South Bay San Diego Regional Used Oil Recycling Program ( hula Vi to d signaled juricdic[ion~ Name of Appl¢am 276 Fourth Avenue h rla Vicra 91910 Address City Zi r Stephanie Snvder Principal Management Assistant City of Chula Vista (6191 691 031 Name of Program Director Title Phone Carole French Accountant Account Payabl ity of Chula Vicra (619) 691 5051 Name or Finance Officer Tidc Phone Michael T. Meacham Conservation oordinator ity of Chula Victa ~61Q) 691 S1?~ Name of Grant Administrator Title Phone L~a'-6n mtms ra or ax um er Program Summary (1-4 sentences): The Used Oil Block Grant application is a regional program that includes Imperial Beach, National City and Chula Vista as the designated jurisdiction; and continues the region's comprehensive used oil recycling program which is being established through the previous used oil opportunity and block grant cycles. The proposed block grant will concentrate on providing technical support to up to 30 certified centers, distribution of used oil recycling containers and maintaining the promotional and educational activities that support used oil recycling. The project theme focuses on preservation of the local watershed through proper disposal of used oil. Total Grant Request: $ 73.130 CerYiftcation: ' /declare, under penalty of perjury, Unit all information submined for the ClWML+'s corssiderntion far allocation of grants funds is true and acu(rate to the best of n+y knowledge an belief. Name of Person Authorized by Resolution: john D oc Signature: Date: Title: Citv ManaEer Phone: (619) 691-5031