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Home My WebLink About4.7 Traffic Safety Grant Dtae �9� '-4. �8 STAFF REPORT CITY CLERK • �� CITY COUNCIL File #600,40 DATE: February 5, 2013 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Managers cp., ct/.Q SUBJECT: Confirmation and Approval of Memorandum Of Understanding (#AL1331) and Acceptance of Traffic Safety Grant Prepared by Tom McCarthy, Chief of Police EXECUTIVE SUMMARY: Dublin Police Services has received a grant award for continued participation in the Avoid the 21 DUI Campaign. The grant award includes an agreement for the use of Grant Funds. It is appropriate for the City Council to confirm the City participation. This is a multi-agency effort to conduct targeted enforcement to reduce the incidence of driving under the influence. FINANCIAL IMPACT: New grant funds awarded after the adoption of the Fiscal Year 2012-2013 Budget are detailed in • the table below. A portion of the activities associated with the Avoid the 21 DUI Enforcement Campaign will occur next Fiscal Year and the revenue and expenditures will be included in the 2013-2014 Budget Update. The eligible expenses are limited to reimbursement of Police Services overtime costs associated grant program activities; the City absorbs all Sheriffs Department Indirect charges and other administrative costs. FISCAL YEAR Expenditure Period Grant Revenue 2012-2013 (11/15/2011-6/30/2012) 53,674.88 2013-2014 (7/1/2013 — 9/30/2013) 51,224.96 TOTAL GRANT AWARD: $4,899.84 A Budget Change is needed to recognize the current year new revenue. The expense will be offset by a reduction to the General Fund Police Contract Personnel cost. RECOMMENDATION: Staff recommends that the City Council adopt the Resolution Confirming City of Dublin Participation in the "Avoid the 21" DUI Campaign Grant Administered by the Hayward Police Department (#AL1331); and approve the Budget Change. • Page 1 of 2 ITEM NO. 4.7 ,✓N , Submitted By Police Chief DESCRIPTION: y 4 - �Psiwr R&v(ew6dty Finance Manager Reviewed By Assistant City Manager The adopted budget included grant related enforcement activities that were scheduled to occur from July 1, 2012 to September 30, 2012. Dublin Police Services has coordinated securing the "Avoid the 21" DUI Enforcement grant that will fund additional enforcement efforts after September 30, 2012 in the current fiscal year. The grant only reimburses direct costs of Police overtime expense up to the maximum allowed by the grant. In October 2012, a multi- agency Memorandum of Understanding (MOU) was signed by Dublin Police Services, which provides funds for "Avoid the 21" Enforcement activities between October 1, 2012 and September 30, 2013 (Attachment 2). The MOU was signed by the Chief of Police in order to allow the lead agency to process the necessary paperwork. As part of the recommendation of this staff report, the City Council will confirm the execution of the Agreement. The actual amounts awarded are based upon available funds and the grant program funding is coordinated by the Hayward Police Department. The operations conducted pursuant to the grant shall be by mutual agreement between Hayward Police Department and Dublin Police Services. The Hayward Police Department has allotted an amount of $4,899.84 to be reimbursed to the City of Dublin for overtime expenditures incurred during operations scheduled for Fiscal Year 2012 -2013. These operations would take place at various times throughout the year and are in addition to those already included in the adopted Fiscal Year 2012 -2013 Budget. The MOU includes one authorized mobilization period (Independence Day) scheduled to occur during Fiscal Year 2013 -2014. Funds and expenditures related to the Fiscal Year 2013 -2014 mobilization period will be included in next year's budget. City Staff have prepared a Resolution for adoption by the City Council (Attachment 1), which confirms the City of Dublin participation in the Memorandum of Understanding. A Budget Change (Attachment 3) is attached which recognizes this revenue, offsetting operational expenditures for Fiscal Year 2012 -2013. NOTICING REQUIREMENTS /PUBLIC OUTREACH: Not required. ATTACHMENTS: 1. Resolution Confirming City of Dublin Participation in the "Avoid the 21" DUI Campaign Grant Administered by the Hayward Police Department ( #AL1331) 2. Exhibit A to Resolution, Memorandum of Understanding for October 1, 2012 to September 30, 2013 3. Budget Change Page 2 of 2 RESOLUTION NO. xx - 13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN CONFIRMING CITY OF DUBLIN PARTICIPATION IN THE "AVOID THE 21" DUI CAMPAIGN GRANT ADMINISTERED BY HAYWARD POLICE DEPARTMENT ( #AL1331) WHEREAS, injuries and fatalities resulting from traffic collisions are frequently caused by preventable factors such as driver impairment; and WHEREAS, On October 17, 2012 the City of Dublin Chief of Police signed a Memorandum of Understanding between the City of Hayward Police