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HomeMy WebLinkAboutResolutions - 2007.03.08 - 28482March 8, 2007 MISCELLANEOUS RESOLUTION #07036 BY: Public Services Committee, Jeff Potter, Chairperson IN RE: PROSECUTING ATTORNEY — 2007 AUTOMOBILE THEFT PREVENTION AUTHORITY (ATPA) GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Automobile Theft Prevention Authority (ATPA), has awarded the Office of the Prosecuting Attorney grant funding in the amount of $296,200 for January 1, 2007 through December 31, 2007; and WHEREAS this is the nineteenth (19th year of grant award for this program; and WHEREAS the State contribution is $222,150 (75%) and the County contribution is $74,050 (25%); and WHEREAS the County match of $74,050 has been included in the FY 2007 Adopted Budget; WHEREAS the grant will continue to fund one (1) SR Assistant Prosecuting Attorney IV (position #4010201-06387) and one (1) SR Assistant Prosecuting Attorney III (position #4010201-06113); and WHEREAS acceptance of this grant does not obligate the County to any future commitment; and WHEREAS the grant award has been processed through the County Executive Contract Review Process. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the Prosecuting Attorney's 2007 Automobile Theft Prevention Authority grant in the total amount of $296,200, including $74,050 in grant match, for the period of January 1, 2007 through December 31, 2007. BE IT FURTHER RESOLVED that the continuation of this program ; including personnel : is contingent upon continued grant funding. 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 agreement as approved. Chairperson ; on behalf of the Public Services Committee, I move adoption of the foregoing resolution. PUBLIC SERVICES COMMITTEE Public Services Committee Vote: Motion carried unanimously on a roll call vote GRANT REVIEW SIGN OFF - Prosecutor's Office ATPA.txt From: Greg Givens [givensg©oakgov.com ] Sent: Tuesday, January 23, 2007 10:53 AM To: 'Doyle, Larry', 'Margaret Scott'; 'Gala Phi' Cc: 'Worthington, Pam'; 'Candace Frederick': Greg Givens; 'Hanger, Helen'; 'Johnston, Brenthy'; 'Mitchell, Sheryl': 'Pardee, Mary': 'Smith, Laverne', 'Wenzel, Nancy'; Guzzy, Scott Subject: GRANT REVIEW SIGN OFF - Prosecutor's Office I ATPA GRANT REVIEW SIGN OFF — Prosecutor's Office GRANT NAME: CY 2007 Prosecutor's Anti Auto Theft — ATPA Grant FUNDING AGENCY: Michigan Automobile Theft Prevention Authority DEPARTMENT CONTACT PERSON: Margaret Scott / 2-9103 q 1'9 • STATUS: Acceptance DATE. January 23, 2007 Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials have completed internal grant review. Below are the returned review 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 Please note the comments from Corporation Counsel. These issues should be considered before submission to the Board for acceptance. Department of Management and Budget: Approved. — Laurie Van Pelt (1/17/2007) Department of Human Resources: Approved. Nancy Scarlet (1/18/2007) Risk Management and Safety: Approved By Risk Management — Julie Secontine Andrea Plotkowski (1/19/2007) Corporation Counsel: After reviewing the "ATPA Project Orientation Meeting Report", which serves as an addendum to the "grant," I found no legal issues to resolve before it is Page 1 32-07 Project No: Note: Retain a copy for your files. Automobile Theft Prevention Authority 714 South Harrison Road East Lansing, MI 48823 Phone: (517) 336-6197 AUTHORITY 1992 PA 174 COMPLIANCE: Required PENALTY: Cancellation of grant/loss of funds. MSP-EX-45 (12-96) ATPA PROJECT ORIENTATION MEETING REPORT - PAGE 1 This report is a summary of the issues discussed during the orientation meeting. it serves as an addendum to the grant. 1. NAME OF GRANTEE 2 ORIENTATION MEETING DATE Oakland County Prosecutor's Office December 11, 2006 3. PROJECT TITLE Prosecutor's Anti-Auto Theft 4. MEETING CONDUCTED BY Mr. Valdis VitoIs, Ms. Chalouy "Newt" Shoup, and Mr. David Tjepkema 5, PROGRAM PERSONNEL ATTENDING (NAME AND RANK OR TITLE) 6. FINANCIAL PERSONNEL ATTENDING (NAME AND RANK OR TITLE) 7. PROGRAM AND FINANCIAL SUMMARY A. The project number written above must be included on all correspondence addressed to the ATPA regarding this grant. B. Change in project director, financial officer, authorizing official, or participating agency requires written notification to the ATPA. C, All funded jurisdictions must comply with UCR requirements. Any jurisdiction not in compliance will be ineligible for grant funds. D. Grant reporting forms were discussed. The