HomeMy WebLinkAboutMINUTES - 07082014 - C.04RECOMMENDATION(S):
ALLOCATE a total of $20,000 from the Dougherty Valley Regional Enhancement Fund to implement the San
Ramon Valley Street Smarts Program for Fiscal Year 2014/15.
AUTHORIZE expenditure of $10,000 for Fiscal Year 2014/2015 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 for Fiscal Year 2014/2015, and contribute $10,000 in funds from the Dougherty Valley Regional
Enhancement Fund to the Town of Danville for program-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 Enhancement Fund (No. 1111). The total contribution is $20,000 for Fiscal Year 2014/2015. Ten thousand
dollars ($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.
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 07/08/2014 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
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: July 8, 2014
David Twa, County Administrator and Clerk of the Board of Supervisors
By: Stacey M. Boyd, Deputy
cc:
C. 4
To:Board of Supervisors
From:Julia R. Bueren, Public Works Director/Chief Engineer
Date:July 8, 2014
Contra
Costa
County
Subject:Participation in the San Ramon Valley Street Smarts Program (District II)
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. They include:
• Street Smarts Media Kick-Off Event: This annual event encourages members of the media and the public to
learn about Street Smarts’ traffic safety education activities for the upcoming school year.
• Street Smarts Storybook Poster Contest: Each year, elementary school students compete to have their drawings
included in a storybook that features traffic safety concepts. The final book is unveiled each March at an awards
ceremony, and thousands of copies of the book are distributed to San Ramon Valley schools, community centers,
and public libraries.
• Street Smarts “Be Reel!” Video Contest: Each spring and fall, middle school students work in teams to create
60-second public service announcement (PSA) videos about a specific traffic safety theme. Approximately 10
finalist videos are chosen from these submissions to be premiered at the contest awards ceremony which is held
each May at the Danville Village Theatre. All finalist videos are broadcast on Contra Costa Television.
• It Happens” Teen Traffic Safety Campaign: This program encourages high school students to learn about traffic
safety through on-campus events and activities. In addition, Street Smarts has partnered with the California
Highway Patrol to bring the “Start Smart” Program for new teen drivers and their parents to one local high school
each semester. Finally, the “It Happens” Campaign encourages high school students to walk and bike to school
through official “Bike/Walk to School Days.”
• Bike Rodeos: As a component of Street Smarts’ Safe Routes to School efforts, bike rodeos are an after-school
activity that allows students 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.
• 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.
• Traffic Safety Assemblies: Street Smarts has devised an elementary school assembly designed to teach students
the basics of pedestrian and bicycle safety.
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 information
booth with traffic safety information and activities 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
Memorandum of Understanding
Attachment A
Attachment B
Street Smarts 14/15 Work Plan, page 1 of 3
San Ramon Valley
2014 / 2015 PROGRAM WORK PLAN
Revised: May 7, 2014
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 public relations materials
Serve as lead in coordinating storybook text with author and publication of final
storybook
Roles & Responsibilities for Safe Routes to School Program Leader:
Disseminate poster contest information and collect storybook poster contest submittals
Provide assistance with data entry for poster contest and related special events
Create and print contestant certificates, name badges, table displays, etc.
Roles & Responsibilities for City of San Ramon Staff:
San Ramon staff will continue to purchase prizes and supplies, serving as treasurer.
San Ramon staff will provide data entry assistance.
San Ramon staff will provide support at annual Awards Ceremony at the Dougherty
Valley Performing Arts Center.
Roles & Responsibilities for Advisory Committee Members:
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, plan, and implement the Video Contest Awards Ceremony at the Danville
Village Theatre
Roles & Responsibilities for Safe Routes to School Program Leader:
Provide assistance with dissemination of Video Contest information and collection of
banners
Provide assistance with data entry for Video Contest and related special events
Roles & Responsibilities for City of San Ramon Staff:
San Ramon staff will serve as lead in purchasing awards and prizes.
Roles & Responsibilities for Advisory Committee Members:
Advisory Committee will continue to serve as lead in obtaining raffle prizes.
Street Smarts 14/15 Work Plan, page 2 of 3
3. High School “It Happens” Campaign
Roles & Responsibilities for Street Smarts Coordinator:
Supervise the Program Leader for the “It Happens” Campaign
Schedule and organize CHP “Start Smart” events at local high schools
Roles & Responsibilities for Safe Routes to School Program Leader (also serving as the
“It Happens” Program Leader):
Serve as the primary point of contact and personal interface with the community
(including schools, leadership classes, teen councils, etc.) for the “It Happens” campaign,
under the direction of the Street Smarts Coordinator
Serve as the lead in coordinating the dissemination of high school program information,
website maintenance, incentive program administration, marketing and promotion, etc.,
under the direction of the Street Smarts Coordinator
Work directly with leadership classes to organize on-campus events
Make regular posts to “It Happens” social media accounts, including Facebook and
Pinterest
Roles & Responsibilities for City of San Ramon Staff:
San Ramon staff will serve as lead in purchasing awards, services, and prizes, subject to
approval of the Street Smarts Coordinator.
