CalRecycle a
October 2022
Department of Resources Recycling and Recovery
Beverage Container Recycling
City/County Payment Program
Application Guidelines and Instructions
Fiscal Year 2022-23
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 1 Cycle Overview
Submittal of a Beverage Container Recycling City/County Payment Program (Program) Application constitutes acceptance of these Guidelines as the controlling requirements for receiving, spending, and accounting for funds and for reporting. The on-line funding request application and the Guidelines shall constitute the Agreement.
The Department of Resources Recycling and Recovery (CalRecycle) offers the Beverage Container Recycling City County Payment Program pursuant to Public Resources Code (PRC) Section 14581 (a)(3)(A) of the California Beverage Container Recycling and Litter Reduction Act. CalRecycle is distributing $10,500,000 in fiscal year (FY) 2022-23 to eligible cities and counties specifically for beverage container recycling and litter cleanup activities.
The purpose of the beverage container recycling program is to reach and maintain an 80 percent recycling rate for all California Refund Value beverage containers - aluminum, glass, plastic, and bi-metal. Projects implemented by cities and counties will assist in reaching and maintaining this goal.
These Guidelines describe the application and administrative processes to implement the Program. Recipients are responsible for and accountable for ensuring that expenditures are appropriate, and that proper internal supporting documentation is maintained. To ensure full compliance with the processes and requirements, recipients must adhere to these Guidelines and the provisions set out in PRC 14581 et al.
This resource document provides applicants with instructions to access and complete the application online and information about grant administration. The web-based application is in CalRecycle's City/County Annual Payment and Reporting System (CAPRS)
(https://secure.calrecycle.ca.gov/CAPRS/SignIn.aspx?ReturnUrl=%2fCAPRS%2f). The applicant will need to sign in to CAPRS to complete and submit an application.
Note: The following terms used in this document are defined below, unless the context clearly indicates otherwise:
• "Applicant" refers to either the legal name of the entity that is legally responsible for grant administration and any entity that will receive and control grant funded equipment, if awarded, or to a person who is completing an application on behalf of the Applicant (this is usually the primary contact listed on the application, but could also be the secondary contact, signature authority, or consultant). • "You" refers to a person who is completing the application on behalf of the Applicant.
Timeline
October 19, 2022: Funding Request Open Date
January 17, 2023: Funding Request Due Date
• Applicants must submit applications in CAPRS by 11:59 p.m. on this date. • Customer service will be available until 4:00 p.m. on this date.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 2 April 2023 (tentative): Payment Awards and Beginning of Term (Request for Approval Date)
• CalRecycle considers funding recommendations, and if approved, conditionally awards grants during this month.
• Program Expenditures may start no earlier than the date of the award.
June - July 2023 (tentative): Payments Distributed
March 1, 2025: Term End Date
April 3, 2025: Reporting Due Date
Eligible Applicants
Eligible applicants include cities, counties, or cities and counties in California, as identified by the California Department of Finance, unless otherwise determined by CaRecycle.
California Labor Code section 1782 prohibits a charter city from receiving state funding or financial assistance for construction projects if that charter city does not comply with Labor Code sections 1770-1782. If any applicants or participating entities are charter cities or Joint Powers Authorities that include charter cities, the lead participating entity must certify on the Detail tab of the application that Labor Code section 1782 does not prohibit any included charter city from receiving state funds for the project described in this application. If it is determined after award that an applicant or participating entity is a charter city prohibited from receiving state funds for this grant project, the grant will be terminated and any disbursed grant funds shall be returned to CalRecycle.
Individual Application
An Individual Application is one in which a single eligible entity will be responsible for project implementation. The applicant in an Individual Application will be responsible for the performance of the Program and all related documentation. In addition, the applicant will be the only entity receiving any real or personal property that is purchased with Program funds.
Regional Application
Local governments may join together in a Regional Application in which two or more eligible jurisdictions join together for the purpose of project implementation. A Regional Lead Participant (Lead) must be designated to act on behalf of all Non-Lead Participants. The Lead Participant is the applicant, and if awarded, will be the entity responsible for the performance of the Program and all required documentation.
CalRecycle will direct all official correspondence and payments to the Lead Participant.
