SOLID WASTE GRANTS' PROGRAM GRANT WRITING WORKSHOP DECEMBER 26, 2017 CAPITAL AREA COUNCIL OF GOVERNMENTS

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1 SOLID WASTE GRANTS' PROGRAM GRANT WRITING WORKSHOP DECEMBER 26, 2017 CAPITAL AREA COUNCIL OF GOVERNMENTS

2 CAPCOG Regional Planning Commission in Statute; more often called a COG Emergency Communications Area Agency on Aging Homeland Security Planning & Training Regional Law Enforcement Academy Air Quality Planning Economic Development Analysis & Tech Assist Solid Waste Planning

3 Ten county service area; State of Texas planning region 12 11/9/2017 Capital Area Council of Governments 3

4 CAPCOG Executive Committee Chair Judge Bert Cobb Hays County First Vice Chair Council Member Corbin Van Arsdale City of Cedar Park Second Vice Chair Commissioner Gerald Daugherty Travis County Secretary Council Member Andrea Navarrette City of Leander Council Member Eileen Altmiller City of Buda Judge Brett Bray Blanco County Commissioner Will Conley Hays County Judge Mary Cunningham Llano County Commissioner Joe Don Dockery Burnet County Council Member William Gordon City of Smithville Mayor Pro Tem Jane Hughson City of San Marcos Judge Ed Janecka Fayette County Council Member Frank Leffingwell City of Round Rock Mayor Caroline Murphy City of Bee Cave Commissioner Maurice Pitts Lee County Mayor Brandt Rydell City of Taylor Judge Ken Schawe Caldwell County Commissioner Brigid Shea Travis County Council Member Ellen Troxclair City of Austin State Representative John Cyrier State Representative Jason Isaac State Representative Paul Workman Immediate Past Chair & Parliamentarian Commissioner Cynthia Long Williamson County Judge Dan A. Gattis Williamson County Mayor Victor Gonzales City of Pflugerville Judge James Oakley Burnet County Judge Paul Pape Bastrop County Mayor Lew White City of Lockhart 11/10/2017 Capital Area Council of Governments 4

5 Program parameters set by Texas State Legislature & TCEQ 11/9/2017 Capital Area Council of Governments 5

6 FY Solid Waste Program FY 2018/2019 TCEQ Guidance Maintain a seamless statewide Regional Solid Waste Grants Program that ensures: Regional Solid Waste Management Plan Closed Landfill Inventory Program Reporting Funding Plan & Application Development Solid Waste Advisory Committee Pre-Permit Application Conformance Review Process Permit Application Conformance Review Process Outreach, Education, Technical Assistance MSW Information Resource Center Data Collection, Data Analysis, and Data Maintenance & Upkeep Implementation Project Selection Process Subgrant Award and Administration as funds allow Records Retention, Reporting, and Maintenance Additional Duties as Requested 11/9/2017 Capital Area Council of Governments 6

7 FY Solid Waste Program CAPCOG RSWMP Goals & Objectives Goal #1: Develop and manage a Household Hazardous Waste (HHW) collection and diversion program Objectives: Encourage public/private partnerships to share cost burden and provide services Develop sub-regional collection programs that encourage permanent re-use facilities Promote more cost efficient collection programs other than annual one-day events Goal #2: Provide public education on integrated solid waste management Objectives: Establish educational programs specific to other goals (HHW, illegal dumping, recycling) Encourage educational programs through school curricula, advertising, and environmental projects Maintain and promote the environmental resource center for public use Goal #3: Provide community clean up events to provide citizens with an alternative to illegal dumping Objectives: Encourage public/private partnerships to share cost burden and promote sponsorship Educate communities on the availability of funds to provide the service and coordinate events Coordinate services to communities that do not have bulky item pick-up, curbside municipal solid waste services, or have illegal dumping issues 11/9/2017 Capital Area Council of Governments 7