Department and Participating Agencies to conduct a multi -year DUI enforcement project, entitled "Avoid the 21" DUI Campaign Grant — #AL1331; and WHEREAS, the City was advised after the adoption of the Fiscal Year 2012/2013 Budget of the award of $4,899.84 to be made under the "Avoid the 21" DUI Campaign Grant; and WHEREAS, the total award for the "Avoid the 21" DUI Campaign will span two fiscal years as described in the Staff Report presented February 5, 2013; and WHEREAS, the enforcement grant is dedicated to reducing the number of fatal and injury traffic collisions by funding supplemental saturation patrols and DUI checkpoints, as well as providing for additional Public Safety Awareness activities; and WHEREAS, the City Council of the City of Dublin has agreed the DUI enforcement and awareness are important elements in improving overall public safety. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin confirms the Memorandum of Understanding with the City of Hayward Police Department attached hereto as Exhibit A and executed by Dublin Police Chief Tom McCarthy on October 17, 2012. BE IT FURTHER RESOLVED that the Chief of Police shall be designated as the party authorized to sign and execute agreements, claims for funds, and other administrative documents under this grant program. PASSED, APPROVED AND ADOPTED this 5th day of February 2013, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 1 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF HA.YWARD POLICE DEPARTMENT AND THE PARTICIPATING ALAMEDA COUNTY CITY LAW ENFORCEMENT AGENCIES AVOID THE 21 DUI CAMPAIGN -- ALAMEDA COUNT' OTS GRANT HAL1331 FUNDED BY THE STATE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY THIS MEMORANDUM OF UNDERSTANDING, entered into this 1r day of October 2012, by and between the CITY OF HAYWARD POLICE DEPARTMENT, hereinafter called "Hayward" and the participating Alameda County Law Enforcement Agencies, hereinafter called "Alameda LEAs," related to the Avoid the 21 DUI Campaign — Alameda County, hereinafter called "Avoid the 21 Program" funded by the State Office of Traffic Safety, hereinafter called "OTS." WHEREAS, it is necessary and desirable that Alameda LEAs be retained for the purpose of performing professional services for the Avoid the 21 Program; the Alameda LEAs participating include the Police Departments from the cities of Alameda, Albany, Berkeley, Dublin, Emeryville, Fremont, Livermore, Newark, Oakland, Piedmont, Pleaswiton, San Leandro, Union City, the Alameda County Sheriffs Department and Department of Probation, CSU East ' Bay Police Department, UC Berkeley Police Department, Peralta Community College District Police Department, East Bay Regional Parks Police Department, BART Police, ABC and the California Highway Patrol. WHEREAS, Hayward is one of the participating Alameda LEAs in the Avoid the 21 Program, NOW, THEREFORE, IT IS HERBY AGREED BY THE PARTIES HERETO AS FOLLOWS., 1. Services to be Performed by Ha and and all Alameda LEAs. During the term of this agreement all Alameda LEAs participating in the Avoid the 21 Program; shail_provide DUI en£orcernent staff' on an overtime basis, as staffing levels allow, during the approved enforcement deployments. All Alameda LEAs commit to participate in the annual campaign as staffing levels allow and to encourage officers to emphasize DUI enforcement during all phases of the grant, All Alameda LEAs will ensure that 50% of the officers deployed at every Avoid the 21 operation will be SFST certified. Each or the Alameda LEAs hosting a DUI Checkpoint will ensure the Officer in Charge (0IC) has takers the DUI Checkpoint Management Class sponsored by OTS. Hayward and Alameda LEAs agree to adhere to the OTS gram programmatic, financial and statistical reporting and understand that adhering to the requirements is necessary to be reimbursed for DUI enforcement activities conducted during the time periods of October 01, 2012 through September 30, 2013. 2. merit. A. Maximum Amount. In full consideration of (lie services provided during enforcement periods, the amount that Hayward shall be obligated to pay for services rendered under this Memorandum of Understanding shall not exceed the dollar arnounts set forth in the Avoid the 21 grant for the term of this Memorandum of Understanding. Funds are to be used solely for reimbursement of personnel overtime incurred while staffing DUI Enforcement activities in support of the Avoid the 21 Progra ►n during the specified enforcement periods of October 01, 2012 through September 30, 2013, B. Rate of Payment. All Alameda LEAs will receive reimbursement for personnel overtime through the Avoid the 21 Program for a total sum not to exceed the dollar arnounts set forth in the Avoid the 21 grant $161,000.00 for the term of this Memorandum of Understanding. The amount all participating Alameda LEAs will receive will be based on actual personnel hours worked on DUI enforcement for the Avoid the 