HomeMy WebLinkAboutResolutions - 2024.09.05 - 41455
AGENDA ITEM: Grant Acceptance from the Michigan Department of State Police for the FY 2025
Secondary Road Patrol and Traffic Accident Prevention Program
DEPARTMENT: Sheriff’s Office
MEETING: Board of Commissioners
DATE: Thursday, September 5, 2024 9:42 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2024-4416
Motion to approve the FY 2024 Secondary Road Patrol Grant award from the Michigan Department
of State Police - Office of Highway Safety Planning in the amount of $1,679,112 for the period
October 1, 2024, through September 30, 2025; further, authorize the Chair of the Board of
Commissioners to execute the grant award; further, amend the FY 2025 budget as detailed in the
attached Schedule A.
ITEM CATEGORY SPONSORED BY
Grant Penny Luebs
INTRODUCTION AND BACKGROUND
The Oakland County Sheriff’s Office (OCSO) has been awarded $1,679,112 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, 2024, through
September 30, 2025. This is the 46th year that the OCSO has been awarded Secondary Road
Patrol and Traffic Accident Prevention Program Grant funding. The Fiscal Year grant allocation
represents an increase of $494,552 from last year’s funding. The MSP is providing a one-time
supplemental increase for FY2025. The grant provides continued funding for seven (7) Special
Revenue (SR) full-time eligible (FTE) Deputy II positions (#02572, #03114, #7501, #14865, #15480,
#15481 and #15894) and one (1) SR FTE Sergeant position (#07790) located in the Patrol Services
Division. The remaining funds will be used for equipment, supplies and overtime. No county match
is required.
POLICY ANALYSIS
Continuation of this program, including positions, is contingent upon continued grant funding.
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Barbara Winter, Policy and Fiscal Analysis Supervisor at
248.821.3065 or winterb@oakgov.com or the department contact persons listed for additional
information.
CONTACT
Curtis Childs, Undersheriff
Gaia Piir, Sheriff Fiscal Officer
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 9/5/2024
AGENDA DEADLINE: 09/15/2024 9:42 PM
ATTACHMENTS
1. FY25 SRP Schedule A R1
2. Grant Review Sign-Off
3. SRP Grant Agreement FY2025
COMMITTEE TRACKING
2024-08-20 Public Health & Safety - Forward to Finance
2024-08-21 Finance - Recommend to Board
2024-09-05 Full Board - Adopt
Motioned by: Commissioner Michael Gingell
Seconded by: Commissioner Penny Luebs
Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen
Nelson, Christine Long, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson,
Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay Raman, Ann Erickson Gault,
Linnie Taylor (17)
No: None (0)
Abstain: None (0)
Absent: William Miller III, Robert Hoffman (2)
Passed
Oakland County, Michigan
SHERIFF'S OFFICE - FY 2025 SECONDARY ROAD PATROL GRANT ACCEPTANCE
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)
Cost Center
(CCN) #
Account #
(RC/SC)
Program #
(PRG)
Grant ID (GRN)
#
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2024
Amendment
FY 2025
Amendment
FY 2026
Amendment
FY 2027
Amendment
R Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 RC615571 PRG110010 GRN-1004500 615000 State Operating Grants $-$1,679,112 $1,679,112 $1,679,112
Total Revenues $-$1,679,112 $1,679,112 $1,679,112
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC702010 PRG110010 GRN-1004500 702000 Salaries Regular $-$727,674 $727,674 $727,674
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC712020 PRG110010 GRN-1004500 702000 Overtime -70,000 70,000 70,000
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC722750 PRG110010 GRN-1004500 722000 Workers Compensation -8,659 8,659 8,659
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC722760 PRG110010 GRN-1004500 722000 Group Life -1,673 1,673 1,673
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC722770 PRG110010 GRN-1004500 722000 Retirement -231,240 231,240 231,240
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC722780 PRG110010 GRN-1004500 722000 Hospitalization -125,736 125,736 125,736
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC722790 PRG110010 GRN-1004500 722000 Social Security -64,693 64,693 64,693
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC722800 PRG110010 GRN-1004500 722000 Dental -8,304 8,304 8,304
