HomeMy WebLinkAboutResolutions - 2018.11.14 - 23878MISCELLANEOUS RESOLUTION #18388 November 14, 2018
BY: Bill Dwyer, Chairperson, Public Services Committee
IN RE: SHERIFFS OFFICE - FISCAL YEAR 2019 SECONDARY ROAD PATROL AND TRAFFIC
ACCIDENT PREVENTION PROGRAM GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Sheriff's Office has been awarded $634,425 in grant funding from the Michigan
Department of State Police (MSP) - Office of Highway Safety Planning (OHSP) from Public Act 416 to
conduct secondary road patrol activities for the period October 1, 2018 through September 30, 2019; and
WHEREAS this is 40th year for the Secondary Road Patrol and Traffic Accident Prevention Program
Grant award; and
WHEREAS the Fiscal Year (FY) grant award represents a decrease of $67,671 from last year's award;
and
WHEREAS the grant provides continuation funding for four (4) Special Revenue (SR) full-time eligible
(FIE) Deputy II positions (#4030601-110010-02572, #03114, #07501 and #11595) and one (1) SR FTE
Sergeant position (#4030601-110010-07790) located in the Patrol Services Division; and
WHEREAS no county match or additional positions are required; and
WHEREAS this grant agreement has completed the Grant Review Process in accordance with the Board
of Cornmissioners Grant Acceptance Procedures.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the
Fiscal Year 2019 Secondary Road Patrol Grant award from the Michigan Department of State Police -
Office of Highway Safety Planning in the amount of $634,425 for the period October 1, 2018 through
September 30, 2019.
BE IT FURTHER RESOLVED that four (4) SR FTE Deputy II positions (#4030601-110010-02572,
#03114, #07501, and #11595) and one (1) SR FTE Sergeant position (#4030601-110010-07790) be
continued in the Traffic Unit/Patrol Services Division/Sheriff's Office.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to
execute the grant award and to approve any grant extensions or changes, within fifteen percent (15%) of
the original award, which are consistent with the original application as approved.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future
commitment and continuation of the Special Revenue positions are contingent upon future levels of grant
funding.
Chairperson, on behalf of the Public Services Committee, I move adoption of the foregoing resolution.
7--derrffisimerVii:.1-15744-ritistrfct-#1*
/77,0102e.. t (.Lhairperson, PublicuS6rvices Committee
PUBLIC SERVICES COMMITTEE
Motion carried unanimously on a roll call vote with Spisz and Berman absent.
GRANT REVIEW SIGN OFF — Sheriff's Office
GRANT NAME: FY 2019 Secondary Road Patrol Grant
FUNDING AGENCY: Michigan State Police — Office of Highway Safety Planning
DEPARTMENT CONTACT PERSON: Gaia Piir 248 858-5512
STATUS: Grant Acceptance
DATE: October 12, 2018
Pursuant to Misc. Resolution #17194, please be advised the captioned grant materials have
completed internal grant review. Below are the returned comments.
The captioned grant materials and grant acceptance package (which should include the Board of
Commissioners' Liaison Committee Resolution, the grant agreement/contract, Finance
Committee Fiscal Note, and this Sign Off email containing grant review comments) may be
requested to be placed on the appropriate Board of Commissioners' committee(s) for grant
acceptance by Board resolution.
DEPARTMENT REVIEW
Department of Management and Budget:
Approved. — Laurie Van Pelt (10/3/2018)
Department of Human Resources:
HR Approved (No Committee) Continues Positions —Lori Taylor (10/4/2018)
Risk Management and Safety:
Approved by Risk Management. — Robert Erlenbeck (10/4/2018)
Corporation Counsel:
Approved by Corporation Counsel. — Steve Rideout (10/12/2018)
.artr-41.1,4
MICHIGAN STATE POLICE
SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM
CONTRACT
COUNTY
Oakland
Approved Budget Summary
Personnel
Automotive
Equipment
Operating Expenses
Indirect Costs
Total
Amount
606,792
27,633
634,425
OHSP Contract Number
50771-19
Grant Start Date
1-Oct-18
Grant End Date
30-Sep-19
SOURCE Amount
State Allocated Amount
County Supplement
Total
634,425
0
634,425
Only the State Allocated Amount will be paid by the State of Michigan.
Funds allocated are contingent upon an appropriation from the State of Michigan and sufficient citation
surcharge collections. County allocations may be revised during the year based on revenue collected.
AUTHORIZED BY:
DIRECTOR, OFFICE OF HIGHWAY SAFETY PLANNING Signature Date
Michael L. Prince
SRP-401 (04/18) '
MICI-OGAN STATE POLICE
Page 1 of 19
SECONDARY ROAD PATROL AND
TRAFFIC ACCIDENT PREVENTION PROGRAM
Application for
Fiscal Year
2019
(OCTOBER 1, 2018— SEPTEMBER 30, 2019)
Application also available at
www.michician.qcw/ohsp-sm
Michigan Department of State Police
Office of Highway Safety Planning
7150 Harris Drive
P.O. Box 30634
Lansing, Michigan 48909
AUTORITY:
COMPLIANCE:
MCL 28.31, 1VICL 51.76,
MCL 51.77, as amended
Voluntary; however, failure
to complete will result in a
denial of funding
SRP-401 (04/18)
MICHIGAN STATE POLICE
Page 2 of 19
SECTION A: APPLICATION INSTRUCTIONS
The following items are required to be reviewed and completed for the County to be awarded Secondary Road
Patrol and Traffic Accident Prevention (SRP) funding pursuant to 1978 P.A. 416, as amended, IVICL 51.76 and
MCI_ 51.77 (P.A. 416). The completed application must be submitted to the Office of Highway Safety Planning
(OHSP) in its entirety (all pages). questions regarding the application may be directed to 517-284-3091.
