HomeMy WebLinkAboutResolutions - 2021.07.22 - 34731MISCELLANEOUS RESOLUTION #21302 July 22, 2021
BY: Commissioner Penny Luebs, Chairperson, Public Health and Safety Committee
IN RE: SHERIFF'S OFFICE — 2021 SNOWMOBILE LAW ENFORCEMENT PROGRAM GRANT
APPLICATION
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Sheriff's Office is applying for 2021 Snowmobile Law Enforcement Grant Program funding
from the Michigan Department of Natural Resources in the amount of $70,246 forthe time period of October
1, 2021, to April 30, 2022; and
WHEREAS there are 83.4 miles of trails in Oakland County in addition to 3,745 acres open to snowmobiles
at the Pontiac Lake State Park; and
WHEREAS funding is being requested to cover salaries and fringe benefits, vehicle related costs, and the
purchase of six (6) helmets and two (2) snowmobiles; and
WHEREAS the Snowmobile Law Enforcement Grant has a 15% match requirement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the
submission of the 2021 Snowmobile Law Enforcement Grant application in the amount of $70,246 for the
period October 1, 2021, through April 30, 2022.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future
commitment and continuation of this program is contingent upon continued future levels of grant funding.
BE IT FURTHER RESOLVED that no budget amendment is required at this time.
Chairperson, on behalf of the Public Health and Safety Committee, I move for the adoption of the foregoing
resolution.
A"i�-
Commissio !e Penny Luebs, District #16
Chairperson, Public Health and Safety
Committee
PUBLIC HEALTH AND SAFETY COMMITTEE VOTE:
Motion carried on a roll call vote with Cavell voting no.
FINANCE COMMITTEE VOTE:
Motion carried on a roll call vote with Cavell and Long absent.
Please Note: An exception to the Board Rules request was submitted for this application. Pursuant to section IX(H)(1) of
the Board Rules, the Chairperson of the Board of Commissioners is authorized to approve this grant application in excess
of $50,000 without full Board approval for purposes of meeting the application deadline. Accordingly, a miscellaneous
resolution is not required.
GRANT REVIEW SIGN -OFF — Sheriffs Office
GRANT NAME: FY 2021 Snowmobile Law Enforcement Grant Program - Grant Application
FUNDING AGENCY: Michigan Department of Natural Resources
DEPARTMENT CONTACT: Sgt. Brian Burwell/248- 858-1664
STATUS: Grant - Application (Greater than $50,000)
DATE: 7/12/2021
Please be advised the captioned grant materials have completed internal grant review. Below are the returned
comments.
You may now obtain the Board Chair's signature for submittal of the application. The grant application package
(which should include this sign -off and the grant application with related documentation) as well as the Report
from Fiscal Services to the Board Chairperson may be submitted to the Board of Commissioners for placement
off the agenda(s) of the appropriate Board of Commissioners' committee(s)
DEPARTMENT REVIEW
Management and Budget:
Approved by M & B — Lynn Sonkiss (7/12/2021)
No budget amendment required at the application stage.
Human Resources:
Approved by Human Resources. No position implications, therefore no 11R action needed.
— ffeather Mason (7/12/2021)
Risk Management:
Application approved by Risk Management. - Robert Erlenbech (7/12/2021)
Corporation Counsel:
Approved by Corporation Counsel (no legal issues). - Sharon Kessler (7/12/2021)
tof uarup4 Michigan Department of Natural Resources
Law Enforcement Division / Parks and Recreation Division
a1oNR1�J�`� SNOWMOBILE LAW ENFORCEMENT GRANT PROGRAM
GAO 2mn
<,; OVERVIEW AND INSTRUCTIONS
AUTHORIZING LEGISLATION
Part 821 Snowmobiles, Natural Resources and Environmental Protection Act (1994 PA 451, as
amended), authorizes Department of Natural Resources to provide grants for enforcement of this Part.
ELIGIBILE APPLICANTS, REVIEW CRITERIA
County sheriff departments and city, village, and township police departments in Michigan are eligible
to apply for a snowmobile law enforcement grant. The number of state designated snowmobile trail
miles within a county will be considered as part of the grant allocation process for county grants. City,
village, and township law enforcement agencies are eligible for grant funding if locally designated
ingress/egress routes are provided for snowmobile access to local businesses or amenities from the
state designated trail system.
