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HomeMy WebLinkAboutCOM 0063.000 2002-2004Hairy Kim Major County of Hawaii Finance Department 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 (808)961-8234 • Fax(808)961-8248 December 17, 2002 William Takaba Direc(or Nancy E. Crawford Depn3 Direclor Honorable James Arakaki, Chairperson and Members of the County Council Hawai'i County Council 25 Aupuni Street Hilo, Hawaii 96720 �= Re: Operating Budget The U.S. Department of Transportation, through the State of Hawai'i Department of Transportation, Public Affairs Office - Safe Community Program, has authorized a $792 School Crossing Guard Training Grant to the Hawai'i County Police Department. The funds will be used to increase pedestrian safety by conducting training sessions for school crossing guards. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of Hawai'i Department of Transportation, Public Affairs Office. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $792 School Crossing Guard Training Grant. If there are any questions, please do not hesitate to call the Police Department. William Takaba Director of Finance A PROVED: G� Harry Kim Mayor Enc. R F 2 4,- 03 cc: Police Comm. No. File No. Ino Ref. To: IL Ref. Date—EM 2 6 2002 Form #: B-52 7/18/91 DEPARTMENT: POLICE STAFF CONTACT: Nori Ishii /:l a *111 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DATE: 12/14/02 PHONE: 961-2273 To create an account entitled "School Crossing Guard" for $792. under the object code 115. To enter into a contract with the State Department of Transportation Public Affairs -Safe Community Program. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED The State Department of Transporation Public Affairs -Safe Community Program is providing a grant to conduct training sessions on Pedestrian Safety for crossing guards for the County of Hawaii. SIGNED: r DATE: DEC 12 2002 ��/ Department Head GRANT SUMMARY (Supplement to B-52. Reauest for Council Action) Type of Grant Appropriation being requested: (New or an additional appropriation) ® New (for this fiscal year period). OR ❑ Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to ® Yes ❑ No Council? ❑ Yes ❑ No Name of Grant Program: School Crossing Guards Grantor: State Department of Transportation Public Affairs Office -Safe Community Program County Grantee Department or Agency: Police Department County Grantee Contact Person: Sergeant Randy Apele Phone Number: 961-2305 Amount of Grant: $792.00 Grant Period (Commencement & Completion): October 1, 2002 - September 30, 2003 Purpose of Grant: To increase pedestrian safety in the 20 school zones serviced by school crossing guards. County Match required?: [:] Yes ® No If yes, Matching Amount? Budgeted in account# In-kind? Explain: Explanation: County's personnel requirements Qty: Permanent: ❑ Full-time: ❑ Qty: Contractual: Explanation: Additional Comments about Grant: Amount of new position(s)? Temporary: ❑, Duration: Part-time: ❑, Time Element: Explain: B-52 Grant Summary Form BENJAM.N J. CAYEfANO GOVERNOR c o r p BRIAN K. MINAAI DIRECTOR N DIRECTORS GLENN M. OKIMOTO p JADINE Y. URASAKI �4+a1 n✓ STATE OF HAWAII IN REPLY REFER TO: DEPARTMENT OF TRANSPORTATION 869 PUNCHBOWL STREET HONOLULU, HAWAII 96813-5097 SC0.367 November 15, 2002 Acting Chief Lawrence K. Mahuna Hawaii County Police Department 349 Kapiolani Street Hilo, HI 96720-3998 Dear Chief Mahuna: Enclosed for your action is a copy of the approved highway safety reimbursement project No. PS03-08 (01-H-01), entitled "Hawaii County Police Department Crossing Guard Training." A total of $792.00 has been obligated to the project. The grant funds will be used to increase pedestrian safety in the 20 school zones serviced by school crossing guards and used by senior citizens. Progress reports must be submitted quarterly within 15 days (ending May, August and November) and a final report must be submitted within thirty days of the end of the grant period. Reimbursement claims must be submitted in accordance with the agreement (monthly or quarterly) by the 20th of the month following the claim period. A claim must be submitted even if no expenditures were made. The project is subject to the audit requirements of the Office of Management and Budget (OMB) A-133, Audit of State/Local Government & Non -Profit Organizations. Note that the Department/Program Number and Title with which this project should be associated in the Schedule of Federal Assistance should be associated in the Schedule of Federal Assistance Programs section of your single agency audit report are: Department of Transportation/20.600 - State and Community Highway Safety Program. A copy of all audit reports covering the grant period must be sent to the Public Affairs Office -Safe Community Program. Chief Mahuna Page 2 November 15, 2002 SCO.367 Within 60 days of the date of project approval, the Safe Community Program should be advised of your cognizant Federal audit agency and of when you anticipate the audit report(s) covering the period of this grant to be issued. Very M Enclosure ve APPL ATION FOR HIGHWAY S'` 7ETY PROJECT REIMBURSEMENT G. ANT STATE OF HAWAII MOTOR VEHICLE SAFETY OFFICE PART I 1. APPLICANT AGENCY (Name and Address) Hawaii County Police Department 349 Kapiolani Street Hilo, Hawaii 96720-3998 2. GOVERNMENTAL UNIT (Name and Address) County of Hawaii 25 Aupuni Street Hilo, Hawaii 96720-3998 7. PROJECT OBJECTIVES AND TASKS SUMMARY FROM SCHEDULE A To increase pedestrian safety in the 20 school zones serviced by school crossing guards and used by senior citizens. 