A. APPLICATION INSTRUCTIONS (With application checklist for County use only).
B. CONTRACT CONDITION'AND REQUIREMENTS:
1. Definitions, Page 4.
Law Enforcement Plan, Page 4.
Services, Page 4.
IV. City and Village Resolutions, Page 5.
V. Accounting and Recordkeeping Requirements, Page 5.
VI. Standards for Acquiring, Using, and Disposing of Property Purchased with P.A. 416
Funding, Page 6.
VII. Financial Reports, Page 7.
VIII. Program Reports, Page 7.
IX. Amendment of Contract, Page 7.
X. Limitation Upon Time Expenditures, Page 7.
XI. Limited Availability of indirect Costs, Page 7.
XII. Method of Payment, Page 7.
XIII. Attribution, Page 7.
XIV. Notice Regarding Position Reductions, Page 7.
XV. Sanctions, Page 8.
XVI. Termination, Page'8.
XVII. Inspections, Audit, and Reporting, Page 8.
XVIII. Equal Employment Opportunity (EEO) Requirements, Page 8.
C. SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM APPLICATION:
I. Application and Cpntract Signature Page, Page 10.
Maintenance of Eff0 Base Data, Page 11.
III. Methods and Procedures, Page 12.
IV. Resolutions, Contracts, and Law Enforcement Plan, Page 13.
V. Equipment and Automotive Inventory, Page 14.
VI. Budget Detail, Pages 15.
Mail the application, with ORIGINAL SIGNATURES, and all supporting documentation to:
Do not submit as duplex (double-Sided).
-;[ Michigan Department of State Polic6
Office of Highway Safety Planning
7150 Harris Drive
P.O. Box 30634
Lansing, Michigan 48909
00000000 00000009 0
SRP-401 (O4/16)
MICHIGAN STATE POL/CE
Page 3 of 19
SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM
• CHECKLIST
This checklist is provided as a guide to assist you in the preparation of the application for PA. 416
funding (FOR YOUR USE ONLY).:::
Task SHERIFF:
Completed
1. Review the Contract Condipons and Requirements (pages 4-9)
2. Complete the Maintenance of Effort Base Data (page 11)
3. Prepare the Methods and Procedures (page 12)
4. Complete the Resolutions, Contracts, and Law Enforcement Plan (page 13)
5. Complete the Equipment and Automotive Inventory (page 14)
6. Prepare the Budget Detail (pages 15-18)
7. Complete the Application Signature Page and Sign Item #18 (page 10)
8. Deliver the Prepared Application to the Financial Officer
FINANCIAL OFFICER:
1. Review the Contract Conditions and Requirements
2. Review the Maintenance of Effort Base Data
3. Review the Methods and Procedures
4. Review the Resolutions, Contracts, and Law Enforcement Plan
5. Review the Equipment and'Automotive Inventory
6. Review the Budget
7. Sign Item #25 on the Application Signature Page (page 10)
8. Return the Application Package to the Sheriff
SHERIFF:
Deliver the Application to We Chairperson of the County Board
CHAIRPERSON, COUNTY BOARD OF COMMISSIONERS:
1. Review the Contract Conditions and Requirements
2. Review the Program Application for P.A. 416 funding (pages 10-18)
3. Complete Item #9 on the Application Signature Page (page 10)
4. Sign Item #10 on the Application Signature Page (page 10)
5. Return the Application Package to the Sheriff
SHERIFF: ;1
1. Review the Application for cpmpleteness 0
2. Make one copy (single-sided) of the complete application to retain for your records 0
3. Submit the original of the following documents to OHSP:
a. Application and Contract Signature Page with original signatures (page 10) 0
b. Maintenance of Effort (page 11) 0
c. Methods and Procedures (page 12) 0
d. Resolutions, Contracts, and Law Enforcement Plan (page 13) 0
e. Equipment and Automotive Inventory (page 14) 0
f. Budget—Detail and Narrative (pages 15-18) 0
r
MAIL TO:
Michigan Department of State Police
Office of Highway Safety Planning
7150 Harris Drive
P.O. Box 30634
Lansing, Michigan 48909
DATE MAILED
SRP-401 (04/18)
MICHIGAN STATE POLICE
Page 4 of 19
SECTION B: CONTRACT CONDITIONS AND REQUIREMENTS
I. Definitions
County-Funded Road Patrol Deputy: A uniformed officer who responds to citizens' requests, makes arrests,
investigates traffic crashes and crirries, serves legal papers, patrols the county, and may occasionally be
assigned to jail, marine/snowmobile', dispatch, court, prisoner transport, or other non-patrol related functions.
Examples of who not to include, bLitare not limited to, the sheriff, undersheriff, command officers who supervise
other divisions in addition to road patrol, full-time court detail, corrections, marine/snowmobile, detectives, and
DARE officers.
Expendable Personal Property: Al tangible personal property other than non-expendable property.
Financial Officer: The person reWonsible for fiscal accounting.
Fiscal Year: The fiscal year of the`,State of Michigan, beginning October 1 st of each year.
MSP: The Michigan Department of tate Police.
Nonexpendable Personal Properi4: Tangible personal property having a useful life of more than one year
and acquisition cost of $1,000 or mb-re per unit.
OHSP: The Office of Highway Safety Planning is the agent for the State of Michigan acting through the MSP.
P.A. 416: Public Act 416 of 1978, as amended, MCL 51.76 and 51.77, which established the Secondary Road
Patrol and Traffic Accident PreventiCn Program.
P.A. 416-Funded Road Patrol Deputy: A uniformed officer who patrols the secondary roads (county primary
and county local roads, excluding those portions within the boundaries of a city or village); monitors traffic
violations; enforces the criminal laws of this state, violations of which are observed by or brought to the attention
of the sheriff's department while pWiding the patrolling and monitoring required by the P.A. 416; investigates
crashes involving motor vehicles; and provides emergency assistance to persons on or near a highway or road
patrolled and monitored as required by P.A. 416.