San Ramon police will attend on-campus “It Happens” events, when possible.
Roles & Responsibilities for Advisory Committee Members:
Advisory Committee will aid in securing rewards and prizes, when possible.
4. Safe Routes to School Component
Roles & Responsibilities for Street Smarts Coordinator:
Serve as the primary point of contact for Street Smarts’ federally funded Safe Routes to
School education and encouragement program components (assemblies, bike rodeos,
Walk/Bike Challenge, etc.).
Serve as the primary point of contact for administration of the federal Safe Routes to
School grants
Coordinate fulfillment of the federal Safe Routes to School grant requirements
Manage components of Street Smarts’ Safe Routes to School efforts, including
contractors, staff, school-site efforts, and the administration of valleywide programs
Roles & Responsibilities for City of San Ramon Staff:
San Ramon will supervise one full-time, temporary Safe Routes to School Program
Leader.
San Ramon will contract with independent consultants to deliver Safe Routes to School
program components, such as bike rodeos and assemblies.
San Ramon police will attend on-campus educational events, such as assemblies and bike
rodeos, when possible.
Roles & Responsibilities for Safe Routes to School Program Leader:
Implement bike rodeos, assemblies, encouragement, and education program
components, under the direction of the Street Smarts Coordinator
Train contractors to deliver assemblies and bike rodeos
Develop more efficient delivery models for Safe Routes to School program components,
including assemblies and rodeos, under the direction of the Street Smart Coordinator
Street Smarts 14/15 Work Plan, page 3 of 3
Develop Safe Routes to School toolkits for assemblies and bike rodeos, for use by
community members, community groups, schools, and PTAs
Implement other outreach programs, such as middle school assemblies and walking
school buses, as appropriate
5. Community Marketing: News Articles & Media
Roles & Responsibilities for Street Smarts Coordinator:
Coordinate Annual Street Smarts Media Kick-Off Event
Serve as the primary Street Smarts Program newsletter article and press release writer
Serve as coordinator to distribute press releases to the media
Serve as the primary editor for Program Leaders’ articles and press releases
Serve as the primary Street Smarts Program website editor and coordinator
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 agency websites
6. Community Marketing: Community Events
Roles & Responsibilities for Street Smarts Coordinator:
Determine which events Street Smarts will participate in
Manage inventory of promotional and informational items
Roles & Responsibilities for Safe Routes to School Program Leader:
Serve as Street Smarts personnel at community events; distribute promotional items and
Street Smarts information at such events
Serve as the primary Street Smarts personnel responsible for distributing program
materials to public places, such as community centers and libraries
Roles & Responsibilities for Advisory Committee Members:
Attend community events as Street Smarts representatives, when possible
7. Administration
Roles & Responsibilities for Street Smarts Coordinator:
Serve as primary contact person for the Street Smarts Program
Lead the generation of the Street Smarts Financial Plan
Maintain the Street Smarts website
Oversee the social media elements of the Street Smarts Program
Coordinate fundraising efforts on an as-needed basis with the City of San Ramon as
treasurer
Attend meetings valleywide:
- City of San Ramon: Approximately 12 hrs per year (including transportation staff
meetings and one (1) Transportation Advisory Committee meeting)
- Contra Costa County: Approximately 12 hrs per year
Roles & Responsibilities for City of San Ramon Staff:
Serve as treasurer for Street Smarts Program (holds Street Smarts funds)
Process invoices, donations, and financial transactions
Maintain inventory of Street Smarts program supplies
Provide vehicle for use by Street Smarts Program Leader (City of San Ramon employee)
FY2013-14 FY2014-15
Adopted Proj. Year-End Budgeted
Prior Year Carry-over 131,321 106,321 173,869
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 10,000 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 40,500 40,500
4200-00 · Corporate Contributions
4201-00 · Elementary School Efforts 2,500 2,500 2,500
4202-00 · Middle School Efforts 0 0 0
4203-00 · High School Efforts 5,000 5,000 10,000
4204-00 · General Efforts 0 4,500 0
Total 4200-00 · Corporate Contributions 7,500 12,000 12,500
4300-00 · Cash Donations 50 50 50
4400-00 · Safe Routes to School Grant1,2 150,000 140,887 135,000
