Table of Contents for IC Agenda for October 10, 2019 Table of Contents ……………………………………………… Page 1
Agenda ……………………………………………………… Page 2
Letter of Agreement and Annual Report and Evaluation ……… Pages 3 – 31
Draft Budget Highlight ……………………………………… Page 32
Draft Budget ……………………………………………………… Pages 33 – 37
County of Santa Clara Recycling and Waste Reduction Commission of Santa Clara County Recycling and Waste Reduction Division 1555 Berger Drive, Suite 300 San Jose, California 95112 (408) 282-3180 FAX (408) 280-6479 www.ReduceWaste.org
Commissioners: Susan M. Landry, Chair ~ Mary-Lynne Bernald ~ Pam Foley ~ Linda J. LeZotte ~ Anthony Phan ~ Rod Sinks ~ Nancy Smith ~ Cat Tucker ~ Mike Wasserman ~ Kathy Watanabe
IMPLEMENTATION COMMITTEE
MEETING AGENDA
DATE: October 10, 2018 TIME: 12:30 p.m. – 1:30 p.m.
LOCATION: 1580 Berger Drive (Vector Control) San Jose, CA 95112
(** Denotes item on which action may be taken)
1. Call to Order and Introductions**
2. Approval of Draft Minutes of the January 10 and May 9, 2019 meetings**
3. Public Comment (This item is reserved for persons desiring to address the committee on any matter not on this agenda.) For members of the public who wish to address the committee on any item not listed on the agenda this would be the appropriate time. The Chair will call individuals in turn. Speakers are limited to three (3) minutes. The committee is not permitted action or extended discussion of any item not on the agenda except under special circumstances. If committee action is requested, the committee may place the matter on a future agenda. All statements that require a response will be referred to staff for reply in writing.
4. Letter of Agreement and Annual Report and Evaluation** - Bill Grimes
5. Draft Budget** - Bill Grimes
6. Adjournment**
Administrator and Fiscal Agent Annual Reporting and Self-Evaluation and Contract Status Report
Fiscal Year 2019 The Administrator, Fiscal Agent and Contracting Agent provide the following consolidated Annual Report and Evaluation and Contract Status Report in compliance with the Memorandum of Agreement (MOA) dated June 4, 2013.
KEY TASKS Technical Advisory Committee (TAC) Administrator Self Evaluation Staff organized and was present at 4 Implementation Committee and 9 TAC meetings; provided public noticing, agenda packets and recorded minutes. In addition, staff organized 4 Household Hazardous Waste (HHW) Subcommittee meetings, 1 Legislation Subcommittee meeting; 10 Public Education (PubEd) Subcommittee meetings, 8 Source Reduction and Recycling (SRR) Subcommittee meetings, 9 South Bay Green Gardens Subcommittee meetings and 3 Ad Hoc Legislative Subcommittee meeting. There were no Enforcement or Operations Subcommittee meetings.
In FY19, staff also organized and was present at the Two Recycling and Waste Reduction Commission (RWRC) meetings convened in December 2018 and June 2019, provided public noticing, agenda packets and recorded minutes.
The County continues to collect tonnage data and fees submitted by disposal and non-disposal facilities on behalf of the jurisdictions. All past due amounts and penalties should be current by November 1, 2019.
A total of $434,248 was spent on the Administrator function. In addition, $812,108 was spent on other services and supplies and overhead costs.
Green Business Program In FY19, Valley Water did not release a Pollution Prevention Grant opportunity. There was a one-year break in funding opportunities traditionally open for Green Business grant application consideration. In the Implementation Committee meeting held on May 9, 2019, the TAC Administrator requested a budget modification in the amount of an additional $66,667 in funding from savings or unexpended line items in the approved FY20 IC budget to make up the shortfall typically provided by Valley Water Green Business grant funding. County staff anticipate applying for the next Pollution Prevention Grant cycle for the FY21 period that begins July 1, 2020.
Green Business staff certified a total of 89 businesses in FY19. Of those, 27 were new certifications and 62 were recertifications.
