9/21/2021 - ITEM 5 - CONSIDERATION OF 2021-2022 OFFICE OF TRAFFIC STUDY (OTS) GRANTAGENDA ITEM NO. 5
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: September 21, 2021
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF 2021-2022 OFFICE OF TRAFFIC SAFETY (OTS) GRANT
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Accept the 2021-2022 Office of Traffic Safety (OTS) Traffic Records grant (#TR22019), and authorize
staff to execute all grant related documents; and
2. Adopt the attached resolution authorizing the necessary budget amendments:
RESOLUTION NO.2021-95 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE
FISCAL YEAR COMMENCING JULY 1, 2021 AND ENDING JUNE 30, 2022 (2021-2022
OFFICE OF TRAFFIC SAFETY GRANT)
DISCUSSION:
The Police Department recently obtained a new competitive grant from the State of California, Office of
Traffic Safety (OTS). The overall goal of this grant is improve the reporting of traffic records, by purchasing
and implementing a software solution to computerize and automate the required submission of monthly
collision reports to the State. Implementing a new traffic records software solution will greatly improve
accuracy, timely data submission, and work efficiency. This is a reimbursable grant, contributing $25,000
exclusively for this traffic records software project, and begins on October 1, 2021. The grant will cover the
onetime cost for the software. These funds cannot be used for other purposes or to supplant existing law
enforcement funding.
1001_\O.7 WFAM1 l
The City Attorney's Office has reviewed the resolution and approved it as to form.
Prepared by: Alex B. Houston, Police Administrative Services Manager
Additional Richard Bell, Chief of Police
Approval:
Additional Robbeyn Bird, Finance Director
Approval:
Fiscal Impact
FISCAL IMPACT:
The City will receive $25,000 in reimbursement funds from OTS during the grant period. As detailed in the
proposed budget amendment, Staff is recommending an expenditure appropriation of this amount in Fund 207
—an estimated revenue amount in this fund was previously budgeted. There is no impact to the City's
General Fund.
Attachments
Attachment No. 1 - Grant Agreement
Attachment No. 2 - Resolution No. 2021-95
Exhibit A - Budget Amendment
CITY Maintain and Enhance City Facilities and Infrastructure
COUNCIL Enhance the City Image and Effectiveness
GOALS & Protect Public Safety
OBJECTIVES:
ATTACHMENT NO. 1
State of California — Office of Traffic Safety
GRANT AGREEMENT
GRANT NUMBER
TR22019
1. GRANT TITLE
Traffic Records Improvement Project
2. NAME OF AGENCY
3. Grant Period
West Covina
From: 10/01/2021
To: 09/30/2022
4. AGENCY UNIT TO ADMINISTER GRANT
West Covina Police Department
6. GRANT DESCRIPTION
State and local agencies need timely, accurate, complete, accessible, and uniform traffic records to identify
and prioritize traffic safety issues, to choose appropriate safety countermeasures and evaluate their
effectiveness. Traffic records improvement grants provide traffic safety stakeholders with the ability to plan
and initiate traffic records improvement projects such as the purchase and implementation of traffic crash
reporting systems as well as electronic citation equipment and software.
6. Federal Funds Allocated Under This Agreement Shall Not Exceed: $25,000.00
7. TERMS AND CONDITIONS: The parties agree to comply with the terms and conditions of the following which are by
this reference made a part of the Agreement:
• Schedule A — Problem Statement, Goals and Objectives and Method of Procedure
• Schedule B — Detailed Budget Estimate and Sub -Budget Estimate (if applicable)
• Schedule B-1 — Budget Narrative and Sub -Budget Narrative (if applicable)
• Exhibit A — Certifications and Assurances
• Exhibit B* — OTS Grant Program Manual
• Exhibit C — Grant Electronic Management System (GEMS) Access
*Items shown with an asterisk (*), are hereby incorporated by reference and made a part of this agreement as if
attached hereto.
These documents can be viewed at the OTS home web page under Grants: www.ots.ca.gov.
We, the officials named below, hereby swear under penalty of perjury under the laws of the State of California that we
are duly authorized to legally bind the Grant recipient to the above described Grant terms and conditions.