Provider: The County Board of Co*missioners as advised by the County Sheriff acting through a duly
authorized contracting official such a's the Chairperson of the County Board of Commissioners or County
Executive Officer.
SRP: The Secondary Road Patrol and Traffic Accident Prevention Program.
SRI' Deputy: See P.A. 416-Funde:Road Patrol Deputy.
Law Enforcement Plan
P.A. 416 requires the sheriff, the Dir.Octor of MSP, and the Director of the OHSP or their authorized
representatives to develop a Law Enforcement Plan for the unincorporated areas of the county. The Law
Enforcement Plan shall be updatedat least every four years (after a sheriffs election year). The plan may be
updated in the interim at the discretion of the sheriff and the local MSP post commander. A copy of the most
current Law Enforcement Plan must be included in the documents submitted with the application each year.
HI. Services
The sheriffs department shall be the:law enforcement agency'primarily responsible for providing the following
services outside the boundaries of a .city or village, and on any highway or road within the boundaries of a
county park:
1. Patrolling and monitoring traffic violations.
2. Enforcing the criminal lawscf this state, violations of which are observed by or brought to the attention
of the sheriff's department while engaged in P.A. 416 patrols.
3. Investigating crashes involving motor vehicles.
4. Providing emergency assistance to persons on or near a highway or road patrolled and monitored as
required by P.A. 416.
SRP-401 {04/15)
MICHIGAN STATE POLICE
Page 5 of 19
IV. ':City and Village Service Resolutions
P.A. 416 provides for service requests from a city or village to a county. If an agreement of this type is entered into,
a copy of the resolution authorizing this action must be included in the documents submitted with the application
each year.
Any or all of the following services ;May be provided:
1. Patrolling and monitoring 'traffic violations.
2. Investigating crashes invONing motor vehicles.
3. Providing emergency assistance to persons on or near a highway or road being patrolled and
monitored.
V. Accounting and Recordkeeping Requirements
The Provider must maintain accounting records, following generally accepted accounting procedures, to receive
reimbursement for expenditures under this grant. Documentation supporting all expenditures shall be maintained for
at least three years after the expire* of the fiscal year covering this agreement. The Provider agrees to expend
funds obtained under this agreement only during the period covered by the agreement and only for purposes
specified in the budget detail unlesS,Written approval is received from OHSP. ALL REVENUE AND
EXPENDITURES SHALL BE RECORDED IN A FUND OR ACCOUNT SEPARATE FROM THE PROVIDER'S
OTHER FUNDS OR ACCOUNTS. THE GENERAL LEDGER IS REQUIRED AND MUST RECONCILE TO
REPORTED COSTS.
A. Personnel Costs. Amounts expended under this agreement for P.A. 416-Funded Road Patrol Deputies shall be
based upon payrolls documented and approved in accordance with the policies and practices of the Provider and
shall be supported by time and attendance records and daily activity logs for individual employees. The daily
logs must detail all activities engaged in, locations of activities, and times engaged in each activity.
B. All automotive expenses, supplies, and equipment shall be authorized and procured in accordance with the general policies and practices ofthe county. Automotive expenses can be reported based either on the actual
costs incurred for vehicles, gasol,ine, maintenance, insurance, and other vehicle costs, or on actual miles driven
times a mileage rate. If the county chooses to use a mileage rate, they may either use the most recently
published IRS business rate, in'which case no further calculation is required, or, they can calculate their own
mileage rate based on their county's actual costs. Supporting documentation for the county's calculated rate
must be kept on file for review dUring monitoring.
Note: If using a mileage rate:that includes an allowance for depreciation of the vehicle, including
the IRS rate, the county may; not also request reimbursement for a vehicle as an equipment
purchase.
C. Property Management Standards
1. Accounting Requirement. The county agrees to maintain a readily identifiable inventory of nonexpendable
personal property purchased in whole, or in part, with P.A. 416 funds. Inventory of this property shall be
made a part of the county'Siofficial P.A. 416 records and shall be available for review by authorized state
personnel. At a minimum„Property management records shall meet the following requirements:
a) Item description
b) Manufacturer's serial' number and, if applicable, a P.A. 416 control number
c) State's P.A. 416 cost equity at time of purchase
d) Acquisition date ana'post
e) Location of property
f) Ultimate disposition -date including sale price or method used to determine fair market value
g) Method of disposition
2. Recordkeeping RequiremOts. The county agrees to maintain, as a part of the financial records for P.A.
416, property management:iecords for all nonexpendable personal property acquired in whole, or in part,
with P.A. 416 funds. This ihbludes copies of purchase orders, bid information, invoices and inventory
records. Records shall be retained for three years beyond the useful life of the equipment.
SRP-401 (04/18)
MICHIGAN STATE POLICE
Page 6 (1'19
VI. Standards for Acquiring, Using, and Disposing of Property Purchased with
P.A. 416 Funding
The acquisition of expendable and Aonexpendable personal property shall be pre-authorized by OHSP.
Expendable property may be disposed of when, at the discretion of the Provider, it is no longer usable. For
nonexpendable personal property acquired by a county in whole, or in part, with P.A. 416 funds, the following
conditions apply:
A. Use of nonexpendable personarproperty is restricted to activities authorized by P.A. 416 and by personnel
funded or authorized by OHSPlin their contract with the county or by adjustments to this grant.
