HomeMy WebLinkAboutItem 07 - FY 2020 SLO County Integrated Waste Management Authority Technical Assistance Grant Department Name: Utilities
Cost Center: 6107
For Agenda of: October 20, 2020
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Director of Utilities
Prepared By: Jennifer Thompson, Utilities Business Manager
Jordan Lane, Interim Solid Waste and Recycling Coordinator
SUBJECT: FY 2020 SAN LUIS OBISPO COUNTY INTEGRATED WASTE
MANAGEMENT AUTHORITY TECHNICAL ASSISTANCE GRANT
APPLICATION
RECOMMENDATION
1. Authorize the Utilities department to submit an application for the 2020 Integrated Waste
Management Authority Technical Assistance Grant in the amount of $10,000; and
2. If the grant is awarded, authorize the City Manager to execute necessary grant documents
and direct the appropriation of monies to the accounts required to administer the grant.
DISCUSSION
The Integrated Waste Management Authority (IWMA) has established a Technical Assistance
Grant (TAG) Program available to businesses, government agencies, nonprofit groups, and
institutions that want to promote waste reduction and landfill diversion efforts. The TAG
Program is designed to empower local groups/change agents to develop community-based
strategies for the prevention, separation, diversion, recycling, and composting of material.
Applicants typically act as a catalyst for reducing waste, promoting zero waste strategies,
demonstrating circular economy practices in order to eliminate waste, and maximizing material
resources.
The Utilities Department Solid Waste and Recycling section is eager to participate in the TAG
Program to develop a waste reduction plan that will be used to identify opportunities for
reducing waste created by municipal operations, and to provide outreach to regional agencies
regarding best practices for waste reduction.
The grant application (Attachment A) was due on September 8, 2020. Due to timing constraints,
staff has already submitted the grant application; however, Council can choose to direct staff to
withdraw the application. Grant award recipients will be chosen by the IWMA Board on
November 19, 2020.
Proposed Use of Grant Funds
If awarded, grant funds will be used in part to pay for services through a contract with a third
party agency who will work closely with the Solid Waste and Recycling Section to develop a
Municipal Solid Waste Reduction Plan (MSWRP) for the city organization.
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The plan will assess waste generation as a byproduct of municipal operations and propose
sustainable internal policies and procedures to ensure the best and most efficient use of our
resources. The final plan will include best practices that can be shared regionally with other
agencies pursuing waste reduction goals. Another portion of the IWMA grant funding will be
used to purchase new waste stations, technology, and/or signage to further improve waste
reduction efforts as prescribed by the final MSWRP.
Any awarded funds will be matched using 2019-20 AB939 carryover funds and in-kind staff
time will be dedicated to seeing the project through. AB939 funds are collected by San Luis
Garbage on customer solid waste bills and are remitted to the City. AB939 funds may only be
used to pay for activities that divert waste from the landfill.
Policy Context
The recommended actions are consistent with the City of San Luis Obispo’s Climate Action
Plan, Pillar 5: Circular Economy, and statewide goals to reduce landfilled waste. The
recommended actions are also consistent with the City of San Luis Obispo’s Financial
Management Manual, Section 740 - Grant Management Policy. The policy states that Council
will approve all grant applications in excess of $5,000 and delegates receipt and contract
execution to the City Manager.
Public Engagement
This item is on the agenda for the October 20, 2020 City Council meeting and will follow all
required postings and notifications. The public may have an opportunity to comment on this item
at or before the meeting.
CONCURRENCE
The Office of Sustainability in the City Administration Department concurs with the staff
recommendation.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this
report because the action does not constitute a “Project” under CEQA Guidelines Section 15378.
FISCAL IMPACT
Budgeted: Partially Budget Year: 2020-21
Funding Identified: Yes
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Fiscal Analysis:
Funding Sources Current FY Cost Annualized
Ongoing Cost
Total Project Cost
General Fund (Estimated
from AB939 Solid Waste
and Recycling budget 20-
21)
$10,000*
State
Federal
Fees
Other: (IWMA Grant
award)
$10,000
Total $20,000*
* Shows matching contribution to the grant amount. Actual Total Project Cost from the General
Fund will derive from recommendations in final MSWRP. General Fund contribution comes
from reserved AB939 funding which must be spent on waste diversion.
