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HomeMy WebLinkAboutCOM 0338.000 2002-2004 M<v of N~4 i Harry Kim ~'•'y~ ~a;£ William Takaba Alnpor Direrlw' • Nancy E. Crawford Deput}~ Director »Ol M~ County of Hawaii Finance Department 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 ~ROft)961-8234 • Fax (8081961-R248 ~ t7 W September 2, 2003 C~ ~ _T1 C j"-I 1 Z Honorable James Arakaki, Chairperson and = ~ Members of the County Council 7 `l ~ Hawaii County Council - 25 Aupuni Street ~ ~ o Hilo, Hawaii 96720 - rNv Re: Operating Budget The U.S. Department of Transportation, through the State of Hawaii Department of Transportation, Public Affairs Office -Safe Community Program, has authorized a $15,444 Click It or Ticket Program Grant to the Hawaii County Police Department. These funds will be used to increase the awareness of youth and teens to the state seatbelt usage laws. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of Hawaii Department of Transportation, Public Affairs Office for this program. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $15,444 Click It or Ticket Program Grant. If there are any questions, please do not hesitate to call the Police Department. William Takab Director of Finance APP OVED: arty Kim Mayor Enc. Comm. No. Ref. To; cc: Police Ref. Date ;Zes i01: C3 /3,' 11 /`fS Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: POLICE DATE: 8/25/03 STAFF CONTACT: Nori Ishii PHONE: 961-2273 A. REQUEST To create an account entitled "HCPD Click It or Ticket Program" for $15,444.00 the following object code 115. To enter into a contract with the State Department of Transportation Public Affairs-Safe Community Program under the HCPD Click It or Ticket Program Grant. B BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED The State Department of Transporation Public Affairs-Safe Community Program is providing a grant to reduce fatalities and injuries to front and rear seat occupants under age 17. This will be accomplished by increasing the seatbelt usage and awareness of the state laws. SIGNED: ~ ~ DATE: A~~ 2 6 2003 Depa me t Head GRANT SUMMARY (Supplement to B-52, Request 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: HCPD Click It or Ticket Program Grant 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: $15,444.00 Grant Period (Commencement .4c Completion): October 1, 2003 -September 30, 200 4 Purpose of Grant: To reduce fatalities and injuries to front and rear seat occupanted aged 17 and under by educating the community. County Match required?: Yes ®No If yes, Matching Amomit? Budgeted in account# In-kind? Explain: Explanation: County's personnel requirements: Amount of new position(s)? Qty: Permanent Temporary: Duration: Full-time: Part-time: Time Element Qty: Contractual Explain: Explanation: Additional Comments about Grant: B-52 Grant Summary Form ~~PPL[CAT[ON FOR HIGf{~VAY SAFETY PROJECT RF.IMBURSF,MF,NT GRANT _ STATE OF HA~V,~II SAFE, CO~[MUNiTY PROGRAM -SAFETY OFFICE FOR SCP-SO USE ONLY PART I (Applicant to Complete; Project Number: 1. APPLICANT (Name and Address) Ti.t le: Hawaii County Police Department 349 Kapiolani Street Standard Area Hilo, Hawaii 96720 2. AGENCY UNIT (Name and Address) Effective Date: Hawaii County Police Departure at 349 Kap i.olani Street Federal Funds Obligated $ Hi 1o, Hawaii 96720 3. DURATION (Month, Day, Year) FY Funds Addendum YES - NO A. Grant Period B. Project Period Benefit of STATE COUNTY From: ]0-01-03 From: 10-01-03 To: 09-30-04 To: 09-30-04 4. LOCATION OF PROJECT Sa. Type of Application (Check Appropriate Item(s) Hawaii County Police Department x Initial _ Revision Continuation 349 Kapiolani Street - Hilo, Hawaii 96720 Sb. REIMBURSEMENT SCHEDIILE DESIRED Monthly -x _ Quarterly 6. PROJECT DESCRIPTION (Schedule A) 7. PROJECT OBJECTIVES AND TASKS SIIDIIQARY FROM SCHEDIILE A The project objectives are to reduce fatalities and injuries to front seat occupants, xnd rear seat occupants aged 17 and under, of motor vehi.c le collisions by improving awareness of state laws. 8. BUDGET (Schedule B) BA. COST CATEGORY Total Expenditures Grant Period Prior Years Project Period (7.) Personal Services $3744.00 $0 $3744.00 (2) Consultant Services $0 SO $0 (3) Commodities $7500.00 $0 $7500.00 (4) Other Direct/Indirect Cosr_s $1000.00 $0 $1000.00 TOTAL ESTIMATED COSTS (Inc. Non-Fed. Share) $15,444.00 $0 $15,444.00 8B. SOIIRCS OF FIINDS C. SPECIFY HOW NON-FEDERAL (1) Federal (100 ~ of TOTAL) $15,444.00 SHARE WILL BS PROVIDED (2) Applicant Age 9. MILESTONES (Schedule C) 10. AGREEMENT OF IINDERSTANDING AND COMPLIANCE (See Schedule D, attached) 11. ACCEPTANCB OP CONDITIONS. It is understood and agreed by the undersigned that a reimbursement grant received as a result of this application is subject to Pub Lic Law 89-564 (Highway Safety Ac[ of 1966) and all administrative regulations governing grants established by the U.S. Department of Transportation and the State of Hawaii. Zt is expre sly agreed that this project constitutes an official part of the Hawaii Iliyhway Safety Program and that said applicant ayency will mee[ the requirements as ;et forth herein, including accompanying schedules A, H,C 5 D, which are incorpor ai ed herein and made a part of this application. Authorization to procaed with this Highway Safety Project is requested. 