HomeMy WebLinkAboutResolutions - 2007.11.29 - 9318November 29, 2007
REPORT MR # 07267
BY: Personnel Committee, Thomas F. Middleton, Chairperson
RE: Sheriff's Office — 2008 Secondary Road Patrol Grant Contract Acceptance
TO: Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Personnel Committee having reviewed the above referenced resolution on
November 7, 2007 Reports with the recommendation the resolution be adopted.
Chairperson, on behalf of the Personnel Committee, I move the acceptance of the
foregoing report.
PERSONNEL COMMITTEE
Personnel Committee Vote:
Motion carried on a unanimous roll call vote with Coleman and Hatchett absent.
November 29, 2007
MISCELLANEOUS RESOLUTION #07 267
BY: Public Services Committee. Jeff Potter, Chairperson
IN RE: SHERIFFS OFFICE — FISCAL YEAR 2008 SECONDARY ROAD PATROL AND TRAFFIC
ACCIDENT PREVENTION PROGRAM GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Sheriffs Office applied to the Michigan Department of State Police - Office of Highway
Safety Planning for $1,040,457 in grant funding from Public Act 416 to conduct secondary road patrol
activities for the period October 1, 2007 through September 30, 2008; and
WHEREAS the Michigan Department of State Police - Office of Highway Safety Planning has awarded
Oakland County with a grant in the amount of $1,040,457, which is a decrease from the Fiscal Year 2007
award; and
WHEREAS the grant provides funding for seven (7) Deputy II positions (#1539, #2572, #2957, #3114,
#3324, #7501 and #9191) and two (2) Sergeant positions (#7790 and #9982) located in the Patrol
Services Division; and
WHEREAS due to lack of funding, one (1) Deputy ll position (#07327) is requested to be deleted; and
WHEREAS no county match or additional positions are required; and
WHEREAS the acceptance of this grant does not obligate the County to any future commitment; and
WHEREAS the continuation of the program is contingent upon future levels of grant program funding.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the
Fiscal Year 2008 Secondary Road Patrol Grant award from the Michigan Department of State Police -
Office of Highway Safety Planning in the amount of $1,040,457 and that the Board Chairperson, on behalf
of the County of Oakland, is authorized to execute said agreement as attached.
BE IT FURTHER RESOLVED that one (1) Deputy ll position (#07327) be deleted.
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 with Potter absent
Page 1 of 2
Dale Cunningham
From: Diane Creguer [creguerd@oakgov.com]
Sent: Wednesday, October 17, 2007 4:21 PM
To: Newman_Capt, Mark; 'Dale Cunningham'; 'Jim Bannasch'; 'Fournier, Nancy'
Subject: Grant Sign Off: Sheriffs Office - FY 2008 Oakland County Narcotic Enforcement Team (NET) -
Byrne - Grant Acceptance
The complete grant sign off package is attached.
GRANT REVIEW SIGN OFF — Sheriffs Office
GRANT NAME: FY 2008 Oakland County Narcotic Enforcement Team (NET) — Byrne
FUNDING AGENCY: Michigan Department of Community Health — Office of Drug Control Policy
DEPARTMENT CONTACT PERSON: Captain Mark Newman/ 248-858-5087
STATUS: Grant Acceptance
DATE: October 17, 2007
Pursuant to Misc. Resolution #01320, 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 (10/15/2007)
Department of Human Resources:
Approved by HR. — Jennifer Mason (10/16/2007)
Risk Management and Safety:
Approved By Risk Management - Andrea Plotkowski (10/17/2007)
Corporation Counsel:
After reviewing this grant contract, there appear to be no unresolved legal issues that require additional action at
this time. — Karen Agacinski (10/17/2007)
COMPLIANCE
The grant agreement references a number of specific federal and state regulations. Below is a list of these
specifically cited compliance related documents for this grant.
OMB Circulars A-21, A-87, A-102, A-110, A-122, A-133 -
http://www.whitehouse.gov/omb/circulars/index.html
10/18/2007
Page 1 of 2
Dale Cunningham
From: Diane Creguer [creguerd@oakgov.com ]
Sent: Monday, October 15, 2007 8:41 AM
To: 'VanPelt, Laurie': 'Davis, Patricia': 'Mason, Jennifer'; 'Secontine, Julie': Shortley, Joellen
Cc: 'Dale Cunningham'; 'Jim Bannasch'; 'Fournier, Nancy'
Subject: GRANT REVIEW: Sheriffs Office - FY2008 Oakland County Narcotic Enforcement Team (NET) -
Byrne Grant Agreement Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Jennifer Mason — Julie Secontine — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Sheriffs Office
FY 2008 Oakland County Narcotic Enforcement Team (NET) — Byrne
Michigan Department of Community Health — Office of Drug Control Policy
Attached to this email please find the grant document(s) to be reviewed. Please provide your review
stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with supporting
comments, via reply (to all) of this email.