GRANT SCHEDULE
Grant Period:
October 1 to the following April 30
Grant Applications Available: Posted on DNR website all year; forms updated by June each year
Grant Applications Due: August 1
Reporting: When reimbursement of expenditures is requested.
Close-out of Grant: At the end of grantee's activities for the grant period, or by May 31
ITEMS ELIGIBLE FOR REIMBURSEMENT
❖ Wages and benefits for hours worked in the snowmobile law enforcement program. Benefits
eligible for reimbursement are limited to FICA, retirement plan contributions, medical/dental
insurance, unemployment insurance, and workman's compensation contributions.
Overtime pay if personnel worked in the snowmobile law enforcement program more than 40
hours in a week.
Holiday pay, for on -duty hours, if personnel worked in the snowmobile law enforcement
program on the holiday.
❖ Training costs, for training pre -approved in writing by the DNR granting agency. The annual
Administrators' Workshop, sponsored by the DNR is considered pre -approved; be sure to
include personnel hours and travel costs on the grant application form if you plan to attend.
Costs associated with operation and maintenance of patrol/tow vehicles.
Fuel, oil, maintenance and repair costs for snowmobiles and trailers used in the snowmobile
law enforcement program.
B• Purchase of snowmobiles, trailers, and electronics (costing $1,000 or more), if specified on the
grant agreement.
Purchase of personal gear such as boots, snowmobile suits, gloves, helmets, in -helmet
microphones, and items such as binoculars, GPS units, communication devices and cameras
used solely for the snowmobile law enforcement program.
ITEMS INELIGIBLE FOR REIMBURSEMENT
Paid vacation time, sick leave or medical leave.
Holiday pay for personnel not working in snowmobile law enforcement on the holiday.
+ Overtime pay for personnel not working more than forty hours in a week in the snowmobile
law enforcement program.
❖ Training costs, for training that was not pre -approved by the DNR granting agency.
•3 Purchase of patrol/tow vehicles.
❖ Purchase of computer equipment and software, or the cost of operator time.
Page 1 of 5 IG 1865 (Rev. 0711612013)
SNOWMOBILE LAW ENFORCEMENT GRANT PROGRAM - OVERVIEW AND INSTRUCTIONS
GRANT APPLICATION
Find the Snowmobile Law Enforcement Grant Program grant application form (PR1985-2) on the DNR
website www.michioan.00v/dnr by following the menu prompts to Snowmobile Law Enforcement Grant
Program. Forms and publications are listed on the web page. Click on the name of the form or
publication to download it. The forms are fillable online.
Be sure to show the total estimated costs for your program, including local match. The grant agreement
issued by the DNR will specify the 85% grant share for your local program. The grantee is required by
law to provide 15% match toward total costs. Grant allocations are based on each grant applicant's total
estimated costs (grant request), past performance (as reported by the grantee agency), and funding
available within the program for the current grant cycle.
Review the information provided in this program overview and instructions for guidance on eligibility and
due dates. Fill out the application form completely and provide the agency's Federal Identification
Number. Attach an up-to-date equipment inventory, even if not requesting funds to purchase new
equipment. Obtain the signature of an authorized person for your agency and mail the application to the
address shown on the form. Be sure to retain a copy of the application for your records.
Calculatina Costs for Personnel
Use the calculations on the grant application form to estimate total costs. Be sure to include any
premium pay and benefits for personnel working in the program. Refer to listing of Eligible and Ineligible
items in this publication.
Calculatino Costs for Patrol/Tow Vehicle
Any one or a combination of the three methods shown below may be used for calculating an estimate of
patrol/tow vehicle costs. Use only one method per vehicle.
Actual Cost: The grant program will reimburse actual costs of fuel, oil, maintenance, and repair of
vehicles used for snowmobile law enforcement program purposes. Provide an estimate of total
costs using the calculations shown below as a guide.