8 FY Solid Waste Program CAPCOG RSWMP Goals & Objectives Goal #4: Continue and enhance current enforcement programs of illegal dumping Objectives: Encourage participation and support in the Regional Enforcement Task Force Support all programs that aim to curtail illegal dumping Provide environmental enforcement training to the entire region throughout the year Goal #5: Determine effective and efficient management and operation of recycling services Objectives: Promote and encourage public/private partnerships Promote the development of markets for recycled materials and maintain local control as necessary to assure quality of services Seek support for and encourage continued operation of small businesses and non-profit recycling entities Goal #6: Explore alternatives to dealing with the disposal of special wastes Objectives: Reduce the amount of construction and demolition (C&D) waste and encourage recycling Determine effective and efficient management of used tires and oil Provide public education on electronics recycling and work with other entities on maintaining a database of reliable electronic recycling industries Encourage MSW facilities to have a used tire program 11/9/2017 Capital Area Council of Governments 8

9 FY Solid Waste Program CAPCOG RSWMP Goals & Objectives Goal #7: Ensure the proper management and disposal of municipal solid waste Objectives: Encourage best industry practices for all MSW facilities Encourage MSW facilities to be involved with surrounding communities Goal #8: Reduce the disposal amount of yard waste and encourage recycling it Objectives: Encourage programs for the diversion of yard trimmings and brush, and their use of the compost or mulch Promote the Don t Bag It program for yard waste and backyard composting Provide education materials on the beneficial use of green waste Encourage MSW facilities to divert yard waste and brush from disposal 11/9/2017 Capital Area Council of Governments 9

10 FY Solid Waste Program CAPCOG RSWMP Goals & Objectives Intermediate Goals (6 to 10 years) Goal #9: Determine whether access to and the availability of legal disposal options in the CAPCOG region is adequate Objectives: Determine if new or expanded facilities are needed with the region Promote the development of transfer and citizen collection stations in areas of need Encourage open and free markets within the region for solid waste collection, disposal, and recycling Goal #10: Promote administrative structures to ensure some measure of local control in the siting, expansion, and operation of MSW facilities Objectives: Encourage counties to pass municipal solid waste siting ordinances Provide pre-application assistance to interested parties Utilize a checklist to provide guidance and determine plan conformance for MSW permit and registration applications Promote development of regional or local programs to enforce MSW regulations and permit requirements 11/9/2017 Capital Area Council of Governments 10

11 FY Solid Waste Program CAPCOG RSWMP Goals & Objectives Intermediate Goals (6 to 10 years) Goal #11: Coordinate and seek to provide incentives for recycling activities and increased recycling participation rates across the region Objectives: Work to seek funding for CAPCOG to coordinate, monitor and report on progress achieved toward meeting regional recycling goals Consider/evaluate volume-based rate structures/recycling program Encourage studies and analysis of the current waste stream to stimulate economic development in the recycling industry Goal #12: Reduce the amount of municipal solid waste generated and disposed of within the region Objectives: Encourage the separation and collection of recyclables from governmental facilities Emphasize market-based incentives and market development Target waste reduction activities to the specific waste streams 11/9/2017 Capital Area Council of Governments 11

12 FY Solid Waste Program CAPCOG RSWMP Goals & Objectives Long Term Goals (11 to 20 years) Goal #13: Increase the CAPCOG region recycling rate to 40% Goal #14: Provide permanent household hazardous waste collection facilities throughout the region Goals and Objectives for Conformance Review of Facility Applications Goal #15: Use the Plan Conformance/Facility Application Review process and the provisions of , Health & Safety Code, to address land use compatibility and other local issues in order to avoid if possible, or minimize if avoidance is not possible, adverse impacts from municipal solid waste (MSW) facilities on human health and the environment. 11/9/2017 Capital Area Council of Governments 12