Time Frame for Returned Comments: October 24, 2007
GRANT INFORMATION
Date: October 15, 2007
Operating Department: Sheriff Office
Department Contact: Captain Mark Newman
Contact Phone: 248-858-5087
Document Identification Number: Contract Number 20081029
REVIEW STATUS: Acceptance-Resolution Required
Funding Period: October 1, 2007 through September 30, 2008
New Facility / Additional Office Space Needs: None
IT Resources (New Computer Hardware / Software Needs or Purchases): None
MWDBE Requirements: Yes — Federal pass through — Compliance with OMB Circular A-102
Funding Continuation/New: Continuation
Application Total Project Amount: $782,800
Prior Year Total Funding: $704,000
New Grant Funded Positions Request: Continuation of Sheriff 4 FTE's and Prosecutor 3 FTE's
(position numbers 07960, 09829, 09830, 09831, 06386, 07959, 07207)
Changes to Current Positions: None
Grantor Funds: $352,000
Total Budget: $704,000
Match and Source: The 50% match required is identified and budgeted. Match shortfall to come from
program forfeiture funds.
10/15/2007
Page 2 of 2
PROJECT SYNOPSIS
The Oakland County Narcotic Enforcement Team (NET) was created to encourage cooperation between
law enforcement agencies within Southeast Michigan and other federal agencies in an effort to
apprehend and convict those involved in the use, sale, and distribution of illegal drugs and narcotics.
Diane M. Creguer
Grant Administration
248.975.9634
10/15/2007
1
STATE OF MICHIGAN
DEPARTMENT OF STATE POLICE
LANSING
.)
JENN1FE .4 RANHOLM
GOVERNOR
Sine
2001 AUG ( 3 A j:
COL, PETER C. MUNOZ
DIRECTOR
August 8, 2007
Sheriff Michael J. Bouchard
Oakland County Sheriffs Office
1201 North Telegraph Road
Pontiac, Michigan 48341
Dear Sheriff Bouchard:
Enclosed is the Secondary Road Patrol and Traffic Accident Prevention Program (SRP) application for
FY 2008 (October 1, 2007 through September 30, 2008). Appropriate forms to ensure compliance are also
enclosed. The application, quarterly financial report, semi-annual program report, annual program report,
and contract adjustment request forms are also available on the Secondary Road Patrol website at
www.michloan.qoviohsp-srp, DUCK on SRP forms. Completed applications for participation in the program
must be back in our office by September 1, 2007. Applications received after September 1, 2007 may
jeopardize the county's eligibility for funding.
Estimated program funding for FY 2008 is $12,300,000 from the Secondary Road Patrol and Traffic
Accident Prevention Fund.
Your county's total allocation for FY 2008 is $1,040,457. This allocation is based upon the best
estimates of anticipated revenue at this time.
P.A. 416, as amended, requires a "Maintenance of Effort" by the county. Your attention is directed te
Section 77(1), which states, in part: ,
"An agreement entered Into under this section shall be void if the county reduces its
expenditures or level of road patrol below that which the county was expending or providing
immediately before October 1, 1978, unless the county is required to reduce general services
because of economic conditions and is not merely reducing law enforcement services."
County leyel of effort must not include positions and expenditures funded from the SRP. if the level of
county funded road patrol is less than your "Maintenance of Effort" requirement, your application
cannot be processed. Should this occur, and you subsequently come into compliance during the year,
a partial year application will be processed at that time Oakland County's Maintenance of Effort
is 48.0.
If you have any questions, please call Julie Botsford at (517) 333-5333 or Sandy Eyre at (517) 333-5303.
MICHAEL LT PRINCE
Division Director
Office of Highway Safety Planning
Enclosures
JAB:se
Cep, Mok'n at - Fa,
pa le C. - orrci . 4090 '1
of -a a AD • P.O. BOX 30633 • LANSING, MICHIGAN 48909-8133
www.michigan.govirnsp • (517)336.6477
OHS-401 (07/2007)
MICHIGAN STATE POLICE
Office of Highway Safety Planning
SECONDARY ROAD PATROL AND
TRAFFIC ACCIDENT PREVENTION PROGRAM
APPLICATION
FOR
FISCAL YEAR 2008
(OCTOBER 1, 2007 — SEPTEMBER 30, 2008)
OFFICE OF HIGHWAY SAFETY PLANNING
4000 COLLINS ROAD, P.O. BOX 30633
LANSING, MICHIGAN 48909-8133
**Application Form is also available on the OHSP website at:
http://www.michigan.gov/ohsp-srp
AUTHORITY: 1978 PA 416, as amended & Exec. Order 1989-4
COMPLIANCE: Voluntary, but reimbursement will be delayed
until completed.
OHS-401 (07(2007)
SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM
Application Instructions
Review the following instructions carefully before completing the application A checklist is provided on page 3 to
assist you.
CONTRACT CONDITIONS, Pages 4-9. These requirements detail the conditions of the agreement
between the Office of Highway Safety Planning and the County for secondary road patrol and traffic
accident prevention services. Please review them carefuliy, The Contract Conditions along with the
Methods and Procedures, Budget sections of this application, and Equal Employment Opportunity
Certification, with the approval of the Office of Highway Safety Planning will become part of the Grant
Contract when the award is made.