ATPA will supply a packet of reporting forms containing program progress reports (Form EX-37), financial reports (Form EX-36), and project modification request forms (Form EX-34) with instructions. (These forms can be downloaded from the ATPA Website-www.michigan.goviatpa.) The grantee agrees to submit reports in accordance with the report schedule provided below. E. Grantees will be required to provide an overview of grant activity in December. An annual summary of arrest charges and arrest locations is required of law enforcement grants. F. The project's measurable objectives and evaluation criteria, as stated in the original grant application, were reviewed and modifications are indicated on attachment page 1A. The grantee agrees not to make any modification of the approved project without the written approval of the ATPA. Program modifications will not be considered after the first quarter. G. ATPA Funds: This fund is to be utilized solely for the benefit of auto theft prevention programs. H. All projects must maintain adequate support documentation for financial and performance activity reported to the ATPA. Failure to provide evidence supporting the grant's activity may adversely affect current year reimbursements and/or future funding requests. ATPA staff will make appointments with grant personnel in order to conduct on-site project and financial reviews. I. Membership in an ATPA Task Force: When an agency withdraws its officer from an ATPA Task Force, the approved budget for that position will remain with the task force. The Project Director needs to inform the ATPA when the withdrawal occurs, and the vacant position has to be replaced within the required time period. REPORTS REPORTING PERIOD DUE DATES Financial and Progress Reports (Form EX-36 & EX-37) 1-1-07 To 3-3 1 -07 4-30-07 Financial and Progress Reports (Form EX-36 & EX-37) 4-1-07 To 6-30-07 7-31-07 Financial and Progress Reports (ForrnEX-36 & EX-37) 7-1-07 To 9-30-07 10-31-07 Financial and Progress Reports (Form EX-36 & EX-37) 10-1-07 To 12-31-07 1-31-08 RETURN ONE COMPLETE SET WITH ORIGINAL SIGNATURES TO: • MSP-EX-43 (12-96) Project No: ATPA PROJECT ORIENTATION MEETING REPORT - PAGE 2 32-07 8. FINANCIAL REVIEW AND SUMMARY A. A separate project fund or account must be established for grant revenues and expenditures. B. All payments for salaries and wages must be supported by payroll records and daily activity logs. Retain documentation in your files. Overtime hours may not exceed five percent of the total regular hours reported. C. All payments for expenditures such as utilities, office rental, copier use, vehicle rental, furniture and equipment purchases, etc.. must be supported by an actual invoice or the method of determining cost. Supporting documentation must be included with the financial report. D. All overnight out-of-state travel requires prior notification to ATPA staff, and the ATPA will only reimburse salary expenses. E. The grantee agrees not to make any budget modification of the approved project without written approval of the ATPA. Budget modifications shall be submitted to the ATPA in writing in advance of the need for change. All requests for budget modifications must be received prior to the submission of the fourth quarter financial report. Any budget modifications for 2007 grants postmarked after January 31, 2008, will not be approved. F. Public communications materials or news releases that result from this grant must cite the "Automobile Theft Prevention Authority" as the source of funding and copies of the materials or news releases must be sent to the ATPA. The ATPA also has the royalty-free right to copy, publish and distribute any data or material associated with this grant. G. Any funds received or generated as a result of auto theft activities shall be used to enhance currently funded and/or future auto theft prevention programs. Funds received include, but are not limited to, forfeiture of cash and receipts from sale of property. If project enhancement activities are terminated, the unexpended revenues shall be promptly returned to the Automobile Theft Prevention Authority, 714 S. Harrison Road. East Lansing, MI 48823. 9. PRIOR TO DISBURSEMENT OF FUNDS, THE FOLLOWING MUST BE COMPLIED VV1TH: A. A complete set of the ATPA Project Orientation Meeting Report must be returned to the ATPA. 10. AGREEMENT The undersigned has the authority to accept the terms of this report as an addendum to the grant. 