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Home My WebLink About05 - BA-012 - California Seat Belt Compliance Campaign ProgramCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. s October 28, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Lieutenant Andy Gonis, Traffic Services Commander 949/644 -3740, agonis @nbpd.org Bob McDonell, Chief of Police SUBJECT: Budget Amendment - California Seat Belt Compliance Campaign Program - Fiscal Year 2003/2004 RECOMMENDATION: Accept the Office of Traffic Safety Grant and approve a Budget Amendment of $9,226 for the Police Department in fiscal year 2003/2004, to fund additional seat belt enforcement as a part of the California Seat Belt Compliance Program DISCUSSION: Background: The City has received notification of a grant award from the California Office of Traffic Safety to increase the level of awareness of seat belt safety in our City. The grant will provide for an increase in enforcement of California Vehicle Code seat belt violations. The goal of the California Seat Belt Compliance Campaign is to increase seat belt use statewide. The time period of November 17 -30, 2003 is designated by the state as the next time period that seat belt enforcement will be a focus. During this time frame, additional staff hours will be designated for seat belt enforcement. Traffic and Patrol Officers of the NBPD will be specifically assigned to patrol city streets during peak traffic hours during this time frame. The incurred costs will be reimbursable by the State. A media release will be issued just prior to the enforcement period, in order to increase awareness and obtain voluntary compliance from the Community. Seat belt use clearly reduces and in some cases prevents injury in traffic collisions. Environmental Review: Not applicable. Budget Amendment — California Seat Belt Compliance Campaign Program October 28, 2003 Page 2 of 2 Funding Availability: Funding will be estimates with no adverse impact on budget amendment for account details. Prepared by: Andy Goni ieutenant Attachments: Budget Amendment OTS Grant #IN43011 provided from increased grant revenue the General Fund balance. See attached Approved by: &Vj Bob cDonell, Chief of Police STATE OF CALIFORNIA BUSINESS, TRANSPORTATION AND HOUSING AGENCY OFFICE OF TRAFFIC SAFETY 7000 FRANKLIN SOULEVARO, SUITE 440 SACRAMENTO, CA 95823 -1899 www.ots.ca.gov (916) 262 -0990 (800) 735 -2929 (TUTDD- Referral) (916) 262 -2960 (FAX) August 19, 2003 Tim Newman, Captain Newport Beach Police Department 870 Santa Barbara Drive Newport Beach, CA 92660 Dear Captain Newman: GRAY DAVIS, GOVERNOR MARIA CONTRERAS.SWEET, SECRETARY Flex o r POWER % w .0exyourpowerxa gov Project No. IN43011 The Office of Traffic Safety (OTS) has approved your traffic safety mini -grant project as part of the California Seat Belt Compliance Campaign Program. Costs incurred must be in accordance with your project agreement and recorded in your accounting system. With the exception of clerical overtime, costs incurred prior to or after the two one -week periods identified in the grant agreement, are not reimbursable. Forms for the pre and post seat belt observation surveys, reimbursement and program reporting will be distributed at the Grant Training scheduled for October 2003. This training will be held in a number of locations statewide. A schedule with the locations, dates and time will be sent to all mini -grant recipients next month. Please refer to the above project number in all correspondence regarding this project. If you have any questions, please contact Don Uelmen, Operations Coordinator, at (916) 262 -1755 or e-mail at duelmen @ots.ca.gov. Sincerely, v CHRISTOPHER J. MURPHY Deputy Director DUJo cc: Bob MCDonell Dennis Danner