II, APPLICATION SIGNATURE PAGE, Page 10
Item 1. County name.
Item 2. Federal IRS employer identification number for the county.
Item 3. Fiscal year of the grant being applied for.
Items 4 thru 8. County Board Chairperson Identification. Name, complete address,-telephone number
and authorizing signature of the Chairperson of the County Board of Commissioners.
Items 9 thru 13. Sheriff Identification. Name, complete address, telephone number and signature of the
County Sheriff,
Items 14 thru 18. Financial Officer Identification. Name, complete address, telephone number and
signature of the county official responsible for fiscal accounting of this contract.
Items 19 thru 22. Primary Contact Identification. Name, telephone number, e-mail and fax number of
person 01-ISP should contact with any questions regarding the county's Secondary Road Patrol program.
III. MAINTENANCE OF EFFORT BASE DATA,. Page 11. Report the number of county-funded, full time
certified deputies per instructions provided.
IV. METHODS AND PROCEDURES, Page 12. Specify the duties to be performed to implement the
expanded services pursuant to Act 416. Attach additional pages as needed,
V. BUDGET, Pages 13-15. Complete each portion of the budget, in detail, according to the instructions
provided. Attach additional pages, as needed, for the budget narrative. PLEASE ROUND TO WHOLE
DOLLARS,
VI. EQUAL EMPLOYMENT OPPORTUNITY GUIDELINES, Page 16, Enter the name of the county board
chairperson, the county name, and the name of the state agency where your county EEO Plan is on file.
Signature and date by the board chairperson. Or send a copy of your county's latest EEO Plan,
VII. SUBMISSION - Please send the original signed application documents identified on the checklist to the
Office of Highway Safety Planning by September 1.
Questions should be directed to (517) 333-5303.
ONS-401 (07/2007)
SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM
Checklist
This checklist is provided as a guide to assist ir, the preparation of the aoplication for Act 416 funding.
COUNTY ALLOCATION: $
Task
SHERIFF: Completed
1. Review the Contract Conditions (pages 4-9)
2. Prepare the Maintenance of Effort Base Data (page '1) 0
3. Prepare the Methods and Procedures (page 12)
4. Prepare the Budget (pages 13-15) 0
5. Complete the required EEO certification (page 16) 0
6. Complete the Application Signature Page and Sign Item #12 (page 10)
7. Deliver the Prepared Application to the Financial Officer 0
FINANCIAL OFFICER:
t Review the Contract Conditions 0
2. Review the Maintenance of Effort Base Data
3. Review the Budget
4. Sign Item #17 on the Application Signature Page (page 10) 0
5. Return the Application Package to the Sheriff 0
SHERIFF:
Deliver the Application to the Chairperson of the County Board
CHAIRPERSON, COUNTY BOARD OF COMMISSIONERS:
1. Review the Contract Conditions 0
2. Review the completed Application for P.A. 416 funding 0
3. Sign the EEO certification (page 16) 0
4. Sign Item #7 on the Application Signature Page (page 10)
5. Return the Application Package to the Sheriff
SHERIFF:
1. Review the Application for completeness 0
2. Make one copy of the complete application to retain for your records 0
3. Submit the original of the following documents to OHSP:
a. Application Signature (page 10) with original signatures 0
b. Maintenance of Effort Base Data (page 11) 0
b. Methods and Procedures (page 12) 0
c. Budget (Detail & Narrative) ( pages 13-15)
d. EEO certification (page 16)
0
MAIL TO:
Office of Highway Safety Plannirg
4000 Collins Road, P.O. Box 30633
Lansing, Michigan 48909-8133
DATE MAILED
OHS-401 (07/2007)
SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM
Contract Conditions
1. Definitions
ACT 416 refers to 416 PA 1978, MC L 51.76 and 51.77, which established the Secondary Road Patrol
program.
The OFFICE OF HIGHWAY SAFETY PLANNING (OHSP) is the agent for the State of Michigan, acting
through the Department of State Police.
The MSP refers to the Michigan Department of State Police.
The PROVIDER is the County Board of Commissioners as advised by the County Sheriff acting through a
duly authorized contracting official, i.e., Chairperson of the County Board of Commissioners or County
Executive Officer.
The term FISCAL YEAR means the fiscal year of the State of Michigan, beginning each October 1.
NONEXPENDABLE PERSONAL PROPERTY means tangible personal property having a useful life of
more than one year and acquisition cost of $1000 or more per unit
EXPENDABLE PERSONAL PROPERTY refers to all tangible personal property other than non-
expendable property.
