HomeMy WebLinkAboutMINUTES - 10122012 - C.02RECOMMENDATION(S):
ALLOCATE a total of $40,000 from the Dougherty Valley Regional Enhancement Fund to implement the San
Ramon Valley Street Smarts Program for a two-year period.
AUTHORIZE expenditure of $20,000 on an annual basis for each fiscal year from 2012/2013 through 2013/2014
from the Dougherty Valley Regional Enhancement Fund to add to contributions by the City of San Ramon, the Town
of Danville, and the San Ramon Valley Unified School District to implement the San Ramon Valley Street Smarts
Program, and
AUTHORIZE the Public Works Director, or designee, to execute a Memorandum of Understanding with the Town of
Danville in the amount of $10,000 for each fiscal year from 2012/2013 through 2013/2014 for project-related
administrative services provided by the Town of Danville.
FISCAL IMPACT:
The County’s participation in the San Ramon Valley Street Smarts Program is fully funded by the Dougherty Valley
Regional
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 10/16/2012 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I
Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
ABSENT:Federal D. Glover, District V
Supervisor
Contact: Monish Sen, 925-313-2187
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: October 16, 2012
David Twa, County Administrator and Clerk of the Board of Supervisors
By: STACEY M. BOYD, Deputy
cc:
C. 2
To:Board of Supervisors
From:Julia R. Bueren, Public Works
Date:October 16, 2012
Contra
Costa
County
Subject:Participation in the San Ramon Valley Street Smarts Program
FISCAL IMPACT: (CONT'D)
Enhancement Fund. The total contribution is $20,000 for fiscal year 2012/2013 and $20,000 for fiscal year
2013/2014. In each fiscal year, $10,000 is contributed directly to the San Ramon Valley Street Smarts Program
and $10,000 is provided to the Town of Danville for the costs of administering the San Ramon Valley Street
Smarts Program.
BACKGROUND:
The San Ramon Valley multi-agency education campaign is implemented through the collaborative effort of the
Street Smarts Advisory Committee (“Advisory Committee”), which meets periodically to implement program
components.
The Advisory Committee has adopted several large-scale programs to be implemented annually. They include:
Street Smarts Media Kick-Off Event: The event encourages members of the media and the public to learn about
Street Smarts’ traffic safety education activities for the upcoming school year. The 9th Annual Street Smarts
Media Kick-Off was held on January 13, 2012. The 10th Annual Street Smarts Media Kick-Off Event will be held
in January 2013.
Street Smarts Storybook Poster Contest: Elementary school students are encouraged to draw illustrations of traffic
safety principles that are featured in a ten-page children’s storybook. Over 9,000 copies of the storybook are
distributed to young children throughout the community at special events and public and school libraries. The 8th
Annual Poster Contest was held from January 4, 2012 through February 6, 2012. The Storybook Poster Contest
Awards Ceremony was held on March 7, 2012. The 9th Annual Poster Contest will be held from January 7, 2013
through February 4, 2013. The Storybook Poster Contest Awards Ceremony will be held on March 14, 2013.
Street Smarts “Be Reel!” Video Contest: Middle school students work in teams to create 60-second public service
announcement (PSA) videos about a specific traffic safety theme. From each semester’s videos, ten are selected as
finalists and premiered at the contest awards ceremony at the Village Theatre in Danville. All finalist videos are
broadcasted on Contra Costa Television. The 8th Annual Video Contest in the Fall was held from October 1, 2011
through November 2, 2011 and in Spring from March 1, 2012 through April 2, 2012. The Video Contest Premiere
and Awards Ceremony was held on May 24, 2012. The 9th Annual Video Contest in the Fall will be held from
October 1, 2012 through November 7, 2012 and in Spring from March 4, 2013 through April 12, 2013. The 9th
Annual Video Contest Premiere and Awards Ceremony will be held on May 23, 2013.
“It Happens” Teen Driving Safety Campaign: The program encourages high school students to learn about traffic
safety by sharing their own experiences as a driver or passenger using the web site (it happens2u.com) and social
media pages. Four high schools in the San Ramon Valley participate each year, students submit their stories on
the “It Happens” web site and watch videos of their peers’ experiences. It Happens Rewards allows students to
earn points and prizes for watching videos, taking quizzes, contributing their story and completing other learning
activities.
Bike Rodeos: As a component of Street Smarts’ Safe Routes to School efforts, bike rodeos are an after school
activity that allow students an opportunity to practice their cycling and traffic safety skills in a controlled,
supervised environment. Street Smarts also sets up game stations at the event to keep children not currently
participating in the bicycle obstacle course occupied and entertained. These games reinforce street safety concepts.