11A. PROJE ~~RE R 11B. AUTHOR ING OF ICIAL OF AGENCY UNIT Signature Signature Name LAWRENCE K. MAHUNA Name HARRY KIM Title POLICE CHIEF Title MAYOR Date AUG 19 2003 Date 2 p >Oe To be prepared by applicant, use separate sheets as required. Form HS 3-71 Rev. 7/14/00 PART CI (Safe Community Program - Safety Office to complete) Proj era Nambe r: 1. APDF;NDUM (For MVSO Use On Ly) 2. AGREEMENT AND AUTHORIZATION TO PROCEED by State Official Responsible to Governor for Administration of the State Highway Safety Program. A. Effective Date s. Federal Funds Obligated Approval Date D. Signature E. Name Gordon K.K. Hong F. Title Highway Safety Manager EXHIBIT II SCHEDULE A scHF~uLr A HCPD CLICK IT OR TICKET PROGRAM OP04-OS (O1-H-02) MISSION/GOAL The goal oC this project is to reduce fatalities and injuries to front seat occupants, and rear seat occupants aged 17 and under, of motor vehicle collisions. This will be accomplished by increasing the seat belt usage rate of youth and teens ages 4-17 while passengers in the back seat of a motor vehicle by increasing awareness of the state laws. The current usage rate is approximately 38.5% and the objective is to increase that rate to 50%. STRATEGIES 1. prize giveaways during morning "school traffic" radio shows. 2. Conduct a Conduct two "Click It or Ticket" 3 on 3 Basketball Tournaments (one in Puna and one in Kona) for youth aged 6 through 18. Each event to run three days. 3. Have the participation of about 600 youth and attendance of about 1200 people at the two events. 4. Obtain about 1000 pledges from youth and adults to wear their seat belts and ensure that all occupants of vehicles operated by them are seat belted. 5. Issue 1000 "Click h or Ticket" t-shirts promoting seat belt use to all participants and volunteers of the event. 6. Conduct a "Click It or Ticket" t-shirt design contest amongst schools in the Puna district, with the winning design used on the "Click It or Ticket" t-shirts issued to participants and volunteers. 7. Issue about 300 customized "Click It or Ticket" medals to placing teams in each age division. 8. Conduct "Click [t or Ticket" presentations throughout the events. 9. Involve community and student volunteers in assisting with the toumaments. Place "Click It or Ticket" posters in 40 public schools island-wide.. 10. Coordinate a cooperative media event to be held during the toumaments, to include Keiki car-seat checkpoint, booster-seat educational presentation and enforcement projects to be conducted to coincide with the toumaments. 11. Tournaments to be held on or about the November 2003 and March 2004 "Click it or Ticket" mobilizations. ]2. Partnerships with the Department of Educatiun, Keiki Injury Prevention Coalition, Department of Heahh, HATCH, High School Key Clubs, and community organizations will he formed to coordinate and facilitate these tournaments. SOLUTION/IMPLEMENTA'CION A community coalition will be formed to assist in the coordination and implementation of the events. Awards and t-shirts will be designed, ordered and distributed. Officials and scorekeepers will be hired and supplemented by volunteers. Facilities will be rented to hold the events. EVALUATION The number of youth participants, persons in attendance, awards and t-shirts distributed, presentations made, seatbelt use pledges obtained, and partnerships established will he tracked to determine if quantitive measures were obtained. The backseat seatbelt usage rates after the projects will be compared to previous survey results to determine if increased awareness resulted in increased usage rates. EXHIBIT III SCHEDULE B SCHEDULE B HCPD CLICK IT OR TICKET PROGRAM OP04-OS (O1-H-02) (I) PERSONAL SERVICES _ _ _ _ Employee Salaries and Benefits $3744.00* One Police Sergeant and three Police Officers. • $26.00 avg. salary and w age for Police staff coordinating the event (beyond the eight hour work day). • 4 officers x 4 hours (avg) x $26.00 x 1.S x 3 days = $1872.00 per event. Basketball Officials and Scorekccpers $3200.00* • $8.00 per game x 400 games (2) CONSULTANT SERVICES $0 (3) COMMODITIES _ $0 T-shirts 1000_[--shirts a- 6.00 per t-shirt _ $6000.00* Awards "Click It or TickeP' custom medals (300 medals @ $1500.00* _ $5 ~0 per medal)- (4) OTHER DIRECT COSTS _ _ Facility Use Use fee of gymnasium facility @ $500.00 per event. $1000.00* TOTAL PROJECT COST: $15,444.00* EXHIBIT IV SCHEDULE C SCHEDULE C HCPD CLICK IT OR TICKET PROGRAM OP04-OS (O1-H-02) MILESTONES Month Activity October 2003 Establish community coalition to coordinate events, including facility reservations, t-shirt design contest, advertisement of event, ordering of t-shirts and medals, scheduling and registration. November 2003 "Click It or Ticket' 3 on 3 Basketball "Coumament to be held in Puna District during National mobilization. Seat belt and booster seat projects