COUNTY FUNDED ROAD PATROL OFFICER is a uniformed officer who responds,td citizens' requests,
makes arrests, investigates traffic crashes and crimes, serves legal papers, patrols the county, and may
occasionally be assigned to jail, marine/snowmobile, dispatch, court, prisoner transp.ort„cr Other non,
patrol related functions. Examples of who not to include are sheriff, under sheriff,. command officers who
supervise other divisions in addition to road patrol, full-time court detail, correotions,.marine/snowrnobile;
detectives, DARE, etc.
ACT 416 FUNDED ROAD PATROL OFFICER is 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 sheriffs department while providing the patrolling and monitoring required
by the Act; investigates crashes involving motor vehicles; and provides emergency assistance to persons
on or near a highway or road patrolled and monitored as required by the Act.
Law Enforcement Flan
Act 416 requires the sheriff, the director of the department of state police, and the director of the OHSP or
their authorized representatives to meet and develop a law enforcement plan for the unincorporated areas
of the county. The law enforcement plan shall be reviewed and updated at least every four years (after an
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 your Annual Report due October 20 at the conclusion of the program year.
III. Services
The sheriff shall be the law enforcement agency primarily responsible for providing the following services
on county primary roads, county local roads except within 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.
OHS-401 (07/2007)
2. Enforcing the c:iminal laws at this state, violations of which are observed by or brought to the
attention of the sheriffs department while engaged in Act 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 Act 416.
IV. City and Village Service Resolutions
Act 416 provides for service requests from a city or vii age to a county. If an agreement of this type is
entered, a copy of the resolution authorizing this action must be included in the documents submitted with
the Annual Report due October 20 at the conclusion of the program year.
Any or all of the following services may be required:
1. Patrolling and monitoring traffic violations.
2. Investigating crashes involving motor vehicles.
3. Providing emergency assistance to persons on or near a hignway or road being patrolled.
V. Accounting and Recordkeeping Requirements
The Provider agrees to maintain accounting records following generally accepted accounting procedures
for the expenditure of funds for the purposes identified in the methods and procedures section. Adequate
expenditure documentation shall be maintained for at least three years after the expiration of the State
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 MA FUND OR ACCOUNT SEPARATE FROM THE PROVIDER'S OTHERFUNDS OR: .•
ACCOUNTS.
A. Personnel Costs. Amounts expended under this agreernert for Act 416 funded road patrol
officers shall be based upon payrolls documented and approved in accordance with the policies
end 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 activities engaged in, locations of
activities, and time engaged in each activity.
B. All automotive expenses, supplies, and equipment shall be authorized and procured in
accordance with the general policies and practices of the county. Automotive expenses can be
reported based either on the actual costs incurred for vehicles, gasoline, 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 Dart, with Act 416 funds.
Inventory of this property shall be made a part of the county's official Act 416 records ana
shall be available for review by authorized state personnel.
Recordkeeping Requirements. The county agrees to maintain, as a part of the financial
records for Act 416, the following types of property management records for all
nonexpendable personal property acquired in who e, or 'n part, with Act 416 funcs.
a. Copies of purchase orders and invoices.
OHS-401 07/2007)
b. Inventory control isting for nonexpendable property shall be maintained. At a minimum,
property management records shall meet the following recui7ements:
1) item desorption
2) manufacturer's serial number and if apolicab:e, a Act 416 control number
3) State's Act 416 cos: equity at time of purchase
4) acquisition date and cost
5) location of property
6) ultimate disposition date including sale price or method used to determine fair market
value
7) records of nonexpendable personal' property which has been acquired in whole, or in
part, with Act 416 funds shall be retained for three years beyond the useful life of the
equipment.
c. 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,
VI. Standards for Acquiring, Using, and Disposing of Property Purchased with Funds Paid
Under Act 416
The acquisition of expendable personal property shall be authorized by OHSP. It may be disposed of
when, at the discretion of the provider, it S no longer usable. When nonexpendable personal property is
acquired by a county in whole, or in part, with Act 416 funds, title may be taken by the county subject to
the following restrictions:
A. Use of nonexpendable personal property is restricted to activities authorized by Act 416 and
by personnel funded or authorized by OHSP in their contract with the county or by
adjustments to this contract.
B. Disposition of Nonexpendabie Personal Properly. When a recipient of nonexpendable
personal property purchased in whole, or in part, with Act 416 funds no longer has a need for
the property in its Act 416 program, the county shall obtain prior approval from the Office of
. .Highway Safety Planning for the proposed disposition of the property. Requests for approval
. -of the proposed disposition shall be submitted to the Office of Highway Safety Planning within
30 days prior to the proposed disposition. The property, with concurrence of OHSP, may be
disposed of in accordance with the following standards and order of priority:
1. OHSP reserves the right to require the county to transfer the property to the control of
OASP or directly to a third party at the discretion of OHSP. The contracting county shall
be reimbursed by the beneficiary county with an amount which is computed by applying
the percentage of county participation in the original cost of the item(s) to the current fair
market value.
2. OHSP may permit the county to retain the property for use other than that authorized in
Act 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. OHSP may instruct the county to sell the property and reimburse the State of Michigan an
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 selling and handling expenses.