B. Disposition of Nonexpendable personal Property. Proper sales procedures shall be established for
unneeded property which would,-provide for competition to the maximum extent possible and result in the
highest possible return. When a•ecipient of nonexpendable personal property purchased in whole, or in
part, with P.A. 416 funds no longer has a need for the property in its P.A. 416 program, the county shall
obtain prior approval from oFisp for the proposed disposition of the property. Requests for approval of the
proposed disposition shall be submitted to 01-ISP within 30 days prior to the proposed disposition. The
property, with concurrence of QHSP, may be disposed of in accordance with the following standards and
order of priority as determined by OHSP:
1. Transfer of Property - OHSP reserves the right to require the county to transfer the property to the
control of OHSP or direc0 to a third party at the discretion of OHSP. The county shall be reimbursed
by the beneficiary county nA'rith an amount which is computed by applying the percentage of county
participation in the original' 'cost of the items(S) to the current fair market value.
2. Retention of Property - OHSP may permit the county to retain the property for use other than that
authorized in P.A. 416, provided compensation is made to the State of Michigan. The amount of
compensation shall be computed by applying the percentage of state participation in the original cost
of the item(s) to the current fair market value.
3. Sale of Property - 01-1SP may instruct the county to sell the property and reimburse the State of
Michigan art amount which is computed by applying the percentage of state participation in the original
cost of the item(s) to the current fair market value. The county is permitted to retain five percent of the
total proceeds to cover selpl,ng and handling expenses.
C. Replacement of Property. When an item of nonexpendable personal property with an acquisition cost of
$1,000 or more is no longer efficient or serviceable but the county continues to need the property in its P.A.
416 program, the county may rePlace the property through trade-in or sale and purchase of new property,
provided the following requirements are met:
1. Similar Function. Replacement property shall serve the same function as the original property and be
of the same nature or character, although not necessarily of the same grade or quality.
2. Credits. Value credited fO, the property, if the property is traded in, shall be related to the fair market
value.
3. Time. Purchase of replacement property shall take place soon enough after the sale of
nonexpendable property tb Show that the sale and the purchase are related, but in any instance,
during the same funding year.
,
4. Compensation. Replacement of property under this paragraph is not disposition of this property. The
county is not required, at the time of replacement, to compensate the State for the state share of the
property; rather, the state share istransferred to the replacement property with an appropriate
adjustment as provided in Section VI(C)(5). The replacement property is subject to the same
instruction on use and disposition as the property replaced.
5. Calculation of State Share. The state share of the replacement property is calculated as follows:
a. The proceeds from the sale of the original property or the amount credited for trade-in is multiplied
by the state share (percentage) to produce a dollar amount.
b. The percentage of the P.A. 416 dollar amount to the total purchase price of the replacement
property is the state share of the replacement property.
SRP-401 (04118)
MICHIGAN STATE POLICE Page 7 of 19
6. Prior Approval. Recipients of P.A. 416 funds shall obtain written permission from OHSP to use the
provision of section Vl(C)L prior to entering into negotiations for the replacement or trade-in of
nonexperidable property.
VII. Financial Reports
The Provider agrees to submit a Quarterly Financial Report within 20 days of the completion of each quarterly
period beginning with the date of this agreement. A general ledger report produced by the County's official
accounting system must be submitted with each Quarterly Financial Report. The ledger must reconcile to reported costs. The Inventory Control Listing for nonexpendable property as identified in section V(C)(1) shall
be maintained by the county for reView during program monitoring, and shall be submitted with each change to
OHSP, along with an Equipment Rebords System form.
• VIII. Program Reports
The Provider agrees to submit a Seri-Annual Program Report within 20 days following the end of each
program reporting period and an Antlual Program Report covering the fiscal year just ended by October 20 of
each year. These forms will be proVIded by OHSP.
1)(. Amendment of Contract
Program modification or a budget rOision shall be requested on the Contract Adjustment Request form
provided, and be approved by oHse prior to implementation. Original signatures are required on this
document. .
X Limitation Upon Timing of Expenditures
All obligations under this agreement.Shall be made subsequent to the project start date and prior to the project
end date of the contract Goods must be received (which consists of taking possession of products in order to
stage them for inspection, place them into inventory, or deploy them to the end user for immediate use) by
September 30 of the fiscal year.
XI. Limited Availability of Indirect Costs
Indirect costs reportable for reimbursement are allowable providing they do not exceed 5% of the total direct
program expenditures. Costs for clerical support personnel may be included in the budget as an indirect cost,
not a direct cost.
XII. Method of Payment
The State of Michigan shall reimburse the county for expenditures incurred during the previous quarter. The
county will receive the reimbursement approximately four weeks following receipt of the Quarterly Financial
Report. Reimbursement may be delayed should the county fail to provide all required reports and other
documentation, or is not in compliarice with P.A. 416 and the Grant Contract Conditions and Requirements.
XIII. Attribution
Any public dissemination of information under this agreement shall identify the State of Michigan as the source
of the funding for the services provided.
XIV. Notice Regarding Position Reductions
The county shall immediately notify OHSP of any reductions in the working number of county-funded
road patrol positions if the remaining number of working road patrol positions is below the September
30, 1978, level. This notification shall include the latest county estimate of total county general fund revenue
for the pertinent county fiscal year. 11otification shall be in writing and include appropriate explanatory
information. )1
SRP-401 (04/la)
MICHGAN STATE POLICE
Page 8 of 19
XV. Sanctions
If the grantee materially fails to comply with the terms and conditions of the grant contract, OHSP may take one
or more of the following actions, asappropriate in the circumstances:
1. Temporarily withhold cash1),. 'ayrnents pending correction of the deficiency by the grantee.
2. Disallow all or part of the cost of the activity or action not in compliance.
3. Wholly or partly suspend or terminate the current grant contract.
4. Withhold further funding for the program.
5. Take other remedies that may be legally available.
XVI. Termination
Termination of this contract will becOme effective based upon one or more of the following conditions:
1. The end date specified on the grant has been reached and all other conditions of funding have been
satisfied.
2. Funds allocated are contingent upon an appropriation from the State of Michigan and sufficient citation
surcharge collections. County allocations may be revised during the year based on revenue collected.