Funding to support the efforts of this project was identified in 2019-20 carryover from the Solid
Waste and Recycling section budget and designated to the “Contract Services” account. The
contract fees are included in this analysis. Staff time dedicated to this effort aligns with th e roles
and responsibilities of the Solid Waste and Recycling Coordinator and therefore has already been
budgeted in the 20-21 Solid Waste and Recycling section budget.
ALTERNATIVES
1. Do not submit a grant application. Council may direct staff to not submit a grant
application. The alternative is not recommended as the limited budget of the Solid Waste and
Recycling section is the only other pre-existing source of funds.
2. Do not receive total grant amount of $10,000. Council may direct staff to request less
possible funding from the granting organization. This alternative is not recommended as the
limited budget of the Solid Waste and Recycling section is the only other pre-existing source
of funds.
Attachments:
a - IWMA Technical Assistance Grant Application
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San Luis Obispo County IWMA 870 Osos St, San Luis Obispo, CA 93401 805‐782‐8530 Page ‐ 1 ‐
TECHNICAL ASSISTANCE GRANT (TAG) APPLICATION
Applicant Information
Organization: City of San Luis Obispo
Applicant Name First: Jordan Last: Lane
Applicant Physical Address Street: 879 Morro
City: San Luis Obispo State: CA Zip Code: 93401
Applicant Mailing Address Street: 879 Morro
City: San Luis Obispo State: CA Zip Code: 93401
Primary Contact Name First: Jordan Last: Lane
Title Interim Solid Waste & Recycling Coordinator
Work Phone: 805-781-7213 Cell Phone:805-748-0887
Email:jlane@slocity.org Total TAG Funding Requested: $10,000.00
Brief Project Description (1-3 sentences)
Certification:
I declare, under the penalty of perjury, that all information submitted for the San Luis Obispo County Integrated
Waste Management Authority’s (IWMAs) consideration for allocation of grant funds is true and accurate to the
best of my knowledge and belief: If applicant is not Officer/Principal, have form signed before returning to IWMA.
Company Officer or
Principal Name
First: Jordan Last: Lane
Title: Interim Solid Waste & Recycling Coordinator Phone:805-781-7213
Email: jlane@slocity.org
Signature Jordan Lane Digitally signed by Jordan Lane Date: 2020.09.08 12:40:53 -07'00'
The City of San Luis Obispo seeks grant assistance to fund the development of a Municipal Solid Waste
Reduction Plan. The plan will govern internal policies and procedures to ensure the best and most efficient use
of resources, and will provide an example to other local agencies pursuing waste reduction goals.
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San Luis Obispo County IWMA 870 Osos St, San Luis Obispo, CA 93401 805‐782‐8530 Page ‐ 2 ‐
TECHNICAL ASSISTANCE GRANT (TAG) APPLICATION QUESTIONS
Please provide the following information in the order requested. Additionally, limit your response to
no more than (3) three pages.
Applicant Name First: Jordan Last: Lane
1. Provide a description of the project including project goals.
2. Describe how the grant money will be used to purchase, lease, or rent equipment or pay for
services/supplies needed to start and/or expand landfill diversion or source reduction
efforts.
The grant money will be used in part to pay for services through a contract with a third party
agency who works closely with city staff to develop a waste reduction plan. The monetary funds
will be matched, in full and potentially in excess, by existing Utilities funds. Another portion of the
IWMA grant funding will be used to purchase new waste stations, technology, and/or signage to
promote waste reduction once recommendations become available from the consultant.
There is also an expectation of ample in-kind city staff time that will be devoted to this project.
City staff will work with the consultant to establish baseline data, review recommendations, and
implement new policies and procedures. The staff member will also be responsible for outreach to
other agencies and businesses and reporting on waste audit metrics showing the impacts of the
project.
The City of San Luis Obispo seeks grant assistance to fund the development of a Municipal Solid
Waste Reduction Plan (MSWRP). Execution of the plan will include establishing baseline data of
internal operations at each of our City facilities, implementing new programs based on the findings,
creating a plan of action, and reporting on impacts of solid waste reduction efforts. Our goal is to
reduce total solid waste generation in the City by 90% by 2025 (75% by Year 3 of grant timeline).
By drastically reducing our waste generation and sharing the final report and recommendations
with other local jurisdictions and businesses in our region, we will be providing the region with an
example and templates on how to operate under the best and most efficient use of our communal
and global resources.