C. Replacement of Property. When an item of nonexpendable personal property with an
acquisition cost of $1000 or more is no longer efficient or serviceable but the county continues
to need the property in its Act 416 program, the county may replace the property through
trade-in or sale and purchase of new property, provided the following requirements are met
OHS-4C1 (0712007)
1. Similar Function. Replacement property shall serve the same function as the original
property and be of the same nature or character. although not necessariiy of tie same
grade or quality.
2. Credits. Value credited for the property, if the property is traded in, shah be related to the
fair market value.
3. Time. Purchase of replacement property shall take pace soon enougn after the sale of
nonexpendable property to show that the sale and tie 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 is transferred to the
replacement property with an appropriate adjustment as provided in this section. The
replacement property is subject to the same instruction on use and disposition as the
property replaced_
6. 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 Act 416 dollar amount to the total purchase price of the
replacement property is the state share of the replacement property.
6. Prior Approval. Recipients of Act 416 funds shall obtain written permission from OHSP to
use the provision of section VI.0 prior to entering into negotiations for the replacement or,.
trade-in of nonexpendable 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_ The Inventory Control Listing for
nonexpendable property as identified in Section V.C.2.b shall be maintained by the county for; review -
during grant monitoring, and shall be submitted with each change to OHSP.
VIII. Program Reports
The provider agrees to submit a semi-annual report on forms provided by OHSP 20 days following the end
of each semi-annual reporting period. Further, the provider agrees to submit an annual report to OHSP
on October 20 of each year covering the fiscal year just ended as provided in Act 416.
IX. Amendment of Contract
Program modification or a budget revision shall be requested in writing on the OHSP Contract Adjustment
Request form and approved by OHSP prior to implementation.
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.
Xl. 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.
OHS-401 ;07/2007)
XII, Method of Payment
The State of Michigan snail reimburse the county for expenditures incurred during the previous quarter.
The county will receive the rernbursement approximatey four weeKs follow ing receipt of the Quarterly
Financial Report. Reimbursement may be delayed if the county fails to provide reports and other
documentation required by OHSP.
XIII. Attribution
Any public dissemination of inforrnaton under this agreement shal: identify the State of Michigan as the
source of the funding for the services provided.
XIV. Notice Regarding Position Reductions
The sheriff shall immediately inform 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. Notification in accordance with this section shall
be in writing and shall include appropriate explanatory information.
XV. Termination
Termination of this contract will become effective based upon one or more of the following conditions:
A The end date specified on the contact has been reached and all other conditions of,funding
have been satisfied.
S. Funds allocated for secondary road patrol and traffic accident prevention to implement -Act
416 are contingent updri an appropriation from the State of Michigan and sufficient surcharge
collections. County allocations May be-revised 'f funding is revised or voided. .
C. 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 tie 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, the 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.
D. The provider sha,1 comply with the identified schedule for financial and programmatic
reporting. Failure to comply will result in OHSP action to withhold the release of funds to the
provider.
E. Upon sixty days notice the provider may terminate the contract. OHSP may waive this
notification requirement.
XVI. Inspection, Audit, and Reporting
The OHSP, the Local Government Audit Division of the Michigan Department of Treasury, and the State
Auditor General, or any of their duly authorized 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,
OHS-401 (07/2007)
The provider shall comply with the requests of OHSP for hformaton on reports related to the manpower,
expenditures, and services of the p7oviaer and the traffic crash, traffic safety, and crime data of the county
or areas of the county of the provider,
XVI1. Equal Employment Opportunity Requirements
In accordance with the Elliott-Larsen avil 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, 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 cancellation of the 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 estaolished 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 representative work force at all levels of employment In
addition, the grantee or contractor shall:
a. state in all recruiting materials 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 the OHSP 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 used in preparation of the Minority-Female-Handicapper Status Report,
work force Utilization Analysis, and EEO Plan six months beyond the life of the grantor contract to permit
access by the Office of Highway Safety Planning, 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 required reporting forms and EEO Plan and a
determination of compliance with Equal Employment Opportunity requirements by the Office of Highway
Safety Planning or the Michigan Department of Civil Rights.
XVIII. Legislative Mandate
"Any law enforcement entity receiving GFIGP funds from the budget shall not evaluate an employee or
consider for promotion or assignment on basis of motor vehicle citations issued."
• APPLICANT COUNTY
Oakland
2. FEDERAL EMPLOYER ID NUMBER
38-6004876
3. FISCAL YEAR
OCTOBER 1, 2007 - SEPTEMBER 30, 2008
DATE
5. STREET ADDRESS
1200 North Telegraph Rd.
. SIGNATURE
SHERIFF
6. CITY/Z1P
Pontiac 48341
8. TELEPHONE NO.
248-858-0100
19 NAME 20. TELEPHONE NO. OF PRIMARY CONTACT
OHS-401 (07/2007)
OFFICE OF HIGHWAY SAFETY PLANNING
SECONDARY ROAD PATROL. AND TRAFFIC ACCIDENT PREVENTION PROGRAM
Application ls made under Act 416, as amended, in the amount and for tie purpose set forth in this application.