11, PRINT NAME AND RANK OR TITLE 12. SIGNATURE 13. DATE 14. ATPA EXECUTIVE DIRECTOR 15. SIG TURE 16. DATE iij A Valdis Vitols December 8, 2006 Z 32-07 PROGRAM ADDENDUM TO GRANT AWARD, PROJECT NO. ATTACHMENT TO ORIENTATION REPORT JANUARY I, 2007 PAGE IA 17. MEASURABLE OBJECTIVES 1) Provide full-time access to the judicial system for ATPA funded auto theft units in your area and provide them a regular opportunity to informally discuss cases and legal issues. 2) Vertically prosecute all selected auto theft related cases. 3) Maintain a policy of only plea bargaining when absolutely necessary. 4) Achieve an overall conviction rate of 80%. 5) Achieve a trial conviction rate of 70%. 6) Strive for maximum sentence lengths for defendants. 7) Maintain reliable financial and performance records for the project. 18. EVALUATION CRITERIA CASE INTAKE 1) Number cases initiated 2) Number preliminary exams held 3) Number preliminary exams waived DISPOSITIONS 4) Number cases disposed pre-trial 5) Number defendants who pled guilty to original charge 6) Number defendants who pled guilty to lessor included charge 7) Number plea bargain dismissals 8) Number other dismissals 9) Number cases disposed by trial (jury/judge) 10) Number defendants convicted on original charge 11) Number defendants convicted on reduced charge 12) Number defendants incarcerated 13) Number defendants fined/placed on probation 14) $ Amount of restitution ordered ATTACHMENT TO ORIENTATION REPORT FINANCIAL REQUIREMENTS FOR LA W ENFORCEMENT AND PROSECUTOR GRANTS PAGE 2A DISCUSSION AND EXPLANATION FOR ORIENTATION MEETING: I) ATPA Funds: This fund is to be utilized solely for the benefit of economic auto theft prevention programs. 2) Approved Budget Amount. See budget sheet. (Note 1. Due to a short fall in the budget, the ATPA board of directors disallowed the following expenditures: Retirement Medical, Clothing/Cleaning/Gun Allowance, Lump Sum Holiday Pay, Lump Sum Vacation Pay, Lump Sum Longevity, Sick Time Buy Back, Sick Leave Incentive, Emergency Response Camp, Show Up Pay, Educational Incentive, Professional Insurance and Indirect Cost). Authorized Grant Award/Actual Expenditures: The ATPA will reimburse only expenditures incurred during the grant period (January 1 - December 31, 2007). 4) Matching Funds is 25%: The ATPA will reimburse total actual expenditures up to 75% of the approved budget amount. 5) Time and Attendance: Payroll expenditures must be supported by time sheet/payroll register/earning history and duty log. These records should be retained in your file and made available to the ATPA auditor during a field audit. Fringe Benefits and overtime: Retain a copy of vendor invoice or cost allocation for fringe benefits charged to the ATPA program in your file. Overtime hours cannot exceed 5% of total regular hours. 7) ATPA Budget Revision: The ATPA requires prior written notification to/and received approval from the ATPA for the purpose of transferring of funds between categories. The expenditures for individual categories cannot exceed the budget amount. Deadline for final financial modification request is January 31, 2008, and the ATPA must receive this request prior to the fourth quarter financial report. Any modification request postmarked after January 31, 2008, or received by the ATPA after the fourth quarter financial report will be automatically denied by the ATPA. 8) Vehicle Usage/Rental: Shall be limited to the grantee's established reimbursement policy for non-federally funded activities and must be limited to ATPA approved budget amount. 9) Equipment Procurement Procedures/Consultant/Contractual Service: Grantee should follow agency's established guidelines. (Attach a copy of an invoice to your financial report as supporting documentation for thc equipment purchase). 10) Program Income: Seizure property, fees, royalties, registrations, etc., generated by services, activities, or products provided through the grant project must be converted into funds for use in the activity funded by the grant. 11) Financial/Progress Reports: Quarterly reports are due 30 days after the end of each quarter. A separate account is required for ATPA grant revenue/expenditures. 12) Payment Procedure: Reimbursement —with exception. (Note: New [first time] grantees must be registered in the state's vendor file by completing a vendor packet.) 13) Membership in ATPA Task Force: The officer must be assigned to the task force. When an agency withdraws its officer from an ATPA Task Force, the approved budget for that position will remain with the task force. The Project Director needs to inform the ATPA when the withdrawal occurs, and the vacant position has to be replaced within the required time period. 