13 FY Solid Waste Program FY 2018/2019 PROJECT PRIORITIES The following types of projects are considered the highest-priority types of projects for this RFA, based on the priorities described in Volume II of the RSWMP and subsequent input from CAPCOG s Solid Waste Advisory Committee (SWAC). 1. Permanent HHW facilities and/or reuse centers (including equipment used specifically for the collection and transportation of HHW materials) 2. HHW collection events and/or programs that deal with scrap tires 3. Litter and illegal dumping cleanup and community collection events 4. Illegal dumping and local enforcement programs 5. Recycling services, programs, and market development 11/9/2017 Capital Area Council of Governments 13

14 Implementation Projects FY : $177, available Distributed through one round, with portion of contract slightly delayed till 9/1/2018 FY18 - $88, FY19 - $88, Any unexpended monies will be addressed by the SWAC 11/9/2017 Capital Area Council of Governments 14

15 Implementation Projects Timeline 11/10/2017: First Grant-Writing Workshop 12/6/2017: Second Grant-Writing Workshop 12/29/2017: Request for Applications Closes at 5:00 pm 1/2/2018: Posts Applications on Solid Waste Webpage for Private Industry Review (must be at least 12 days before scoring committee) 1/11/2018: Due Date for Private Industry Objections to Any Applications 1/19/2018: SWAC Meeting to Score and Rank Applications (Back-Up Date: 1/24/2018) 1/26/2018: CAPCOG Solid Waste Staff Submit SWAC s Recommendations to Executive Director 2/14/2018: Executive Committee Meeting Consider Recommended Applications 3/23/2018: MANDATORY Grant Management Training for funded entities 4/1/2018: Target Start Date for FY 2018 Contracts 9/1/2018: Target Start Date for FY 2019 Contracts 12/31/2018: Target End Date for FY 2018 Contracts 5/31/2019: Target End Date for FY 2019 Contracts 11/9/2017 Capital Area Council of Governments 15

16 Eligible Recipients Cities Counties Public Schools and School Districts Other special law districts COGs Entities with authority/responsibility for water quality protection or MSW management Examples: M.U.D.s, S.U.D.s, WCID s, River Authorities 11/9/2017 Capital Area Council of Governments 16

17 ELIGIBLE PROJECTS The following categories of projects are eligible for funding under this Request for Applications (RFA): HHW management Environmental local enforcement Litter and illegal dumping clean-up and community collection events Source reduction and recycling Citizens collection stations Educational and training programs Other eligible solid waste management projects, including scrap tires projects 11/9/2017 Capital Area Council of Governments 17

18 ELIGIBLE PROJECT CATEGORIES Household Hazardous Waste Permanent Household Hazardous Waste Collection Facilities, Household Hazardous Waste Collection Events and Programs, e.g., the Burnet County HHW Equipment & Supply Trailer loan program for rural area collection events, HHW Vouchers 11/9/2017 Capital Area Council of Governments 18

19 ELIGIBLE PROJECT CATEGORIES Local Enforcement 11/9/2017 Capital Area Council of Governments 19

20 ELIGIBLE PROJECT CATEGORIES Local Enforcement Local government code enforcement cameras, video taping equipment, high resolution night vision cameras and associated software and hardware to facilitate documenting illegal dumping 11/9/2017 Capital Area Council of Governments 20

21 ELIGIBLE PROJECT CATEGORIES Local Enforcement Illegal Dumping Sign and not so secret squirrel camera mounted immediately above monitors a cul-de-sac with recurring dumping issues 11/9/2017 Capital Area Council of Governments 21

22 ELIGIBLE PROJECT CATEGORIES Litter and Illegal Dumping Cleanup and Community Collection Events Immediately behind this illegal dumping sign, dumpers created a dirt road, skirted around and behind the camera, and continued to dump in the woods 11/9/2017 Capital Area Council of Governments 22

23 This site occupies approximately ten acres with well over several tons of mixed municipal and small business solid waste 11/9/2017 Capital Area Council of Governments 23