(# vehicles X #estimated miles/vehicle ) / (average miles/gallon _) _ # gallons of fuel
(# gallons of -fuel ) X (estimated average price per gallon ) = total estimated fuel cost $
TOTAL EST. FUEL COST + TOTAL EST. OIL COST + TOTAL EST. MAINTENANCE/REPAIRS = $
2. Lease: The grant program will reimburse up to $300 per month plus actual cost of fuel and oil for the
number of months the vehicle was used rip marily for snowmobile law enforcement program
purposes. Use the calculations shown for Actual Cost to estimate the total fuel and oil costs.
Maintenance and repair costs for leased vehicles are not reimbursable through the grant program.
(#vehicles _ X cost of lease/month/vehicle X #months = total cost of vehicle leases $
TOTAL COST OF VEHICLE LEASES + TOTAL EST. FUEL COST + TOTAL EST. OIL COST = $
3. Mileage Rate: Use the current state standard mileage rate provided by the DNR to calculate the
total estimated amount that would be reimbursed with this method, as shown below. The mileage
rate is intended to cover the cost of fuel, oil, and maintenance of the vehicle and therefore these
costs are not reimbursable as additional expenses.
(#vehicles _ X # est. miles/vehicle ) X (standard mileage rate ) = total est. reimbursable $
TOTAL ESTIMATED REIMBURSABLE AMOUNT USING MILEAGE RATE _ $
Page 2 of 5 IC1865 (Rev. 07/1612013)
SNOWMOBILE LAW ENFORCEMENT GRANT PROGRAM - OVERVIEW AND INSTRUCTIONS
ADDlvina for Eauioment Fundina
List items requested for funding. Indicate cost of each item, based on quotes if possible, or a close
estimate. Be sure to deduct the value of equipment to be traded in and make a note of this on the
application form, or in an enclosed letter.
Additional Documentation
Provide an up-to-date equipment inventory with the grant application, even if not requesting funds for
purchase of new equipment.
SEND COMPLETED GRANT APPLICATION TO:
MICHIGAN DEPARTMENT OF NATURAL RESOURCES
PARKS AND RECREATION DIVISION
PROGRAM SERVICES SECTION
PO BOX 30257
LANSING MI 48909-7757
GRANT REIMBURSEMENT
Grant reimbursements will be for items authorized in the grantee's grant agreement, and as documented
by the grantee. The total grant payment will not exceed eighty-five (85) percent of actual expenditures,
up to the amount shown on the grant agreement or subsequent amendments. The grantee is responsible
for the balance of the cost of its law enforcement program not covered by the grant. The grantee is
required by law to contribute at least fifteen (15) percent towards total expenditures.
Grant payment is made once per grant period, upon receipt of a grantee's State Aid Voucher, Annual
Activity Report, and all other required documentation. A separate payment may be made for approved
equipment purchases, upon request by the grantee.
Find the Snowmobile Law Enforcement Grant Program State Aid Voucher form and detail sheets
(PR1985-4) on the DNR website www.michiaan.aov/dnr by following the menu prompts to Snowmobile
Law Enforcement Grant Program. Forms and publications are listed on the web page. Click on the name
of the form or publication to download it. The forms are Tillable online.
General Instructions
The State Aid Voucher and supporting documentation of expenditures are to be prepared by the grantee
and submitted to the DNR by May 31 of the same year the grant expires. Please provide only one copy.
Fill out the State Aid Voucher form and detail sheets completely. If no expenses were incurred for a
particular category (such as "Equipment"), write "no expenditures' on that page and include it in your
submittal. Provide supporting documentation for expenditures costing $100 or more, as explained below.
Obtain the signature of an authorized person for your agency and mail completed packet to the address
provided for Parks and Recreation Division, Program Services Section. Be sure to retain a copy of the
completed forms for your records.
For items purchased or services contracted that cost $100 or more (per voucher), provide
B• One copy of the invoice/receipt, and-,
d• One copy of the cancelled check (front and back) or bank statement showing payment of invoice.
Supporting documentation does not need to be provided for: purchases or services costing less than
$100; purchase of fuel and oil; payment of wages and benefits, unless requested by the DNR.