14) Public communication materials or news releases must cite the ATPA as a source of funding. 15) Program modifications will not be considered after the first quarter. 16) Vacancy: If a position becomes vacant for more than 30 days, the total budget for this position will be reduced accordingly. Rev. 11/18/05 fn: add-fin.doc 11/10/2006 12:34 PM COUNTY OF OAKLAND PROSECUTOR'S OFFICE OAKLAND COUNTY PROSECUTOR'S ANTI-AUTO THEFT PROGRAM BUDGET DETAIL G-32-07 2007 TOTAL ATPA GRANTEE APPROVED SHARE SHARE BUDGET 75% 25% SWORN EMPLOYEES Salaries & Wages: Asst. Pros. Atty. IV 104,997 78,748 26,249 Asst. Pros. Atty. III 86,371 64,778 21,593 Employees Benefits: Asst. Pros. Atty. IV: FICA 7,364 5,523 1,841 Unemployment 210 158 53 Health Insurance 9,507 7,130 2,377 Dental Insurance 1,203 902 301 Life Insurance 424 318 106 Disability Insurance 472 354 118 Optical Insurance 127 95 32 Retirement 29,195 21,896 7,299 Worker's Comp 228 171 57 Asst. Pros. Atty. III: FICA 6,607 4,955 1,652 Unemployment 173 130 43 Health Insurance 10,736 8,052 2,684 Dental Insurance 1,318 989 330 Life Insurance 345 259 86 Disability Insurance 389 292 97 Optical Insurance 140 105 35 Retirement 23,778 17,834 5,945 Worker's Comp 1,097 823 274 TOTAL SWORN EMPLOYEES 284,681 213,511 71,170 FIELD OPERATIONS Mileage .44/m 3,379 2,534 845 (2) Nextel Phone/Pagers rental 1,296 972 324 TOTAL FIELD OPERATIONS 4,675 3,506 1,169 OFFICE OPERATIONS Phone usage 1,200 900 300 StationaryNisual/Supplies 900 675 225 Computer access/ fees 4,744 3,558 1,186 TOTAL OFFICE OPERATIONS GRAND TOTAL 6,844 5,133 1,711 296,200 222,150 74,050 General Fund #10100 Adopted Adjust Amended FY 2007 FY 2007 FY 2007 FISCAL NOTE (MISC. 107036) March 8, 2007 BY: FINANCE COMMITTEE, MIKE ROGERS, CHAIRPERSON IN RE: PROSECUTING ATTORNEY - 2007 AUTOMOBILE THEFT PREVENTION AUTHORITY (ATPA) 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 Prosecuting Attorney is requesting the acceptance of the State of Michigan 2007 Automobile Theft Prevention Authority (ATPA) Grant for the period of January 1, 2007 through December 31, 2007. 2. The 2007 award amount of $296,200 is $10,715 higher than the 2006 award. 3. The State contribution is $222,150 (75%) and the County grant match is $74,050. The County match is included in the FY 2007 Non-departmental grant match line item. 4. The grant continues funding for one (1) SR Assistant Prosecuting Attorney IV and one (1) SR Assistant Prosecuting Attorney III. 5. In addition to the County match requirements, the County is expected to incur $25,930 in administrative and support costs that will not be recovered by the grant. 6. A Special Revenue Fund budget amendment is recommended as follows: 9090101-196030-730800 Grant Match ($71,371) ($2,679) ($74,050) 4010201-122020-788001-27310 Transfers Out 71,371 2,679 74,050 Total General Fund Expenditures $ 0 $ 0 $ 0 A.T.P.A. Grants Fund 27310 4010201-122020-615571 Grants State 4010201-122020-695500-10100 Transfers In Total Grant Revenue Adopted Adjust Amended FY 2007 FY 2007 FY 2007 $214,114 $8,036 $222,150 71,371 2,679 74,050 $285,485 $10,715 $296,200 4010201-122020-702010 4010201-122020-722740 4010201-122020-731346 4010201-122020-750399 4010201-122020-774636 4010201-122020-777560 4010201-122020-778675 Total Grant Salaries $183,938 $7,430 $191,368 Fringe Benefits 90,289 3,024 93,313 Personal Mileage 3,072 307 3,379 Office Supplies 900 0 900 IT Operations 4,744 0 4,744 Radio Comm. 1,296 0 1,296 Telephone Comm. 1,246 (46) 1,200 Expenditures $285,485 $10,715 $296,200 FINANCE COMMITTEE FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Zack absent. Resolution #07036 March 8, 2007 Moved by Rogers supported by Gershenson the resolutions (with fiscal notes attached) on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Burns, Coleman, Coulter, Crawford, Douglas, Gershenson, Gingell, Gosselin, Gregory, Greimel, Hatchett, Jacobsen, KowaII, Long, Middleton, Nash, Potter, Potts, Rogers, Scott, Spector, Suarez, Woodward, Zack, Bullard. (25) 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). /43,44----- i HEREBY HLiL I E futiftiLIING HESO(ITION ACTING PURSUANT TO 1973 PA 13rf STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Ruth Johnson, 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 March 8, 2007, 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 8th day of March. 2007. •1 , County Clerk