24 All within two miles of our state capital building. 11/9/2017 Capital Area Council of Governments 24

25 ELIGIBLE PROJECT CATEGORIES Litter and Illegal Dumping Clean-up and Community Collection Events Burnet County BOPATE event (bottles, oil, plastics, aluminum, tires, and electronics) 11/9/2017 Capital Area Council of Governments 25

26 ELIGIBLE PROJECT CATEGORIES Source Reduction & Recycling Independent School District and School Recycling Programs 11/9/2017 Capital Area Council of Governments 26

27 ELIGIBLE PROJECT CATEGORIES Source Reduction & Recycling Green waste management equipment 11/9/2017 Capital Area Council of Governments 27

28 ELIGIBLE PROJECT CATEGORIES Source Reduction & Recycling Recycling equipment purchases 11/9/2017 Capital Area Council of Governments 28

29 ELIGIBLE PROJECT CATEGORIES Citizens Collection Stations Recycling Facilities or Recycling Facility Enhancement 11/9/2017 Capital Area Council of Governments 29

30 ELIGIBLE PROJECT CATEGORIES Stand-alone Education, and Training Projects Education & Outreach activities are eligible and highly encouraged as a component of projects in other categories Outreach and Education materials promoting solid waste diversion. 11/9/2017 Capital Area Council of Governments 30

31 ELIGIBLE PROJECT CATEGORIES Other to include scrap tires This category includes anything not covered by the previous categories 11/9/2017 Capital Area Council of Governments 31

32 EXPENSE CATEGORIES Personnel and Salaries Travel Directly related to project Supplies Cost of less than $1,000 Consumed in a relatively short period of time, such as disposable gloves, recycling/waste container liners, etc. Equipment Cost of greater than $5,000 Construction Enhancement or building of permanent facilities Contractual Other Professional services (such as HHW management, etc.) Cost of less than $5,000 Examples include computers, printing, signage, recycling bins, personal safety equipment, etc. Indirect 11/9/2017 Capital Area Council of Governments 32

33 FUNDING STANDARDS 100% solid waste use Funded Local Enforcement or Cleanup programs must coordinate efforts with TCEQ Equipment and controlled assets must be maintained on local and regional inventory Project expenses must be incurred within grant period Progress and results reporting is required during and for one year after project contract period has ended HHW Collections, Illegal Dumping Clean-up, and Community Collection Events are exempt from Follow-up Results Reporting 11/9/2017 Capital Area Council of Governments 33

34 FUNDING PRIORITIES Funded projects must be consistent with the goals and objectives of the CAPCOG Regional Solid Waste Management Plan (available on CAPCOG website) (b), Texas Health and Safety Code Prioritized projects include: 1. Permanent HHW facilities and/or reuse centers, HHW Collection Events 2. Programs and/or initiatives that deal with scrap tires 3. Litter and illegal dumping cleanup and community collection events 4. Illegal dumping and local enforcement programs 5. Recycling services, programs, and market development Note: Matching funds or in-kind services are not required, but are strongly considered!!! 2/13/2014 Capital Area Council of Governments 34

35 SELECTION PROCESS The following additional criteria will be applied to FY implementation projects: For FY , equipment used specifically for the collection and transportation of HHW materials can be considered as eligible expenses under the "permanent HHW facilities and/or reuse centers" priority project category. Matching funds or in-kind services are not required to be eligible for grant funding, but local commitment is strongly considered when determining the entities' commitment to the program. Projects that involve establishing a new program or permanently expanding the region s solid waste management capacity shall be prioritized above projects that involve on-going operations. Projects that are regionally coordinated and/or multi-jurisdictional will be prioritized over projects that only serve a single jurisdiction. Projects that involve public-private partnership will be prioritized over projects that only involve the public sector. Proposals for which the full cost of the project is already included in an applicant s FY 2018 budget will not be eligible for consideration. Proposals for which a portion of the project cost is already included in the applicant s FY 2018 budget will only be eligible for the portion of the project cost that is not covered by the applicant s existing budget. 11/9/2017 Capital Area Council of Governments 35