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC722810 PRG110010 GRN-1004500 722000 Disability -11,604 11,604 11,604
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC722820 PRG110010 GRN-1004500 722000 Unemployment Insurance -437 437 437
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC722850 PRG110010 GRN-1004500 722000 Optical -401 401 401
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC750070 PRG110010 GRN-1004500 750000 Deputy Supplies 35,000 35,000 35,000
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC760126 PRG110010 GRN-1004500 760000 Miscellaneous Capital Outlay 275,000 275,000 275,000
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC776659 PRG110010 GRN-1004500 770000 Motor Pool Fuel Charges -56,972 56,972 56,972
E Law Enforcement Grants Sheriff Patrol Services FND11005 CCN4030601 SC776661 PRG110010 GRN-1004500 770000 Motor Pool -61,719 61,719 61,719
Total Expenditures $-$1,679,112 $1,679,112 $1,679,112
GRANT REVIEW SIGN-OFF – Sheriff’s Office
GRANT NAME: FY 2025 Secondary Road Patrol Grant
FUNDING AGENCY: Michigan State Police - Office of Highway Safety Planning
DEPARTMENT CONTACT: Lt. Anthony Spencer / (248) 858-5022
STATUS: Grant Acceptance (Greater than $10,000)
DATE: 08/19/2024
Please be advised that the captioned grant materials have completed the internal grant review. Below are the returned
comments.
The Board of Commissioners’ liaison committee resolution and grant acceptance package (which should include this sign-
off and the grant agreement/contract with related documentation) should be downloaded into Civic Clerk and placed on
the next agenda(s) of the appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget:
Approved – Sheryl Johnson (08/19/2024)
Human Resources:
Approved by Human Resources. Continues positions with no change. No HR action needed – Heather Mason
(08/14/2024)
Risk Management:
Approved. No County insurance requirements – Robert Erlenbeck (08/13/2024)
Corporation Counsel:
Approved. No legal issues with the grant documents. – Sharon Kessler (08/13/2024)
Services to be Provided
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Instructions
Indicate how your department will utilize the funds allocated by selecting each applicable checkbox that describes an
activity engaged in by your county’s SRP Deputies.
All activities must be allowable under the provisions of P.A. 416 and must be consistent with the reported expenditures.
At least one (1) selection is required *. Select all that apply.
* Services to be Provided
[X]Patrol and monitor traffic violations on secondary roads.
[X]Investigate crashes involving motor vehicles on secondary roads.
[X]Provide emergency assistance to persons on secondary roads.
[X]Enforce violations of criminal laws which are observed by or brought to the attention of the sheriff’s department while patrolling
secondary roads.
SERVICES TO BE PROVIDED
2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63
Secondary Road Patrol Agreement
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Secondary Road Patrol Ag reement
Funding Period — October 1, 2024 - September 30, 2025
State Allocation
$1,679,112.00
Maintenance of Effort (MOE) Requirement
48.00 FTEs
Background:
The Office of Highway Safety Planning (OHSP) is responsible for administering the Secondary Road Patrol and Traffic
Ac cident Prevention Fund. Before a county obtains its grant from the amount annually appropriated for sec ondary
road patrol and traffic ac cident prevention, the c ounty shall enter into an agreement for the sec ondary road patrol and
traffic acc ident prevention services with the OHSP.
In eac h fisc al y ear, $15,000,000 of the proceeds deposited in the state treasury for taxes on the retail selling pric e of
spirits must be allocated to the sec ondary road patrol and training fund (MCL 256.629e). A county's share of the
amount annually appropriated for secondary road patrol and traffic acc ident prevention must be the same perc entage
that the county rec eived, or was eligible to rec eive, of the total amount alloc ated to all counties under section 12 of
1951 PA 51, MCL 247.662, less the amounts distributed for snow removal and engineers, during the period of July 1,
1976, through June 30, 1977. As such, this funding formula has not changed sinc e 1977.