We certify that the information containec in this application, including the Methods and Procedures and Budget Detail, is true and
correct to the best of our knowledge.
On the basis of this application and detailec budget submitted by the County, ar award will be made to the County in the amount
and for the period stated and is subject to the Contract Conditions. This agreement becomes effective as of the date that county
representatives are notified by the Office of Highway Safety Planning.
CHAIRPERSON, COUNTY BOARD OF COMMISSIONERS
4. NAME
Bill Bullard, Jr.
. NAME
Michael J. Bouchard
• 10. STREET ADDRESS It %CITY/ZIP
1200 North Telegraph Rd., Bldg. 38 East Pontiac 48341
12. SIGNATURE DATE 13. TELEPHONE NO,
248-858-5001
FINANCIAL OFFICER (PERSON RESPONSIBLE FOR FISCAL ACCOUNTING)
14. NAME
Timothy J. Soave
15. STREET ADDRESS 16. CITY/ZIP
2100 Pontiac Lake Rd., Bldg. 41 West Waterford 48328
17. SIGNATURE DATE 18. TELEPHONE NO.
248-858-0807
PRIMARY CONTACT PERSON FOR SRP PROGRAM
Lt. Gordon Pizzini
21. EMAIL OF PRIMARY CONTACT
pizzinig@oakgov.com
248-858-5022
22. FAX NO. OF PRIMARY CONTACT
248-858-4965
AUTHORITY: 1978 PA 416, as amended, and Executive Order 1989-4.
COMPLIANCE: Voluntary, however, submission of this application is required to oarticipate in this program,
LEAVE BLANK - FOR OHSP USE ONLY
DATE APPLICATION RECEIVED CONTRACT NUMBER
OHS-401 (07/2007)
OFFICE OF HIGHWAY SAFETY PLANNING
SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM
Maintenance of Effort Base Data
INSTRUCTIONS: Answer each question by providing the information as indicated. Use additional pages if
necessary.
COUNTY FUNDED DEPUTIES
Report the number of county funded, full-time certified deputies employed by, or budgeted for, the sheriff
department as of the dates indicated below. The source of funding for the deputies (i.e. CETA, Highway Safety,
contractual arrangements) is not a deciding factor in determining whether the county meets the maintenance of
effort requirement. Do not include SRP funded deputies.
COUNTY FUNDED FULL-TIME CERTIFIED 3) BUDGETED FOR
DEPUTIES 1) AS OF 9/3C/78 2) CURRENT UPCOMING FISCAL
YEAR (OCTOBER 1 —
SEPTEMBER 30)
TOTAL NUMBER 210 587 587 _
NUMBER WHOSE PRIMARY DUTY IS ROAD 48 218 218 PATROL
OHS-401 (07/2007)
OFFICE OF HIGHWAY SAFETY PLANNING
SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM
Methods And Procedures
INSTRUCTIONS: Enter in this section the details of now your department vvill Ltilize the funds allocated. Check
each box that describes an acjvity engaged in by your county's SRP officers. If checking "other, please provide
a description of the activity. AN activities must be allowable under the provisions of Act 416, and must be
consistent with the budge: submitted for the project. Use the space below the checklist if you wish to provide
additional information about your Program.
2 Patrol and monitor traffic violations on secondary roads.
M Investigate crashes involving motor vehicles on secondary roads.
LE Provide emergency assistance to persons on secondary roads.
E Enforce violations of criminal laws which are observed by or brought to the attention of the sheriffs
department while patrolling secondary roads.
El Enforce laws in state parks and county Parks within the county. • •
0 Provide a vehicle inspection program. •
El Provide traffic safety information and education programs.
El Other (please describe) Provide target enforcement on secondarz_roads. Also, provide extra
patrol on secondar roads at the re 11:1 j_eA..ca citizens retarding vehicular violations.
Additional Information
OHS-401 (07/2007)
OFFICE OF HIGHWAY SAFETY PLANNING
SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM
Budget Detail
INSTRUCTIONS: The budget must be completed in det3ft USE WHOLE DOLLAR AMOUNTS (NO CENTS).
The budget should cover only the period for which this appiicatior is mode.
PERSONNEL
SALARIES AND WAGES
POSITION TITLE SALARY RATE % OF TIME ON COST
416
ACTIVITIES
Sergeant $72,324 100% 72,324
Sergeant 72,324 100% 72,324 _
Deputy II 63,308 100% 63,308
Deputy II 63,308 100% 63,308
Deputy II 63,308 1007 63,308
OVERTIME
LONGEVITY
SUBTOTAL
_
FRINGE BENEFITS
FICA PERCENT
RETIREMENT PERCENT
HOSPITALIZATION AVG/EMPLOYEE/MONTH
WORKERS COMPENSATION RATE/$100 IN WAGES
OTHER INSURANCE (please identify)
SUBTOTAL
TOTAL
PERSONNEL
OHS-401 (07/2007)
OFFICE OF HIGHWAY SAFETY PLANNING
SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM
Budget Detail
INSTRUCTIONS: The budget must be completed in detail. USE WHOLE COLLAR AMOUNTS (NO CENTS).
