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HomeMy WebLinkAboutStaff Report 3.C 04/03/2006&C CITY OF PETALUMA, CALIFORNIA April 3, 2006 AGENDA BILL Agenda Title: Meeting Date: April 3, 2006 Resolution Authorizing the Police Department to Accept a Traffic Safety Grant from the California Office of Traffic Safety for a Seat Meeting Time: ® 3:00 PM Belt Mini -Grant Enforcement in the Amount of $19,036.00. ❑ 7:00 PM Category (check one): N Consent Calendar ❑ Public Hearing ❑ New Business ❑ Unfinished Business ❑ Presentation Department: Director: 1 L,41 Police Ch'�iefSteve ood Cost of Proposal: Grant Amount: $19,036.00 Matching Funds: N/A Amount Budgeted: N/A Attachments to Agenda Packet Item: A. Resolution B. Grant Application Packet Summary Statement: Contact Person: Sgt. Tim Lyons Phone Number: 778-4596 Account Number: 4080-51240 Name of Fund: Overtime Contract The Police Department has applied for a Mini -Grant for Seat Belt Enforcement from the California Office of Traffic Safety (OTS) in the amount of $19,036.00. The grant requires no matching funds. The grant funds will be used to increase awareness and compliance of the proper use of safety restraint systems in vehicles. The grant will further attempt to educate the community on the dangers of failure to utilize or properly utilize the restraint systems required. The enforcement activity will also focus on the use and education of the proper restraints for juvenile occupants. Recommended Citv Council Action/Suggested Motion: Adopt a resolution authorizing acceptance of the California Office of Traffic Safety Grant Funds. Reviewed by Admin. Svcs. Dir: Reviewed by City Attornev: Am)rov d v City Manager: te: 3 (2-- Date: no Date (;�ftivuUG 4 -64V Today's Date: Revision # and Date Revised: File Code: March 15, 2006 CITY OF PETALUMA, CALIFORNIA APRIL 3, 2006 AGENDA REPORT FOR Resolution Authorizing the Police Department to Accept a Traffic Safety Grant From the California Office of Traffic Safety for a Seat Belt Mini -Grant Enforcement in the Amount of $19,036.00. EXECUTIVE SUMMARY: The Police Department has applied for a Mini -Grant for Seat Belt Enforcement from the California Office of Traffic Safety (OTS) in the amount of $19,036.00. The grant requires no matching funds. The grant funds will be used to increase awareness and compliance of the proper use of safety restraint systems in vehicles. The grant will further attempt to educate the community on the dangers of failure to utilize or properly utilize the restraint systems required. The enforcement activity will also focus on the use and education of the proper restraints for juvenile occupants. BACKGROUND: The California Office of Traffic Safety has joined forces with the National Highway Traffic Safety Administration to create the Buckle Up/ABC National Mobilization Campaign. The goal of this campaign is to increase seat belt use to 93% by July 2006. Through the combined efforts of state and local law enforcement, a seat belt enforcement campaign will be conducted over a twenty one day (21) period in May and June. The funds provided by this grant will allow an increased level of enforcement by officers on an overtime basis. Statewide seat belt use rates to date for 2005 are 92%. Again this campaign is an effort to increase the awareness of the proper use of and gain compliance for the wearing of seatbelts by all occupants in a vehicle. ALTERNATIVES: A. Accept the grant funds. B. Decline the grant funding. C. Decline the grant funding and decrease traffic safety efforts to previous levels. 4. FINANCIAL IMPACTS: A. The total project cost of $19,036.00 will be funded from the California Office of Traffic Safety grant. 5. CONCLUSION: The use of the California Office of Traffic Safety money to fund this California Seat Belt Compliance Campaign is appropriate. Using funds in this manner will enable an improved level of traffic safety to the City of Petaluma and the use of seat belts for all occupants of vehicles. 