If a jurisdiction is a Non-Lead Participant in a Regional Application, it may not apply individually.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 3 Eligible Projects/Products
Eligible activities include, but are not limited to:
• New or existing curbside recycling programs.
• Neighborhood drop-off recycling programs.
• Public education promoting beverage container recycling. • Litter reduction and cleanup where the waste stream includes beverage containers that will be recycled.
• Cooperative regional efforts among two or more cities and counties. • Supporting AB 341 Mandatory Commercial Recycling (MCR) requirements. For additional information on MCR and definitions of "businesses" and "multi-family residential dwellings" as they relate to this regulation, Mandatory Commercial Recycling (https://www.calrecycle.ca.gov/Recycle/Commercial/). • Infrastructure for businesses to recycle beverage containers. • Support for new or existing beverage container recycling programs for residential dwellings.
• Public education and outreach that include a beverage container recycling component.
Available Funds
• $10,500,000 is available for fiscal year 2022-23, subject to funding availability. • Each City is eligible to receive $5,000 or an amount calculated by CalRecycle, on a per capita basis, whichever is greater.
• Each county is eligible to receive $10,000 or an amount calculated by CalRecycle, on a per capita basis, whichever is greater.
The calculation is based upon the population in the incorporated areas of a city, or a city and county, or the unincorporated area of a county as of January 1, 2022 (Department of Finance E-1 Population Estimates for Cities, Counties and the State with Annual Percent Change - January 1, 2021 and 2022. Sacramento, California, May 2022.) Term
The Term begins from the date of the award and ends on March 1, 2025. Eligible costs must be incurred no later than March 1, 2025.
Recipients are notified by email once the awards are approved and will be provided the listing on the awarded amount.
Eligible and Ineligible Costs
All eligible expenditures are subject to proportionate cost/rate to beverage container recycling activities (i.e., a flyer containing equal parts E-Waste, Oil, Household Hazardous Waste, and Beverage Container Recycling would be funded at a 25 percent proportionate cost rate). Multi-bin, co-mingled, and single stream systems may also require a proportionate cost rate to be applied to the expenditure. The funding level for beverage container portions for activities will be approved on a case-by-case basis by a CalRecycle Regional Representative.
Bins/Litter Reduction. Please distinguish between litter reduction projects and waste management projects. Trash only receptacles are not considered litter reduction and Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 4 will be considered as ineligible expenditures. The purchase of multi-material recycling bins (to include beverage container recycling), permanently attached together, is an eligible expense and may be funded. Litter reduction activities must include beverage containers as part of the waste stream and must be recycled.
Water Refill Stations. Expenditures related to the installation or replacement of infrastructure, plumbing, maintenance, additional attachments, education & outreach, or modifications related to water refill stations are now eligible. The intent is to reduce the number of single-use beverage containers from entering the waste stream. Refillable water bottles (e.g. water cooler services, canteen water bottles, etc.), are currently still ineligible.
Advertising/Promotion. If you plan to spend Program funds on advertising/promotion, submit the artwork, brochure, radio script, flyer, or poster to the assigned CalRecycle Regional Representative for your jurisdiction for approval prior to going to print/production. CalRecycle Regional Representatives are listed on the Funding Request page in CAPRS.
Education/Outreach. Education and outreach activities and materials are subject to proportionate cost/rate. Recipients must provide supporting documentation to the CalRecycle Regional Representative for approval. For example, a recycling guide costs $5,000. The guide includes material topics such as oil, electronic waste, sharps, organics, cardboard, and beverage container recycling. The beverage container recycling portion is 1 of 4 pages of the entire guide. Therefore, staff would approve 25 percent (or $1,250) in this case as an eligible expenditure.
Acknowledgement. Recipients are not required to acknowledge CalRecycle's support when activities or project funded, in whole or in part, by this Agreement are publicized in any news media, brochures, articles, seminars or other type of promotional material.
California Resource Recovery Association Conference. If you anticipate attending the California Resource Recovery Association annual conference, or other conference related to the beverage container recycling, please limit the expenditures to registration and travel for no more than two (2) staff. Please contact your CalRecycle Regional Representative before making travel plans in order to ensure that the trip is eligible for reimbursement. Travel expenses must follow the criteria for state travel expenses. The most current information related to travel expenses reimbursable by the state can be found at the California Department of Human Resources webpage (https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx).