21 Program and as invoiced in accordance with Paragraph C, Invoice Requirements as stated below.' Funding is solely for reimbursement of personnel overtime incurred during DUI enforcement activities conducted during the Avoid the 21 enforcement period. Only "paid" overtime shall he eligible for reimbursement. Overtime accrued as "comp time" cannot be reimbursed tinder this grant. C. Invoice Requirements. Invoices shall be submitted on the provided form and include dates and hours worked, personnel names, overtime salary rate, number of hours - --- -and ,and— total-- dollars — requested- Wfor�vertirrr0 reimbursement. D. Time Limit for Submitting Invoices. All Alameda LEAs shall submit an invoice for services to Hayward. Invoices are due to Hayward no later than the 20(h day of the inoitth fo110win8 the end of the quarter, Invoices received after this date will result in forfeiture of that quarter's funding. Hayward will not be obligated to pay any Alameda LEA for the services covered by any invoice if the Alameda LEA presents the invoice to Hayward more than forty -five (45) days after the close of the grant period. For invoices received within the established time limits, payment shall be made to Alameda LEA's by the last day of the quarter following the quarter for which services were rendered_ 3. Statistical Reporting All Alameda LEAs shall collect and report to Hayward all efforts in support of the Avoid the 21 Program. This is to include, but not limited to DUI/DL checkpoints reporting: number of vehicles passing through checkpoint, number of vehicles screened, number of field sobriety tests conducted, Number of DUI arrests, number of criminal arrests, number of citations issued and number of vehicles impounded; saturation patrols reporting. number of vehicle stops, number of field sobriety tests conducted, number of DUI arrests and number of vehicles impounded; warrants served reporting: number of attempts and tgtal number served. Alameda LEAs shall submit daily statistical reports to Hayward for all identified Avoid the 21 enforcement deployments, regardless of whether or not funding for the deployment is received under this grant. Statistical reports not submitted by the 71h day following each Avoid the 21 deployment will result in suspension of future funding. 4, Availability of funds. Payment of all services provided pursuant to this Memorandum of Understanding is contingent upon OTS fending the .Avoid the 21 Grant with Hayward. In the event that OTS does not fund Hayward's grant, Hayward shall not be liable for any payment whatsoever. Hayward may terminate this Memorandum of Understanding in accordance with the provisions of Section 8 below for unavailability of OTS Rinds. 5. Alteration of Memorandum of Understanding, This Memorandum of Understanding is complete and contains all of the terns and conditions agreed upon by the parties. No alteration or variation shall be valid unless made in writing and signed by the parties hereto, and no oral understanding or agreement shall be binding on the parties hereto. 6. Records. A. Documentation. Alameda LEAs will maintain all supporting documentation Necessary to substantiate submitted invoices as required in the current OTS Grant Program Manual. B. Access. Alameda LEAs agree to provide to Hayward, to any Federal or State department having monitoring or reviewing authority, to authorized representatives and/or their appropriate audit agencies upon reasonable notice, access to and the right to examine and audit all records and documents necessary to determine compliance with relevant Federal, State and local statutes, rules and regulations and this Memorandum of Understanding, and to evaluate the quality, appropriateness and timeliness of services performed, for a period of at least three (3) years from the termination date of this Memorandum of Understanding, or until audit findings are resolved, whichever is greater. C. Retention. Hayward and Alameda LEAs shall maintain and preserve in its possession all records relating to this Memorandum of Understanding for a period of at least three (3) years from the termination date of this Memorandum of Understanding, or until audit findings are resolved, whichever is greater. 7. Compliance with Applicable Laws. All services to be performed by Hayward and all Alameda LEAs pursuant to this Memorandum of Understanding shall be performed in accordance with all applicable Federal, State, County and Municipal laws, ordinances and regulations. 8. Term of the Agrearrrent. Subject to compliance with the terms and conditions of this Memorandum of Understanding, the term of this Memorandum of Understanding shall be from of October 01, 2012 through September 30, 2013. This Memorandum of Understanding may be terminated by Hayward or any Alameda LEAs at any time upon thirty (30) days written notice to the other party. In witness whereof, the parties have executed this Memorandum of Understanding on the day and year last written below. HAYWARD POLICE DEPARTMENT s Diane E, Urban Chief of Police Date; A Dublin Police Department I of w `' ".'