3. This agreement is void if the, Provider reduces its expenditures or level of road patrol below that which
the Provider was expending:or providing immediately before October 1, 1978, unless the Provider is
required to reduce general services because of economic conditions and is not merely reducing law
enforcement services. If there is an allegation of non-compliance with the provisions of this subsection,
the OHSP shall notify the Provider in writing and afford the Provider with an opportunity to demonstrate
compliance. if compliance Cannot be established, OHSP shall notify the Provider in writing of the
termination of this agreement. This termination shall be effective as of the date on which the non-
compliance originally occurred.
4. The Provider shall comply with the identified schedule for financial and programmatic reporting. Failure
to comply will result in OHSP, action to withhold the release of funds.
5. Non-compliance with P.A. 4 ,1'6 and/or Contract Conditions and Requirements is grounds for the
termination of this contract and funding. Repayment of funds to the State of Michigan may be required
for those funds expended oh; non P.A. 416 related costs.
6. The Provider may terminate the contract upon 60 days notice. 01-ISP may waive this notification
requirement.
XVII. Inspection, Audit, and Reporting
The 01-1SP, the Local Government Audit Division of the Michigan Department of Treasury, and the State Auditor
General, or any of their duly authorited representatives, shall have access to any books, documents, papers,
and records of the Provider which are related to this agreement, for purpose of inspection, audit, and
examination.
The Provider shall comply with therequests of OHSP for information on reports related to the manpower,
expenditures, and services of the Provider and the traffic crash, traffic safety, and crime data of the county or
areas of the county of the Provider.
XVIII. Equal Employment Opportunity Requirements
In accordance with the Elliott-Larsen Civil Rights Act and the Michigan Handicappers Civil Rights Act, a grantee
or contractor shall not discriminate against any employee or applicant for employment, with respect to hire,
tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment,
SRP-401 (04118)
M)CHJOAN STATE POLICE
Page 9 0 19
because of race, color, religion, national origin, ancestry, age, sex, height, weight, marital status, or handicap.
Failure to comply with this requirement is cause for termination of the contract and grant.
In accordance with Executive Directive 1979-4 and Michigan Department of Civil Rights Standards and
Procedures for Civil Rights Compliance in State and Federal Contracts, a grantee or contractor must have an
established policy of equal employment opportunity without regard to race, color, religion, national origin, age,
sex, or handicap. The grantee or contractor shall take steps necessary to correct any under representation and
achieve a reasonably representatie work force at all levels of employment. In addition, the grantee or
contractor shall:
A. State in all recruiting mate0s and advertisements that all applicants will receive equal consideration
for employment without regard to race, color, religion, national origin, age, sex, or handicap, and
B. Post in conspicuous places notices setting forth the law on equal opportunity in employment and public
accommodations. (Posters„ are available from the Michigan Department of Civil Rights).
. , A grantee or contractor shall inform OFISP of any federal or state actions taken against the grantee or
contractor pertaining to equal employment opportunity requirements. A grantee or contractor shall keep
employment or other recourse usedIn preparation of the Minority-Female-Handicapper Status Report, work
force Utilization Analysis and EEO plan six months beyond the life of the grant or contract to permit access by
the OHSP, Michigan Department of Civil Rights, or other authorized persons as may be necessary to ascertain
compliance.
The award of a grant is subject to acceptance of the grant conditions and requirements, EEO Plan, and a
determination of compliance with EEO requirements by OHSP or the Michigan Department of Civil Rights.
z
F:
,
C. SHERIFF
12. Name
Michael J. Bouchard
13. Telephone Number
248-858-5001
14. Email Address
iocsoaoakciov.com
16. Street Address 16. City 17. ZIP Code
48341 .7,)
18. Signature,
D. FINANCIAL OFFIER
SNP-401 (04/18)
MICHIGAN STATE POLICE
Pagsloofs
SECTION C: SECONDARY ROAD PATROL AND
TRAFFIC ACCIDENT PREVENTION PROGRAM APPLICATION
I. Application and Contract Signature Page
This application is made under P. 416, as amended, in the amount and for the purpose set forth. On the basis
of the information provided in this application and detailed budget submitted by the county i .an award will be made to the county in the amount and for the period stated, and is subject to the Contract Conditions and
Requirements. This agreement becomes effective as of the date county representatives are notified by OHSP.
We certify that the information contained in this application including, but not limited to, the Methods and
Procedures and Budget Detail, is accurate to the best of our knowledge. We agree to comply with P.A. 416, the
Contract Conditions and Requirements, Generally Accepted Accounting Principles, and OHSP policies with the
understanding that failure to do so is cause for termination of the grant
A. REQUESTOR INFORMATION
1. APplicant County
Oakland
I 2. Federal Employer /D Number
38-6004876
3. Fiscal
October 1, 2018, to SepteMber 30, 2019
B CHAIRPERSON, COUNTY BOARD OF COMMISSIONERS
4. Name
Michael Gingell
6. Telephone Number
248-858-0100
6. Street Address
1200 North Telegraph Road
7. City
Pontiac
8. ZIP Code
48341
9. State Agency with which County EEO is on file:
Office of Highway Safety andAiPe-nning
so. Signet ha' ersorfe:a0,-"V
.....( .... 1, / ....1141117.44,-/-/-
1 . Date
f• — .....' • ..4
20. Name
Lynn Sonkiss
21. Telephone Number
248-858-0940
22. Street Address
2100 Pontiac Lake Road, Bldg 41 West -
23. City F24. ZIP Code
Waterford I 48328 , 251 S' na ure of Financial Officer ' 26. Date 1 ,
E PRIMARY CONTACT PERSON FOR SRP PROGRAM
27. Name and Title 28. Telephone Number
Lt. Anthony Spencer
248-858-5022
29. E-mail Address O. Fax Number spencera@oaltgov.corn
248-858-4965
Only original signatures will be accepted
FOR OHSP USE ONLY
Date Application Received . Contract Number
AUTHORITY: MCI.. 26.31, MCL 51.76, MCL 51.77, as amended COMPLIANCE: Voluntary; however, failure to complete will
result in a denial of funding_
SRP-401 (04/18)
MICHIGAN STATE POLICE
Page 11 of 19
II,. Maintenance of Effort Base Data
County-Funded Deputies _ .