Page 3 d 5 IC1665 (Rev. 0711612013)
SNOWMOBILE LAW ENFORCEMENT GRANT PROGRAM - OVERVIEW AND INSTRUCTIONS
Instructions for Comoletina the Forms
State Aid Voucher Form (PR1985-4):
1. This form should be filled out and signed afterthe detail sheets have been completed. Please
place this completed and signed form on the top of your State Aid Voucher packet.
2. Fill in the law enforcement agency name, the treasurer's name and address, and the grant period
beginning and ending dates. The effective dates of the grant can be found on your grant agreement.
3. Transfer the total expenditure dollar figures from the corresponding detail sheets.
4. Once completed, obtain appropriate signatures on the State Aid Voucher form.
Detail Sheet — Salary, Wages and Fringe Benefits:
1. Fill in the law enforcement agency name at the top of the page.
2. Provide the date paid, pay period dates, voucher number, employee name, hours worked, pay
rate, and amount paid information as shown on the form. Use as many sheets as necessary to
include all of the payroll expenditures attributed to this program. If multiple sheets are used,
provide a subtotal for each page, and a grand total for the last page.
3. After the list of payroll expenditures (on the last page used), show the percentage rate and dollar
amount for fringe benefits. This should include a percentage rate and dollar amount for each of
the following: FICA, medical/dental insurance, retirement, unemployment insurance, and
workman's compensation contribution. It only needs to be shown once for each type of benefit
package (not for each pay period).
Detail Sheet — Contractual Services, Supplies and Materials (CSS&M):
1. Fill in the law enforcement agency name at the top of the page.
2. List items purchased or services obtained during the grant period; provide information requested.
Gear such as boots, gloves, helmets, and services for maintenance/repair would be listed here.
3. For vouchers in the amount of $100 or more, provide a copy of the invoice and the cancelled
check (front and back) or bank statement showing that the invoice was paid.
4. For patrol/tow vehicle:
List expenditures only for the time period the vehicle was actually used primarily for
snowmobile law enforcement purposes.
❖ Calculate expenditures based on any one or combination of the following three methods.
Use only one method per vehicle.
Actual Cost: Report the total actual cost of fuel, oil, and maintenance/repair. Retain
records and receipts in your agency's file for fuel and oil. For maintenance or repair costs
of $100 or more, provide a copy of the invoice and the cancelled check (front and back) or
bank statement showing that the invoice was paid.
Lease: The grant program will reimburse up to $300 per month plus actual cost of fuel and
oil for the number of months the vehicle was used rip marily in the snowmobile program.
Provide a copy of the lease agreement with your State Aid Voucher packet. Indicate the
total cost of leasing vehicle(s) for the grant period, and the total actual cost of fuel and oil
for the same time period. Retain records and receipts in your agency's file for fuel and oil.
Mileage Rate: Use the current mileage rate provided by the DNR to calculate the total
amount to be reimbursed. The mileage rate is intended to cover the cost of fuel, oil, and
maintenance of the vehicle. and therefore these costs are not reimbursable as additional
expenses.
Page 4 of 5 IC1866 (Rev 07116/2013)
SNOWMOBILE LAW ENFORCEMENT GRANT PROGRAM - OVERVIEW AND INSTRUCTIONS
5. For snowmobiles and trailers:
List cost and type of mechanical work done on each snowmobile and/or trailer during the grant
period. For maintenance or repair costs of $100 or more, provide a copy of the invoice and the
cancelled check (front and back) or bank statement showing that the invoice was paid.
Indicate total actual expenditures for fuel and oil, based on documentation retained in the
agency's files. Documentation of fuel and oil costs is not required to be provided, unless
requested by the DNR.
Detail Sheet — Equipment:
1. Be sure your agency's grant agreement specifies equipment approved for purchase and indicates
a grant amount for that purchase.
2. Fill in the law enforcement agency name at the top of the page.
3. Provide a listing of equipment purchased during the grant period. Include all of the information
requested on the form. Subtract the value of any trade-in items to arrive at the actual amount
paid for each item or group of items.
4. Provide a copy of the invoice and a copy of the cancelled check (front and back) or bank
statement showing that the invoice was paid.