Fourteen (14) bike rodeos were implemented in the 2011/2012 fiscal year and 15 bike rodeos are planned for the
2012/13fiscal year.
Walk/Bike Challenge: As a component of Street Smarts’ Safe Routes to School efforts, the Walk/Bike Challenge
provides incentives for children to walk and bike to school. Through a simple, online tracking system
(www.walkbikechallenge.com), children record the number of times per week that they walk either to or from
school. Prizes will be awarded for individual participation; also, there is a competitive factor: the classroom with
the highest participation overall will receive additional incentives. The challenge program was implemented at 11
schools during the 2011/2012 fiscal year and would be implemented at 15 schools in the 2012/13fiscal year.
Traffic Safety Assemblies: Street Smarts has devised both an elementary school-specific and a middle
school-specific assembly designed to motivate students of all ages to walk and bike more frequently, while
teaching them to be actively mindful of their safety. Thirteen assemblies were implemented during the 2011/12
school year. Assemblies are being planned for 15 schools for the 2012/2013 school year.
Community Outreach Efforts: Street Smarts staff attends over two dozen community events as part of its outreach
efforts, including “Music in the Park” at Livorna Park in Alamo. At the events, Street Smarts staffs an
informational booth with traffic safety information and activity for children, teens, drivers and seniors.
Street Smarts Web Site: To advance its community outreach efforts, the Street Smarts web site
(www.street-smarts.com) will continue to serve as a resource for the community to learn about traffic safety and
ongoing Street Smarts programs.
CONSEQUENCE OF NEGATIVE ACTION:
Contra Costa County will no longer be a participant in the program.
CHILDREN'S IMPACT STATEMENT:
The San Ramon Valley Street Smarts Program is an educational campaign to promote traffic safety awareness to
elementary, middle, and high school-aged children.
ATTACHMENTS
Attachment A
Attachment B
Attachment C
MOU
SAN RAMON VALLEY STREET SMARTS PROGRAM
2012/2013 PROGRAM WORK PLAN
Plan Revised: July 25, 2012
PROGRAM AREA
1. Elementary School Storybook Poster Contest
Roles & Responsibilities for Street Smarts Coordinator:
Serve as the primary point of contact and personal interface with the community (including
schools) for the Storybook Poster Contest;
Serve as the lead in the development of Storybook Poster Contest guidelines, announcements,
and PR materials;
Serve as lead in coordinating storybook text with author and publication of final storybook
Roles & Responsibilities for Safe Routes to School Program Leaders
Disseminate of poster contest information and collection of storybook poster contest submittals.
Provide assistance with data entry for poster contest and special events
Create and print contestant certificates, name badges, table displays, etc.;
Roles & Responsibilities for Advisory Committee Members:
San Ramon staff will continue to purchase prizes and supplies, serving as treasurer.
Advisory Committee will continue to serve as lead in obtaining raffle prizes.
2. Middle School “Be Reel” Video Contest
Roles & Responsibilities for Street Smarts Coordinator:
Serve as the primary point of contact and personal interface with the community (including
schools and cable stations) for the Video Contest;
Serve as the lead in coordinating video contest submittals, issuing invitations, etc.;
Coordinate video submittals to the 2012 Video Contest Awards Ceremony at the Danville
Village Theatre and coordinate the awards ceremony.
Roles & Responsibilities for Safe Routes to School Program Leaders
Provide assistance with dissemination of video contest information and collection of storybook
poster contest submittals.
Provide assistance with data entry for video contest and related special events
Roles & Responsibilities for Advisory Committee Members:
San Ramon staff will serve as lead in purchasing the awards and prizes;
Advisory Committee will continue to serve as lead in obtaining raffle prizes.
3. High School “It Happens” Campaign
Roles & Responsibilities for Street Smarts Coordinator:
Serve as the primary point of contact and personal interface with the community (including
schools, teen councils, etc.) for the “It Happens” campaign;
Serve as the lead in coordinating the dissemination of high school program information, web
site maintenance, rewards program administration, marketing and promotion, etc.;
Coordinate Annual Street Smarts Kick-Off Event, to coincide with the “It Happens” Kick-Off
Week activities
Roles & Responsibilities for Advisory Committee Members:
San Ramon staff will serve as lead in purchasing awards, services and prizes;
Advisory Committee will continue to serve as lead in obtaining rewards program prizes.