and presentations to be held in conjunction with tournament. December 2003 Meeting of community coalition to review event. January-April 2003 Coordination of "Click It or Ticket' tournament to be held in West Hawaii, South Kona area. May 2003 Second "Click It or Ticket' 3 on 3 Basketball Tournament to he held in Puna District during National mobilization. Seat belt and booster seat projects and presentations to be held in conjunction with tournament. June 2003 Meeting of community coalition to review event. EXHIBIT V SCHEDULE D SCHEDULE D Agreement of Understanding d. Compliance Project Number: OP04-OS(Ol-H-02) THIS AGREEMENT made and entered into by and between the STATE OF HAWAII by and through its Director of Transportatioq hereinafter referred to as "State," and the Governmental Unit named in this application, hereinafter referred to as "Applicant." WHERIiAS, the National Il~ghway Safety Act of 1966 (Public Law 89-564) provides Federal funds to the S"FATE for approved highway safety projects, and WHERIiAS, STATE may make said fonds available to various state, county or municipal agencies or governments or political subdivisions upon application and approval by STATE and the UNCI'ED STATF,S DEPARTMENT OF'CRANSPORTATION, and WHEREAS, STATE is obligated to reimburse the UNITED STATES DEPARTMENT OF TRANSPOR"CATION out of its funds for any ineligible or unauthorized expenditures for which Federal funds have been claimed and payment received, and WHEREAS, the above uamc 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 foRh 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 Credenzas Storage Cabinets Chairs Bookcases Portable Partitions Tables Filing Cabinets Pictures, Wal] Clocks Shelving Floor Coverings Draperies Coat Racks Office Planters Fixed Lighting/Lamps C. [t is further agreed and promised that where reimbrrSement 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 corrected by APPLICAN"C. II. Property Agreement A. It is mutually agreed and pronnsed that the APPLICANTC shall imnu:.diately notify the S'fATE if any equipment purchased under this project ceases to be used in the manner as s'et forth by the project agreement. In such event, APPLICANT further agrees to edher give credit to the project cos[ or to another active Highway Safety project for [he residual value of such equipment in an amotm[ to be determined by the STATE, or to transfer or otherwise dispose of such eyuipment as directed by STATIi. B. [t is muhtally agreed and promised by the APPLICANT that no purchased eyuipment under this project will be conveyed, sold, salvaged, transferred, etc. without the repress written approval of tlrc STATE. C_ It is mutually agreed and promised that the APPLICANT shall mainmm ur cause to he maintained for its' useful life, any equipment purchased under [his project. II[_ Application of Hatch Act A [t is mutually agreed and promised that the APYLICAN"f shall notify all employees of the APPLICANT, whose principal employment is in connection with any Highway Safety project, financed in whole or ur part by loans or grants under the highway Safety Act of 1966, oCthe provisions of Section ] 2 (a) of the Hatch Act [5 U.S.C. 118K (a)]. IV. Equal Opportunity A. It is mutually agreed and promised that pursuant to the requirements of Section 22 (a) of the Federal-Aid Highway Act of 1968, Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), and the Age Discrimination Act of 1975, the APPLICANT, as a condition to receiving approval of this application submitted tinder the Elighway Safety Act of 1966, hereby gives its assurance [hat employment in connection with the subject Highway Safety Program project will be provided without regard to race, color, creed, sex, handicap, age, or national origin. "Che APPLICANT further agrees that, as a condition to receiving approval of [his application, it will be subject [q and will comply with, Tide V I of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 (hereinafter referred to as the Act), and all applicable requirements pursuant to the Regulations of the [ )epartment of Commerce (Title 15, Code of Federal Regulations, Part 8, which have been adopted by the Department of Transportation, and hereinafter referred to as the Regulations), to [he end that, in accordance with the Act and the Regulations, no person in the United States shall on the ground of race, color, creed, sex, handicap, age, or national origin be excluded ftom participation in, he denied the beneFts of, or be otherwise subjected to discrimination under the subject Highway Safety Program or project. B. I[ is mutually agreed and promised that if [he APPLICANT fails or refuses to comply with its undertaking as set forth in these provisions, the STATE of the LJNIT'ED STATES DEPARTMENT OF TRANSPORTATION may take any or all of these following actions. (1) Cancel, terminate, or suspend in whole or in part the agreement, contract, or other arrangement with respect to which the failure or refusal occurred; and (2) Retain from extending any further Federal financial assistance to the applicant agency under the program with respect to which the failure or refusal occurred umil satisfactory assurance of future compliance has been received from the applicant agency. V. Non-duplication of Grant Fund Expenditures A. It is muNally agreed and promised [hut [he 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 a,,reed and promised that the APPLICANT' will either revise this project or revise any pending or proposed request for other Federal grant Cunds 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 detcnnined by State or Federal audit. V I. 