Total Revenue 198,050 193,437 188,050
Expense
7100-00 · Elementary Sch. Poster Contest
7101-00 · Storybook Develop./Production 6,000 5,144 6,000
7102-00 · Contest Marketing 4,000 3,164 4,000
7103-00 · Awards Ceremony 2,500 3,250 3,700
7104-00 · Contest Incentives 1,500 650 1,300
Total 7100-00 · Elementary Sch. Poster Contest 14,000 12,208 15,000
7200-00 · Middle School Video Contest
7201-00 · Contest Marketing 2,500 1,300 2,000
7202-00 · PSA Production 2,000 700 1,000
7203-00 · Awards Ceremony 1,000 1,200 1,500
7204-00 · Contest Incentives 5,000 2,200 3,500
7205-00 · Judging 500 500 500
Total 7200-00 · Middle School Video Contest 11,000 5,900 8,500
7300-00 · High School "It Happens"
7301-00 · Web Site 3,000 100 1,600
7302-00 · Marketing 8,000 8,500 5,000
7303-00 · Rewards 3,000 1,100 4,000
7304-00 · Video/Photography Production Services 3,500 1,000 2,100
7305-00 · Salaries 10,000 10,000 10,000
Total 7300-00 · High School "It Happens"27,500 20,700 22,700
2014/15 Financial Plan
(Adopted 4/10/14)
FY2013-14 FY2014-15
Adopted Proj. Year-End Budgeted
2014/15 Financial Plan
(Adopted 4/10/14)
7400-00 · Community Outreach
7401-00 · Web Site 3,000 500 15,000
7402-00 · Supplies 250 696 1,200
7403-00 · Media/Public Relations 6,500 7,350 6,600
7404-00 · Promotions 8,000 12,700 10,000
7405-00 · Media Kick-off Event 1,500 710 1,000
Total 7400-00 · Community Outreach 19,250 21,956 33,800
7500-00 · Operations
7501-00 · Equipment/Supplies 35,000 700 1,000
7502-00 · Software 1,200 700 1,400
7503-00 · Postage 800 800 1,000
7504-00 · Meetings 800 1,525 2,550
Total 7500-00 · Operations 37,800 3,725 5,950
7600-00 · Additional SRTS Programs
7601-00 · SRTS Program Leaders
7601-01 · Salaries 45,000 30,450 38,500
7601-02 · Recruitment 500 300 750
7601-03 · Equipment 1,000 700 2,500
7601-04 · Mileage 1,000 1,750 2,000
7601-05 · Independent Contractors 10,000 6,000 30,000
Total 7601-00 · SRTS Program Leaders 57,500 39,200 73,750
7602-00 · Assemblies 14,000 1,000 4,500
7604-00 · Classroom Safety Videos 1,500 1,000 2,500
7605-00 · Print Materials 3,000 2,000 3,500
7608-00 · Bike Rodeos 6,000 6,000 15,000
7609-00 · Walk/Bike Challenge 13,000 3,000 5,000
7610-00 · Walking School Bus/Bike Train 0 0 0
7611-00 · Middle School Ad Campaign 0 0 0
7612-00 · Street Banners 10,000 3,700 2,500
7613-00 · Transit Shelters 3,000 0 0
7614-00 · Before & After Evaluations 5,000 5,000 0
Total 7600-00 · Additional SRTS Programs 55,500 21,700 33,000
7700-00 · Miscellaneous 500 500 500
Total Expense 223,050 125,889 193,200
Fund Balance 106,321 173,869 168,719
Notes:
2. Federal Cycle 3 SRTS Grant ($225,500) is a multi-year grant (66.91% reimbursable) ending in November 2016. Estimated remaining funds
at end of FY 13/14 is approximately $215,000.
1. MTC CMAQ SR2S Grant ($365,000) is a multi-year grant (88.53% reimbursable) ending in October 2015. Estimated remaining funds at end
of FY 13/14 is approximately $215,000.
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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
June 17, 2014
Julia Bueren, Director
County of Contra Costa
Public Works Dept.
255 Glacier Dr.
Martinez, CA 94553
RE: 2014/2015 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
2014/2015 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 the 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 will fund
significant components of the Street Smarts efforts during FY2014/15. On an annual
basis, each of the four public agencies appropriate funds for program development,
material, and administrative costs.
May 7, 2014
Page 2
This MOU outlines the provision of program development, material, and program
administrative services to the County, by the Town, for the 2014/2015 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 2014/2015 Work Plan (Attachment A) and 2014/15 Financial Plan
(Attachment B).
b. Continue to participate in the Street Smarts Advisory Committee and
contribute staff time towards the ongoing 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 for Program Year 2014/2015.
b. Continue to participate in the Street Smarts Program Advisory Committee
and contribute staff time towards the ongoing implementation of the
program during Program Year 2014/15.
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.
4. Termination
This MOU is in effect beginning July 1, 2014 and ending June 30, 2015.
May 7, 2014
Page 3
5. Renewal
This MOU may be renewed for Program Year 2015/2016 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
Community Department Department Public Works Department
Town of Danville Contra Costa County
Date: _____________________________ Date: _____________________________