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HomeMy WebLinkAbout11/4/2009 - STAFF REPORTS - 2.F. pPLM SA �F c+ U Vi W + ^«C roAoRAiN,n`pry q�IFOR�� City Council Staff Report DATE: November 4, 2009 CONSENT AGENDA SUBJECT: Acceptance of $16,027.00 in grant funding from the California Office of Traffic Safety (OTS) — California Berkeley Traffic Safety Center for a Seatbelt and Child Safety Seat Compliance Project FROM. David Ready, City Manager BY: Palm Springs Police Department SUMMARY It is recommended that the City Council authorize the City Manager to accept $16,027 in OTS grant funding for the Police Department to utilize for a seatbelt enforcement project. The total grant amount will be $16,027. These grant funds will be used to enforce, educate, and bring awareness to the public regarding motor vehicle occupancy protection and conduct Seatbelt and Child Safety Seat Compliance Project patrols throughout 2009 2010 to enhance community occupancy protection. RECOMMENDATION: 1. Accept $16,027 in grant funding from the California Office of Traffic Safety, California Berkeley Traffic Safety Center for a Seatbelt and Child Safety Seat Compliance Project. 2. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS. The Police Department rigorously enforces occupancy protection laws and develops awareness programs. These projects are labor intensive and thus expensive. The Police Department plans to conduct two special operations each month and an additional thirty-eight special operations during two nation-wide campaign deployment periods. There will be a total of sixty-two special operations during this grant project. The department has previously been successful in obtaining grant funding to pay for the personnel costs for these programs. w dTEAr� NO.`'�- -- City Council Staff Report November 4, 2009 -- Page 2 Accept$16,027 in OTS Grant Funding 2009-2010 The Police Department was able to solicit the California Office of Traffic Safety (OTS) — California Berkeley Traffic Safety Center and was awarded $16,027. This grant period is from October 1, 2009 through September 30, 2010 for a Seatbelt and Child Safety Seat Compliance Project, FISCAL IMPACT: None. This is a reimbursable cost grant program. No matching funds are required to obtain this additional grant funding. David Dominguez, Police Ch' f David H. Ready, C' Hager Attachments: Grant Award Documents G YT The Regents of the University of California a� ,r School of Public Health,Berkeley, GRANT NUMBER with Primary Funding from the �Sl a California Office of Traffic Safety CT10303 v a r GRANT 1. Title of Program Next Generation-Click It or Ticket 2009-2010 2. Name of Applicant Agency 4. Period of Grant PALM SPRINGS,CITY OF Month-Day-Year 3. University of California Berkeley,Traffic Safety Center From: 10101/09 09/08/10 DAVID RAGLAND,PRINCIPAL INVESTIGATOR,TRAFFIC SAFETY CENTER To 5. Description of Program California will initiate"Next Generation—Click It or Ticket' For FY 2010 by conducting 1)a seat belt enforcement campaign in November 17—30,2009 in support of the California Office of Traffic Safety(OTS)mobilization period,2)a seat bait enforcement campaign in May 24 —June 6,2010 in support of the national, NHTSA mobilization period,3)ongoing(monthly)enforcement efforts In the months outside the two mobilization periods,and 4)nighttime enforcements. Grant funds will be used to increase the number of hours incurred by first line supervisors,officers,and clerical/administrative personnel in the Palm Springs Police Department to conduct/support seat belt cnforcements in Palm Springs. Incorporated into this grant are attached:Scheduie A-Description, Schedule B—Detailed Budget Estimate,Schedule 6-1 -Budget Narrative,and Schedule C-Terms and Conditions. S. Fedorm Funds Allocated Under This Grant Shall Not Exceed: $16,027,00 7. Approval Signatures(By slgnina this page,Agency agrees to the terms and conditions which follow and are attachedl A- The Regents of the University of California Authorized 8. Authorizing Official For Applicant Agency Signature Name: Jyl Baldwin Name: David Ready Title: Associate Director, SPD Title: City Manager Phone: 510642-8110 Phone_ (760)322-8362 Fax: 510 643-8236 Fax: (760)322-8207 Address: UC Berkeley Sponsored Projects Office Address: 3200 Cast Tahquitz Canyon Way 2150 Shattuck Avenue, Suite 313 Palm Springs,CA 92262 Berkeley CA 94704-5940 Email: jbaldwin@berkeley.edu Email: David.Ready@palmsprings- a.gbv a7 (aignature) (Date) [Signet (Date) C, Agency Office Authorized