Maintenance of Effort (MOE):
The county 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 produc ed by the c ounty 's offic ial acc ounting system
must be submitted with each Quarterly Financial Report. The ledger must reconc ile to reported c osts.
County agrees to use funding solely on secondary roads for the following services to be provided:
Patrolling and monitoring traffic violations.
Enforcing the c riminal laws of this state, violations of which are observed by or brought to the attention of the
sheriff's offic e while providing the servic es required by Public Act 416 of 1978 (P.A. 416).
Investigating acc idents involving motor vehic les.
Providing emergenc y assistanc e to persons on or near a highway or road patrolled as required by P.A. 416.
The sheriff's offic e can provide these services on sec ondary roads within a city or village if the legislative body of the
local unit of government passes a resolution requesting the services, with the exception of taking c omplaints.
2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63
How funds can be spent:
Employ ing additional personnel
Purchasing additional equipment
Enforcing laws in state and c ounty parks
Providing selective motor vehic le inspection programs
Providing traffic safety information and education programs that are in addition to those provided before the
effective date of P.A. 416, Oc tober 1, 1978
Eligible Expenses:
Eligible expenses inc lude:
Salaries and fringe benefits for time that deputies spend on sec ondary road patrol assignments.
Mileage reimbursement OR Ac tual automotive costs.
NOTE: If using a mileage rate that includes an allowance for depreciation of the vehicle, including the IRS rate,
the c ounty may not also request reimbursement for a vehicle.
Equipment expenses.
Supplies and Operating expenses.
Ineligible Expenses:
Ineligible expenses inc lude:
Salaries and fringe benefits for time that deputies did not spend on sec ondary roads.
Indirect costs no longer allowed.
Any costs related to non-sec ondary road patrol activity.
Quarterly Reimbursement Requests:
The county 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 produc ed by the c ounty 's offic ial acc ounting system
must be submitted with eac h Quarterly Financ ial Report. The ledger must reconc ile to reported c osts.
Funds are alloc ated each fiscal year beginning October 1. Sheriff offic es must submit for reimbursement requests
quarterly . Quarterly reports are due:
1. January 20
2. April 20
3. July 20
4. October 20
Reimbursement requests must be made using the OHSP MGX system. All personnel c osts, automotive expenses,
equipment, and operating costs must be listed and provided with the general ledger. All costs requested must reconc ile
with the general ledger.
2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63
Method of Payment:
The State of Michigan shall reimburse the county for expenditures inc urred during the previous quarter.
Reimbursement may be delay ed should the county fail to provide all required reports and other documentation or is not
in complianc e with P.A. 416 and the Agreement Conditions and Requirements. Unallowable costs will not be
reimbursed.
Quarterly SRP Statistical Reporting Requirements:
The county agrees to submit Quarterly SRP Statistic al Report at the same time as the Quarterly Financial Report
through MGX within 20 days of the completion of each quarterly period beginning with the date of this agreement. The
report must contain the following information:
1. Number of FULL TIME equivalent certified SRP Funded Road Patrol Deputies.
2. Number of FULL TIME equivalent certified County -Funded Road Patrol Deputies.
3. The total number of sworn offic ers in the sheriff’s offic e.
4. Number of miles traveled performing road patrol by SRP Funded Road Patrol Deputies.
5. Number of miles traveled performing road patrol by County-Funded Road Patrol Deputies.
6. Number of traffic stops made by SRP Funded Road Patrol Deputies.
7. Number of traffic stops made by County -Funded Road Patrol Deputies.
8. Number of traffic -related verbal warnings given by SRP-Funded Road Patrol Deputies.
9. Number of traffic -related verbal warnings given by County -Funded Road Patrol Deputies.
10. Number of traffic-related c itations issued by SRP-Funded Road Patrol Deputies.
11. Number of traffic-related c itations issued by County-Funded Road Patrol Deputies.
SRP Related Activities (Only report on SRP activities for below)