0 6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION: The grant has mutually agreed upon objectives that must be met. The objectives are to increase the use of seat belts from 92% to 93% by July 2006. A survey of seat belt compliance is done in Petaluma, prior to the beginning of the campaign and after the campaign. The Office of Traffic Safety also evaluates our performance and reviews our progress reports. 7. RECOMMENDATION: Adopt resolution authorizing application and acceptance of the California Office of Traffic Safety Grant funds. The Petaluma Police Department Traffic Unit, under the supervision of Sergeant Tim Lyons, will manage the grant. gAbrms/20(13 agenda bill 3 IaYCK.Tyi2WiMVi; Resolution No. 2006 -XXX N.C.S. of the City of Petaluma, California RESOLUTION AUTHORIZING THE POLICE DEPARTMENT TO ACCEPT A TRAFFIC SAFETY GRANT FROM THE CALIFORNIA OFFICE OF TRAFFIC SAFETY FOR A SEAT BELT ENFORCEMENT MINI -GRANT IN THE AMOUNT OF $19,036.00 WHEREAS, the City of Petaluma Police Department desires to undertake a certain project designated the California Seat Belt Compliance Campaign to be funded through the California Office of Traffic Safety; and, WHEREAS, the City Manager of the City of Petaluma is authorized, on its behalf to submit the attached proposal to the California Office of Traffic Safety and is authorized to sign and approve on behalf of the City of Petaluma the attached Grant Award Agreement, including any extensions or amendments thereof; and, WHEREAS, the applicant agrees to the requirements for said project (including any amendment thereof) under the program and the funding terms and conditions of California Office of Traffic Safety. NOW, THEREFORE, BE IT RESOLVED, that any liability arising out of the performance of this grant Award Agreement, including civil court actions for damages, shall be the responsibility of the grant recipient and the authorizing agency. The State of California and the Office of Traffic Safety disclaim responsibility for any such liability. BE IT FURTHER RESOLVED that grant funds received shall not be used to supplant expenditures control by this body. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a Regular meeting on the 3N day of April, 2006, form: by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk City Attorney Mayor Resolution No. 2006 -XXX N.C,S. 4 `,-„�1:• State of California i PROJECT NUMBER 1 OFFICE OF TRAFFIC SAFETY IN64901 1400% f GRANT AGREEMENT : PAGE I (To be completed by applicant Agency) 1. PROJECT TITLE CALIFORNIA SEAT BELT COMPLIANCE CAMPAIGN 2. NAME OF APPLICANT AGENCY 4. PROJECT PERIOD 0771'a PETALUAirt Month - Day - Year 3. AGENCY UNIT TO HANDLE PROJECT From: 02/01106 Pti T.IL1LILI POLicr DLP.1RTAILNT To: 08/31/06 5. PROJECT DESCRIPTION (Swnmarize the project plan covering activities that address the major goals and objectives in approximately 100 words. Space is limited to six lines.) The goal Of the California Seat Belt Compliance Campaign (CSBCC) is to increase seat belt use statewide to 93% by July 2006. Through the combined efforts of state and local law enforcement, a seat belt enforcement campaign will be conducted for a twenty-one (2 1) day period in May and June 2006 in support of the Click it or Ticket national mobilization. Funds provided by thus mini -grant will be utilized to increase the level of seat belt enforcement hours on an Overtime basis for first line supervisors, officers, and administrative time to meet grant reporting requirements. 6. FEDERAL FUNDS ALLOCATED UNDER TRIS AGREEMENT SHALL NOT EXCEED: $ 19,036 7. APPROVAL SIGNATURES A. PROJECT DIRECTOR B. AUTHORIZING OFFICIAL OF APPLICANT AGENCY NAME: Matthew Thomas PHONE: (707)778-4335 N01E: Steve Hood PHONE:{707)778-4370 ({ TITLE: Traffic Officer Fax: (707)7784476 ADDRESS: Petaluma Police Department 969 Petaluma Blvd. North Petaluma. CA 94952 E-MAIL: mthomasC/7aJcma'- .ca.ns er oIr-010 (Signature) (Date) TITLE: Chief of Police FAX: (707)778-4502 ADDRESS: Petaluma Police Department 969 Petaluma BIvd. North Petaluma, CA 94952 I E-rvtAIL: nolicea/dmin(Qci.nei,aluma.c:Lus `ilfl..