to Receive Payments ❑. Optional: Individuals Authorized to Sign Claims(in addition to the Authorizing Official for Applicant Agency) Agency: Palm Springs,City of Name: Nancy Klukayl Title'Asst, Finance Director Phone: (760)323.8221 Office: Palm Springs, City of 4 {U9 (Signature) (Date) Address: 3200 East Tahquitz Canyon Way Palm Springs,CA 92252 Name: Geoffrey Kiehl Title:Finance Director Tax ID#: 95-6000757 Contact Person: Geoffrey Kiehl �.cJ'/ AS' Email: Geoffrey.Kiehl@palmsprines-ce.gov � (Signature) (Date) Page i Palm Springs, City of Schedule A - Description Next Generation -Click It or Ticket Grant No.CT10303 COAL To increase seat belt use, statewide, to 95% by September 30,2010. PROJECT OBJECTIVES 1. Conduct a seat belt enforcement campaign during each of the Next Generation mobilization periods November 17-30, 2009 and May 24--June 6,2010. 2. Conduct pre-and post-operational seat belt compliance surveys far each of the Next Generation mobilization periods. Personnel time and any costs required to conduct the surveys will be considered as the agency's contribution to the mini-grant and will not be reimbursed 3. Conduct a minimum of one night time seat belt enforcement in each of the mobilization periods. 4. Conduct seat belt enforcements in each of the months "outside"the mobilization period, i.e., December, January, February, March, April, June(if there are no enforcements on the June mobilization days),July,August, and September(first seven days of September only)- 5- Complete the pre-operational training for supervisors, officers and support personnel who will be conducting occupant protection roll call training for the seat belt enforcement operations, 5. Ensure that officers and administrative personnel who participate in the enforcement activities receive occupant protection roll call training (to ensure familiarity with the Califomia VE?hicfe Code provisions covering occupant restraint). 7. Report statistics for each month: Number of seat belt citations by mini-grant-funded officers Number of"other'types of enforcement actions(citations,tows, impounds) by mini-grant-Funded personnel Number of seat belt citations during night time enforcements (minimum one night time enforcement required in each mobilization period; optional in other months) and a description of how the night time enforcement was conducted. i i cporting for the=bdization nerioft Description of the enforcement strategy(i e , saturation patrol and/or enforcement zone) Number of overtime hours by personnel classification - Pre-and post-mobilization seat belt use survey results Number of seat belt citations by the department in the same time period as the mini-grant-funded work Number of"other'types of enforcement actions(citations, tows, impounds) by the department in the same time period ea the mini-grant-funded work. 8 Prepare claims in accordance with Schedule B-1—Budget Narrative. The grant covers only overtime personnel costs. Other direct costs are not reimbursable Indirect costs are not reimbursable. G. Submit a claim by May 15, 2010 for expenses incurred from November 17, 2009 through March 31, 2010. Submit a final claim for expenses incurred through September 7,2010 by October 15,2010. 10. Certify by signing the November 2009 and May 2010 mobilization reports that an occupant protection roil call training session(s)was conducted. pago Falco Springs, City of Schedule A- Description (continued) Next Generation-Click It or Ticket Grant No.CT10303 MEDIA OBJECTIVES 1. Issue a press release prior to each of the mobilization periods and at least one press release in an"outside" mobilization month. 2. Embargo the mobilization period press release until the day of the California Office of Traffic Safety (CTS)press release(to be determined). 3. When using the OTS press release template provided by TSC,forward press releases, media advisories,alerts, and other press materials to TSC concurrently with distribution to the media. if any other oress release fprmat or copy is used, submittal of the press release to the OTS Public Information Officer at bio(aots.caoov is rear for his review and approval at least 14 days in advance of the mobilization. The approved press releases must also be sent to the TSC 4, Use the following standard language in all press, media, and printed materials "Funding for this program was provided by a grant from the California Office of Traffic Safety,through the National Highway Traffic Safety Administration" METH Q OF PROCEDURE October�November 2009 1) The individual(s) responsible(or designee)for the occupant protection roll call training for officers and staff participating In the enforcement operation must complete the TSC pre-operational training. November 2009 2) Hold occupant protection roll call training for supervisors and officers prior to the November 17—30 mobilization period. 