12. Number of traffic citations issued in c ounty parks.
13. Number of non-traffic arrests made in c ounty parks.
14. Number of c alls for assistance in c ounty parks.
15. Number of c rashes investigated which occ urred on trunk lines.
16. Number of c rashes investigated which occ urred on secondary roads.
17. Number of c rashes investigated which occ urred in villages or c ities.
18. Number of fatal crashes investigated whic h oc curred on trunk lines.
19. Number of fatal crashes investigated whic h oc curred on sec ondary roads.
20. Number of fatal crashes investigated whic h oc curred in villages or cities.
21. Number of OW I arrest involving alc ohol.
22. Number of OW I arrest involving drugs.
23. Number of alc ohol offenses resulting in open c ontainer in vehic le arrests.
2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63
24. Number of c rimes investigated resulting in c rime reports filed.
25. Number of c rimes investigated resulting in c riminal arrests.
26. Number of motorist assists.
27. Number of law enforc ement assists to y our department.
28. Number of law enforc ement assist to other departments or agenc ies.
29. Number of c ommunity traffic safety training sessions held.
30. Number of c itizens attending the c ommunity safety training sessions.
Annual Reporting Requirements:
The county is required to submit their annual report through the MGX sy stem whic h contains:
(a) A description of the servic es provided by the sheriff's department of the c ounty under MCL 51.76, other than
the servic es provided in a c ounty park.
(b) A description of the servic es provided by the sheriff's department of the c ounty under MCL 51.76 in c ounty
parks in the county.
(c) A copy of each resolution by a c ity or village of the c ounty whic h requests the sheriff's department of the
county to provide the servic es described in MCL 51.76.
(d) A copy of each c ontrac t between a county and a township of the county in which township the sheriff's
department is providing a law enforcement service, as required by MCL 51.77(7).
(e) The law enforcement plan developed under subsec tion (7), i.e., the Sheriff of eac h county and the direc tor of
the Department of Michigan State Polic e, or their authorized representatives shall meet and develop a law
enforcement plan for the unincorporated areas of the county.
(f) The rec ommendations of the sheriff's department of the county on methods of improving the services provided
under section MCL 51.76; improving the training programs of law enforcement offic ers.
(g) The rec ommendations of the sheriff's department of the county on methods of improving the services provided
under section MCL 51.76; improving the communications sy stem of the sheriff's department.
(h) The rec ommendations of the sheriff's department of the county on improving the servic es provided by the
Secondary Road Patrol Program.
(i) The recommendations of the sheriff's department of the c ounty on improving c oordination of the enforcement
agencies in y our c ounty .
(j) The description of the role alc ohol played in the incidences of personal injury, traffic ac cidents, and traffic
fatalities in the c ounty .
2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63
Record Keeping Requirements:
The county must maintain acc ounting rec ords, following generally ac cepted ac counting proc edures, to rec eive
reimbursement for expenditures under this agreement. Doc umentation supporting all expenditures shall be maintained
for at least three y ears after the expiration of the fiscal year covering this agreement. The Sherriff agrees to expend
funds obtained under this agreement only during the period c overed by the agreement and only for purposes
specified. All revenue and expenditures shall be recorded in a fund or acc ount separate from the provider's other
funds or acc ounts. The general ledger is required and must reconc ile to reported c osts.
1. Personnel Costs. Amounts expended under this agreement for P.A. 416-Funded Road Patrol Deputies shall be
based upon payrolls doc umented and approved in acc ordance with the policies and prac tices of the Sheriff and
shall be supported by time and attendanc e rec ords and daily ac tivity logs for individual employ ees. The daily logs
must detail all ac tivities engaged in, locations of ac tivities, and times engaged in eac h ac tivity .
2. All automotive expenses, supplies, and equipment shall be authorized and procured in acc ordance with the
general policies and prac tices of the c ounty . Automotive expenses can be reported based either on the ac tual
costs incurred for vehic les, gasoline, maintenanc e, insuranc e, and other vehicle costs, or on actual miles driven
times a mileage rate. If the c ounty c hooses to use a mileage rate, they may either use the most rec ently
published IRS business rate, in whic h case no further calc ulation is required, or calc ulate the mileage rate based
on the county's actual c osts. Supporting documentation for the c ounty 's calc ulated rate must be kept on file for
review during monitoring.
