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HomeMy WebLinkAbout4.12 Avoid the 21 DUI Campaign �Or � 1,1 ��-��2 STAFF REPORT CITY CLERK � � -#0 � CITY COUNCIL File #680 O4LIroo` 641 t� DATE: November 17, 2015 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager ' SUBJECT: Acceptance of Traffic Safety Grant for "Avoid the 21" DUI ampaign Prepared by Nate Schmidt, Lieutenant, Dublin Police Services EXECUTIVE SUMMARY: The City Council will consider acceptance of a traffic safety grant for Dublin Police Services in relation to the City's participation in the "Avoid the 21" DUI Campaign. The details of the participation and the grant award are outlined in an annual Memorandum of Understanding between the City of Hayward (lead agency) and participating Alameda County Law Enforcement Agencies, including Dublin Police Services. "Avoid the 21" 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 2015-2016 Budget are detailed in the table below. The eligible expenses are limited to reimbursement of Police Services overtime costs associated grant program activities; the City absorbs all Sheriff's Department indirect charges and other administrative costs. FISCAL YEAR Expenditure Period Grant Revenue 2015-2016 (09/30/15 - 7/30/2016) $2,426.00 TOTAL GRANT AWARD: $2,426.00 Although the Memorandum of Understanding period does not end until September 30, 2016, all expenditures will occur during Fiscal Year 2015-2016. RECOMMENDATION: Staff recommends that the City Council accept the traffic safety grant for the "Avoid the 21" DUI Campaign. a •�� iLiA7// /1� i _ F2., A i Submitt4: -" Reviewed By '\ Reviewed By Police Chief Administrative Assistant City Manager Services Director Page 1 of 2 ITEM NO. 4.12 DESCRIPTION: In October 2015, a multi- agency Memorandum of Understanding (MOU) was signed by Dublin Police Services (Attachment 1), which provides funds for "Avoid the 21" enforcement activities between October 1, 2015 and September 30, 2016. The MOU was signed in order to allow the lead agency to process the necessary paperwork. Actual amounts awarded are based upon available funds, and the grant 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 $2,426.00 to be reimbursed to the City of Dublin for overtime expenditures incurred during operations scheduled for Fiscal Year 2015 -2016 (Attachment 2). These operations would take place at various times throughout the year and are in addition to those already included in the adopted Fiscal Year 2015 -2016 Budget. Although the Memorandum of Understanding period does not end until September 30, 2016, all expenditures will occur during the 2015/2016 Fiscal Year. NOTICING REQUIREMENTS /PUBLIC OUTREACH: 1101 ATTACHMENTS: 1. Memorandum of Understanding for October 1, 2015 to September 30, 2016. 2. Letter from Hayward Police Department Awarding the Grant Page 2 of 2 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 FITS GRANT #AL 1620 FUNDED BY THE STATE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY THIS MEMORANDUM OF UNDERSTANDING, entered into this I'sTday of October 2015, by and between the CITY OF HAYWARD POLICE DEPARTMENT, hereinafter called "Hayward" and the participating Alameda, County Law Enforcement Agencies, hereinafter called "Alarneda 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, Fremont, Livermore, Newark, Oakland, Pleasanton, San Leandro, Union City, the Alameda County Sheriff's Department, CSU East Bay Police Department, East Bay Regional Parks Police Department, B.A.R,T, Police 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: Services to be Performed by Hayward and all Alameda LEAs. During the term of this agreement all 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 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 (OIC) has taken the DUI Checkpoint Management Class sponsored by OTS. Alameda LEAs agree to adhere to the OTS grant programmatic, financial and statistical reporting and understand that adhering to the requirements is necessary to be reimbursed for DIJI enforcement activities conducted during the time periods of October 01, 2015 through September 30, 2016. 2. Payment, A, Maximum Amount, In full consideration of the services provided during enforcement periods, the amount that I-Iayward 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 incurred while staffing DUI Enforcement activities in support of the Avoid the 21 Program during the specified enforcement periods of October 01, 2015 through September 30, 2016, E. 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 amounts set forth in the Avoid the 21 grant $140,000,00 for the term of this Memorandum of Understanding. The amount all participating Alarneda 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 provided form and include dates and hours worked, personnel name s, overtime salary rate, numbe r of hours worked, and total dollars requested fo r overtime reimbursement. D. Time Limit for Submitting Invoices, All Alameda LEAs shall submit an invoice for services to Hayward. Invoices are due to flayward no 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. I layward will not be obligated to pay any Alameda LEA for the services covered by any invoice if the Alameda LEA presents the invoice to I-layward 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 DIJI arrests and number of vehicles impounded; Warrants served reporting: number of attempts and total 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 7t" 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 flayward's grant, flayward shall not be liable for any payment whatsoever. Ilayward may terminate this Memorandum of Understanding in accordance with the provisions of Section 8 below for unavailability of OT S funds. 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. 6. Records. A. Documentation. Alameda LEAs will maintain all supporting documentation necessary to substantiate submitted invoices as required in the current OT S 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. Ha yward a nd 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 Agreement 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, 2015 through September 30, 2016. 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 a. Diane E. Urban Chief of' Police Date: Dublin Police Department Den-n-is Hought Chief of Police Date: "101 /1 1/1 A�1� "Iq October 1", 2015 Dublin Police Department C E. 7 Y O F HAY�ARD ...... H E A R T f ] F T H E S A Y 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 2015 -2016 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 = $2425.00 This award is for the grant period 10/01/15 through 09/30/16, 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 (09/30/16) 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, �r Diane E. Urban Chief of Police Hayward Police Department 340 W. Winton Avenue Phone: (510) 293 -7272 Hayward, CA. 94544 Email: www,hayward- ca.gov Saturation Patrols Number Amount DUI Checkpoints Number Amount Warrant Sweeps Number Amount Multi AEen-ey Number A., e, Hallo vee n Winter Mobilization 2 $1213.00 Super Bow! Sunday St. Patrick's Day Cinco de Mayo Memorial Day Independence Day Labor Day St Pat's Festival 2 $1213.00 TOTALS 4 $2426.00 Total Award = $2425.00 This award is for the grant period 10/01/15 through 09/30/16, 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 (09/30/16) 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, �r Diane E. Urban Chief of Police Hayward Police Department 340 W. Winton Avenue Phone: (510) 293 -7272 Hayward, CA. 94544 Email: www,hayward- ca.gov