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 nat restricted to: The sale of teal or personal property royalties received from copyrights and patents, sale of publications or from personal or incidental services, to the pro~ec[ in accordance with OMB Circular A-87 (FMC 74-7) or A-21, as applicable and NHTSA/FHW 4 Order 4ti0-4/7510.1. VIL Copyrights and Paients A. It is mutually agreed that any copyrightable materials produced in [he course of a project may be the property of the Stale or applicant agency; however, provisions should be made to obtain for the United States Government, the Stale Governments and their political subdivisions aroyalty-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 pazt 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. Instmctions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certifica[iar in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If i[ is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available [o the Federal government, the deparhnent or agency with which this transaction originated may pursue available remedies, including suspension and/or debamrent. 3. The prospective lower ties participant shall provide immediate written notice [o 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. 4. The terms covered transaetiun, "debarzed; "'suspended," "ineligible," "lower tier coccred transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definition and Coverage sections of 49 CPR Part 29. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by eubtnitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFK Part9, subpart 9.4, debarred, suspended, declared ineligible, or volumarily excluded from participation in this covered transaction, unless authorized by the department or ngency with which this nansaction originated. 6. The prospectn~c lower tier participant Curther agrees by submitting this proposal that is it will include [his clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion I owes Tier Covered Transaction; 'without modification, in all lower tier covered trtmsactions amd in all solicitations for lower tier covered transactions. (See below.) 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR Part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Non-procurement List. 8. Nottung contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and informaLOn of a participant is not required to exceed that which is normally possessed by a pendent person in the ordinary course of business dealings. 9. Except for transactions authorised under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR Part 9, subpart 9.4, suspended, debaned, ineligible, or voluntarily excluded from participation in this transaction, 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. IX. Certification Regarding Deharnrent, Suspension, Ineligibility and Voluntary Exclusion - LowerTier Covered Transactions 1. The prospective lower tier participant certifies, by submission of this proposal, [hat neither it nor its principals is presently debaned, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. 2_ Where the prospective lower tier participant is unable to certify to any of the statements in [his ceriifica[ion, such prospective participants shall attach an explanation to this proposal. X. Minority Business F?nterprise Requirements It is the policy of the Department of Transportation that minority business enterprises, as defined in 49 CFR Part 23, shall have [he maximum opportunity to participate in the performance of couuacts financed in whole nr in par[ with Pederul Cunds under this agreement. Conscyurntly, the iA1 BE reyuirementa of 49 CFR Part 23 apply to this agreement. The recipient or its contractor agrees to ensure that minority business enterprises as defined in 49 CFR Part 23 have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in pari with Federal funds provided under this agreement. In this regard, all recipients or contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 23 to ensure that 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 ofDOT-assisted contracts. XL Requirements A. It is mutually agreed and promised that the applicant shall follow the State and Federal requirements and guidelines set forth in [he State of [Iawaii 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 AGREF,MFNT OF UNDERSTANDING AND COMPLIANCE shall become effective upon the STATE'S agreement and authorization to proceed as set forth in PART II (2) of this application.