Monitoring and Audit:
The OHSP, the Local Government Audit Division of the Mic higan Department of Treasury , and the State Auditor
General, or any of their duly authorized representatives, shall have acc ess to any books, doc uments, papers, and
rec ords of the Sheriff whic h are related to this agreement, for purpose of monitoring and audit.
The county shall c omply with the requests of the OHSP for information on reports related to the manpower,
expenditures, and services of the c ounty .
Termination
The agreement is void if the county reduc es its expenditures or level of road patrol below that whic h the c ounty was
expending or providing immediately before Oc tober 1, 1978, or Oc tober 1, 2021, whic hever y ear the expenditures or
level of road patrol is less. (MCL 51.77(1)). If there is an allegation of non-complianc e with the provisions of this
subsec tion, the OHSP shall notify the Sheriff in writing and afford the Sheriff with an opportunity to demonstrate
complianc e. If c ompliance c annot be established, OHSP shall notify the Sheriff in writing of the termination of this
agreement. This termination shall be effective as of the date on whic h the non-complianc e originally oc curred.
Sanctions:
If the county materially fails to comply with the terms and conditions of the agreement, the OHSP may take one or
more of the following actions, as appropriate in the circ umstances:
1. Temporarily withhold cash payments pending correc tion of the deficienc y by the county.
2. Disallow all or part of the c ost of the ac tivity or action not in c ompliance.
3. W holly or partly suspend or terminate the c urrent agreement.
4. W ithhold further funding for the program.
5. Take other remedies that may be legally available.
Instructions
Select the checkbox below to provide an electronic signature for the grant agreement.
An electronic signature from each of the specified roles is required before application submission.
Signature Agreement
Agency Project Director - Sheriff
* Click here to affirm that you have read and agree to comply with the Secondary Road Patrol Grant Management Requirements
and Agreement.
Agency Authorized Official - County Chairperson
2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63
* Click here to affirm that you have read and agree to comply with the Secondary Road Patrol Grant Management Requirements
and Agreement.
Agency Financial Officer
* Click here to affirm that you have read and agree to comply with the Secondary Road Patrol Grant Management Requirements
and Agreement.
2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63
Certification of Grant Officials
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Certification of Gran t Official s
W e 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. W e agree to comply with P.A. 416, the Contract Conditions and Requirements,
Generally Accepted Accounting Principles, and Office of Highway Safety Planning (OHSP) policies with the understanding that failure
to do so is cause for termination of the grant.
NAME
Katie West
ADDRESS
1200 N. Telegraph Rd Pontiac Michigan-48341
CHAIRPERSON, COUNTY BOARD OF COMMISSIONERS
TITLE
Supervisor, Sheriff Contracts and Accounts
STATE AGENCY WITH WHICH COUNTY EEO IF ON
FILE
Oakland County Sheriff's Office (SRP)
PHONE NUMBER
(248) 452-2110
EMAIL ADDRESS
westca@oakgov.com
FAX NUMBER
NAME
Sheriff Michael Bouchard
ADDRESS
1200 N Telegraph Rd. Pontiac Michigan-48341
SHERIFF
TITLE
Sheriff
PHONE NUMBER
(248) 858-5001
FAX NUMBER
EMAIL ADDRESS
ocso@oakgov.com
NAME
ADDRESS
FINANCIAL OFFICER
TITLE
PHONE NUMBER FAX NUMBER
2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63
EMAIL ADDRESS
NAME
Mrs. Janine Ofiara
ADDRESS
1200 N Telegraph Rd Dept 470 Pontiac Michigan-48341-1036
PRIMARY CONTACT PERSON FOR SRP PROGRAM
TITLE
Office Supervisor II
PHONE NUMBER
(248) 858-4962
FAX NUMBER
EMAIL ADDRESS
ofiarajm@oakgov.com
2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63
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2025 Secondary Road Patrol and Traffic Accident Prevention Program (SRP) 2025-SRP-63