Personnel Hours. If you are charging personnel hours, ensure they are auditable by hours. Program funding will only pay for direct time toward increasing beverage container recycling.
Litter Clean-Up Event. If you are sponsoring a litter cleanup event, in which beverage containers are part of the waste stream and are being recycled, Program funds may be used to pay for charges related to the cleanup. This may include supplies (i.e., bags, liners, grabbers, and gloves), personnel, and safety items (i.e., water, vests, and goggles). However, giveaways, incentives, food and/or promotional T-shirts are ineligible expenditures.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 5 Promotional Items/Stuff We All Get. In accordance with the governor's directive, promotional items are ineligible expenses under CalRecycle's grant/direct payment programs. More information can be found at Promotional Items/SWAG (Stuff We All Get) (https://www.calrecycle.ca.gov/Funding/SWAG).
Ineligible Activities/Items.
Any activity/items unrelated to beverage container recycling or litter reduction to include, but are not limited to:
• Recycled Content Products.
• Pet/BioBag Waste Bags.
• Monetary/Gift Card Rewards for Recycling Activities/Challenges. • Memberships to Associations.
• Out of State Conferences.
• Trash Containers Only.
• Refillable Water Bottles.
• Water Drop-Off Services.
• Activities solely related to used oil, E-waste, household hazardous waste, organics, compost, cardboard recycling, and waste.
• Items or services whose cost is covered by another CalRecycle Grant. • Any costs for construction projects by charter cities prohibited by Labor Code section 1782.
Jurisdictions may incur eligible costs only during the Expenditure Period.
Public Records Requests
CalRecycle's policy is to make records requested by the public promptly available in accordance with the laws governing disclosure of records and information to the public.
In general, all records in the possession of a state agency are public records subject to disclosure, unless a law provides that a particular kind of record or information is not a public record or is exempt or prohibited from disclosure.
Upon request, the entire contents of the submitted application are subject to public records requests. This may include contact information, project summary, uploaded documents, and scoring information. Public records may be requested from CalRecycle through the California Public Records Act Requests web page (https://www2.calrecycle.ca.gov/Forms/ContactUs/PublicRecordsRequest/).
Confidentiality
The following describes the treatment of certain confidential or proprietary information under the California Public Records Act (Government Code 6250, et seq.) and related regulations. It also describes how questions are resolved on whether information is truly confidential, the legal protections for confidential information, and internal and program procedures to maintain confidentiality.
Confidential or Proprietary Information
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 6 Title 14 of the California Code of Regulations (14 CCR), sections 17041-17046 (https://www.calrecycle.ca.gov/Laws/Regulations/Title14/), states that confidential or proprietary information shall include, but is not limited to:
• Personal or business-related financial data, customer client lists, supplier lists and other information of a proprietary or confidential business nature provided by persons in applications, reports, returns, certifications or other documents submitted to [Ca Recycle] which if released would result in harmful effects on the person's competitive position.
• Tax information prohibited from disclosure, pursuant to the Revenue and Taxation Code.
Accordingly, appropriate documents submitted with an application that are clearly marked, on each page, "confidential or proprietary information" will be treated by CalRecycle pursuant to the procedures set forth in 14 CCR sections 17041-17046.
However, the law does not treat documents marked as "confidential or proprietary information" (such as sales brochures, promotional literature and other general non- financial documents) as confidential if they do not fall within the categories of protected financial documents listed above.
What if there is a question about what is confidential? If CalRecycle receives a request to disclose data claimed by the applicant to be confidential, CalRecycle would notify the applicant of the request and state that the documents were under review to determine whether information was correctly identified as "confidential." If there was any question as to whether specific information was confidential, CalRecycle would contact the person(s) identified in the application to provide a justification and statement why the information is confidential. The process for evaluating confidentiality claims is set forth in section 14 CCR 17046.
What procedures does CalRecycle have in place to ensure that confidential information is kept confidential?
Confidential or proprietary information will be evaluated and analyzed only by CalRecycle staff, kept confidential, and will be maintained with restricted access.