Fiscal 3 i State of California Business, Transportation &Housing Agency PROJECT NUMBER OFFICE OF TRAFFIC SAFETY IN43011 GRANT AGREEMENT PAGE 1 (To be completed by applicant Agency) 1. PROJECT TITLE CALIFORNIA SEAT BELT COMPLIANCE CAMPAIGN 2. NAME OF APPLICANT AGENCY 4. PROJECT PERIOD CITY OF NEWPORT BEACH Month — Day - Year From: 10101103 3. AGENCY UNIT TO HANDLE PROJECT NEWPORT BF4CII P06ICF- DF-PARTXfFhT To: 01/31/04 5. PROJECT DESCRIPTION (Summarize the project plan covering the objectives, method Of procedures, evaluation, and end product in approximately 100 words. Space is limited to 11 lines.) The goal of the California Seat Belt Compliance Campaign (CSBCC) is to increase seat belt use statewide to 94% by June 2004. Through the combined efforts of state and local law enforcement, a seat belt enforcement campaign will be conducted for a fourteen (14) day period in November in support of the Buckle -Up America/Operation ABC National Mobilizations. Funds provided by this 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 THIS AGREEMENT SHALL NOT EXCEED: $9,226 7. APPROVAL SIGNATURES A. PROJECTD1RECrOR B. AUTHORIZING OFFICIAL OF APPLICANT AGENCY NAME: Tim Newman PHoNE:949.644.3740 NAME: Bob McDonell PHoNE:949.644.3701 TITLE: Captain FAX: 949.644.3749 TITLE: CHIEF OF POLICE FAX: 949.644.3700 ADDRESS: 870 Santa Barbara Dr. ADDRESS: 870 Santa Barbara Dr. Newport Beach, CA 92660 Newport Beach, CA 92660 E -MAIL: the Aman @nbpd.org E -MAIL: bmcdone pd.org C. FISCAL OR ACCOUNTING OFFICIAL D. OFFICE AUTHORIZED TO RECEIVE PAYMENTS NAME: Dennis Danner PHONE: 949.644.3123 NAME: TITLE: Admin. Services Director FAX: 949.644.3020 ADDREss: 3300 Newport Blvd. ADDRESS: Newport Beach, CA 92663 E -MAIL: ddanner @city.newport- beach.ca.us i Z (Signature) (Date) OTS -38 (Rev. 11/99) Q Page 2 (Office of Traffic Safety Use Only) EFFECTIVE DATE OF AGREEMENT: 10/1/2003 GRANTEE NEWPORT BEACH PROJECTNO. IN43011 8. Action No. 1 Date: 8119/2003 10. TYPE OF AGREEMENTI Initial X I Revision I Cont. FUND PROGRAM TASK NO. F.Y. Revision No. Date: 157b 04 -OP 7 2004 9. Action Taken 11. FUNDING DISPOSITION & STATUS Fiscal Year Amount Initial approval -2004 HSP funds obligated. 2003 -04 9,226.00 Total 9,226.00 Obligated This Action 9,226.00 Previously Obligated 0.00 Total Amount Obligated 9,226.00 Amount Suspended 0.00 State FY 2002 -03 2700 - 101 -0890 (157/03) TOTAL FUNDS PROGRAMMED 9,226.00 Federal Catalog No. 20.600 12. BUDGET SUMMARY (From Schedule B Detail) - FISCAL YEAR GRANT PERIOD ENDING: 1/31/2004 2004 2003 -04 TOTAL PROJECT COST CATEGORY GRANT PERIOD PRIOR GRANT TOTAL GRANT BUDGET ESTIMATE A. Personnel Costs 9,226.00 0.00 9,226.00 9,226.00 B. Travel Expenses 0.00 0.00 0.00 0.00 C. Contractual Services 0.00 0.00 0.00 0.00 D. Equipment 0.00 0.00 0.00 0.00 E. Other Direct Costs 0.00 0.00 0.00 0.00 F. Indirect Costs 0.00 0.00 0.00 0.00 TOTAL FEDERAL FUNDS 9,226.00 0.00 9,226.00 9,226.00 13. PROJECT APPROVAL & AUTHORIZATION TO EXPEND OBLIGATED FUNDS A. APPROVAL RECOMMENDED BY B. AGREEMENT & FUNDING AUTHORIZED BY NAME: DON UELMEN NAME: CHRISTOPHER J. MURPHY TITLE: Operations Coordinator TITLE: Deputy Director PHQNF_� (g1R1262 -1755 E-MAIL: duelmen(o)ots.ca.4ov Office of Traffic Safety Office of Traffic Safety 7000 Franklin Blvd., Suite 440 7000 Franklin Blvd., Suite 440 Sacrame , CA 95823 Signature �G L� Sacramento, CA 95823) Signature OTS -38a' (Rev 5/98) SCHEDULE A PROJECT No: IN43011 PROJECT DESCRIPTION PAGE 1 PROJECT GOAL To increase seatbelt use, statewide to 94% by June 30, 2004. PROJECT OBJECTIVES 1. To participate in Occupant Protection roll call training classes for officers and clerical personnel selected to participate in operational phase by November 17, 2003. 2. To conduct pre- operation seat belt compliance survey between November 1 - 16, 2003. 