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San Luis Obispo County IWMA 870 Osos St, San Luis Obispo, CA 93401 805‐782‐8530 Page ‐ 3 ‐
Applicant Name First: Jordan Last: Lane
3. Provide an itemized projected budget (revenues and costs) for the next (3) three years.
Included the project’s proposed in-kind contribution. In-kind contributions can be any
services or equipment being provided by the applicant such as time, matching funding, etc.
4. Describe how your program will reduce waste, divert waste, and/or conserve landfill space.
Also, describe how you will track/measure project milestones in order to meet intended goals.
As a region, we ask for great measures of compliance from our community with our regulations
and standards. In San Luis Obispo, commercial landfilled waste accounts for 70% of all landfilled
waste which amounted to over 2500 tons in July 2020 alone. To be a leader in waste reduction, the
City needs to first identify our contribution to the landfilled waste issue, and then implement
actions that will measurably reduce waste generation. Based on the recommendations of the
MSWRP, we expect to need to implement new technology to replace paper systems, new waste
stations with clearly labeled containers and signage, and boost educational outreach both to our
staff and to the greater commercial community. Internal waste audits will be performed every 3-6
months to measure impacts of new efforts, and metrics regarding number of people reached
through outreach will both be included in impact reports to the IWMA.
Year 1: Enter into contract with third-party solid waste consultant ($20,000-30,000 + staff time)
Grant Funding
- $8,000 to enter into contract with third-party solid waste consultant
In-kind Contribution
- $14,000-24,000 to enter into contract with a third-party solid waste consultant
- 20 hours of staff time reserved for meetings with waste consultant
Year 2: Implement waste reduction measures ($4,000 + staff time)
Grant Funding
- $2,000 to purchase waste reduction aids such as new waste stations, technology, and signage
based on MSWRP recommendations
In-kind Contribution
- $2,000+ to purchase waste reduction aids based on MSWRP recommendations
- 10 hours of staff time reserved to research and purchase waste reduction aids, and to coordinate
with various departments on installation and implementation of new purchases
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San Luis Obispo County IWMA 870 Osos St, San Luis Obispo, CA 93401 805‐782‐8530 Page ‐ 4 ‐
Applicant Name First: Jordan Last: Lane
5. How does this project provide new or expanded landfill diversion and/or source reduction
opportunities for San Luis Obispo County?
6. What resources and expertise do you have to complete this project?
The City of San Luis Obispo has a newly established Solid Waste & Recycling section and
dedicated staff who will be the primary resource on this project. City staff will work closely with a
third-party waste study expert to develop a plan that works for municipal operations and that can be
easily shared and implemented in both governmental and non-governmental agencies. The City's
Solid Waste and Recycling Coordinator will facilitate data collection between departments of the
city, and will work with those departments to implement new waste reduction measures.
As a public agency with existing educational platforms, we will leverage the ability to reach the
masses with new education based on findings throughout the project. Outreach may look like new
waste reduction campaigns, or potentially an easy-to-read and engaging packet of information
made available to the public.
The Coordinator will also create progress reports for each of the three years to present (if
requested) to the IWMA Board. Progress reports will show successes, failures and over all impacts
of new measures implemented based on the MSWRP.
Note: In addition to responding to the above (6) six items, applicants may provide up to (10) ten pages of
supplemental information such as brochures, equipment flyers, etc. Print application and submit the
complete packet by US Postal Service. Applications must be date stamped by the application deadline.
The City of San Luis Obispo will take on the responsibility of auditing our waste generation,
creating a plan for major waste reduction, and then sharing the resulting professional
recommendations with all of our neighboring agencies and businesses to promote amplified
reduction in waste generation throughout the County. The city has yet to undergo a comprehensive
waste audit, and expects the research and work efforts by the consultant to create new landfill
diversion and source reduction opportunities for agencies throughout San Luis Obispo County
based on the findings. One program that may come out of the MSWRP may be updating our
facility waste stations. Updates on signage and the receptacles themselves create better
opportunities for proper disposal from city operators. Another potential program may include
revising contracts with janitorial services to better impost regulation on how materials should be
separated and disposed of, supporting more adamant landfill diversion. The expectation from the
consultant is to find new and innovative ways of creating opportunities for diversion and reduction
that can be widely shared and implemented.
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