Records no longer needed to provide the services offered under the grant program are periodically destroyed, when allowed by audit policies and state law.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 7 Application Instructions
Application Access
The application is available for cities and counties to apply for Program funds by completing a Funding Request in Calkecycle's web-based City/County Annual Payment and Reporting System (CAPRS). Access to CAPRS is secure; therefore, you must have a CalRecycle WebPass to log in to the system. Those who have not previously obtained a CalRecycle WebPass can create an account at the CalRecycle WebPass page (https://secure.calrecycle.ca.gov/WebPass/).
• First time users of CAPRS must contact the CalRecycle Regional Representative (https://www2.calrecycle.ca.gov/BevContainer/Grants/CityCountyContacts/) and request access to CAPRS. After the request is received and approved, a WebPass invitation will be sent along with an email granting access to CAPRS. • Returning users can immediately login to CAPRS.
Note: WebPass accounts are created for individuals, not organizations, and are tied to the individual's specific email address. If the individual's email address changes or becomes inactive, a new WebPass account is needed to access CAPRS. All individuals must create their own password. Passwords should not be shared within the organization. Access cannot be granted to the on-line application unless the applicant is designated as a contact in CAPRS.
The components of the Funding Request are divided into tabs. To fill out a Funding Request, click on each tab and complete the sections in each tab as required. General instructions are on the top of each page. A complete Funding Request application includes a Funding Request Certification signed by the applicant's signature authority and a valid Resolution. Additional documents may be required. See the Application Documents section.
Funding Requests must be submitted no later than 11:59 p.m. on January 17, 2023.
The system will not allow any Funding Requests to be submitted after the deadline (PRC section 14581 (a)(3)(E)). Customer service will be available until 4:00 p.m. on the application due date either by emailing [email protected] or calling Kelly Marshall at (916) 324-4481.
Funding Request Tab - Application Contents and Instructions This tab provides a summary of the funding status, eligible Program funds, due dates, program requirements, checklist, contacts, addresses, documents, region information, and a link to this document, the Beverage Container Recycling City/County Payment Program Guidelines. It is the applicant's responsibility to ensure that all required documents, based on the individual or regional application, are submitted by the appropriate due date.
To begin, click the Edit button. Start with the Funding Request Type and use the drop down to select either Individual or Regional.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 8 Note: If the applicant selected Regional as the Funding Request Type, a new tab titled Participating Jurisdictions will be added to the row of tabs. This is where the participating jurisdictions are selected, and their authorizing documents are uploaded.
Contacts Tab
The application is required to have only one Primary Contact and at least one Signature Authority. Contacts will automatically populate based on your previous year's application, when applicable. You must verify that the contacts are still the same; otherwise, you can add, edit or delete contacts before you submit you application. • Signature Authority. The person(s) authorized to sign CalRecycle documents, such as Funding Request Certification and Expenditure Reporting Certification, etc., as authorized by a board/council-adopted Resolution or Letter of Designation.
• Primary Contact. One person who has been authorized by the Signature Authority/Designee to manage and oversee the Program. This person will be the first contact with whom the CalRecycle Regional Representative will communicate.
• Secondary Contact. A person authorized (by the Primary Contact or Signature Authority/Designee) as the alternate person with whom the CalRecycle Regional Representative will communicate. (Not required)
Addresses Tab
A payment and a physical address are required. Payments will be mailed to the payment address. To comply with the requirements of Chapter 8400 of the State Administrative Manual (Warrants Payable to Counties), the county treasurer's address will be identified as the payment address for counties. If one address is used for more than one address type, only enter the address once, and check the appropriate address types.
Activities Tab
Pursuant to PRC section 14581 (a)(3)(C), these funds shall not be used for activities unrelated to beverage container recycling or litter reduction. Approved activities are listed in the Activities tab, by category, in the Funding Request. The Other field is provided to allow additional activities to be listed. These are subject to approval by CalRecycle.
Eligible activities include, but are not necessarily limited to:
• New or existing curbside recycling programs.
• Neighborhood drop-off recycling programs.
• Public education promoting beverage container recycling. • Litter reduction and cleanup where the waste stream includes beverage containers that will be recycled.
• Cooperative regional efforts among two or more cities and counties. • Supporting AB 31 Mandatory Commercial Recycling (MCR) requirements. For additional information on MCR and definitions of "businesses" and "multi-family residential dwellings" as they relate to this regulation, see Mandatory Commercial Recycling (https://www.calrecycle.ca.gov/Recycle/Commercial/). • Infrastructure for businesses to recycle beverage containers.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 9 • Support for new or existing beverage container recycling programs for residential dwellings.
