Ohio Department of

Public Safety

Ohio Traffic Safety Office

FFY 2010

Pre-Activity Meeting

● Northwest Region – – Planner - Anne Stallings Frank Arvay LEL

● Central Region –– Planner - Anne Stallings Mike Brining LEL

● Southwest Region – – Planner - Jackie Stephenson Chris Robertson LEL

● Southeast Region –– Planner - Jackie Stephenson Mike Brining LEL

● Northeast Region – – Planner - Rhonda Meggitt Rick Beverley LEL

RegionalRegional Assignments Assignments

Pre-ActivityPre-Activity Form Form

● Participant: Agency NameParticipant: Agency Name● Date: 10/1/09Date: 10/1/09● Location: County where you are locatedLocation: County where you are located● Meeting Held At: ODPS – ColumbusMeeting Held At: ODPS – Columbus● Attendees: NamesAttendees: Names● Agency Fiscal Representative SignatureAgency Fiscal Representative Signature● Agency Representative SignatureAgency Representative Signature

Activity DatesActivity Dates

● Beginning Date - Will be stated on your Beginning Date - Will be stated on your transmittal lettertransmittal letter. Grant will commence . Grant will commence on October 1, 2009.on October 1, 2009.

● Ending Date - All activity must be Ending Date - All activity must be completed by September 30, 2010.completed by September 30, 2010.

National MobilizationsNational Mobilizations

● Click it Or TicketClick it Or Ticket

May 24, 2010 to June 6, 2010May 24, 2010 to June 6, 2010

● Drunk Driving. Over the Limit. Under Drunk Driving. Over the Limit. Under Arrest.Arrest.

August 20, 2010 to September 6, 2010August 20, 2010 to September 6, 2010

FFY 2010 Mobilization

Activity Reporting

Form

Mobilization ReportingMobilization Reporting

● Reporting activity during the Reporting activity during the mobilizations is required and must be mobilizations is required and must be met by the established deadlines.met by the established deadlines.

● Failure to report could result in the Failure to report could result in the grantee being placed on “Grantee on grantee being placed on “Grantee on Notice” status.Notice” status.

Allowable and Unallowable CostsAllowable and Unallowable Costs

● In each specific section of the In each specific section of the application packet, allowable and application packet, allowable and unallowable costs are defined.unallowable costs are defined.

● If in doubt… ASK BEFORE YOU If in doubt… ASK BEFORE YOU PURCHASE!!!PURCHASE!!!

FFY 2010 Request to

Purchase Form

Examples of Allowable CostsExamples of Allowable Costs

● Personnel/ Coordination Expenses Personnel/ Coordination Expenses (salaries and Wages) (OVI Task Force)(salaries and Wages) (OVI Task Force)

● Contractual ServicesContractual Services

● Public Information and EducationPublic Information and Education

● MeetingsMeetings

Examples of Allowable Costs with Examples of Allowable Costs with ConditionsConditions

● EquipmentEquipment

● Supplies and MaterialsSupplies and Materials

● TravelTravel

● EducationEducation

● Fuel & TransportationFuel & Transportation

● EntertainmentEntertainment● Alcoholic BeveragesAlcoholic Beverages● Facilities and ConstructionFacilities and Construction● Office Furnishings and FixturesOffice Furnishings and Fixtures● LobbyingLobbying● Advertising/ Public CommunicationsAdvertising/ Public Communications● Central Service ChargesCentral Service Charges

Examples of Unallowable CostsExamples of Unallowable Costs

Reimbursement ClaimsReimbursement Claims

● Claims must be submitted at least Claims must be submitted at least quarterlyquarterly

● Claims reimbursement can be received Claims reimbursement can be received through: through:

Electronic Funds Transfer (EFT)Electronic Funds Transfer (EFT)

(614) 728-7163(614) 728-7163

1-800-282-0370 1-800-282-0370

Reimbursement ClaimsReimbursement Claims

● Make sure the rates used in calculating Make sure the rates used in calculating reimbursement claims are the amounts reimbursement claims are the amounts approved for your grant.approved for your grant.