In 2018, California Green Business Network (CAGBN) was awarded $1,000,000 in state funding to help grow the Network and provide more support for all regional programs. Each participating Program received $20,000 ($10,000 was received in March 2018, the remaining $10,000 was received in October 2018 (FY19)). The remaining funds are used by CAGBN for bringing on new jurisdictions, GreenBiz Tracker improvements and statewide marketing. The County contributes $14,588 annually to CAGBN for Green Business database management and upgrades, statewide coordination and advertising.
Approximately $138,471 of the Administrator function costs identified above for FY19 were spent administering the Green Business Program.
Contracting Agent Contract Status Report The multi-year Food Rescue Coordinator contract with Joint Venture Silicon Valley was extended with supplemented funding. The original contract amount was $280,000 to expire on June 30, 2019. The contract was amended on the direction to add $19,999 in 2018 and $150k in 2019. Of the total contract amount of $449,999, $40k was spent in FY16, $99k in FY17, with $81k in FY18 and $80k in FY19 with approximately $150k remaining for FY20. The Clean Water Fund – Rethink Disposables contract was extended, with no additional funds provided, to December 31, 2019. A total of $51,859 was paid in salaries and benefits to perform the function of contracting agent. This included the management of the following service agreements:
• Center for the Development of Recycling (CDR) agreement • University of California Cooperative Extension (Composting Education Program) • Joint Venture Silicon Valley (Food Rescue Coordinator) • SCS Engineers (Consumer Based Social Marketing – Food Waste Prevention) • South Bay Green Gardens Website & Outreach • ReThink Disposable • Gigantic Idea Studio (PubEd)
Fiscal Agent Included with this report is the FY19 annual financial report as a part of the annual budget review. Salaries and benefits for Fiscal Agent functions totaled $45,491 for FY19.
Personnel There were staff changes in FY19. Lisa Rose retired in December 2018. Training included Lisa Rose and Nicole Nguyen attending the CRRA Conference in July 2018 in Oakland, CA. Jason Ino with RWRD attended the NCRA event in March 2019 in Berkeley, CA.
Self-Evaluation FY19 was the third full fiscal year for the Program Manager. Areas for improvement and efficiency are constantly being evaluated and are ongoing. FY19 was a very busy year with the additional contract management and services as we took advantage of a strong fund balance to support additional diversion and source reduction initiatives. Challenges ahead include the expanding responsibilities of SB 1383 that will require innovation and aggressive program development to support TAC jurisdictions in meeting their mandated obligations.
Highlights for member review:
Budget Presentation - October 10 Implementation Committee (IC) meeting:
• Draft budget based on estimated 4th quarter Disposal reporting. One facility has not yet filed 4th quarter report (due September 15, 2019). Estimates based on 4th quarter FY18 report from that facility.
• As they do annually, IC will need to determine if they wish to open the November 14 meeting for funding requests.
• Final FY19 actuals were under budget principally from unbilled contract balances
(approximately $100k from Rethink disposables that was rolled over to FY20) and from salary savings by Sr. MA vacancy for 6 months and from AMA vacancy for nearly a year.
• All RWRD staff positions to be filled in FY20 so minimal salary savings predicted going forward.
• Increased SWPF revenue over conservative projections reflecting 1.61 Million tons actual tonnage. At the November 8, 2018, Staff was directed by IC to continue to peg the estimated tonnage for Solid Waste Planning Fee projections for FY20 and FY21 to 1.4 Million tons. This version of the draft budget continues estimating at 1.4 Million tons for FY21 and FY22. The historic tonnage for FY16 was1.7 Million tons, for FY17 was 1.5 Million tons, for FY18 was 1.6 Million tons and for FY19 1.6 Million tons. The rolling average would be somewhere around 1.55 to 1.6 Million tons.
• Dollar amount placeholders (estimates) are provided for South Bay Green Gardens, CDR, Green CA Business Network Annual Dues, BayROC and Zero Waste Youth contributions. No specific dollar amount placeholders are currently provided for FY21 Pub Ed or SMM projects.
• Compost Education Program Contract projections for FY21 and FY22 continue at the current contract rate.