• Public education and outreach that include a beverage container recycling component.
Documents Tab
When uploading a document, enter a document title, select the appropriate document type from the drop-down list, and enter the date that it was executed/signed, if applicable, or select "today's date."
Application Submittal and Deadline
The Submit Funding Request to CalRecycle button located in the Funding Request Summary tab will be enabled after all required documents have been uploaded.
Click the Submit Funding Request to CalRecycle button and the application status will change to Submitted. You can only submit the application once.
You must submit your application no later than 11:59 p.m. on January 17, 2023.
Customer service will be available until 4:00 p.m. on the application due date either by emailing [email protected] or calling Kelly Marshall at (916) 324-4481.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 10 Application Documents
Electronic and Original Signatures
CalRecycle now allows for certified e-Signature or original wet signature on documents or forms that certify legally binding information.
Note: E-signatures must include the first and last name of the Signature Authority, be in the Adobe Digital ID format (or through another certified digital signature program), and cannot be completed using the "Fill and Sign" function within Adobe. Any documents using the "Fill and Sign" function, is considered incomplete and may be sent back to the applicant.
Once the documents) have been signed by the Signature Authority, upload the digitally signed document, or scan the wet signature and save it to CAPRS. Retain the original document for potential CalRecycle audits. See Audit Considerations section of the Procedures and Requirements document for more information.
If you have questions, email [email protected].
Funding Request Certification
The Funding Request Certification is a required document that must be generated from CAPRS. After each tab of the application is completed and documents are uploaded, generate the Funding Request Certification from the Funding Request tab. A certified digital signature or wet signature from the authorized Signature Authority (identified in your Resolution or Letter of Designation) is required, then scan the document, upload to the Documents tab, and retain the original hard copy document.
Applicant's Required Authorization Documents
Below is a list of required authorizing documents by application type that the applicant is responsible for preparing and uploading to their application.
Resolution
Any applicant that is subject to a governing body must upload a Resolution that authorizes specific payment program-related matters. A copy of the authorizing Resolution is a required application document that must be uploaded no later than the Funding Request due date or CalRecycle will deem the application incomplete and disqualify the applicant.
Note: For Resolution and Letter of Designation templates refer to the Resolution and Letter Examples (https://www.calrecycle.ca.gov/Funding/SampleDocs) web page.
CalRecycle staff are available to answer questions about the Resolution and Letter of Designation, or to review your draft Resolution to ensure it meets the requirements of the Program. You may upload the Resolution or Letter of Designation to your application as a "Draft Resolution" or "Draft Letter of Designation" or, for immediate review, email it to [email protected].
Individual Application Resolution Requirements:
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 11 The Resolution must:
1. Authorize submittal of an application for one or more specifically named CalRecycle payment programs or for all CalRecycle payment programs for which the applicant is eligible.
2. Identify the time period, up to five years, during which the authorizations are valid. a. Valid until rescinded is encouraged; however, periods of less are acceptable.
b. If a Resolution does not specify a time period, CalRecycle will consider the Resolution valid for one year from the date of adoption.
3. Identify the Signature Authority by listing the job title of the person(s) authorized to sign all payment program-related documents necessary to implement and close- out the cycle(s).
a. (Optional but encouraged) The Resolution should authorize the Signature Authority to delegate their signature authority to another person identified by job title. Applicants can only submit a Letter of Designation if the corresponding Resolution includes designee language.
Note: The Signature Authority must sign a Letter of Designation prior to the designee's exercise of their authority.
Regional Application Authorization Documents:
Lead Participant
The Lead Participant (Lead) must submit an approved Resolution that authorizes it to act as a lead on behalf of itself and the participating entities no later than the application due date or CalRecycle will deem the application incomplete and disqualify the applicant.
The Resolution must:
1. Authorize submittal of a Regional Application on behalf of itself as Lead Participant and all other Non-lead Participants for a specifically named CalRecycle program.
2. Identify the time period, up to five years, during which the authorizations are valid. • Five years is encouraged; however, periods of less than five years are acceptable.
