HomeMy WebLinkAboutItem 4.12 Traffic Safety Grant or
19 82 STAFF REPORT CITY CLERK
` CITY COUNCIL File #580-10
DATE: October 21, 2014
TO: Honorable Mayor and City Councilmembers
FROM: Christopher L. Foss, City Manager "
SUBJECT: Confirmation and Approval of Memorandum of Understanding (#AL1525) and
Acceptance of Traffic Safety Grant
Prepared by Nate Schmidt, Operations Lieutenant
EXECUTIVE SUMMARY:
Dublin Police Services has received a grant award for continued participation in the Avoid the 21
DUI Campaign. This is a multi-agency effort to conduct targeted enforcement to reduce the
incidence of driving under the influence. The grant award includes an agreement for the use of
Grant Funds. It is appropriate for the City Council to confirm the City participation.
FINANCIAL IMPACT:
New grant funds awarded after the adoption of the Fiscal Year 2014-2015 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
2015-2016 Budget Update. The eligible expenses are limited to reimbursement of Police
Services' overtime costs associated with grant program activities; the City absorbs all Sheriff's
Department Indirect charges and other administrative costs.
FISCAL YEAR Expenditure Period Grant Revenue
2014-2015 (10/1/2014 — 6/30/2015) $57070.00
2015-2016 (7/1/2015 — 9/30/2015) $17245.00
TOTAL GRANT AWARD: $6,315.00
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 (#AL1525).
Submitted By Reviewed By 'A Reviewed By
Police Chief Administrative Assistant City Manager
Services Director
Page 1 of 2 ITEM NO. 4.12
DESCRIPTION:
The adopted budget included grant related enforcement activities that were scheduled to occur
from July 1, 2013 to September 30, 2014. Dublin Police Services has coordinated securing the
"Avoid the 21" DUI Enforcement grant that will fund additional enforcement efforts after
September 30, 2014 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 2014, 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, 2014 and September 30, 2015 (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$5,070.00 to be reimbursed to the City of Dublin for overtime expenditures
incurred during operations scheduled for Fiscal Year 2014-2015. These operations would take
place at various times throughout the year and are in addition to those already included in the
adopted Fiscal Year 2014-2015 Budget. The MOU includes one authorized mobilization period
(Independence Day) scheduled to occur during Fiscal Year 2015-2016. The Hayward Police
Department has allotted $1,245.00 to be reimbursed to the City of Dublin for overtime
expenditures incurring during this operational period. Funds and expenditures related to the
Fiscal Year 2015-2016 mobilization period will be included in next year's budget.
Staff has prepared a Resolution for adoption by the City Council (Attachment 1), which confirms
the City of Dublin participation in the Memorandum of Understanding and accepts the grant
awarded for $6,315.00.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
Not Applicable.
ATTACHMENTS: 1. Resolution Confirming City of Dublin Participation in the "Avoid the
21" DUI Campaign Grant Administered by the Hayward Police
Department (#AL1525)
2. Exhibit A to Resolution, Memorandum of Understanding for
October 1, 2014 to September 2015
Page 2 of 2
RESOLUTION NO. xx — 14
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 (#AL1525)
WHEREAS, injuries and fatalities resulting from traffic collisions are frequently caused by
preventable factors such as driver impairment; and
WHEREAS, On October 7, 2014 a Memorandum of Understanding between the City of
Hayward Police Department and Participating Agencies including Dublin Police Services was signed
to conduct a multi-year DUI enforcement project, entitled "Avoid the 21" DUI Campaign Grant —
#AL1525; and
WHEREAS, the City was advised after the adoption of the Fiscal Year 2014/2015 Budget of
the award of$6,315.00 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 October 21, 2014; 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 on October 7, 2014.
BE IT FURTHER RESOLVED, that the City Council accept the grant award of$6,315.00.