- I�t.ti.0 !`lq0�6 (Signature) (Date) C. FISCAL OR ACCOUNTING OFFICIAL D. OFFICE AUTHORIZED TO RECEIVE PAYMENTS NAAIE: Steven Carmichael PHONE:(707)778-7323 NANIE: Finance Department TITLE: Director of Admin Services FAx: (707)778-4428 ADDRESS: City of Petaluma Finance Department P.O. Box 61 Petaluma, CA 94953 E-MAIL' ficjnance etaluma.ca.us (�� (l A) r (Signature) (Date)I OTS -38 (Rev. 5/05) ADDRESS: City of Petaluma Finance Department P.O. Box 61 Petaluma, CA 94953 W Page 2 (Office of Traffic Safety Use Only) ?FFECTIVE DATE OF AGREEMENT: 2/1/2006 i. Action No. 1 Date: 217/2006 Revision No. Date: Action Taken Initial approval 2006 HSP funds obligated. GRANTEE PETALUMA PROJECT NO. IN64901 16. TYPE OF AGREEMENT1 Initial X I Revision I Cont. FUND PROGRAM TASK NO. F.Y. 405 I 06 -OP 7 1 2006 11. FUNDING DISPOSITION & STATUS Fiscal Year Amount Total 19,036.00 19,036.00 0.00 19,036.00 0.00 19,036.00 8/31/2006 TOTAL PROJECT BUDGET ESTIMATE 19,036.00 0.00 0.00 0.00 0.00 Indirect Costs 0.00 0.00 0.00 0.00 TAL FEDERAL FUNDS 19,036.00 0.00 19,036.00 19,036.00 13, PROJECT APPROVAL & AUTHORt2ATION TO EXPEND OBLIGATED FUNDS A. APPROVAL RECOMMENDED BY B. AGREEMENT & FUNDING AUTHORIZED BY NAME: DON UELMEN TITLE: Operations Coordinator PHONE: (916) 262-1755 E-MAIL: duelmen@ots.ca.aov Office of Traffic Safety 7000 Frank � Blvd., Suite 440 Sacrame . CA 95823 Signature ,e�o NAME: CHRISTOPHER J. MURPHY TITLE: Director Office of Traffic Safety 7000 Franklin Blvd., Suite 440 Sacramento , CA 95823 Signature OTS -38a* (Rev 5/98) ( Obligated This Action Previously Obligated Total Amount Obligated Amount Suspended State FY 2005-06 2700.101-0890 (38/05) TOTAL FUNDS PROGRAMMED Federal Catalog No. 20.600 !. BUDGET SUMMARY (From Schedule B Detail) - FISCA . YEAR GRANT PERIOD ENDING: 2006 2005-06 COST CATEGORY GRANT PERIOD PRIOR GRANT TOTAL GRANT Personnel Costs 19,036.00 0.00 19,036.00 Travel Expenses 0.00 0.00 0,00 Contractual Services 0.00 0.00 0.00 Equipment 0.00 0.00 0.00 Other Direct Costs 0.00 0.00 0.00 19,036.00 19,036.00 0.00 19,036.00 0.00 19,036.00 8/31/2006 TOTAL PROJECT BUDGET ESTIMATE 19,036.00 0.00 0.00 0.00 0.00 Indirect Costs 0.00 0.00 0.00 0.00 TAL FEDERAL FUNDS 19,036.00 0.00 19,036.00 19,036.00 13, PROJECT APPROVAL & AUTHORt2ATION TO EXPEND OBLIGATED FUNDS A. APPROVAL RECOMMENDED BY B. AGREEMENT & FUNDING AUTHORIZED BY NAME: DON UELMEN TITLE: Operations Coordinator PHONE: (916) 262-1755 E-MAIL: duelmen@ots.ca.aov Office of Traffic Safety 7000 Frank � Blvd., Suite 440 Sacrame . CA 95823 Signature ,e�o NAME: CHRISTOPHER J. MURPHY TITLE: Director Office of Traffic Safety 7000 Franklin Blvd., Suite 440 Sacramento , CA 95823 Signature OTS -38a* (Rev 5/98) ( SCHEDULE A PROJECT No: IN64901 PROJECT DESCRIPTION PAGE I PROJECT GOAL To increase seatbelt use, statewide to 93% by July 31, 2006. PROJECT OBJECTIVES I. To conduct Occupant Protection roll call training classes for officers and administrative personnel selected to participate in operational phase by May 14, 2006. 2. To conduct a pre-operation seat belt compliance survey between May 8 —14, 2006. 3. To conduct a 21 -day (May 15 thru June 4, 2006) overtime enforcement operations specifically targeting seatbelt violations, 4. To conduct a post -operational seat belt compliance survey between June 5 —11, 2006. 5. To mail or FAX to OTS the Mobilization Report (OTS -5c), the pre and post survey results (OTS -5b) and any pertinent local media releases (electronic or print) by June 30, 2006. 