The budge: should cover only the per;oa for which this application is made.
PERSONNEL
SALARIES AND WAGES
POSITION TITLE SALARY RATE %0FTWIEON COST
416
ACTIVITIES
Deputy II $63,308 100% 63,308
Deputy II 63,308 63,308
Deputy II 63,308 63,308
Deputy II 63,30 831,654 _____
OVERTIME 30,984
LONGEVITY 17,100
SUBTOTAL $604,234
.--- FRINGE BENEFITS
-FICA PERCENT $
7.65% 46,224
RETIREMENT PERCENT
30.97% 187,131
HOSPITALIZATION $866 AVEVEMPLOYEENONTH
93,528
WORKERS COMPENSATION $2.74 RATE/$1001NWAGES
16,556
LailegUnRtAlauftlreidentifY) .20% 1,208
Life/Accident Insurance .26% 1,571
Disability .43% 2,598 _
iDental $109.83 per month 11,861
Optical ;$ 11.66 per month 1,259
SUBTOTAL $ 361,936
I TOTAL
rPERSONNEL ,s 966,170
DESCRIPTION OF EXPENSE
(Include fuel, maintenance, insurance, etc.
RATE COST
0
OHS-401 (07/2007)
Budget Detail
AUTOMOTIVE EXPENSES
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
TOTAL AUTOMOTVE EXPENSES
OR
MILEAGE REIMBURSEMENT
COUNTY COST PER MILE OF ESTIMATED MILES COST
PATROL OPERATION -
.48 154,764 • . 74,287,
TOTAL AUTOMOTIVE EXPENSES $ 74,287
AUTOMOTIVE INVENTORY
Include all venicles purchased in full 0 -in part with PA. 416 funds.
NUMBER OF TY0E OF DATE PUT ,N
P.A. 416 VEHICLES VEHICLE- SERVICE OR COST
PURCHASED
03 3350 Crown Vic _ 9-10-03 — Y
cr 23,576.50 ....
07 3210 Crown Vic 3-20-07 23,576.50
07 3140 Crown Vic 3-21-07 23 576.50 _
07 3110 Crown Vic 1-10-07 23,576.50
07 3170 Crown Vic 3-21-07 23,576.50
OHS-401 (C712307)
Budget Detail
AUTOMOTIVE EXPENSES
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
(,nclude fuul, maintenance, insurance, etc.)
RATE - I COST
TOTAL AUTOMOTIVE EXPENSES I $
OR
I COUNTY COST PER MILE OF
PATROL OPERATION
MILEAGE REIMBURSEMENT
ESTIMATED MILES [COST
TOTAL AUTOMOTIVE EXPENSES $
AUTOMOTIVE INVENTORY
Include all -vehicles purchased in full or in part with '".A._416 funds.
NUMBER OF TYPE OF DATE PUT IN
P.A. 416 VEHICLES VEHICLE I SERVICE OR COST
PURCHASED
06 3430 Crown Vic I 12-23-05 $ 23,576.50
06 3270 Crown Vic 12-23-05 23,576.50
03 3540 Crown Vic 9-24-03 23,576.50
t
07 3090 ! Crown Vic 3-21-07 23,576.50
TOTAL DIRECT COSTS (Personnel,
Automotive, Equipment, & Operating) 74,287
0 Ls
$1,040,457
$ 1,040,457
OHS-401 (0712007)
Budget Detail
EQUIPMENT
Include only those items used exclusively and directly for Act 416. Include a separate narrative defining equipment
purchases, equipment leasing, replacement and disposal method for retired equipment, and reference to department policy
where applicable.
DESCRIPTION QUANTITY PURCHASE PRICE LEASE RATE COST
_ TOTAL EQUIPMENT 0
OPERATING EXPENSES
DESCRIPTION OF EXPENSE RATE COST
PRINTING/SUPPLIES
CLEANING/CLOTHING ALLOWANCE
TRAINING
RADIO MAINTENANCE CONTRACTS 't
• . MISCELLANEOUS (describe)
TOTAL OPERATING EXPENSES 0
INDIRECT COSTS
NOT TO EXCEED 5%
OF TOTAL DIRECT COSTS
TOTAL PROJECT COSTS ([7:reef ÷ Indirect)
STATE ALLOCATION
OHS-401 (07/2007)
Budget Narrative
INSTRUCTIONS: Provide narTative below justifying ard detaiiiig the basis for determining the cost of the items
included in each budget category.
1. Traffic Deputies/Sergeants:
The P.A. 416 Secondary Road Patrol deputies work under the direction of traffic
sergeants. Working day and afternoon shifts, the deputies and sergeants 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, emergency responses, and any other
homeland emergency issues.