8. BUDGET (Schedule B) (See Appendix A, Project Procedures Manual)* 8A. COST CATEGORY GRANT PERIOD TOTAL EXPENDITURES PRIOR YEARS PROJECT PERIOD (1) Personal Services $792.00 $792.00 $1584.00 2) Consultant Services --0-- --0-- --0-- 3 Commodities --0-- —0-- --0-- 4 Other Direct/Indirect Costs --0-- --0-- __0__ TOTAL ESTIMATED COSTS (Inc. Non -Fed. Share) $792.00 --0-- $1584.00 8B. SOURCE OF FUNDS l) Federal (100% of TOTAL) $792.00 8C. SPECIFY HOW NON-FEDERAL WILL BE PROVIDED SHARE (2) Anolicant Ardency (0% of TOTAL) --0-- 9. TIME AND COST Schedule C) See Appendix A, Project Procedures Manual * 10. AGREEMENT OF UNDERSTANDING AND COMPLIANCE (See Schedule D, attached) 11. ACCEPTANCE OF CONDITIONS: It is understood and agreed by the undersigned that a reimbursement grant received as a result of this application is subject to Public Law 89-564 (Highway Safety Act o 1996) and all administrative regulations governing grants established by the U.S. Department of Transportation and the State of Hawaii. It is expressly agreed that this project constitutes and an official part of the Hawaii Highway Safety Program and that said applicant agency will meet the requirements as set forth herein, including accompanying Schedules A, B, C, & D, which are incorporated herein and made a part of this application. Authorization to proceed with this Highway Safety Project is requested. IIA. PROJECT DI 11B. AUTHOWINGOFEICIAL GOVERNMENTAL UNIT Signature Signature Name LAWRENCE K. MAHUNA Name HAORY KIM Title ACTINGPOLICE P cLICE CHIEF Title MAYOR, COUNTY OF HAWAII C Date SEP J 2002 Date SEP 0 5 2002 SCHEDULE A HCPD SCHOOL CROSSING GUARD TRAINING MISSION/GOAL: Increase pedestrian safety in the 20 school zones serviced by school crossing guards and used by senior citizens. STRATEGIES: Provide two training sessions, one in East and one in West Hawaii, consisting of a two-hour pedestrian safety course to 40 crossing guards and a two-hour senior citizen pedestrian safety course for senior citizen organizations. • Fund two coordinators for these trainings. SOLUTION/IMPLEMENTATION: • Provide two training sessions for school crossing guards and senior citizens. • Fund two coordinators for trainings. • Hawaii County Police Department to fund program after first three years. • Hawaii County Police Department to provide facilities for training sessions. • School Crossing Guard coordinator or designee will conduct four inspections per month utilizing county funds. EVALUATION: • Number of training sessions conducted. • Number of school crossing guards and senior citizens receiving training. • Number of school crossing guard inspections conducted per month. TASKS: • Conduct two trainings, one in East and one in West Hawaii. 0 Conduct four school crossing guard inspections per month. SCHEDULE B HCPD SCHOOL CROSSING GUARD TRAINING (1) Personal Services • One Police Sergeant and One Coordinator. $792.00 $792.00 2) Consultant Services 3 Commodities (4) Other Direct/Indirect Cost __p__ Federal (Share) Funds Requested* $792.00 Total Cost $792.00 SCHEDULE C HCPD SCHOOL CROSSING GUARD TRAINING MILESTONES MONTH ACTIVITY October 2002 -September 2003 Conduct 4 school crossing guard inspections per month. August 2003 Conduct pedestrian safety training for school crossing guards and senior citizens. Follow up with monthly school crossing and ins ections. SCHEDULE D Agreement of Understanding & Compliance Project Number- TIES umber THIS AGREEMENT made and entered into by and between the STATE OF HAWAII by and through its Director of Transportation, hereinafter referred to as 'State', and the Governmental Unit named in this application, hereinafter referred to as 'Applicant'. WHEREAS, the National Highway Safety Act of 1966 (Public Law 89-564) provides Federal funds to the STATE for approved highway safety projects, and WHEREAS, STATE may make said funds available to various state, county or municipal agencies or governments or political subdivisions upon application and approval by STATE and the UNT'I'ED STATES DEPARTMENT OF TRANSPORTATION. and WHEREAS, STATE is obligated to reimburse the UNITED STATES DEPARTMENT OF TRANSPORTATION out of its funds for any ineligible or unauthorized expenditures for which Federal funds have been claimed and payment received, and WHEREAS, the above name APPLICANT has submitted an application for Federal funds for highway safety projects. NOW, THEREFORE, IN CONSIDERATION OF MUTUAL PROMISES AND OTHER GOOD AND VALUABLE CONSIDERATION, THE