Activity Report Form (PR1985-1):
1. Provide only one activity report, an annual (seasonal) summary, to the DNR per grant year.
2. Fill in the beginning and ending dates of the reporting period. The effective dates of the grant can
be found on your grant agreement.
3. Fill in the law enforcement agency name and address at the top of the form.
4. Provide the information requested on the form for each trail or other location that was patrolled for
snowmobile law enforcement.
5. For court, equipment maintenance, special events, and other program administration, provide
only the total number of personnel hours, as applicable.
6. Obtain the appropriate signatures at the bottom of the form and include the completed activity
report with your State Aid Voucher packet. If the "prepared by" and "approved by" is the same
person, please sign in both places.
Be sure your State Aid Voucher packet contains all of the following:
_ State Aid Voucher Form (PR1985-4)
Detail Sheet -Salary, Wages and Fringe Benefits (PR1985-4)
_ Detail Sheet -Contractual Services, Supplies and Materials (CSS&M) (PR1985-4)
_ Detail Sheet -Equipment (PR1985-4)
Activity Report; summary for entire grant period (PR1985-1)
Invoices/receipts and documentation of payment for purchases and services of $100 or more
SEND COMPLETED REIMBURSEMENT FORMS AND SUPPORTING DOCUMENTATION TO:
MICHIGAN DEPARTMENT OF NATURAL RESOURCES
PARKS AND RECREATION DIVISION
PROGRAM SERVICES SECTION
PO BOX 30257
LANSING, MI 48909-7757
Page 6 d 5 101865(Rev 07/1612013)
Michigan Department of Natural Resources
is ,-'q1m
Law Enforcement Division / Parks and Recreation Division
(;1,DNRJY J;}
SNOWMOBILE LAW ENFORCEMENT GRANT PROGRAM
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GRANT APPLICATION
This information required under authority of Part 821 Snowmobile, 1994 PA 451, as amended, to be eligible for funding
Grant Applicant (Law Enforcement Agency) Oakland County Sheriff's Office For October 1, 2 021 to April 30, 2 022
Contact Person Telephone
Sgt. Brian Burwell (248)858-1664
Address Federal ID No
1200 fl. Telegraph Rd. Building 57W 38-6004876
City, Slate, ZIP E-mail
Pontiac, MI 48431 burwellb@oakgov.com
Number of law enforcement personnel working in the snowmobile law enforcement program.
I Full Time 46 Part Time
1) DETAIL OF LAW ENFORCEMENT WAGES and BENEFITS
Refer to Snowmobile Law Enforcement Grant Program Overview and Instructions (IC1865) for explanation of eligible wages and
benefits.
A = Hourly wage of snowmobile law enforcement program personnel.
B = Fringe benefit dollar amount (FICA, retirement, insurance, workman's compensation).
C = Estimated hours of snowmobile law enforcement activities (include travel, administrative time, attendance at annual workshop).
D = Total estimate of salaries, wages, and fringe benefits for snowmobile law enforcement personnel.
Full Time (A 43. 65 +B
20.28 ) xC 135 =D
$ 8,630.55
PartTime (A 23. 2.1 +B
1.25 ) xC 1,344 =D
$ 32,B74.24
WAGES AND BENEFITS SUBTOTAL
$ 41,504.79
2) DETAIL OF CONTRACTUAL SERVICES, SUPPLIES & MATERIALS (CSS&M)
ESTIMATE OF
ITEM DETAIL EXPENDITURES
PATROLITOW VEHICLE USAGE
Choose a method for calculating an estimate of vehicle costs.
Refer to the Snowmobile Law Enforcement Grant Program
Overview and Instructions (IC1865) Choose only one method
per vehicle. ACTUAL COST: No. of vehicles $
LEASE: No. of vehicles $
MILEAGE RATE: No. of vehicles 2 $ 1, Boo
SNOWMOBILE USAGE
No. of units 4 Total estimated fuel and oil $
PERSONAL GEAR TO BE PURCHASED
TypeofGear Helmets
Type of Gear
OTHER ITEMS (please specify)
1, 971 + total estimated maintenance $ 1, 200 $ 3, 171
No of units 6 X Cost per unit $ 2 00
No. of units X Cost per unit $
CSS&M SUBTOTAL
$ 2,200
$
Page 1 of 2 PR19852 (Rev 06105/2013)
3) DETAIL OF EQUIPMENT TO BE PURCHASED
Attach an up-to-date equipment inventory even if not requesting funds for purchase of new equipment.