6. To mail the Project Claim Invoices (OTS -39) and Project Claim Details (OTS -39a) by August 31, 2006. Note: Nothing in this agreement shall be interpreted as a requirement, formal or it format, that a particular police officer issue a specified or predetermined number of citations in pursuance of the obligation. METHOD OF PROCEDURE Onerational Plan Phase I Personnel Selection and Training (April 10 - May 5, 2006.) It is anticipated that supervisors, selected uniformed officers, dispatchers and administrative staff/community service officers will be required. OTS staff will provide Grant Reporting and Project Claim Training at various geographical locations in the state (schedule TBD) during March and April 2006. This training is recommended for project directors who did not receive training in 2005, but not mandatory as travel expenses and time to attend the training will NOT be reimbursed by OTS. OTS-38b(Rev. 5105) SCHEDULC A PROJECT No: IN64901 PROJECT DESCRIPTION PAGE 1 PROJECT GOAL To increase seatbelt use, statewide to 93% by July 31, 2006. PROJECT OBJECTIVES 1. To conduct Occupant Protection roll call training classes for officers and administrative personnel selected to participate in operational phase by May 14, 2006. 2. To conduct a pre-operation seat belt compliance survey between May S —14, 2006. To conduct a 21 -day (May 15 thru June 4, 2006) overtime enforcement operations specifically targeting seatbelt violations. 4. To conduct a post -operational seat belt compliance survey between June 5 —11, 2006. 5. To mail or FAX to OTS the Mobilization Report (OTS -5c), the pre and post survey results (OTS -5b) and any pertinent Iocal media releases (electronic or print) by June 30, 2006. To mail the Project Claim Invoices (OTS -39) and Project Claim Details (OTS -39a) by August 31, 2006. Note: Nothing in this agreement shall be interpreted as a requirement, forrual or it formal, that a particular police officer issue a specified or predetermined number of citations in pursuance of the obligation. METHOD OF PROCEDURE Operational Plan Phase I Personnel Selection and Training (April 10 - May 5, 2006.) It is anticipated that supervisors, selected uniformed officers, dispatchers and administrative stafflcommunity service officers will be required. OTS staff will provide Grant Reporting and Project Claim Training at various geographical locations in the state (schedule TBD) during March and April 2006. This training is recommended for project directors who did not receive training in 2005, but not mandatory as travel expenses and time to attend the training will NOT be reimbursed by OTS. OTS-38b(Rev, 5105) 1 SCHEDULE A PROJECT No: IN64901 PROJECT DESCRIPTION PAGE 2 Phase 11 Preoperational Seat Belt Surveys (May 8 — 14, 2006.) Preoperational seat belt compliance surveys will be conducted by existing staff (no overtime) at representative locations throughout the areas selected for enforcement. (Seat Belt Survey forms OTS 5-a & 5-b are available at wwNv.ots.ca.aov under mini-grants/seat belt). Phase III Overtime Enforcement Operation (May 15 — June 4, 2006.) Enforcement officers will be deployed on an overtime basis as directed by the supervisor. Enforcement activities will be focused on seat belt compliance. Dispatchers will be assigned to overtime shifts during the seat belt enforcement deployment. CSO or Clerical overtime will be directed to mini -grant administrative duties including, but not limited to, the collection of seat belt enforcement data and processing of personnel overtime claims, Phase IV Post Operation Seat Belt Surveys (June 5 -11, 2006.) Seat belt compliance surveys will be conducted by existing staff (no overtime) at the same locations selected in Phase If. (OTS -5a & 5-b) Phase V Prepare and submit to OTS, Final Report for Operational Period (OTS -5c) May 2006 Mobilization by June 30, 2006 (Final Report OTS 5c is available at )vww.ots.ca.aov under mini-grants/seat belt). Phase VI Prepare and submit to OTS, Project Claim Invoice and Project Claim Detail for Enforcement {$0 amount quarterly claims are NOT required for mini -grants.) Operational Period (OTS -39 & OTS - 39a) May 15 thru June 4, 2006 by August 31, 2006 (Claim forms OTS -39 & OTS 39a are available at www.ots.ca.eov under mini-grants/seat belt). OTS-38b(Rev. 5/05) SCHEDULE B PAGE i DETAILED BUDGET ESTIMATE PROJECT