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
8. Approval Signatures
A. GRANT DIRECTOR
B. AUTHORIZING OFFICIAL
NAME: Brian Daniels
ADDRESS: Richard Bell
TITLE: Lieutenant
Chief of Police
EMAIL: bdan.daniels@wcpd.org
richard.bell@wcpd.org
PHONE: (626)939-8513
(626)939-8400
ADDRESS: 1444 WEST GARVEY AVENUE
1444 West Garvey Avenue South
West Covina, CA 91790
West Covina, CA 91790
(Signature) (Date)
(Signature) (Date)
C. FISCAL OFFICIAL
D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY
ADDRESS: Alex Houston
ADDRESS: Barbara Rooney
Admin. Services Manager
Director
ahouston@wcpd.org
barbara.rooney@ots.ca.gov
626-939-8536
(916) 509-3030
1444 W. Garvey Ave.
2208 Kausen Drive, Suite 300
West Covina, CA 91790
Elk Grove, CA 95758
(Signature) (Date)
(Signature) (Date)
E. ACCOUNTING OFFICER OF
NAME: Carolyn Vu
ADDRESS: 2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
OF TRAFFIC SAFETY 9. SAM INFORMATION
SAM#: ZHHFLMKMZKL1
REGISTERED
ADDRESS: 1444 W. Garvey Ave. West Covina, CA 91790
CITY: West Covina
ZIP+4: 91790-2716
10. PROJECTED EXPENDITURES
FUND
CFDA
ITEM/APPROPRIATION
F.Y.
CHAPTER
STATUTE
PROJECTED
EXPENDITURES
405c TR-22
20.616
0521-0890-101
2021
21/21
BA/21
$25,000.00
AGREEMENT
TOTAL
$25,000.00
AMOUNT ENCUMBERED BY THIS DOCUMENT
$25,000.00
1 CERTIFY upon my own personal knowledge that the budgeted
funds for the current budget year are available for the period and
purpose of the expenditure stated above.
PRIOR AMOUNT ENCUMBERED FOR THIS
AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER'S SIGNATURE
DATE SIGNED
TOTAL AMOUNT ENCUMBERED TO DATE
$25,000.00
State of California — Office of Traffic Safety
GRANT AGREEMENT
C..6..diJn F
GRANT NUMBER
TR22019
FUND NUMBER
CATALOG
FUND DESCRIPTION
TOTAL AMOUNT
NUMBER CFDA
405c TR-22
20.616
State Traffic Safety Information
$25,000.00
System Im roveme its
COST CATEGORY
FUND
UNIT COST OR
UNITS
TOTAL COST TO
NUMBER
RATE
GRANT
A. PERSONNEL COSTS
Straieht Time
$0.00
Overtime
$0.00
Category Sub -Total
$0.00
B. TRAVEL EXPENSES
$0.00
$0.00
Category Sub -Total
$0.00
C. CONTRACTUAL SERVICES
Traffic Crash Database System Interface 405c TR-22 $25,000.00 1 $25,000.00
Category Sub -Total
$25,000.00
D. EQUIPMENT
$0.00
Category Sub -Total
$0.00
E. OTHER DIRECT COSTS
$0.00
Category Sub -Total
$0.00
F. INDIRECT COSTS
$0.00
Category Sub -Total
$0.00
GRANTTOTAL $25,G 1.00
ATTACHMENT NO. 2
RESOLUTION NO. 2021-95
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2021 AND ENDING JUNE 30, 2022 (2021-22 OFFICE
OF TRAFFIC SAFETY GRANT)
WHEREAS, the City Manager, on or about June 15, 2021, submitted to the City Council
a proposed budget for the appropriation and expenditure of fiords for the City for West Covina for
Fiscal Year 2021-2022; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, receiving, considering and evaluating all comments, and adopted a budget
for the fiscal year commencing July 1, 2021 and ending June 30, 2022; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adopting of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA
DOES RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 015, attached
hereto as Exhibit A, related to the 2021-22 Office of Traffic Safety grant.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter
the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED this 21 st day of September, 2021.
Thomas P. Duarte
City Attomey
Letty Lopez-Viado
Mayor
ATTEST
Lisa Sherrick
Assistant City Clerk
I, LISA SHERRICK, Assistant City Clerk of the City of West Covina, California, do
hereby certify that the foregoing Resolution No. 2021-95 was duly adopted by the City Council of
the City of West Covina, California, at a regular meeting thereof held on the 21 st day of September,
2021, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
CITY OF WEST COVINA
BUDGET AMENDMENT
BA # 015
Posted By:
Date Posted:
Date: 9/21/2021 Fiscal Year: 2021-2022
Requested by: Alex Houston Amount: $25,000.00
Dept/Div: Police Description: 2021-22 OTS Grant
EXPENDITURES
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
Amended Budget
207.31.3111.6272
Software
25 000.00
25 000.00
REVENUES
Account Number
Account Description
Current Budget
Proposed
Amendment
Amended Budget
REASON/JUSTIFICATION (Please be specific)
To appropriate expenditures for the 2021-22 OTS Grant, not previously identified or budgeted. Estimated revenues
were previously budgeted (in revenue account 207.31.4556).
APPROVALS
City Council Approval Date (if required, attach minutes): 9/21/2021 ❑ Approval Not Required
Dept Head Approval: see attached Date:
Finance Director: Date:
Funds Available? ❑ Yes ❑No
City Manager: see attached Date:
(if over $100,000)
❑ Approved ❑ Denied