PARTIES AGREE AS FOLLOWS: I. Reimbursement of Eligible Expenditures A. It is mutually agreed and promised that upon written application by APPLICANT and approval by STATE and the UNITED STATES DEPARTMENT OF TRANSPORTATION, STATE shall obligate said Federal funds to APPLICANT'S account for reimbursement of eligible expenditures as set forth in the application. B. It is mutually agreed and promised that APPLICANT shall reimburse STATE for any ineligible or unauthorized expenditures for which Federal funds have been claimed and payment received as determined by a State or Federal audit. Costs are not allowable for construction, rehabilitation, remodeling, or for office furnishings and fixtures - for State, local or private buildings or structures. The following are examples of items considered as furnishings or fixtures, for which reimbursement is not eligible: Desks Credenias Storage Cabinets Chairs Bookcases Portable Partitions Tables Filing Cabinets Pictures, Wall Clocks Shelving Floor Coverings Draperies Coat Racks Office Planters Fixed Lighting/Lamps C. It is further agreed and promised that where reimbursement is made to APPLICANT in installments, STATE shall have the right to withhold any installments to make up reimbursement received for any ineligible or unauthorized expenditures until such time as the ineligible claim is made up or correct by APPLICANT. V. Non -duplication of Grant Fund Expenditures A. It is mutually agreed and promised that the APPLICANT has no ongoing or completed projects under agreement with any other Federal fund source which duplicate or overlap any work contemplated or described in this project. B. It is mutually agreed and promised that the APPLICANT will either revise this project or revise any pending or proposed request for other Federal grant funds which would duplicate or overlap work under this project to exclude any such duplication of grant fund expenditures. C. It is further mutually agreed and understood that the APPLICANT shall reimburse the STATE OF HAWAII for any such duplicate expenditures for which Federal grant funds have been claimed and payment received as determined by State or Federal audit. VI. Project Income and Applicable Credits A. It is mutually agreed and understood that the APPLICANT shall apply all proceeds or credits generated under the project, such as but not restricted to: The sale of real or personal property royalties received from copyrights and patents, sale of publications or from personal or incidental services, to the project in accordance with OMB Circular A-87 (FMC 74-7) and NHTSA/FHWA Order 460-4/7510.1. VII. Copyrights and Patents A. It is mutually agreed that any copyrightable materials produced in the course of a project may be the property of the State or applicant agency; however, provisions should be made to obtain for the United States Government, the State Governments and their political subdivisions a royalty -free nonexclusive, and irrevocable license to use in any manner such copyrightable material. B. It is mutually agreed that the ownership of all rights accruing from any patentable discoveries or inventions resulting from a project should be covered in the agreement. An irrevocable, nonexclusive, nontransferable, and royalty -free license to practice each discovery or invention in the manufacture, use and disposition, according to law, of any article or material, and in the use of any method developed as part of the work under the agreement should be obtained for the United States Government, the State Governments and their political subdivisions. VIII. Certification Regarding Debarment and Suspension A. Instructions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment_ 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. minority business enterprises have the maximum opportunity to compete for and perform contracts. Recipients and their contractors shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of DOT -assisted contracts. XI. Requirements A. It is mutually agreed and promised that the applicant shall follow the State and Federal requirements and guidelines set forth in the State of Hawaii Project Procedures Manual as amended. All project expenditure records are to be retained for at least three years after the date of the final expenditure report. XII. Authorization to Proceed A. It is mutually agreed between the STATE and the APPLICANT that this AGREEMENT OF UNDERSTANDING AND COMPLIANCE shall become effective upon the STATE'S agreement and authorization to proceed as set forth in PART 11(2) of this application. PART II (Safe Community Program - Safety Office to complete) Project Number: PS03-08 (01-H-01) 1. ADDENDUM (For MVSO Use Only) 2. AGREEMENT AND AUTHORIZATION TO PROCEED by State official Responsible to Governor for Administration of the State Highway Safety Program. A. Effective Date October 1, 2002 B. Federal Funis Obligated $792.00 C. Approval Da 11 5/02 D. Signature Vk, E. Name Gordo .K. Hong F. Title Highway Safety Manager