� . 1VIcCarthy Chief of Police Date: flf --l9 7-a1 � October 1, 2412 ...... ........ Dublin Police.Depaitmont 100 Civic Plaza Dublin, CA. 94568 On behalf of the Office of Traffic Safety (OTS) and the Hayward Police Department, I am pleased to Inform you that funding for the AVOID the 21 campaign for FY 2012 -2013 has been approved for your agency. Listed below you will find the commitments your agency has made to this campaign and the funding approved by the steering committee. Your agency has been awarded the following; Total Award " $ 4,899:84 This award is for the grant period 10/01/12 through 09/30/13. Please refer to your grant binder and Memorandum of Understanding far administrative reporting requirements. Any costs Incurred prior to the starting date or subsequent to the closing date of this grant (09/34/13) vsIll not be reimbursed. We thank you for your commitment to this campaign. We are honored to be the administrators of this grant and look forward to working in a cooperative effort with each police agency In the county. Please contact us if you have any questions or concerns. Sl;I ss_ Diane E. Urban Chief of Police Hayward Police Department 300 W. Winton Avenue Phone: (510) 293 -7272 Hayward, CA. 94544 Email: www.hayward- ca.&ov Saturation Patrols Number Amount DUI Checkpoints Number Amount Warrant Sweeps (dumber Amount Multi- Agency Number Amount Halloween Winter Mobilization 2 $1,224,96 Super Bowl suaday 2 $1,224.96 St. Patrick's Day 2 $1,224.96 Unto de Mayo Memorial Day Independence pay 2 $1,224.96 Labor Day Livermore Rodeo Cal pay 1st Weds st' Faire Sausage & Seds TOTALS $ 3674.88 2 $1,224.96 Total Award " $ 4,899:84 This award is for the grant period 10/01/12 through 09/30/13. Please refer to your grant binder and Memorandum of Understanding far administrative reporting requirements. Any costs Incurred prior to the starting date or subsequent to the closing date of this grant (09/34/13) vsIll not be reimbursed. We thank you for your commitment to this campaign. We are honored to be the administrators of this grant and look forward to working in a cooperative effort with each police agency In the county. Please contact us if you have any questions or concerns. Sl;I ss_ Diane E. Urban Chief of Police Hayward Police Department 300 W. Winton Avenue Phone: (510) 293 -7272 Hayward, CA. 94544 Email: www.hayward- ca.&ov CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2011/2012 New Appropriations (City Council Approval Required): From Unappropriated Reserves X From New Revenues CHANGE FORM # Budget Transfers: From Budgeted Contingent Reserve (1001.1901- 81101) Within Same Department Activity Between Departments (City Council Approval Reqd) Other DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT REASON FOR BUDGET CHANGE ENTRY: This budget change will recognize as revenue in Fiscal Year 2012/13 additional Police Enforcement Grants awarded after the budget was completed, as presented to the City Council on 2/5/2013. In addition to recognition of the revenue for the grant awards, the Budget Adjustment appropriates a matching expenditure for the portion of the contract Police Personnel cost that is reimbursable through the grant. The expenditure in the Enforcement Grant fund is offset by an identical contract personnel amount originally appropriated as expenditure in the General Fund. As Presented at the City Council Meeting on: # # # # # # # # # # # # # # ## #(Finance Use Only) # # # # # # # # # # # # # # # # # ## Posted By: G:IBudgetChangesl5 2012 - 13116_2_5 13_ Police_ Grant DUI.doc Date: 2/5/2013 Date: ATTACHMENT 1 Name: REVENUE: Enforcement Grant Fund — Intergovernmental — Other State Grants $ 3,675 "Avoid 21" DUI Enforcement Account #: 2111.0000.47261 Name: EXPENDITURE: General Fund — Name: EXPENDITURE: Police Svcs (Traffic) Contract Services - Enforcement Grant Fund — Personnel $ 3,675 Police Svcs (Traffic) Contract Services - $ 3,675 Personnel Account #:1001.2103.64021 Account #: 2111.2103.64021 REASON FOR BUDGET CHANGE ENTRY: This budget change will recognize as revenue in Fiscal Year 2012/13 additional Police Enforcement Grants awarded after the budget was completed, as presented to the City Council on 2/5/2013. In addition to recognition of the revenue for the grant awards, the Budget Adjustment appropriates a matching expenditure for the portion of the contract Police Personnel cost that is reimbursable through the grant. The expenditure in the Enforcement Grant fund is offset by an identical contract personnel amount originally appropriated as expenditure in the General Fund. As Presented at the City Council Meeting on: # # # # # # # # # # # # # # ## #(Finance Use Only) # # # # # # # # # # # # # # # # # ## Posted By: G:IBudgetChangesl5 2012 - 13116_2_5 13_ Police_ Grant DUI.doc Date: 2/5/2013 Date: ATTACHMENT 1