36 SELECTION PROCESS FY18/19 Request for Applications was issued on November 3, 2017: Applications will be made available for downloading from CAPCOG web site; and, Hard copies will be distributed upon request. Grant application workshops will be offered today November 10, 2017 and December 6, Both a.m. and p.m. workshops are available. Applications will be due by COB Thursday, December 29, SWAC will score applications at the January 19, 2018 SWAC Meeting. Applicants will be offered opportunity to make a brief presentation on their project. Eligible projects may receive full or partial funding. Eligible projects for which there is not sufficient funding may be placed on a contingency list. 11/9/2017 Capital Area Council of Governments 36

37 SELECTION PROCESS OBJECTIVE SORING CRITERIA (50 points): Is the project one of the top 5 regional priorities? (25 points, to be assigned by CAPCOG staff based objectively on whether the project falls into one of the priorities) o Permanent HHW facilities and/or reuse centers = 25 points o HHW collection events and programs and/or initiatives that deal with scrap tires = 20 points o Litter and illegal dumping cleanup and community collection events = 15 points o Illegal dumping and local enforcement programs = 10 points o Recycling services, programs, and market development = 5 points o Any other project type = 0 points 11/9/2017 Capital Area Council of Governments 37

38 OBJECTIVE SORING CRITERIA, continued: Does the project meet any other objective criteria as a priority in the Regional Solid Waste Management Plan? (25 points, to be assigned by CAPCOG staff based objectively on whether the project meets the criteria) o Does the project serve as seed money to start new programs or expand an existing program? (Max = 5 points) Serves as seed money for new program = 5 points Expands an existing program = 3 points Neither = 0 points o Is the project regionally coordinated or multi-jurisdictional? (5 points) Yes = 5 points No = 0 points o Does the project involve a public-private partnership? (5 points) Yes = 5 points No = 0 points o Is the project an activity that was funded exclusively by the applicant in FY 2016 or FY 2017 without grant funding? (5 points) No = 5 points Yes = 0 points o Did the applicant receive any solid waste grant funding from CAPCOG in FY 2016 or 2017? (5 points) No = 5 points Yes = 0 points 11/9/2017 Capital Area Council of Governments 38

39 SUBJECTIVE SCORING CRITERIA (50 Points): To what degree would the project support the goals of the Regional Solid Waste Management Plan if funded? (25 points, to be assigned by the SWAC based on the following questions) To what extent does the project address a clear regional solid waste management need? How likely is it that the project will help sustain constructive regional solid waste management activities long-term? How cost-effective is the project? What is the probability of success if funded? (25 points, to be assigned by the SWAC based on the following questions) How well-planned and organized is the proposal? How technically feasible is the project? What is the extent of local commitment 11/9/2017 Capital Area Council of Governments 39

40 Applicants must score a minimum of 25 points out of the possible 50 points for questions 1 and 2 (objective portion) and a minimum of 25 points out of the possible 50 points for questions 3 and 4 (subjective portion) to be eligible for funding. A SWAC member should abstain from scoring a grant proposal if they have a conflict of interest as defined in the SWAC bylaws. The highest and lowest score received for each project will be dropped. CAPCOG staff will tally all scores assigned by SWAC members, then sort the eligible applications, first by the priority level assigned by the applicants (primary, secondary, etc.), then by the total score. The total funding available will be assigned to each application in descending order until all funding has been allocated based on the funding requested. All eligible primary-priority applications will be assigned funding prior to a second-priority application, regardless of the secondary application s score, and a secondary application will be considered before a tertiary application, etc. If there are any unspent funds from completed implementation projects or if CAPCOG is able to achieve any programmatic savings for Regional Coordination Program during the biennium, CAPCOG will develop a plan with the input of the SWAC to spend any remaining funds by the end of the biennium to maximize the environmental benefits of the funding. 11/9/2017 Capital Area Council of Governments 40