2. Patrol Vehicles:
Vehicles are replaced after 80,000 miles. Rate per mile includes all operating
expenses. Strictly a leased vehicle.
NAME AND TITLE OF PERSON COMPLETING BUDGET
Dale Cunningham, Sheriff's Business Manager
TELEPHONE NO.
248-858-5512
OHS-401 (07/2007)
OFFICE OF HIGHWAY SAFETY PLANNING
SECONDARY ROAD PATROL AND TRAFFIC
ACCIDENT PREVENTION PROGRAM
COUNTY
EQUAL EMPLOYMENT OPPORTUNITY
CERTIFICATION
Bill Bullard, Jr. , certify that
(Courty Board Chairperson)
Oakland County has formulated an equal
(County Name)
employment opportun!ty program in accordance with the standards
established under Executive Directive 1979-4. The EEO Plan is
on file with the Michigan Office of 'Highway Safety
(State Agency)
for review or audit by officials of that agency, or the Department
of Civil Rights, or OHSP as required by relevant laws, directives
and regulation.
Signature of County Board Chairperson
By authority of Executive Directive 1979-4.
Compliance with these guidelines is required to
participate in this program.
Date
17
Authority: P.A. 416 of 1978, ar amended &
Exeuctiye Order 1989-4-
COMPLIANCE Voluntary. comMetion of thin form in
required to varticioilto in thin oroararn
Ack /at: ti
01-15-402 (9(07)
MOP
?an OCT -;5 A ID
SECONDARY ROAD PATROL AND ACCIDENT PREVENTION PROGRAM
CONTRACT
COUNTY OHSP CONTRACT NO.
Oakland 50771-08
APPROVED BUDGET SUMMARY AMOUNT
PROJECT START DATE
PERSONNEL
$960,246 October 1, 2007
AUTOMOTIVE
80,211 PROJECT END DATE
EQUIPMENT
0 September 30, 2008
OPERATING EXPENSES
INDIRECT COSTS
TOTAL
$1,040,457
SOURCE . AMOUNT
STATE ALLOCATED AMOUNT
$1,040,457
COUNTY SUPPLEMENT
0
TOTAL
$1,040,457
Only the State Allocated Amount will be paid by the State of Michigan.
Funds allocated for secondary road patrol and traffic accident prevention to implement Act 416
are contingent upon an appropriation from the State of Michigan and sufficient surcharge
collections. County allocations may be revised if funding is revised or voided.
AUTHORIZED BY:
DIRECTOR, OFFICE OF HIGHWAY SAFETY PLANNING SIGNA PATE
MICHAEL L. PRINCE /0
OFFICE OF HIGHWAY SAFETY PLANNING
FISCAL NOTE (MISC. 107267) November 29, 207
BY: Finance Committee, Mike Rogers, Chairperson
IN RE: SHERIFF'S OFFICE - FISCAL YEAR 2008 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 awarded
Oakland County a grant in the amount of $1,040,457 for the period October 1, 2007 through
September 30, 2008. The award represents a $126,885 decrease from the Fiscal Year 2007
award. This is the 29th year of grant funding.
2. The grant provides funding for seven (7) Deputy II positions and two (2) Sergeant Positions
located in the Patrol Services Division. The staffing level decrease by one from the Fiscal
Year 2007 program.
3. No County match is required.
4. Due to the deletion of one position, the fleet will be reduced by one vehicle.
5. A budget amendment is recommended to the Fiscal Year 2008 Special Revenue Budget as
follows: FY 2008 FY 2008
GRANT FUND #27345 Adopted Adjusted Amended
Project GR#0000000142, Activity A,
Analysis Type GLB
Revenue
4030601-110010-615571 Grants State $1,167,342 ($ 126,885) $1,040,457
Total Grant Fund Revenue $1,167,342 ($ 126,885) $1,040,457
Expenditures
4030601-110010-702010 Salaries Regular $ 655,622 ($ 86,072) $ 569,550
4030601-110010-712020 Overtime $ 50,000 ($ 19,016) $ 30,984
4030601-110010-722740 Fringe Benefits $ 381,668 (5 21,956) $ 359,712
4030601-110010-776661 Motor Pool $ 80,052 $ 159 $ 80,211
4030601-110010-777560 Radio Commn, $ 0 $ 0 $ 0
Total Grant Fund Expenditures $1,167,342 ($ 126,885) $ 1,040,457
FINANCE COMMITTEE
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Potter and Woodward absent.
Resolution #07267 November 29, 2007
Moved by Rogers supported by Gershenson the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Burns, Coulter, Crawford, Douglas, Gershenson, Gingell, Gosselin, Gregory, Greimel,
Hatchett, Jacobsen, KowaII, Long, Middleton, Nash, Potter, Potts, Rogers, Scott, Spector, Zack,
Bullard. (22)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
I HEREBY APPROVE THE FOREGOING RESOLUTION
ACTING PURSUANT TO 1973 PA 139
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 November
29, 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.al Pontiac,
Michigan this 29th day of November, 2007. A —It
h:County Clerk