PROGRAM AREA
4. Safe Routes to School Component
Roles & Responsibilities for Street Smarts Coordinator:
Serve as the primary point of contact for the Safe Routes to School components;
Serve as the primary point of contact for administration of the federal Safe Routes to School
(SRTS) grant;
Manage components of the Street Smarts’ Safe Routes to School efforts, including contractors,
staff , school-site efforts, and the administration of valley-wide programs;
Coordinate fulfillment of the federal Safe Routes to School grant requirements
Supervise part-time, temporary Safe Routes to School Program Leaders (2)
Roles & Responsibilities for Safe Routes to School Program Leaders
Implement bike rodeos, assemblies, encouragement, and education program components under
the direction of the Street Smarts Coordinator.
Implement the K-5 Traffic Safety Video Program
Implement Middle School Traffic Safety Program
Implement the High School Role Model Campaign
5. Community Marketing: News Articles & Media
Roles & Responsibilities for Street Smarts Coordinator:
Serve as the primary Street Smarts Program newsletter article and press release writer;
Serve as the primary Street Smarts Program web site editor and coordinator;
Serve as coordinator to distribute press releases to the media.
Roles & Responsibilities for Advisory Committee Members:
Serve as internal editors to modify generic newsletter articles to suit their agencies’ needs;
Forward news articles to their IT departments for upload onto city/county web sites.
6. Community Marketing: Community Events
Roles & Responsibilities for Street Smarts Coordinator:
Determines which events Street Smarts will participate in;
Manages inventory of the promotional and informational items;
Roles & Responsibilities for Safe Routes to School Program Leaders
Serve as the Street Smarts personnel, and distribute promotional items and Street Smarts
information, at community events
Serve as the primary Street Smarts personnel for working with merchants, distributing flyers,
and posting flyers and storybook at public places (community centers, libraries, etc.);
Serve as the primary Street Smarts contact for providing promotional items to Bike Rodeos, etc.
Roles & Responsibilities for Advisory Committee Members:
Serve as internal editors for visual branding and marketing materials.
7. Administration
Roles & Responsibilities for Street Smarts Coordinator:
Primary contact person for the Street Smarts Program;
Leads generation of Street Smarts Financial Plan
Maintain the web site for Street Smarts
Oversees the social media elements of the Street Smarts Program
Coordinates fundraising efforts on an as-needed basis with the City of San Ramon as Treasurer.
Attend update meetings valley-wide:
- City of San Ramon: Approximately 12 hrs per year (including transportation staff meetings
and one (1) Transportation Advisory Committee meeting)
PROGRAM AREA
- Contra Costa County: Approximately 12 hrs per year.
Roles & Responsibilities for City of San Ramon Staff:
Serves as treasurer for Street Smarts Program (holds Street Smarts funds)
Processes invoices, donations, and financial transactions
FY2012-13
Budgeted Proj. Year-End Adopted
Prior Year Carry-over 79,762 80,308 93,490
Revenue
4100-00 · Public Agency Contributions
4101-00 · City of San Ramon 10,000 10,000 10,000
4102-00 · County of Contra Costa 10,000 20,000 3 10,000
4103-00 · San Ramon Valley USD 10,000 10,000 10,000
4104-00 · Town of Danville 10,000 10,000 10,000
4105-00 · San Ramon Valley Council of PTAs 500 500 500
Total 4100-00 · Public Agency Contributions 40,500 50,500 40,500
4200-00 · Corporate Contributions
4201-00 · Elementary School Efforts 2,500 2,500 2,500
4202-00 · Middle School Efforts 2,500 0 2,500
4203-00 · High School Efforts 0 7,000 2,500
4204-00 · General Efforts 0 0 0
Total 4200-00 · Corporate Contributions 5,000 9,500 7,500
4300-00 · Cash Donations 50 50 50
4400-00 · Safe Routes to School Grant1,2 97,596 75,000 150,000
Total Revenue 143,146 135,000 198,050
Expense
7100-00 · Elementary Sch. Poster Contest
7101-00 · Storybook Develop./Production 6,000 6,334 6,000
7102-00 · Contest Marketing 4,000 3,271 4,000
7103-00 · Awards Ceremony 2,500 1,107 2,500
7104-00 · Contest Incentives 1,500 497 1,500