FY19 FY20 FY21 FY22Actual Projection Projection Projection
Beginning Fund Balance $1,986,035 $2,027,194 $1,319,095 $1,196,990
Revenues4107710 Solid Waste Planning Fee 1,255,402 1,092,000 1,092,000 1,092,0004301100 Interest Deposit 38,627 30,000 30,000 30,0004530900 Federal-Retiree Drug 1,805 2,000 2,000 2,0004813050 Local Contributions (Green Business) 81,666 53,333 0 04813800 Misc. Income Other * 7,250 0 0 04813910 Cash Discounts Taken 115
Total Revenues 1,384,865 1,177,333 1,124,000 1,124,000Expenditures
Subtotal Labor Cost 531,597 638,806 662,367 715,356
662,906 1,084,020 408,590 0
Subtotal Overhead Cost 149,202 162,606 175,148 187,552
Total Expenditures 1,343,706 1,885,432 1,246,105 902,909
Net Income (Surplus/Deficit) 41,159 (708,099) (122,105) 221,091
Ending Fund Balance Estimates 2,027,194 1,319,095 1,196,990 1,418,081
Note:* 4813800 Misc. Income Other is used to capture the late fee, penalties from landfills FY19 SWPF was changed from a rolling average to a fixed calculation of a projection of 1.4M tons as directed by IC in meeting of 11-10-16. Reconfirmed for FY20/21 in IC Meeting 11-8-18Rev 10/02/19
Subtotal Expenditures
Recycling and Waste Reduction DivisionFund Balance Analysis FY2019 Actual/ FY2020 - FY2022 Forecast
DRAFT
Tasks Employee TitleFTE
Work %
FY19 Budgeted
FY19 Actual
FY20 Approved
Budget
FY21 1
ProjectionFY22 1
Projection
Administrator Support RWRD, William Grimes Division Manager 35% 82,444 70,714 86,151 87,340 94,327TAC, Ad hoc Comm., Lisa Rose 2 Sr. Management Analyst 35% 62,220 72,244 58,110 61,961 66,918TAC Subcommittees, Clifton Chew Management Analyst 35% 59,244 55,091 61,321 62,702 67,718NDFE, IC Reporting Jason Ino Operations Aide 10% 13,971 14,544 0 0 0State Reporting Tammy Green Associate Management Analyst 15% 0 1,101 22,202 22,688 24,503TAC Reporting
Green Business Lisa Rose Sr. Management Analyst 30% 53,331 5,782 49,809 53,110 57,359Nicole Nguyen Associate Management Analyst 95% 132,725 132,689 140,613 143,690 155,185Vacant Associate Management Analyst 5% 6,986 0 7,401 7,563 8,168
Disposal Reporting Clifton Chew Management Analyst 50% 84,635 82,083 87,601 89,575 96,741495,556 434,248 513,208 528,629 570,919
Contracting Agent William Grimes Division Manager 5% 11,778 10,937 8,301 12,477 13,475Lisa Rose Sr. Management Analyst 20% 35,554 33,076 33,206 35,407 38,239Clifton Chew Management Analyst 10% 13,971 7,846 17,520 17,915 19,348
61,303 51,859 59,028 65,799 71,062
Fiscal Agent Accounting William Grimes Division Manager 5% 11,778 10,996 12,307 12,477 13,475Trisha Lam Accounting Dept 50% 73,418 34,494 76,465 78,150 84,402
85,196 45,491 88,772 90,628 97,878Total Labor Cost (excluded accounting & support staff) 648,637 424,982 642,341 664,217 710,954
Footnotes:1 Salary and Benefits assumes a 8% increase2 Final payout for Lisa was charged to Administration Cost
Rev 10/2/19
FY19 - FY22 Recycling and Waste Reduction Division Work Plan and Budget Projections
Contract Management, Requests for Proposals, Valley Water, CDR, South Bay Green Gardens, Compost Education, Auditing, On-line Reporting, Food Waste Prevention, Pub Ed Special Projects DRAFT
Budgeted ActualObject 2 Object 2 Object 2 Object 2
