BOARD00080 ‎(2)‎

• Board Meeting Date: 11/14/2006
• Description: OWCDP Section - Proposed Revisions to Guidelines for the Water Efficiency Grant Program
• Board Meetings - Doc Type: Memo

Plige 2

tasks within the detailed scope ofwor~. Therefore, staff has provided additional required criteria
for all submitted scopes of work and project budgets, ultimately making it easier for staff to track
grant funded projects. The additional criteria comply with State fiscal and procurement rules. .

These changes are necessary due to re~ent grant application evaluations where Staff determined
that there was insufficient information; and detail necessary to award the grant request and to
process future invoices for payment under the State fiscal and procurement rules.

2) The OWCDP staff is requesting that the language pertaining progress report, following section 4
(b) (6) within the Application Submitta.l Requirements, be amended. In this case, the proposed
changes resulted from ongoing dialogue with several grant awardees who repeatedly requested
clarification on the purpose and necessary components of the progress reports. Expanding and
clarifying this submittal requirement is necessary to improve the efficiency with which the grant
funded project is administered by all parties. These changes are necessary to meet the grant
awardees need for direction and guidance on this issue, as well as to ensure consistency in all
progress reporting in the future.

3) The OWCDP staff is requesting that the matching funds description, following 4 (c) within the
Application Evaluation Criteria, be amended to include further clarification on how the
minimum match shall be calculated. Past grant applications have calculated the minimum 25%
match based on the grant amount requested instead of the total project amount. In order to
eliminate confusion, staff is proposing to add clarifying language and an example calculation.

4) The OWCDP staff is requesting the Application and Award Timing section 4 (f) - Payment be
amended to add necessary State fiscal and procurement rule language, which will inform grant ~.
awardees that all submitted invoices for reimbursement will be paid out upon the creation of a -
contract or purchase order generated by the Accounting Department. Proposed changes will also
provide awardees information pertaining to the timing of the expected reimbursement.

In addition to the aforementioned proposed Guideline amendments, more general revisions are
proposed to streamline the Guidelines, remove redundancy, and organize more efficiently, ultimately
making the Guidelines more user friendly and reducing the amount of time staffhas historically
taken to clarify the same points of confusion for many applicants.

Staff Recommendation
Staff is recommending adoption of all proposed changes as stipulated in the attached revised version
of the Guidelines for Water Efficiency Grant Program.

Attachment

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Rood Protection. Water Project Plarming and Financing. Stream and Lake Protection
Water Supply Protection. Conservation Planning