ITEM
SNOWMOBILE:
Make and model
Make and model
TRAILER:
Type of trailer
Type of trailer
DETAIL
ESTIMATE OF
EXPENDITURES
Ski -Don Expedition Numberofunits 2XCostperunit$ 11,285 $22,570
Number of units X Cost per unit $ $
ELECTRONIC EQUIPMENT:
Type of equipment
Type of equipment
Item
Number of umts_X
Cost per unit $ $
Number of um ts_X
Cost per unit $ $
Number of unitsX
Cost per unit $ $
Number of units
X Cost per unit $ $
EQUIPMENT SUBTOTAL $ 22, 570
SUMMARY OF LOCAL ESTIMATE OF EXPENDITURES
Estimate of Expenditures
Law Enforcement Wages and Benefits (enter subtotal) $ 41,504 .79
CSS&M (enter subtotal) $ 6, 171
Equipment (enter subtotal) I$2 ,570
TOTAL$ 70, 245.79
CERTIFICATION
I hereby certify the local unit of government has appropmated the sum indicated in this grant application for the snowmobile
law enforcement program and that the treasurer has been authorized and instructed to establish a restricted snowmobile
program account and to deposit therein all sums appropriated to be used solely for wages and benefits, contractual services,
supplies and materials, and equipment costs for the grant period indicated.
Printed Name of Authorized Local Official Title
Signature of Authorized Local Official Date
SEND COMPLETED APPLICATION TO:
MICHIGAN DEPARTMENT OF NATURAL RESOURCES
PARKS AND RECREATION DIVISION
PROGRAM SERVICES SECTION
PO BOX 30257
LANSING MI 48909-7757
Page 2 d 2 PR1985-2 (Rev 06I050013)
2soE Rq Pe Michigan Department of Natural Resources — Parks and Recreation Division I Law Enforcement Division
EQUIPMENT INVENTORY
111' DNaI FOR USE BY ORV LAW ENFORCEMENT AND SNOWMOBILE LAW ENFORCEMENT PROGRAMS
This information is fequested under the authority of Part 811 and Part 821
Natural Resources and Environmental Protection Act 1994 PA 451, as amended.
Name of Agency Oakland County Sheriff's office Program Name Snowmobile Law Enforecmen, Grant
TYPE OF EQUIPMENT
EQUIPMENT IDENTIFIER
I PURCHASE 1
PURCHASE'; FUNDING SOURCE BY %
CURRENT CONDITION
(ORV Snowmobile, Trailer. Radio..)
_ (Make, Model, Year, Serial Number)
DATE
PRICE 1 (State., Federal, Local, Donation..)
.............__...........
(Hours/Miles on Machine)
550 Ind\, LYT WL
;0-/19/20
100� Local
;6.0
Prepared/Updated by: Depute- Greg Vandewater
Date Prepared/Updated: 7 / e / 21
CURRENT STATUS
(in use, needs repair...)
In USe
`In Use
The individual signing on behalf of the law enforcement agency indicated on this form certifies by their signature that they have the authority to do so and that the
equipment inventory information provided is true, complete and accurate.
Name and Title of Authorized Representative (Printed)
Signature
Date
PF40a9(Rev 0EI2412013;
Resolution #21302 July 22, 2021
Moved by Luebs seconded by Gingell the resolution be adopted.
Discussion followed.
Vote on resolution:
AYES: Kowall, Kuhn, Long, Luebs, Markham, McGillivray, Miller, Moss, Nelson, Powell, Spisz,
Weipert, Woodward, Charles, Gershenson, Gingell, Hoffman, Jackson, Joliat, Kochenderfer. (20)
NAYS: Cavell. (1)
A sufficient majority having voted in favor, the resolution was adopted.
U'Q
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 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 July 22, 2021,
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 Circuit Court at Pontiac,
Michigan this 22nd day of July, 2021.
Lisa Brown, Oakland County