● Must include check or warrant numbers with Must include check or warrant numbers with your claim. DD or EFT are acceptable for your claim. DD or EFT are acceptable for electronic deposits.electronic deposits.

● Invoices must be attached on Invoices must be attached on allall purchases. purchases. Statements or Purchase Orders are Statements or Purchase Orders are notnot acceptable.acceptable.

Narrative Progress ReportsNarrative Progress Reports

● Goal Status–The progress on your goal, Goal Status–The progress on your goal, what has happened and what are you what has happened and what are you doing. doing.

Law Enforcement and OVI Task Law Enforcement and OVI Task Forces Vehicular Pursuit PolicyForces Vehicular Pursuit Policy

● NHTSA and OTSO encourages law NHTSA and OTSO encourages law enforcement agencies to follow enforcement agencies to follow guidelines established by IACP for guidelines established by IACP for Vehicular Pursuits in the Manual of Vehicular Pursuits in the Manual of Police Traffic Services. Police Traffic Services.

Terms and ConditionsTerms and Conditions

LimitationsLimitations

● Funding of this agreement is dependent upon Funding of this agreement is dependent upon the availability of federal funds as the availability of federal funds as appropriated and obligated by the US appropriated and obligated by the US Department of Transportation for FFY 2010. Department of Transportation for FFY 2010.

● Should any change in federal funding Should any change in federal funding adversely affect the OTSO’s ability to adversely affect the OTSO’s ability to implement an approved agreement, the OTSO implement an approved agreement, the OTSO reserves the right to revise or terminate any reserves the right to revise or terminate any approved grant in writing.approved grant in writing.

Press ReleasePress Release

● Each grantee is required to submit to Each grantee is required to submit to their local media a press release their local media a press release announcing the grant award, including announcing the grant award, including amount and purpose of award. amount and purpose of award.

Grant RevisionsGrant Revisions

● Any changes, additions, or deletions to Any changes, additions, or deletions to this agreement must be submitted this agreement must be submitted online and approved by the OTSO prior online and approved by the OTSO prior to implementing proposed changes. to implementing proposed changes.

Personnel Activity ReportsPersonnel Activity Reports(OVI Task Force)(OVI Task Force)

● These reports must document date These reports must document date worked, actual activity performed and worked, actual activity performed and the number of hours per day to be the number of hours per day to be charged to this agreement. charged to this agreement.

● This written document is to be signed by This written document is to be signed by the individual and their immediate the individual and their immediate supervisor. supervisor.

Sub-ContractsSub-Contracts

● All sub-contracts and all purchases All sub-contracts and all purchases made under a sub-contract with any one made under a sub-contract with any one vendor in excess of a combined total of vendor in excess of a combined total of $5,000.$5,000.

● Such contracts and procurements Such contracts and procurements mustmust include “Special Provisions” as provided include “Special Provisions” as provided by the OTSO. by the OTSO.

Supplies, Materials, Incentives, Supplies, Materials, Incentives, Promotional Items, Educational Promotional Items, Educational

MaterialsMaterials ● All supplies, materials, incentives, All supplies, materials, incentives,

promotional items and educational materials promotional items and educational materials must be used for approved traffic safety must be used for approved traffic safety activities throughout its useful life.activities throughout its useful life.

● Before purchasing any supplies, materials, Before purchasing any supplies, materials, incentives, promotional items and incentives, promotional items and educational materials, the grantee must educational materials, the grantee must submit a Request to Purchase Form to the submit a Request to Purchase Form to the OTSO. OTSO.

Supplies, Materials, Incentives, Supplies, Materials, Incentives, Promotional Items, Educational Promotional Items, Educational

MaterialsMaterials● All materials shall include federal All materials shall include federal

sponsorship credit and /or disclaimer clauses sponsorship credit and /or disclaimer clauses as directed by the OTSO. The credit line as directed by the OTSO. The credit line shall state: Funded by U.S. DOT/NHTSA and shall state: Funded by U.S. DOT/NHTSA and ODPS/OTSO.ODPS/OTSO.