3. To conduct a 14 -day (November 17 thru 30, 2003) overtime enforcement operation specifically targeting seatbelt violations. 4. To conduct post- operational seat belt compliance surveys between December 1 - 12, 2003. To mail or FAX to OTS the Mobilization Report, the pre and post survey results and any pertinent local media releases (electronic or print) by December 19, 2003. 6. To mail the Project Claim Invoice (OTS -39) and Project Claim Detail (OTS -39a) by January 16, 2004. Note: Nothing is this agreement shall be interpreted as a requirement, formal or infomial, that a particular police officer issue a specified or predetermined number of citation in pursuance of the obligation. METHOD OF PROCEDURE Operational Plan Phase I Personnel Selection and Training (Octoberl, 2003 — November 7, 2003) It is anticipated that one supervisor, selected uniformed officers, and one clerical staff /community service officer person will be required. Grant Reporting and Project Claim Training will be provided by OTS on an as needed basis. Phase lI Preoperational Seat Belt Surveys (November 1, 2003- November 16 2003) Preoperational seat belt compliance surveys will be conducted by existing staff, at representative locations throughout the areas selected for enforcement. (OTS 5 -a & 5 -b) OTS -38b (Rev 5 198) G SCHEDULE A PROJECT No: IN4301 1 PROJECT DESCRIPTION PACE 2 Phase III Overtime Enforcement Operation (November 17, 2003 — November 30, 2003) Enforcement officers will be deployed on an overtime basis as directed by the supervisor. Enforcement activities will be focused on seat belt compliance. Phase IV Post Operation Seat Belt Surveys (December I, 2003 — December 12, 2003) Seat belt compliance surveys will be conducted at the same locations selected in Phase I. (OTS -5a & 5 -b)) Phase V Prepare and submit to OTS, Final Report for Operational Period (December 12, 2003 — December 19, 2003) (OTS -5c) Phase VI Prepare and submit to OTS, Project Claim Invoice and Project Claim Detail for Enforcement Operational Period (November 17, 2003 — November 30, 2003) (OTS -39 & OTS 39a) OTS-38b (Rev 5198) SCHEDULE B PAGE 1 DETAILED BUDGET ESTIMATE PROJECT NO: IN43011 COST CATEGORY FISCAL YEAR ESTIMATES TOTAL COST TO PROJECT FY -1 10/01/03 01/31/04 FY -2 FY -3 A. PERSONNEL COSTS Positions and Salaries Sergeant Overtime (11/17/03 -11/30/03) 2 Hrs. @ $68.00 Officer Overtime (11/17/03 - 11/30/03 ) 156 Hrs. @ $57.00 CommunitV Service Officer Overtime 136.00 8,892.00 66.00 1.00 131.00 136.00 8,892.00 0.00 66.00 1.00 131.00 (11/17/03 - 11/30/03) Hrs. @ $ Clerical Overtime (11/17/03 - 11/30/03 ) 2 Hrs. @ $33.00 Employee Bene @ NonSworn 1.45% Employee Benefits @ Sworn 1.45% Category Sub-Totall $9,226.001 $0.00 0.00 $9,226.00 B. TRAVEL EXPENSE Not Applicable Category Sub -Total 1 $0.001 $0.001 $0.001 $0.00 C. CONTRACTUAL SERVICES Not Applicable Category Sub -Total $0.00 $0.001 $0.001 $0.00 D. NON - EXPENDABLE PROPERTY Not Applicable Category Sub -Total $0,001 $0,001 $0,001 $0.00 E. OTHER DIRECT COSTS Not Applicable Category Sub -Total 90.001 $0.001 0.00 $0.00 F. INDIRECT COSTS Not Applicable Category Sub-Totall $0.001 $0.001 $0.00 $0.00 PROJECT TOTAL $9,226.00 $0.00 $0,001 $9,226.00 OTS-38d (Rev.10199) F SCI - EMLE 13-1 PROJECT No: IN43011 BUDGET NARRATIVE PACs: I PERSONNEL COSTS The applicant agency will utilize mini -grant funds provided in this project agreement to conduct a fourteen day seat belt enforcement operation from November 17 through 30, 2003. The operations will be conducted on an overtime basis salary and applicable benefits, utilizing selected supervisors and police officers for enforcement purposes, and clerical /Community Services Officer positions for report preparation