Report the number of county-funded, full-time certified deputies employed by, or budgeted for, the sheriffs
department as of the dates indicated below. The source of funding for the deputies (i.e., other grants, local
contractual arrangements, etc.) is. not a deciding factor in determining whether the county meets the
maintenance of effort requirement; Do not include P.A. 416-Funded Road Patrol Deputies.
County-Funded, Full-Time Certified Deputies 1) As of 9130178 2) Current
3) Budgeted for Upcoming
Fiscal Year (October 1 —
September 30)
Total Number ,-,r 210 523 526
Number Whose Primary Duty is Road Patrol 48 373 376
_
SRP-401 (04/18)
MICHIGAN STATE POLICE
Page 12 of 19
HI Methods and Procedures
INSTRUCTIONS: Indicate how your department will utilize the funds allocated by selecting each box
that describes an activity engaged in by your county's SRP Deputies. If "other" is selected, provide a
description of the activity. All activities must be allowable under the provisions of P.A. 416 and must
be consistent with the submitted budget.
n Patrol and monitor traffic violations on secondary roads.
Investigate crashes involving motor vehicles on secondary roads.
Provide emergency assistance to persons on secondary roads.
Enforce violations of criminal laws which are observed by or brought to the attention of the sheriffs
department while patrolling secondary roads.
Enforce laws in state parks and county parks within the county.
In Provide a vehicle inspection program.
FT ! Provide traffic safety information and education programs.
ir-
Other (please describe)
11---H Additional Information:
SRP-401 (04118)
MICHIGAN STATE POLICE
Page 13 of 19
11/. Resolutions, Contracts, and Law Enforcement Plan
A. List each city or village which has requested, by resolution, that the sheriffs department provides services
Within its boundaries. If none, note N/A.
Note: Include a copy of eaah resolution. If any new resolutions are adopted during the fiscal
year, immediately forward a copy to OHSP.
Auburn Hills
Birmingham
Clawson
Farmington Hills
Ferndale
Franklin
Lake Angelus
(see attached resolutions)
Novi
Oak Park
Rochester
Southfield
Waterford Township
B. List each township, city, or village that contracts with the sheriff's department to provide law enforcement
services. If none, note N/A.
Note: Include a copy of each contract. If any new contracts are acquired during the fiscal year,
immediately forward a copy to OHSP.
Addison Township
Brandon Township
Commerce Township
Highland Township
Independence Township
Lyon Township
Oakland Township
Orion Township
Oxford Township
Springfield Township
City of Pontiac
City of Rochester Hills
(See attached contracts. The cOritract for the City of Pontiac has been provided in its entirety. Since the
wording of the remaining contracts is identical for the other listed municipalities, one contract (Addison
Township) has been provided in its entirety. Only the contract cover, signature authorization, and
contracted personnel allotment pages are provided for the remaining municipalities.)
C. Include a copy of your most current Law Enforcement Plan with MSP for the unincorporated areas of the
county.
Note: Law Enforcement Plans shall be updated at least every four years, following a sheriff's
election.
See attachment.
r
SRP-401 (04118)
MICHIGAN STATE POLICE
Page 14 of 19
V. Equipment and Automotive Inventory
INSTRUCTIONS: List all equipment and automobiles purchased in full or in part with P.A. 416 funds.
QUANTITY DESCRIPTION SERIAL
NUMBER
DAT E PUT IN
SERVICE OR
PURCHASED
COST DATE OF
D ISPOSAL
METHOD OF
DISPOSAL
FAIR MARKET
VALUE OR
SALE PRICE
AT DISPOSAL
I II $ I I I I 1
$ I
HI $
I:I I I
$ I I I
I I i I ii
I I 21 I $
$
$
1 1
i $1-
I . $1
$
$1 I
I•, $!
si: 1
$1, . .