5205100 Communications & Phone 500 5205100 Communications & Phone 500 5205100 Communications & Phone 500 5205100 Communications & Phone 5005205300 IC - Telecommunication Services 2,400 2,122 5205300 IC - Telecommunication Services 2,400 5205300 IC - Telecommunication Services 2,400 5205300 IC - Telecommunication Services 2,4005205350 IC - Wireless Voice & Data 1,231 466 5205350 IC - Wireless Voice & Data 1,200 5205350 IC - Wireless Voice & Data 1,200 5205350 IC - Wireless Voice & Data 1,2005220200 IC- Insurance 3,597 3,597 5220200 IC - Insurance 3,700 5220200 IC - Insurance 4,000 5220200 IC - Insurance 4,2505245100 Membership Dues and Fees 500 5245100 Membership Dues and Fees 500 5245100 Membership Dues and Fees 500 5245100 Membership Dues and Fees 5005250100 Office Expenses 2,800 321 5250100 Office Expenses 2,500 5250100 Office Expenses 2,500 5250100 Office Expenses 2,5005250200 Postage Expense External 2,000 5250200 Postage Expense External 1,000 5250200 Postage Expense External 1,000 5250200 Postage Expense External 1,0005250250 IC - Postage Expenese Internal 957 245 5250250 IC - Postage Expenese Internal 2,500 5250250 IC - Postage Expenese Internal 2,000 5250250 IC - Postage Expenese Internal 2,0005250700 Printing - External 1,500 5250700 Printing - External 1,500 5250700 Printing - External 1,500 5250700 Printing - External 1,5005250750 IC - Printing - Internal 180 184 5250750 IC - Printing - Internal 1,000 5250750 IC - Printing - Internal 1,000 5250750 IC - Printing - Internal 1,0005250800 PC Software 1,200 5250800 PC Software 1,200 5250800 PC Software 1,200 5250800 PC Software 1,2005251000 Workshops, Conf & Seminars 6,550 360 5251000 Workshops, Conf & Seminars 1,000 5251000 Workshops, Conf & Seminars 1,000 5251000 Workshops, Conf & Seminars 1,0005255100 Prof & Spcialzed Svc 7,450 5255100 Prof & Spcialzed Svc 5255100 Prof & Spcialzed Svc 5255100 Prof & Spcialzed Svc
CAGBN - Green Business 11,400 14,288 CAGBN - Green Business 14,588 CAGBN - Green Business 15,000 CAGBN - Green Business 15,250Eco-Gardens 5,000 South Bay Green Gardens 20,300 South Bay Green Gardens 20,000 South Bay Green Gardens 20,000
5255150 Advertising (GB) 23,000 3,601 5255150 Advertising (GB) 10,000 5255150 Advertising (GB) 10,000 5255150 Advertising (GB) 10,0005255500 Contract Services 5255500 Contract Services 5255500 Contract Services 5255500 Contract Services
Composting Education Program 150,000 150,000 Composting Education Program 159,000 Composting Education Program 168,540 Composting Education Program 178,652CDR- Hotline 70,856 CDR- Hotline (SJSU) 80,957 CDR- Hotline 85,000 CDR- Hotline 85,000CDR - Recyclist 0 Sports Outreach Partnership w/CSJ (3 yr) 150,000 Sports Outreach Partnership w/CSJ (3 yr) 0 Sports Outreach Partnership w/CSJ (3 yr) 0CDR - Live Chat 0 (year 1 of 3) (year 2 of 3) (year 3 of 3)CDR - Manager Wage Increase to $15 0Food Rescue Coordination (JVSVN) 60,000 60,000 Food Rescue Coordination (a la carte) (JVSCN) 150,000 Food Rescue Increase Contract amount (JVSVN) 19,999 19,999Pub Ed Projects (Gigantic Idea Studio) 179,060 179,054 Pub Ed Special Proj (Gigantic Idea extension) 150,000 Pub Ed Special Projects Pub Ed Special Projects Sustainable Materials Management (SCS) 50,000 1,428 Sustainable Materials Management (SCS) 100,000 Sustainable Materials Management Sustainable Materials ManagementC&D Program Development 52,000 Biennial Audit 25,000 Biennial Audit 25,000BayROC 5,000 BayROC 5,000 BayROC 5,000 BayROC 5,000Zero Waste Youth 3,000 3,000 Zero Waste Youth 3,000 Zero Waste Youth 3,000 Zero Waste Youth 3,000
72,579 72,579 96,425