and data collection duties. The Personnel Costs, Position and Salaries category represent the estimated cost of overtime salaries and benefits. Benefit Category Sworn Non -Sworn OASDI 0 0 St. Comp. 0 0 Medicare .0145 .0145 TOTAL .0145 .0145 Personnel from the existing complement of officers and staff will be used on the anticipated seat belt enforcement activity and reporting tasks, on an overtime basis only. All personnel assigned to this operation will be over and above the "normal' scheduled assignments. Only personnel costs are budgeted for this project; no travel costs, contractual costs, equipment, other direct costs or indirect costs are allowable. OTS -38r (Rev 5198) rI OTS 33 (Rev'd for CSBCQ Terms, Conditions, and Certifications Specific to the Agreement Between the Office of Traffic Safety and the Applicant Agency APPLICANT AGENCY OTS PROJECT NUMBER Newport Beach Police Department I IN43011 The following are included herein and constitute a part of this Agreement: OTS -38 Grant Agreement OTS -38f Schedule B -1 —Budget Narrative OTS -38b Schedule A — Project Description OTS -33 Terms, Conditions, and Certifications Specific to the Agreement Between OTS and the Applicant Agency OTS -38d Schedule B — Detailed Budget Estimate 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 goveming grants and to those controls expressed in the California Traffic Grant Program Manuals which include, but are not limited to: Final Performance Reports and Reimbursement Claims must be submitted by the Project Director to the Office of Traffic Safety by December 19, 2003 and January 16, 2004. 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: • Failure to submit acceptable and timely final reports; and • Failure to submit acceptable and timely reimbursement claims. 3. If, during the term 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 OTS 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 II, Chapter 3.8). S. 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. l �) OTS 33 (Rev'd for CSBCC) Project No:IN43011 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 Tim Newman DATE EXECUTED EXECUTED IN THE COUNTY OF 7 I A8 b3 Orange PROJECTD CTOR' S SIGNATURE TITLE Captain, Patrol & Traffic Division Commander, NBPD AUTHORIZING OFFICIAL'S NAME Bob McDonell DATEEX£CUTED � - n -G�l A➢UTCORIZl� G.QF MC C1'S S/IG�AT , I III �l� TITL CHIEF OF POLICE, NBPD EXECUTED IN THE COUNTY OF City of Newport Beach BUDGET AMENDMENT 2003 -04 EFFECT ON BUDGETARY FUND BALANCE: X Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: NO. BA- 012 AMOUNT: $a,2zs.00 Increase in Budgetary Fund Balance AND Decrease in Budgetary Fund Balance PX No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase revenue estimates and expenditure appropriations due to receipt of a State of California Office of Traffic Safety grant to be used for a Seat Belt Compliance Campaign. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (360 1) Fund /Division Account 1820 4865 EXPENDITURE APPROPRIATIONS (3603) Signed: Signed: Signed: Description Description OTS Grant - DUI Checkpoints Financial ADDroval: Ad Administrative Appro/al: City Manager City Council Approval: City Clerk Amount Debit Credit $9,226.00 $4,514.00 $33.00 $66.00 $4,514.00 $33.00 $66.00 /D- moo- 693 Date /B //a 3-- Date./ Date Description Division 1830 Police - Patrol Account 7040 Overtime - Misc Account 7041 Overtime - Safety Account 7425 Medicare Division 1840 Police - Traffic Account 7040 Overtime - Misc Account 7041 Overtime - Safety Account 7425 Medicare Financial ADDroval: Ad Administrative Appro/al: City Manager City Council Approval: City Clerk Amount Debit Credit $9,226.00 $4,514.00 $33.00 $66.00 $4,514.00 $33.00 $66.00 /D- moo- 693 Date /B //a 3-- Date./ Date