NO: IN64901 FISCAL YEAR ESTIMATES COST CATEGORY FY -1 TOTAL COST 02701/06 TO PROJECT A. PERSONNEL COSTS 08/31/06 Positions and Salaries Serqeant Overtime (05/15/06 - 06/04/06) 80 Hrs. @ $59.34 4,747.00 4,747.00 (includes 1.65% OT Benefits) Officer Overtime (05/15/06 - 06/04/06) 275 Hrs. @ $49.71 13,671.00 13,671.00 (includes 1.65%'OT Benefits) Communitv Service Officer Overtime (05/15/06 - 06/04/06) 16 Hrs. @ $38.64 618.00 618.00 (includes 1,65% OT Benefits) Dispatcher Overtime (05/15/06 - 06104/06) Hrs. @ $ 0.00 (Includes % OT Benefits) Administrative Overtime (05/15/06 - 06/05406) Hrs. @ $ 0.00 (includes % OT Benefits) Category Sub -Total $19.036.00 $19,036.00 B. TRAVEL EXPENSE Not Applicable C. CONTRACTUAL SERVICES Not Applicable D. NON -EXPENDABLE PROPERTY Not Applicable E. OTHER DIRECT COSTS Not Applicable F. INDIRECT COSTS Not Applicable PROJECT TOTAL) I $19,036.00 \O OTS -38d (Rev. 10/99) STATE OF CALIFORNIA • OFFICE OF TRAFFIC SAFETY ACCEPTANCE OF CONDITIONS AND CERTIFICATIONS OTS -33 (Rev. 5105) Terms, Conditions, and Certifications Specific to the Agreement Between the Office of Traffic Safety and the Applicant Agency APPLICANT AGENCY OTS PROJECT NumBER Petaluma Police Department I IN64901 The following are included herein and constitute a part of this Agreement: 1. OTS -38 Grant Agreement 3. QTS - 38d Schedule B Detailed Budget Estimate 2. OTS -38b Schedule A Project Description 4, OTS -33 Terms, Conditions, and Certifications Specific to the Agreement Between OTS and the Applicant Agency TERMS AND CONDITIONS It is understood and agreed by the Project Director and Authorizing Official that any grant received as a result of this Agreement is subject to all federal and state regulations governing grants and to those controls expressed in the California Traffic Grant Program Manuals which include, but are not limited to: 1. The Project Director is responsible for submitting the Mini -grant Final Report OTS -5c by June 30, 2006 and the Project Claim Invoice OTS -39 and Project Claim Detail OTS -39a by August 31, 2006 to the Office of Traffic Safety, 2. OTS will withhold or disallow grant payments, reduce or terminate grant funds, and/or deny future grant funding anytime a grantee fails to comply with any term or condition of the grant contract or program guidelines (Volume II, Chapter 3.9). This may include, but is not limited to, the following: a. Failure to submit acceptable and timely final reports; and b. Failure to submit acceptable and timely reimbursement claims. 3. If, during the tern of the grant award, federal funds become reduced or eliminated, OTS may immediately terminate or reduce the grant award upon written notice to the project director. 4. All documentation required to request a project revision (i.e, time extensions, budget category changes, and etc.) must be submitted to QTS prior to the effective date of change(s). For example: OTS will not consider a request for a grant period time extension unless all necessary paperwork is submitted prior to the existing grant termination date. Prior approval is required for all project revisions (Volume H, Chapter 3.8). 5. No alteration or variation of the terms of this Agreement shall be valid unless made in writing and signed by the parties hereto, and no oral understanding or agreement not incorporated herein shall be binding on any of the parties hereto. We, the officials named below, hereby swear that we are duly authorized legally, to bind the contractor or grant recipient to the above described terms and conditions. Executed on the date and in the county below, and is made under penalty of perjury under the laws of the State of California. PROJECT DIRECTOR'S NAME Matthew Thomas _Pro' tDi ctor'sSi��lmm/jJ//so(t''�aj/J/i/Jhh�ue LE Traffic Officer AUTHORIZING OFFICIAL'S NAME Steve Hood yAUTHORIZINGOFF(L'S StONATURE TITLE 1 EXECUTED IN THE COUNTY OF Sonoma DATE EXECUTED 31-D G, EXECUTED IN THE COUNTY OF Sonoma DATE EXECUTED /-31-0& Chief of Police ` 1