Rethink Disposable (Clean Water Fund) 97,000 5,075 Disposable Food Packaging Reduction 20,000 Rethink Disposable - PubEd Support 4,500
5255650 IC - Info Tech Serv 25,554 30,444 5255650 IC - Info Tech Serv 30,000 5255650 IC - Info Tech Serv 32,500 5255650 IC - Info Tech Serv 35,0005255660 IC - Entpse Lic. Agrmt 1,522 1,558 5255660 IC - Entpse Lic. Agrmt 4,000 5255660 IC - Entpse Lic. Agrmt 4,000 5255660 IC - Entpse Lic. Agrmt 4,0005255850 IC - Cty Cnsl - Legl - Int 7,590 2,302 5255850 IC - Cty Cnsl - Legl - Int 8,500 5255850 IC - Cty Cnsl - Legl - Int 8,500 5255850 IC - Cty Cnsl - Legl - Int 8,5005258200 IC - Prof Svc - Internal 45 5258200 IC - Prof Svc - Internal 50 5258200 IC - Prof Svc - Internal 50 5258200 IC - Prof Svc - Internal 505259100 IC-Dept Charge (AEM OH & support staff) 150,372 147,675 5259100 IC-Dept Charge (AEM OH & support staff) 157,891 5259100 IC-Dept Charge (AEM OH & support staff) 165,786 5259100 IC-Dept Charge (AEM OH & support staff) 165,7865275200 IC - PC Hardware 500 549 5275200 IC - PC Hardware 500 5275200 IC - PC Hardware 500 5275200 IC - PC Hardware 5005281610 IC - Cost Allocation Plant 60,277 60,277 5281600 IC - Overhead - Internal (County cost plan) 65,260 5281600 IC - Overhead - Internal (County cost plan) 72,935 5281600 IC - Overhead - Internal (County cost plan) 80,9585285110 IC - Fuel - Internal 203 80 5285110 IC - Fuel - Internal 250 5285110 IC - Fuel - Internal 250 5285110 IC - Fuel - Internal 2505285200 IC - Auto Svs - Internal 4,449 2,660 5285200 IC - Auto Svs - Internal 6,000 5285200 IC - Auto Svs - Internal 6,000 5285200 IC - Auto Svs - Internal 6,0005285300 Mileage 200 5285300 Mileage 200 5285300 Mileage 200 5285300 Mileage 2005285700 Local Meals and Meetings 250 172 5285700 Local Meals and Meetings 250 5285700 Local Meals and Meetings 250 5285700 Local Meals and Meetings 2505285800 Business Travel 4,000 1,173 5285800 Business Travel 5,000 5285800 Business Travel 5,000 5285800 Business Travel 5,0005350300 Operating Expense-Other 20,000 5350300 Operating Expenses - Other 20,000 5350300 Operating Expenses - Other 20,000 5350300 Operating Expenses - Other 20,0005350400 SVS and Supplies 6,000 6,068 5350400 SVS and Supplies 6,000 5350400 SVS and Supplies 6,000 5350400 SVS and Supplies 6,000
Object 2 Total * 1,115,221 840,395 1,307,171 Object 2 Total 647,311 693,445Footnote: * Actual Total Object 2 Expenditures $840,395.00 - $54,965.00 (support staff) - $3,785.00 ( credit from controller) + $30,463 (Vehicle Purchase 1187) = $812,108.00
Rev 10/04/19
Object 2 Total Object 2 Total
RWRD SERVICES AND SUPPLIES
FY19 FY20 Approved Budget FY21 Projections FY22 Projections
71,118
Rethink Disposable (rollover from FY18) (Clean Water Fund)
Rethink Disposable (Clean Water Fund) rollover from FY19 DRAFT
Administrator Oversee Program goals and directivesDisposal Reporting State reporting includes tracking tonnage, receiving money from haulers, disbursing
payments back to cities.Implementation Committee Support Schedule and prepare agendas and packets, recording and transcribing minutes, book
meeting location, following Brown Act protocolsTechnical Advisory Committee Support Schedule and prepare agendas and packets, recording and transcribing minutes,book
meeting location, following Brown Act protocols. Administration includes coordinating TAC meetings, preparing agendas and packets, recording minutes, following Brown Act protocols, and administering contracts, etc.