Total 7100-00 · Elementary Sch. Poster Contest 14,000 11,209 14,000
7200-00 · Middle School Video Contest
7201-00 · Contest Marketing 2,500 3,331 2,500
7202-00 · PSA Production 2,000 2,000 2,000
7203-00 · Awards Ceremony 1,000 1,000 1,000
7204-00 · Contest Incentives 5,000 5,000 5,000
7205-00 · Judging 500 500 500
Total 7200-00 · Middle School Video Contest2 11,000 11,831 11,000
7300-00 · High School "It Happens"
7301-00 · Web Site 5,000 196 500
7302-00 · Marketing 3,000 4,011 5,000
7303-00 · Rewards 2,500 2,193 2,500
7304-00 · Video Production Services 3,500 190 3,500
7305-00 · Salaries 20,000
Total 7300-00 · High School "It Happens"14,000 6,590 31,500
FY2011-12
2012/13 Financial Plan
FY2012-13
Budgeted Proj. Year-End Adopted
FY2011-12
2012/13 Financial Plan
7400-00 · Community Outreach
7401-00 · Web Site 1,500 269 1,500
7402-00 · Supplies 250 343 250
7403-00 · Media/Public Relations 1,000 500 3,000
7404-00 · Promotions 8,000 12,000 8,000
7405-00 · Media Kick-off Event 1,500 350 1,500
Total 7400-00 · Community Outreach 12,250 13,462 14,250
7500-00 · Operations
7501-00 · Equipment/Supplies 500 2,000 500
7502-00 · Software 1,200 1,398 1,200
7503-00 · Postage 500 500 500
7504-00 · Meetings 500 500 500
Total 7500-00 · Operations 2,700 4,398 2,700
7600-00 · Additional SRTS Programs
7601-00 · SRTS Program Leaders
7601-01 · Salaries 15,000 40,000 40,000
7601-02 · Recruitment 0 75 0
7601-03 · Equipment 300 354 300
7601-04 · Mileage 700 500 1,500
7601-05 · Independent Contractors 15,000 5,000 10,000
Total 7601-00 · SRTS Program Leaders 31,000 45,929 51,800
7602-00 · Assemblies 2,000 2,400 2,000
7604-00 · Classroom Safety Videos 0 1,500 1,500
7605-00 · Print Materials 3,000 2,500 3,000
7608-00 · Bike Rodeos 5,000 7,500 8,000
7609-00 · Walk/Bike Challenge 6,000 4,000 6,000
7610-00 · Walking School Bus/Bike Train 4,000 0 4,000
7611-00 · Middle School Poster Campaign 0 0 5,000
7612-00 · Street Banners 2,000 5,000 2,000
7613-00 · Transit Shelters 1,150 0 1,150
7614-00 · Before & After Evaluations 3,000 5,000 3,000
Total 7600-00 · Additional SRTS Programs 26,150 27,900 35,650
7700-00 · Miscellaneous 500 500 500
Total Expense 142,600 121,818 161,400
Fund Balance 80,308 93,490 130,140
Notes:
1. Federal SRTS Grant ($290,000) is a multi-year grant ending in March 2014 - estimated expended amount at end of FY11/12 is $235,000
2. MTC CMAQ SR2S Grant ($365,000) is a multi-year grant beginning in Fall 2012 (88.53% reimbursable)
3. The program contribution from Contra Costa County was collected for both FY 10/11 and 11/12.
ATTACHMENT C
Street Smarts Program
2012/2013 Work Plan Timeline
Program Component Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Estimated
Hours
1. Elementary Schools 0
Poster Contest 2 5 8 14 16 24 30 42 35 20 15 4 215
Parking Lot Banner Display 4 3 6 6 19
2. Middle Schools
Video Contest 4 6 20 26 15 8 4 16 26 35 28 16 204
Parking Lot Banner Display 4 4 4 4 16
3. High Schools 0
It Happens Campaign 40 30 32 38 34 24 20 16 14 12 10 20 290
4. Safe Routes to School Component 0
Program Management/Administration 10 10 10 10 10 10 10 10 10 10 10 10 120
5. Media Outreach
General Media (newspaper, magazines, radio)1 1 2 2 2 1 1 2 2 2 2 2 20
6. Community Marketing
Develop and post flyers/materials 2 2 2 2 2 2 12
Bike Rodeos & other events 3 3 8 14
7. Administration
General Administration 10 8 5 5 5 4 4 5 5 5 5 14 75
Fundraising Efforts 3 2 1 1 1 1 1 1 1 4 6 6 28
Advisory Committee 3 3 3 3 3 2 2 3 3 3 3 3 34
Main Web Site Maintenance 2 3 3 2 2 1 1 2 2 2 2 2 24
City of San Ramon meetings 1 1 1 1 1 1 1 1 1 1 1 1 12
Town of Danville meetings 1 1 1 1 1 1 1 1 1 1 1 1 12
County/Supervisor District 3 meetings 1 1 1 1 1 1 1 1 1 1 1 1 12
Total Estimated Hours:80 75 92 108 97 78 84 106 110 103 94 80 1107
Target Hours (60% of time)90 90 90 90 90 90 90 90 90 90 90 90 1080
Legend
Preparatory Activities
Active Program Management
Intensive Activity Period
“Small Town Atmosphere
Outstanding Quality of Life”
5 1 0 L A G O N D A W A Y , D A N V I L L E , C A L I F O R N I A 9 4 5 2 6
Administration Building Engineering & Planning Transportation Maintenance Police Parks and Recreation
(925) 314-3388 (925) 314-3330 (925) 314-3310 (925) 314-3310 (925) 314-3450 (925) 314-3410 (925) 314-3400
August 31, 2012
Julia Bueren, Director
County of Contra Costa
Public Works Dept.