3) Complete a pre-operational seat belt compliance survey in the week before the mobilization period, i.e., November 10-10, 4) issue a press release using the OTS template to announce the mobilization. Embargo the press release until the day of the OTS press release (to be determined). If the OTS template is not used, submitthe proposed press release to the OTS Public Information Officer at least 14 days in advance for his review and approval. 5) Conduct the mobilization in November 17—30. Conduct at least one night time enforcement during the mobilization. December 2009 5) Complete a post-operational seat belt compliance survey in the week after the mobilization, i.e., December 1 —7. 7) Submit the November mobilization report to the TSC(using their on-line reporting system)no later than December 30. Send the signed report to the TSC. December 2009,January--April 2010, July-September 2010 8) Conduct seat belt cnforcements in each of the"outside mobilization months." The September enforcement must occur in the first seven days only (September 1 —7). 9) Issue a press release for at least one outside mobilization month using the OTS template far outside mobilization months. If the OTS template is not used submit the er0005ed oress release to the OTS Public Information Officer page 3 Palm Springs, City of Schedule A- Description (continued) Next Generation - Click It or Ticket Grant No.CT�a3o3 May—June 2010 11) Submit a claim by May 15. 2010 for expenses incurred from November 17, 2009 through March 31, 2010. 12) Hold occupant protection roll call training for supervisors and offcere prior to the May 24—June 6, 2010 mobilization period. 13) Complete a pre-operational seat belt compliance survey in the week before the mobilization period, i.e., May 17-23. 14) Issue a press release using the OTS template. Embargo the press release until the day of the OTS press release (to be determined). If the OTS template is not used, submit the proposed press release to the OTS Public Information Officer at least 14 days in advance for his review and approval. 15) Conduct the mobilization in the period, May 24—June 6. 16) Complete a past-operational seat belt compliance survey in the week following the mobilization, i.e., June 7-13, 17) Submit the May mobilization report to the TSC no later than July 6 using their on-line reporting system Send the signed report to the TSC. October 201D 18) Submit the final claim by October 15, Throughout Grant Period 19) Send to the TSC the press releases for the mobilization period and the outside mobilization month(s) enforcements. 20) Send to the T5C any news articles, press conference descriptions, radio ads, etc. describing the grant-funded enforcerrents including any other enforcement opportunities that resulted from the effort. page 4 Palm Springs, City of Schedule B •Detailed Budget Estimate Next Generation -Click It or Ticket Grant No, CT1030 The total claim amounts must not exceed the grant total of$16,027.00, Schedule B-1 - Budget Narrative Palm Springs,City of will be reimbursed up to the limit stated in Schedule B—Detailed Budget Estimate Overtime reimbursement will reflect actual costs(overtime hourly rate and overtime hourly benefit rates) of the personnel conducting the seatbelt enforcements. Other direct costs are not reimbursahle. Indirect costs are l2t re Im_ bile. Only benefits earned as a percentage of hourly pay are allowed Benefit costs for overtime hourly rates are always lower than benefit casts for regular hourly rates. Budgeted grant activities will be conducted by personnel on an overtime basis. Grant-funded operations may be conducted by personnel such as an officer, sergeant, corporal, deputy, community services officer, dispatcher, clerical/administrative, etc. depending on the titles used by the agency. Personnel will be deployed as needed to accomplish the grant goals and objectives. Costs for preparing claims are not reimbursable. Clericalladministrative1C5O time incurred during and following enforcements are reimbursable for overtime work on administrative duties including, but not limited to, the collection/reporting of seat belt enforcement data. Reimbursements are contingent upon the following(note, exceptions must be approved by TSC): i The enforcement statistics are reported using the TSC's on-line reporting system. li. The mobilization press releases are issued for each mobilization; at least one press release was issued for an outside mobilization month III The pre-and post-operational seat belt compliance surveys are performed for each of the mobilizations. 