Recycling and Waste Reduction Commission
Schedule and prepare agendas and packets, recording and transcribing minutes,book meeting location, following Brown Act protocols. Administration includes coordinating RWRC meetings, preparing agendas and packets, recording minutes, following Brown Act protocols, and administering contracts, etc.
Subcommittees Schedule and prepare agendas and packets, recording and transcribing minutes,book meeting location, following Brown Act protocols
Ad hoc Committees Schedule and prepare agendas and packets, recording and transcribing minutes,book meeting location, following Brown Act protocols
Green Business Program (GBP) GBP recruits and certifies businesses that operate in environmentally friendly manner. Certified businesses are in compliance with all environmental regulations and go beyond in areas of waste reduction/recycling, water and energy conservation, pollution prevention, stormwater protection. Certification lasts 3 years.
Pub Ed Project Support County staff will support Pub Ed efforts authorized by TACOther reports and evaluations Annual reporting to the TAC in compliance with the MOA and develop annual budget and
work plan. Respond to biennial audit findings.Contracting Agent Prepare requests for proposals and manage contracts, auditing, on-line reporting
Composting Education Program (CEP) Manage contract with selected vendor to teach residents how to compost at home and offers free workshops. Oversee Master Composter classes in accordance with the contract.
Santa Clara Valley Water District Manage Green Business grant funding, reporting and progressCenter for the Development of Recycling
Manage CDR fulfilment of responsibilities described in the contract Scope of Services
Pub Ed Special Projects Any combination of outreach projects. Past examples include Illegal Dumping Outreach, Litter and Butt Outreach, Food Waste Prevention Outreach, South Bay Green Gardens Outreach, Pharma/Sharps Outreach, HHW/MFD and BayROC.
Pub Ed City of San Jose Collaboration Mutual Pub Ed Efforts funded by IC working with CSJFood Rescue Coordination Implementation of strategies and projectsClean Water Fund Administer Re-Think Disposables agreementSouth Bay Green Gardens Oversee agreementSustainable Materials Management Support for SMM and waste reductionFood Waste Prevention Contract efforts Adminster SCS Agreement
Fiscal Agent Provide full accounting services with required annual reporting and self-evaluation
rev 10/4/19
FY 2021/22 WorkplanDescription of Activities
DRAFT
Hrly Rate w/ Benefits
Yearly Rate w/ Benefits
Hrly Rate w/ Benefits
Yearly Rate w/ Benefits
% of Time to 1187
% of Time to 5666
% of Time to 1197
Accountant II $73.52 $152,930.16 $75.14 $156,300.84 45% 5% 50% 100%Associate MA $71.16 $148,014.00 $72.72 $151,252.92 25% 35% 40% 100%Associate MA $71.16 $148,014.00 $72.72 $151,252.92 100% 100%MA $84.23 $175,201.92 $86.13 $179,149.32 85% 15% 100%Program Manager $118.34 $246,146.04 $119.97 $249,542.64 45% 10% 45% 100%Sr. MA $79.82 $166,029.48 $85.11 $177,032.52 85% 15% 100%Rev 09/23/19
Footnote:
Per Fiscal Officer, we added 8% for all staff as SPB doesn't include other pay beyond basic paid.
FY20 FY21
S:\DebrisBox\Accounting (All)\CC1187\Budget\FY21\RWRD Budget Proposal FY19 - FY22 (TAC Version)
DRAFT