41 The great State of Texas mighty fine Regional Solid Waste Grants Program 11/9/2017 Capital Area Council of Governments 41

42 RECALL THAT A GRANT FUNDED PROJECT MUST NOT CREATE UNFAIR COMPETITIVE ADVANTAGE OVER EXISTING PRIVATE INDUSTRY! In accordance with (b), Texas Health and Safety Code, and 30 TAC (d), MSW Rules, a project or service funded under this contract must promote cooperation between public and private entities and may not be otherwise readily available or create a competitive advantage over a private industry that provides recycling or solid waste services. Under this definition, the term private industry includes non-profit and not-for-profit non-governmental entities. 11/9/2017 Capital Area Council of Governments 42

43 PRIVATE INDUSTRY APPLICANT RESPONSIBILITIES Categories required to provide private industry notice are Source Reduction & Recycling, New Citizens Collection Stations, or Education & Training Demonstrations Applicants MUST contact private industry regarding recycling and waste management grants (HHW and LE grants are exempt) Please contact us if you would like a list of private industry service providers Applicants MUST identify private industry representative contacted and are required to provide documentation of response Private industry notification MUST be completed before application submission Private industry will be notified of all grant application submissions and allowed time to review and provide comment to CAPCOG Applications will be available for review by private industry (Posted on CAPCOG website by 1/5/2018) Private industry may offer comments on proposed projects 11/9/2017 Capital Area Council of Governments 43

44 PRIVATE INDUSTRY CONCERNS If concerns are identified, private industry is STRONGLY ENCOURAGED to contact applicant at earliest opportunity to attempt a solution If concerns are not resolved, private industry is encouraged to provide applicant with as much time as possible to review and respond to concerns Private Industry concerns must be submitted no later than 5 working days prior to the scheduled January 19th scoring meeting (< COB on 1/11/2018) Projects for which private industry concerns exist may be denied by SWAC 11/9/2017 Capital Area Council of Governments 44

45 Protested Applications If a private industry service provider has a concern with an application, they are strongly encouraged to contact the applicant directly at the earliest possible opportunity and attempt to resolve their concerns. If the concern is not resolved, the private industry provider is encouraged to document the attempts made to resolve the concern(s) and submit that documentation to CAPCOG along with any other submitted protest documents, by at least five business days prior to the scoring meeting. If the private industry opposes the application because they would like the opportunity to provide the service, they will be asked to submit a letter of intent stating that they would provide the said service within the year and include a service plan detailing the scope of work. The letter must be received prior to the scoring date. A representative of the private industry will be requested to attend the scoring meeting and any subsequent meetings where their concerns will be considered. If CAPCOG staff finds the service plan to be feasible and efficient, the applicant will be notified and the application will be put on hold for a maximum of one year. During the year, if CAPCOG staff determines that the said service will not be provided, the project will be eligible to compete in the next grant cycle. 11/9/2017 Capital Area Council of Governments 45

46 Protested Applications If the SWAC finds the complaint has merit, then the application will be revoked. The private service provider will then be asked to submit a letter of intent and will need to implement the said service within the year. If service is not being provided by the end of the year, the project is subject for grant funding by reapplying the following grant cycle. If the private industry opposes the application for any other reason than that they would like to provide the service, they will have the opportunity to express their concerns either by submitting written comments at least two business days prior to the scoring meeting. If a public industry provider submits comments, they will be notified of the date and time when the projects will be reviewed by our Solid Waste Advisory Committee, and will be given the opportunity to discuss their concerns with the Committee. Private industry representatives are strongly encouraged to provide as much time as possible for the applicant to review and respond to their concerns prior to the scoring meeting. The Solid Waste Advisory Committee will then take any action deemed appropriate. 8/10/2012 Capital Area Council of Governments 46

47 Thank you! Capital Area Council of Governments Ken May Regional Program Coordinator (512) /9/2017 Capital Area Council of Governments 47