$1 II
. : 1 ii $1
1 IFI I I $1 I II
1 TI I sr, I I 1
1 I I $1 I Ii
r 1 I 1
,
SRP 416 EQUIPMENT INVENTORY FY2019 APPLICATION QUANTITY DESCRIPTION SERIAL NUMBER DATE PUT IN SERVICE COST DATE OF DISPOSAL METHOD OR PURCHASED DISPOSAL LTI Upgrade included: Angle Encoder and TDS Recon with all attachments and cables, Angle Encoder Tripod, Tribrach with all adapters, Data Collector Program, Prism, and Prism Pole Angie Encoder: AE001384 TDS Recon: CS18A10473 09/24/06 $5,940.50 in use 1 LTI Upgrade included: Angle Encoder and TDS Recon with all attachments and cables, Angle Encoder Tripod, Tribrach with all adapters, Data Collector Program, Prism, and Prism Pole Angle Encoder: AE001379 TDS Recon: 0518A10562 Angle Encoder: AE001371 TDS Recon: CS18A10503 09/24/06 $5,940.50 . in use . • _ 1 IT! Upgrade included: Angle Encoder and TDS Recon with all attachments and cables, Angle Encoder Tripod, Tribrach with all adapters, Data Collector Program, Prism, and Prism Pole 09/24106 $5,940.60 in use LTI Upgrade included: Angle Encoder and TDS Recon with all attachments and cables, Angle Encoder Tripod, Tribrach with all adapters, Data Collector Program, Prism, and Prism Pole Angle Encoder: AE001380 TDS Recon: CS19A12813 09/24106 $5,940.50 in use Vericom VC3000DAQ Braking Test Computer VC306082362 09/26/06 . $2,975.00 in use 1 SMART Cart VMS Model II 1K9SM111760118029 09/26/06 $19,630.00 in use ' 1 _ SMART_VMS Easy Hest Software N/A , 0912.6f06 _ $2,496.00 . in use •. - I SMART-VMS Traffic Statistics Package N/A - - 09126/06 '• -12,195100 in use 1 Nikon Camera D7OS Package included: Camera, 18-70 mm Lens, SB-800 Flash, 612 MB Card, and Card Reader Camera: 3173505 Lens: U83338344 Flash: 2576345 09/26106 $1,348.00 in use _ .. . Nikon Camera D7OS Package included: Camera, 18-70 mm Lens, 88-800 Flash, 512 MB Card, and Card Reader Camera: 3170280 Lens: US356076 Flash: 2576354 09/26/06 $1,348.00 - in use 1 Nikon Camera D7OS Package included: Camera, 18-70 mm Lens, SB-800 Flash, 512 MB Card, and Card Reader Camera: 3173050 Lens: US3342116 Flash: 2576350 09/26/06 $1,348.00 in use
SRP 416 EQUIPMENT INVENTORY FY2019 APPLICATION 1 Nikon Camera 0708 Package included: Camera, 18-70 mm Lens, 68-800 Flash, 512 MB Card, and Card Reader Camera: 3173046 Lens: US3341540 Flash: 2676344 09/26106 $1,348.00 in use 1 _ Bosch CDR, cables & software updates _ N/A 04/29/16 $4,044.00 in use _. Total Station Nikon Nivo 5M Reflectorless OCSO ID #14930 06/01/10 $6,869,50 in use Total Station Nikon Nivo 5M Reflectorless OoSo ID t11935 06/01/10 $6,869.50 in use - 1 Tr Tumble TDS Recon DS66A34071 06/01/10 $728.20 in use _ 1 Trimble TDS Recon DS66A34147 N/A 06/01/10 $728.20 in use 2 Nylon Carry Case for Trimble TDS Recon 06/01/10 $27.50 ... in use 2 TDS Recon 400X w/Bluetooth software update N/A N/A 06/01/10 06/01/10 $4,861.00 in use _ 1 TPM FX3 Drawing Program (FX3 Pro Recon) $395,10 in use 4 TPIVI FX3 Drawing Program (FX3 Pro Recon+) N/A 06/01/10 $3,596.40 in use 2 FX3 Drawing Program (FX3 Pro Recon+ w/ 3D) N/A 3/12/2013 $9,990.00 in use 2 TPM FX3 Drawing Program Update Protection / Renewal (FX3 Pro Recon+ update protection) N/A 3/12/2013 $999.00 in use 1 Total Station Nikon Nivo 3M Reffectorless OCSO ID #117398 3/12/2013 $8,030.00 in use _ 1 mFX Suite w/ Trimble Recon 400X w/Bluetooth (mFX Pocket Pro Trimble Recon) DSATA55123 3/12/2013 $2,695.00 in use _._ _. 1 Nylon Carry Case for Trimble Recon N/A 3/12/2013 Included w/ Trimble Recon device in use 1 Online training - 3 day Basic Programming N/A 3/12(2013 $150.00 _iruse ._ - .. , . . — -___ - - - = - --- Nikon 0-90 Camera Kit w/ 18-105 dim lens Camera:3,573641 4 _ Lens: U836612600 ' , :. -- _ _ 3/30/2013 $828.00 in use 1 Nikon SB-700 TTL AF Mount Speedlight (Flash) Flash: 2466549 3/30/2013 $338.00 in use 1 16GB memory card N/A 3/30/2013 $39_38 in use 1 Pelican 1500 Watertight Hard Case N/A 3/30/2013 $130.00 in use 1 Pio-Master Compact Flash USB 2.0 Card Reader N/A 3/30/2013 $22.00 in use 1 Promaster UV Filter 67mm N/A 3/30/2013 $24.00 in use 1 Traffic Safety Cart - SpeedAlert 24 Radar Message Sign 9RMS) 24973614082930 09/04/14 $18,798.00 in use
SRP 416 EQUIPMENT INVENTORY FY2019 APPLICATION 1Trailer (ATS5) - included in price of Traffic 1 1Safety Cart 1B9AF5110EP825307 09/04/14 $0.00 in use
SRP-401 {04/18?
MICHIGAN STATE POLICE
Page 15 of 19
VI. Budget Detail
INSTRUCTIONS: The budget must be completed in detail and shall only cover the period for which this
application is made.
Note: Round to whole dollar amounts (except in rates and calculations).
A. PERSONNEL
SALARIES AND WAGES
POSITION TITLE SALARY RATE
% OF TIME ON
P.A. 416
ACTIVITIES
COST
Sergeant 85,561 100% $85,661
Deputy II 73,268 100% $73,268
Deputy II 73,268 100% $73,268
Deputy II 73,268 100% $73,268
Deputy II 73,268 100% $73,268
OVERTIME i I
LONGEVITY 1 I
SUBTOTAL $378,633
FRINGE BENEFITS
FICA PERCENT
7.65% $28,965
RETIREMENT PERCENT
27,0311% . $102,349
HOSPITALIZATION AVG/EMPLOYEE/MONTH
$1,198.88 $71,933
WORKERS COMPENSATION RATE/$100 IN WAGES
2.6056% $9,866
OTHER INSURANCE (please identify).
Unemployment .16% $605
Disability 1.5777% $5,974
•
Group Life Insurance .21709% $822
Dental Insurance $117.93 A9./Employee/Month $7,076
Optical $9.48 Avg./Employee/Month $569
SUBTOTAL
$228,159
TOTAL
PERSONNEL $606,792
SRP-401 (04/18)
MICHIGAN STATE POLICE
Pags /8019
B. AUTOMOTIVE EXPENSES
INSTRUCTIONS: The County may choose to account for Automotive Expenses using ONE of the two
following methods: Actual Automotive Expenses OR Mileage Reimbursement. The same method
must be used to account for the costs in the SRP general ledger accounts.