• A Resolution that is valid for more than 1 year is highly recommended that:
• The list of participants be provided as an attachment rather than embedded in the Resolution, and
• The Signature Authority be authorized to revise the list as necessary with each subsequent application (this allows a Signature Authority to add or remove participants with each new application without the necessity of obtaining a new Resolution). • If a Resolution does not specify a time period, CalRecycle will consider the Resolution valid for one year from the date of adoption.
3. Identify the Signature Authority by listing the job title of the person(s) authorized to sign all payment program-related documents necessary to implement and close- out the cycle(s).
• (Optional but encouraged) The Resolution should authorize the Signature Authority to delegate their signature authority to another person identified Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 12 by job title. Applicants can only submit a Letter of Designation if the corresponding Resolution includes designee language.
Non-Lead Participant
The Non-Lead Participant prepares the Letter of Authorization (LOA) and gives the Lead Participant authorization to apply for and to act on its behalf in the implementation and administration of the program.
Applicant must submit a Letter of Authorization no later than the application due date or CalRecycle will remove the Non-Lead Participant(s) from the application.
The LOA must:
1. Be on the Non-Lead Participant's official letterhead.
2. Specify payment program name.
3. Be valid for as long as the Lead Participant's Resolution, not to exceed five years; otherwise, the participating entity must date the letter within the last 12 months.
4. Authorize the Lead Participant to submit a Regional Application and act as Lead Agency on behalf of the Non-Lead Participant.
5. Authorize the Lead Participant to execute all documents necessary to implement the project.
6. Be signed by an individual authorized to contractually bind the Non-Lead Participant.
For LOA templates refer to the Resolution and Letter Examples (https://www.calrecycle.ca.gov/Funding/SampleDocs) web page.
Letter of Designation
CalRecycle requires a Letter of Designation (LOD) only when the Signature Authority identified in the approved Resolution chooses to delegate their signature authority to another person.
The approved Resolution must indicate the Signature Authority's ability to delegate or designate their authority. The applicant must upload the LOD prior to the designee's exercise of their authority. If the designee signs an application document in place of the Signature Authority, the applicant must upload the LOD with their application.
The LOD must:
1. Be on the applicant's letterhead.
2. Include the job title of the designee and the scope of the designee's authority.
3. Include the time period during which the designee may exercise the authority.
4. Be signed by the Signature Authority.
The designee's authority may not extend beyond the effective date of the approved Resolution. For example, if the Resolution is effective until December 31, 2022, then the Letter of Designation may not be effective beyond December 31, 2022. If the letter does not identify a valid time period, the letter will follow the same time frame as the Resolution.
For LOD templates refer to the Resolution and Letter Examples (https://www.calrecycle.ca.gov/Funding/SampleDocs) web page.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 13 Funding Request Review and Award Process
Funding Request Review Process
After the close of the application period, CalRecycle staff will review the applications for completeness and eligibility. Only complete applications will be considered for award.
Funding Award Process
For qualifying applications, CalRecycle staff will develop funding recommendations for the consideration and approval of CalRecycle's Director, or their designee; CalRecycle tentatively schedules this for April 2023. CalRecycle reserves the right to partially fund or fund individual phases of selected proposals, and CalRecycle may fund an amount less than requested.
CalRecycle reserves the right to not award any program funds under one or more cycles.
Award Conditions
When awarded, this program will be subject to two conditions:
1. The recommended jurisdiction must pay all outstanding debts due to CalRecycle, or bring current outstanding payments owed to CalRecycle by the RFA Award date.
2. The recommended jurisdiction's Signature Authority (or their delegated signature authority) must sign and return the Funding Request Certification to CalRecycle by the Funding Request Due Date.
Failure to comply with either condition will void the award.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 14 Program Administration
Reporting Process
Expenditure reporting is a requirement for ongoing eligibility for the Program.
Recipients must spend the Program funds by March 1, 2025 with a reporting due date of April 3, 2025. Recipients must meet CalRecycle's online reporting requirements.
Recipients may submit an Expenditure Report once all Program funds have been spent but no later than April 3, 2025. Failure to meet this reporting due date may result in the denial of future Beverage Container City/County Payment Program funding and/or collection of unspent/unreported Beverage Container Recycling City/County Payment Program funds.
