HomeMy WebLinkAboutItem 4.12 Avoid the 21 DUI Campaignor
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DATE:
TO:
STAFF REPORT
CITY COUNCIL
November 17, 2015
Honorable Mayor and City Councilmembers
CITY CLERK
File #600 -40
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.
i
• - O) C
Police Chief
i�
Reviewed By
Administrative
Services Director
'\ Reviewed By
Assistant City Manager
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