PASSED, APPROVED AND ADOPTED this 21st day of October 2014, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 1
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C 1 T Y O F
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H E A R T O F T H E BAY
October 1,2014
Dublin Police Department
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 2014-2015 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:
Saturation Patrols DUI Checkpoints Warrant Sweeps Multi AgenW
Number Amount Number Amount Number Amount
Halloween 2 $1224.00
Winter Mobilization
Super Bowl Sunday
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St.Patrick's Day 3 $1921.00
Cinco de Mayo !I
Memorial Day
Independence Day 3 $1245.00 l
Labor Day
Livermore Rodeo ('
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Cal Day
St.Pat's Festival 3 $1925.00
1uly4` Festival
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TOTALS 11 $6315.00
Total Award $6315.00
This award is for the grant period 10/01/14 through 09/30/15. Please refer to your grant binder and Memorandum of
Understanding for administrative reporting requirements. Any costs incurred prior to the starting date or subsequent
to the closing date of this grant(09/30/15)will 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.
Sincerely,
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Diane E. Urban
Chief of Police
Hayward Police Department 300 W.Winton Avenue Phone: (510)293-7272
Hayward,CA. 94544 Email: www.hayward-ca.gov
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MEMORANDUM OF UNDERSTANDING
BETWEEN
THE CITY OF HAYWARD POLICE DEPARTMENT AND THE
PARTICIPATING ALAMEDA COUNTY CITY LAW ENFORCEMENT
AGENCIES
AVOID THE 21 DUI CAMPAIGN—ALAMEDACOUNTY
OTS GRANT #AL1525 �
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FUNDED BY
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THE STATE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY
THIS MEMORANDUM OF D sT
UNDERSTANDING, entered into this 1 day of
October 2014, 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,
Pleasanton, 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 DistrictPolice 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 HEREBY AGREED BY THE PARTIES HERETO
AS FOLLOWS: k;
1. Services to be Performed by Hayward and all Alameda LEAs
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During the term of this agreementall Alameda LEAs participating in the
Avoid the 21 Program shall provide DUI enforcement 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
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ensure that 50% of the officers deployed at every Avoid the 21 operation
will be SFST certified,Each of the Alameda LEAs hosting a DUI
Checkpoint will ensure the Officer in Charge (O1C) has taken the DUI
Checkpoint Management Class sponsored by OTS, Alameda LEAsagree
to adhere to the OTS grant 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, 2014 through September 30, 2015.
2. Payment.
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A. Maximum Amount. In full consideration of the 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 amounts 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 f
incurred while staffing DUI Enforcement activities in
support of the Avoid the 21 Program during the specified
enforcement periods of October 01, 2014 through
September 30, 2015.
B. Rate of Payment, All Alameda LEAs will receive
reimbursement for personnelovertime through the Avoid
the 21 Program for a total sum not to exceed the dollar
amounts set forth in the Avoid the 21 grant $137,000.00 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 be eligible for
reimbursement, Overtime accrued as "comp time" cannot
be reimbursed under this grant.
C. Invoice Requirements. Invoices shall be submitted on the
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provided form and include dates and hours worked,
personnel name s, overtime salary rate, numbe r of hours
worked, and total dollars requested for overtime
reimbursement.
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D. Time Limit for Submitting Invoices All Alameda LEAs
shall submit an invoice for services to Hayward.Invoices
are due to Haywardno later than the 20th day of the month
following 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 ifthe 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 r
be made to Alameda LEA's by the last day of the quarter
following the quarter for which services were rendered.
3. Statistical Reporting
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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 toDUI/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 j
and total number served.
Alameda LEAs shall submit daily statistical reports to Haywardfor all
identified Avoid the 21 enforcement deployments, regardless of
whether or not fundingfor the deployment is received under this grant.
Statistical reports not submitted by the 7r" day following each Avoid
the 21 deploymentwill 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 funding 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 funds.
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5. Alteration of Memorandum of Understanding.
This Memorandum of Understanding is complete and contains all of
the terms 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.
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6. Records,
A. Documentation. Alameda LEAs will maintain all supporting I
documentation necessary to substantiate submitted invoices as I
required in the current OTS Grant Program Manual.
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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.Haywardand Alameda LEAsshall 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. 1
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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.
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8. Term of the Agreement.
Subject to compliance with the terms and conditions of this
Memorandum of Understanding, the term of t his Memorandum of
Understanding shall be from of October 01, 2014 through September
30, 2015.This Memorandum of Understanding maybe 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.
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HAYWARD POLICE DEPARTMENT
Diane E. Urban ,
Chief of Police
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Date:
City of Dublin Police Department
Tom McCarthy
Chief of Police G
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Date:
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