1v The claims do not exceed the limits set forth in Schedule B—Detailed Budget Estimate. V. The claim form is correctly filled out, using the TSC Excel-based claim form. vi. The information in the overtime slips and the ledger report are consistent and fully support the claim vii, A ledger report(s) supporting the claim amount is attached to the claim. Only source documents are accepted to support the claim amount. Explanatory documentation such as spread sheets may be submitted to provide additional information but cannot be accepted in lieu of a ledger report(s). viii. Contract cities only,A contract city must also provide the Sheriffs Department's invoice to the contract city for the seatbelt enforcement overtime casts described in the contract city's claim, The invoice (or an attachment to the invoice)must contain the contract rates that are the basis for the Sherlfft Department's invoiced amount. With the exception of contract cities in San Diego County,the contract city must provide a ledger report showing payment of the invoice amount(San Diego County must provide a ledger report reflecting actual rates). ix The claim is signed by the Authorizing Official (Box B of the grant cover page) or Individuals Authorized to Sign Claims (Box D)as designated in the grant cover page. X. Changes in the Authorizing Official of the Applicant Agency or the designation of any other additional individual(s)to sign claims are documented in accordance with TSC documentation requirements. page 5 Palm Springs, City of Schedule C -Terms and Conditions Next Generation -Click It or Ticket Grant No.CT10,303 A.INDEMNIFICATION Applicant Agency agrees to indemnify, defend, and save harmless the State of California, its officers, agents, and employees, the Regents of the University of California, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm, or corporation furnishing or supplying work services, materials,or supplies in connection with the performance of this grant, and from any and all claims and losses accruing or resulting to any person,firm, or corporation who may be Injured or damaged by Applicant Agency in the performance of this grant. 6.GOVERNING LAW This Grant shall be governed by and construed in accordance with the laws of the State of California. C.NON-ASSIGNABILITY The obligations of the applicant agency under this Grant are not assignable to any third party. D.USE OF UNIVERSITY NAME/TRADEMARKS Applicant Agency shall not use the name of the University of California or any abbreviation thereof, or any name of which"University of California" is a part,or any trademarks of the University, in any commercial context, such as may appear on products, in media(including web sites)and print advertisements in cases when such use may imply an endorsement or sponsorship of the Applicant Agency, its products or services. All uses of the University's name and trademarks,therefore, must first receive prier written consent of The Regents of the University of California through the Office of Marketing & Business Outreach. This policy is in compliance with the State of California Education Code Section 92000. E.TERMINATION Each party has the right to suspend, terminate or abandon the execution of any work by the Applicant Agency without cause at any time upon giving prior written notice. In the event that this grant Is suspended,terminated or abandoned, the Regents of the University of California shall pay the Applicant Agency for services provided hereunder prior to the effective date of said suspension,termination, or abandonment. Said payment shall be computed in accordance with the Schedule B-(Detailed Budget Estimate, provided that the maximum amount payable to the Applicant Agency for its services shall not exceed the Grant Total on Schedule B for services provided hereunder prior to the effective date of suspension, termination, or abandonment- F. STATE OF CALIFORNIA TERMS AND CONDITIONS Applicant Agency agrees to abide by the General Terms, Conditions, and Certifications contained in OTS Grant Program Manual, Chapter 6, Exhibit 6-A vww.o s.ca.00v, U