● All public service announcements funded All public service announcements funded with federal funds, in whole or in part, must with federal funds, in whole or in part, must be closed captioned for the hearing be closed captioned for the hearing impaired. impaired.

TravelTravel

● Any out of state travel conference, Any out of state travel conference, seminar, and workshop and associated seminar, and workshop and associated costs must be pre-approved by OTSO costs must be pre-approved by OTSO prior to the trip or event. prior to the trip or event.

TrainingTraining

● The cost of training personnel for The cost of training personnel for highway safety purposes may be funded highway safety purposes may be funded when the training supports both the when the training supports both the goals and scope of work of the approved goals and scope of work of the approved grant program and the goals of the grant program and the goals of the ODPS/OTSO. ODPS/OTSO.

Restraint Usage SurveyRestraint Usage Survey (HVEO Grants)(HVEO Grants)

● June Survey – 06/07 thru 06/30 (Due June Survey – 06/07 thru 06/30 (Due 7/15)7/15)

● September Survey – 09/08 thru 09/30 September Survey – 09/08 thru 09/30

(Due 10/15)(Due 10/15)

Seat Belt Survey ContactsSeat Belt Survey Contacts

Robert Seufert, PhD.,Robert Seufert, PhD., (513) 217-4306(513) 217-4306 seuferrl@muohio.eduseuferrl@muohio.edu

Amy WaltonAmy Walton (513) 217-4301(513) 217-4301 waltonaj@muohio.eduwaltonaj@muohio.edu

Seat Belt Surveys AddressSeat Belt Surveys Address

Miami University Miami University

Applied Research CenterApplied Research Center

2 South Main Street2 South Main Street

Middletown, OH 45044Middletown, OH 45044

Final Report and Final ClaimFinal Report and Final Claim

● Final annual report due by November 1.Final annual report due by November 1.

● Final reports not received by November Final reports not received by November 1 will result in a 10% penalty deduction 1 will result in a 10% penalty deduction to the final claim reimbursement.to the final claim reimbursement.

● If final activity report is received after If final activity report is received after November 15, the final claim will not be November 15, the final claim will not be reimbursed.reimbursed.

Records RetentionRecords Retention

● All records relating to project activity All records relating to project activity must be maintained for at least three must be maintained for at least three years following the final reimbursement years following the final reimbursement payment.payment.

Termination of AgreementTermination of Agreement

● Either the OTSO or the grantee may Either the OTSO or the grantee may terminate this agreement by giving the terminate this agreement by giving the other party 30 days written notice. other party 30 days written notice.

Special ConditionsSpecial Conditions

OVI Task ForcesOVI Task Forces

Site SelectionSite Selection

● Justification for sites selected for Justification for sites selected for enforcement activities must be enforcement activities must be documented and maintained as a part of documented and maintained as a part of the grantee’s file for this agreement.the grantee’s file for this agreement.

Special ConditionSpecial Condition

High Visibility Enforcement OvertimeHigh Visibility Enforcement Overtime

Training CertificationTraining Certification

● Alcohol–Related Traffic Enforcement – Alcohol–Related Traffic Enforcement – Arresting Officers ONLY: Standard Field Arresting Officers ONLY: Standard Field Sobriety Testing (SFST), NHTSA Alcohol Sobriety Testing (SFST), NHTSA Alcohol Detection Apprehension prosecution Detection Apprehension prosecution (ADAP).(ADAP).

● Speed Management-related Traffic Speed Management-related Traffic Enforcement–Electronic Speed Enforcement–Electronic Speed Measuring Device Training (ESMD). Measuring Device Training (ESMD).

TrainingTraining

Ohio Peace Officers Training Academy(614) 466-7771

Ohio State Highway Patrol (614) 466-4896

COMPLETECOMPLETE

PRE-ACTIVITY FORMPRE-ACTIVITY FORMPLACE IN BOXPLACE IN BOX

LOCATED IN THELOCATED IN THE

BACK OF THE ROOMBACK OF THE ROOM

Thank You for Your

Participation!