Report all expenditures through CAPRS. Supporting documentation and proof of payment for all expenditures will be required. Failure to account for funds and/or ineligible expenditures may result in requiring reimbursement from and/or forfeiture of Beverage Container Recycling City/County Payment Program funds. In addition, recipients may be denied future Beverage Container Recycling City/County Payment Program funding.
Semi-Annual Reporting for AB 506
If your jurisdiction indicated that it was participating in mediation mandated by AB 506, filed for bankruptcy or declared fiscal emergency, CalRecycle will request you submit a Semi-Annual Report. This report will track your progress as you expend your Program funds. You will be required to submit an Expenditure Report.
Unspent Funds
Unspent Program funds at the end of the term must be reimbursed by check to CalRecycle within 45 days of that date. Notify your CalRecycle Regional Representative if you will be sending in a check. The check will need to be labeled as City County Payment Program Unspent Funds for FY 2022-23 and mailed to:
CalRecycle, Accounting
P.O. Box 4025
Sacramento, CA 95812-4025
If there are questions or concerns related to expenditures, contact your CalRecycle Regional Representative
(https://www2.calrecycle.ca.gov/BevContainer/Grants/CityCountyContacts/).
Note: Program funds due to CalRecycle but left unpaid may result in a recipient not being eligible for future funding.
Payment Request Process
CalRecycle will approve Funding Requests and authorize the State Controller's Office to make payments to each city and county. The warrant will arrive without a cover letter to the city or to the county treasurer. Payments must be placed into an interest-bearing account. Tracking and reporting of interest earned (if any) on the payment is not required. All interest accrued and received from the Program shall be used for eligible expenses related to the performance of this Agreement. Pursuant to PRC section Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 15 14581(a)(3)(F), CalRecycle may withhold payment to any city, county, or a city and county that has prohibited the siting of a certified recycling center at a supermarket site, caused a certified recycling center at a supermarket to close its business, or adopted a land use policy that restricts or prohibits the siting of a certified recycling center at a supermarket site within its jurisdiction since January 1, 2000.
Expenditure Payments
Expenditures must be incurred no earlier than the date of the award and no later than March 1, 2025. Proof of payment for expenditures incurred must occur and be submitted no later than April 3, 2025.
Records Retention and Audit Consideration
Recipients are responsible and accountable for all Program funds; therefore, it is essential that adequate supporting documentation and a clear paper/audit trail are maintained. The accounting of Program funds must be maintained in a manner that provides clear and separate tracking of funds and related transactions for fiscal program management and audit purposes.
CalRecycle, the Department of Finance, the California State Auditor, or their designated representatives) shall have the right to review and to copy any records and supporting documentation pertaining to the use of Program funds; and shall have the right to interview staff relevant to the audit. Examples of supporting documentation subject to audit include:
• Expenditure ledgers.
• Paid warrants.
• Travel logs.
• Payroll register entries.
• Time sheets.
• Contracts and change orders.
• Samples/pictures of items and materials developed with Program funds. • Invoices, receipts, cancelled checks.
Supporting documentation must clearly identify all eligible expenditures related to beverage container recycling and litter cleanup activities. All such records shall be maintained for possible audit for a minimum of three (3) years after the Program term end date, or until completion of any action and resolution of all issues, which may arise as a result of any litigation, dispute, or audit, whichever is later.
Termination for Cause
In the event the recipient fails to comply with the requirements of these Guidelines at the time and in the manner herein provided, CalRecycle may terminate the Agreement.
Recipients are encouraged to discuss any problems they may have in complying with these Guidelines with their CalRecycle Regional Representative to determine if CalRecycle can be of assistance.
Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 16 Indemnity
Recipient agrees to indemnify, defend and save harmless the state, CalRecycle, its officers, agents, and employees from any and all claims and/or losses accruing or resulting from the performance of the Program.
Compliance
Recipient shall comply fully with all applicable federal, state, and local laws, ordinances, regulations, and permits.
How to Reach Us
Your CalRecycle Regional Representative's contact information is in CAPRS on your Funding Request page. This is the best contact for any questions about the Program.
Department of Resources Recycling and Recovery
Grant and Payment Unit 5
1001 | Street, MS 9A
Sacramento, CA 95814
Telephone: (916) 322-0613
Email: City County Payment Program ([email protected]) Applications Guidelines and Instructions
Beverage Container Recycling City/County Payment Program, (FY 2022-23) 17