%ACTUAL AUTOMOTIVE EXPENSES
DESCRIPTION OF EXPENSE
(Include fuel, maintenance, insurance, etc.)- .
RATE
. COST
I I II $i I
I I SI I
1 I $1 I
I I $
$1
TOTAL AUTOMOTIVE EXPENSES $ I
OR
I MILEAGE REIMBURSEMENT
COUNTY COST PER MILE OF
PATROL OPERATION
ESTIMATED MILES COST
.545
.;. €
50,702 $27,633
€ 1 I $ I
I I €
$1 I
I 1 1 $
€
• TOTAL AUTOMOTIVE EXPENSES $27,633
SRP-401 (04118)
MICHIGAN STATE POLICE
Page 17 of 19
C. EQUIPMENT
Must include detailed description of equipment to be purchased
DESCRIPTION QUANTITY PURCHASE PRICE COST
I I I I I $
I I I I I I $ I
I I I I $ I
TOTAL EQUIPMENT $ 1
D. OPERATING EXPENSES
DESCRIPTION OF EXPENSE RATE COST
PRINTING/SUPPLIES I I $
CLEANING/CLOTHING ALLOWANCE $
TRAINING $
RADIO MAINTENANCE CONTRACTS I $
MISCELLANEOUS (describe)[ I I $
TOTAL OPERATING EXPENSES $
TOTAL DIRECT COSTS
(Personnel, Automotive, Equipment, and Operating) $634,425
E. INDIRECT COSTS
NOT TO EXCEED 5% OF TOTAL DIRECT COSTS s! I
TOTAL PROJECT COSTS (Direct + Indirect)
STATE ALLOCATION $634,425
SRP-401 pins)
MICHIGAN STATE POLICE Page 18 o19
F. BUDGET NARRATIVE
INSTRUCTIONS: Provide a narrative justifying and detailing the basis for determining the cost of the
items included in each budget category. INCLUDE CALCULATIONS THAT AREN'T APPARENT ON PREVIOUS PAGES. Additional pages may be attached as needed.
1. Traffic Deputies/Sergeant:
The P.A. 416 Secondary Road Patrol deputies work under the direction of a traffic sergeant. Working day
arid afternoon shifts, the deputies and sergeant will be responsible for enforcing all "Traffic Laws" under the
Michigan Vehicle Code and all "Criminal Laws" as well as investigating accidents. Overtime incurred will
primarily be for subpoenas received_for citations issued, arrests made during regular patrol duties, crash
investigations, and emergency responses.
2. Patrol Vehicles:
Chevrolet Impalas are replaced after 100,000 miles. Chevrolet Tahoe's are replaced after 120,000 miles.
Rate per mile includes all operating expenses. Strictly a leased vehicle.
ci
Name and Title of Person Completing the Budget Telephone Number Lori Seaman, Contract Coordinator 248-452-2110
Email Address
seamann.oakciov.com
$371,207
9,674
806
110,425
100,799
28,397
7,727
5,773
593
585
20,757
45.353
$702,096
$7,426
192
16
(8,076)
(28,866)
568
(651)
201
12
(16)
(12,080)
(26,397)
($67,671)
$378,633
9,866
822
102,349
71,933
28,965
7,076
5,974
605
569
8,677
18,956
$634,425
FISCAL NOTE (MISC. #18388) November 14, 2018
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
IN RE: SHERIFF'S OFFICE - FISCAL YEAR 2019 SECONDARY ROAD PATROL AND TRAFFIC
ACCIDENT PREVENTION PROGRAM GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. The Michigan Department of State Police - Office of Highway Safety Planning has awarded
Oakland County a grant in the amount of $634,425 for the period October 1, 2018 through
September 30, 2019 and represents a decrease of $67,671 from last year's award.
2. This is the 40th year of grant funding.
3. The grant provides continued funding of four (4) Special Revenue (SR) Full-Time Eligible (FTE)
Deputy II positions (4030601-02572, 03114, 07501, and 11595) and one (1) SR FTE Sergeant
Position (4030601-07790) located in the Patrol Services Division.
4. No county match is required.
5. Application and acceptance of this grant does not obligate the county to any future commitment
and continuation of the Special Revenue positions in the grant are contingent upon continued
future levels of grant funding.
6. A budget amendment is recommended as follows:
Sheriff Road Patrol (#27345)
GR#0000000142, Budget Ref 2019
Activity GLB, Analysis Type GLB
Revenue
4030601-110010-615571 Grants State
Total Revenue
FY 2019 FY 2019
Adopted Amendment Amended
$702,096
$702,096
($67,671) $634,425
($67,671) $634,425
Expenditures
4030601-110010-702010 Salaries Regular
4030601-110010-722750 Workers Comp
4030601-110010-722760 Group Life
4030601-110010-722770 Retirement
4030601-110010-722780 Hospitalization
4030601-110010-722790 Social Security
4030601-110010-722800 Dental
4030601-110010-722810 Disability
4030601-110010-772820 Unemployment
4030601-110010-722850 Optical
4030601-110010-776659 Motor Pool Fuel
4030601-110010-776661 Motor Pool
Total Expenditures
Commissioner Thomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Resolution #18388 November 14,2018
Moved by Crawford supported by Quarles the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Crawford, Fleming, Gershenson, Gingell, Hoffman, Jackson, Kochenderfer, Kowall, Long,
McGillivray, Middleton, Quarles, Taub, Tietz, Weipert, Woodward, Zack, Berman, Bowman. (19)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO ICI. 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on November 14,
2018, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 14th day of November, 2018.
-
Lisa Brown, Oakland County