255 Glacier Dr.
Martinez, CA 94553
RE: 2012/2013 and 2013/2014 Street Smarts Program
Program Development and Administration Staffing Services
Memorandum of Understanding
Dear Ms. Bueren:
The Town of Danville (the “Town”) is pleased to continue to partner with Contra Costa
County (the “County”) in the implementation of programs, such as the Street Smarts
Program, that are of San Ramon Valley-wide importance and on issues which do not
recognize political boundaries.
This Memorandum of Understanding (MOU) outlines the apportionment of duties and
responsibilities between the Town and the County regarding the provision of Street
Smarts Program development, material and administrative staffing services for the
2012/2013 Program Year and 2013/2014 Program Year.
1. Program Background
The Street Smarts Program is a traffic safety public education campaign that is
implemented valley-wide through the collaborative efforts of the Town of Danville,
City of San Ramon, Contra Costa County, and San Ramon Valley Unified School
District.
The program is funded and directed by the four primary public agencies listed
above, with additional funds provided by private sponsors including the San
Ramon Valley Council of PTAs. The federal Safe Routes to School Program funds
significant components of the Street Smarts efforts during FY2012/13 and FY
2013/14. On an annual basis, each of the four public agencies appropriate funds for
program development, material and administrative costs.
July 25, 2012
Page 2
This MOU outlines the provision of program development, material and program
administrative services to the County, by the Town, for the 2012/2013 Program Year
through 2013/2014 Program Year.
2. Responsibilities of the Town and the County
A. The Town shall:
a. Program staffing services within unincorporated Contra Costa County (in the
geographic area known as the San Ramon Valley and as defined by the San
Ramon Valley Unified School District) as outlined in the Street Smarts
Program 2012/2013 Work Plan (Attachments A), 2012/13 Financial Plan
(Attachment B) and Work Plan Timeline (Attachment C), with the Street
Smarts Work Plans and Work Plan Timelines for Program Year 2013/14 to be
developed and approved by the Street Smarts Program Advisory Committee,
with representation from Contra Costa County, prior to each program year;
b. Continue to participate in the Street Smarts Advisory Committee and
contribute staff time towards the on-going implementation of the program.
B. The County shall:
a. Contribute Ten Thousand Dollars ($10,000.00) in funds to the Town of
Danville for its pro-rata share of the program administrative staffing costs
outlined in Attachments A and B, on an annual basis for each Program Year
in 2012/2013 and 2013/14.
b. Continue to participate in the Street Smarts Advisory Committee and
contribute staff time towards the on-going implementation of the program
during Program Year 2012/13 through 2013/14.
3. Modifications
The program Work Plan may be augmented at any time during the program year,
subject to the review and agreement of both parties. All Work Plan modifications
shall be documented in writing and shall be executed with an amended MOU.
July 25, 2012
Page 3
4. Termination
This MOU is in effect beginning July 1, 2012 and ending June 30, 2014.
5. Renewal
This MOU may be renewed for Program Years 2014/2015 and beyond, subject to the
review and agreement of both parties. All MOU renewals shall be documented in
writing and shall be executed with an amended MOU.
If you agree to the terms and conditions above, please execute this MOU on both
originals to indicate your acceptance and return one original for our files.
We look forward to continuing our collaboration on programs of regional significance.
Please do not hesitate to contact us at (925) 314-3382 if you have any questions.
X X
Tai J. Williams, Director Julia Bueren, Director
Transportation Services Department Public Works Department
Town of Danville Contra Costa County
Date: _____________________________ Date: _____________________________