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HomeMy WebLinkAboutMINUTES - 10162007 - C.01 Contra TO: BOARD OF SUPERVISORS FROM: MAURICE M. SHIU PUBLIC WORKS DIRECTOR Costa DATE: OCTOBER 16, 2007 �o� -'=: ~� S�q-COUN'�'t County C-. SUBJECT: Participation in the San Ramon Valley Street Smarts Program, San Ramon and Danville area. (District III) SPECIFIC REQUEST(s)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: ALLOCATE $60,000 from the Dougherty Valley Regional Enhancement Fund to implement the "Street Smarts" traffic program. AUTHORIZE expenditure of$10,000 on an annual basis for each fiscal year from 2007/2008 through 2009/2010 from the Dougherty Valley 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 "Street Smarts" traffic safety program. AUTHORIZE the Director of the Public Works Department to execute a Memorandum of Understanding to implement a cost-sharing agreement for $10,000 on an annual basis for each fiscal year from 2007/2008 through 2009/2010 from the Dougherty Valley Enhancement Fund for Street Smarts Program administrative services by the Town of Danville. CONTINUED ON ATTACHMENT: ❑x SIGNATURE: COI%IMF.NDATION OF COUNTY ADMINISTRATOR RF,COMMENDA7'ION OF RO RD COMMITTEE APPROVE OTHER d r SIGNATURE(S): ACTION OF 130A ttJ l�'�����rp, �yd APPROVED AS RECOMMENDED _� OTHER VO7UNANIMOUS SUPERVISORS: 1 HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON (ABSENT ) MINUTES OF THE BOARD OF SUPERVISORS ON THE AYFS: NOES: DATE SHOWN. ABSENT: ABSTAIN: Contact: Mark de la O: 313-2234 ZZ:tr m G:\TransEng\2007\BO-TE\BO StrectSmarts FY07-10 101607.doc ATTESTED �j> 6G y /G+! _rJv©� JOHN��C--U✓✓L``L'EEN,CLERK OF THE BOARD OF SUPERVISORS cc: California Highway Patrol Sheriffs Dept. BY: 'DEPUTY SUBJECT: Participation in the San Ramon Valley Street Smarts Program, San Ramon and Danville area. (District III) DATE: October 16, 2007 PAGE: 2 of 3 REASONS FOR RECOMMENDATIONS AND 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. Recognizing that a public education campaign takes time to grow, the Advisory Committee planned a phased approach to the program's implementation: Phase I: Target elementary schools and general community 2004/2005 Phase II: Continue Phase I efforts and expand into middle schools 2005/2006 Phase III: Continue Phase I & II efforts and expand into high schools 2006/2007 For the subsequent program year(2007/2008)the Advisory Committee agreed to continue Phase I,II and III efforts. Since Program Year 2004/2005, the Advisory Committee has successfully: ■ Held three media events in an effort to bring awareness to Street Smarts at the beginning of each program year; ■ Implemented three annual "Show Us Your Street Smarts" Poster Contests for elementary school students; ■ Implemented two semi-annual "Be Reel!" Video Contests for middle school students; ■ Developed and distributed the quarterly "Traffic Safety Activity Sheets" for three grade groups (Preschool-K, K-2, 3-5); ■ Developed and distributed Street Smarts banners and promotional materials at schools,bike rodeos,and community events; and ■ Developed the "It Happens" high school traffic safety education campaign, focused on driving distractions and speeding. After the completion of Phase III,the Advisory Committee has developed a Street Smarts Program Year 2007/2008 Action Plan(`Action Plan")which identifies the goals and strategic approaches for expanding the program into the middle schools during the 2007/2008 program year. In summary, the Action Plan outlines five objectives: Objective 1 - Continue Elementary School Efforts Objective 2 - Continue Middle School Efforts Objective 3 - Continue and Implement High School Efforts Objective 4 - Continue Community Awareness Campaign Objective 5 - Continue Sponsorship Outreach Objective 6 - Continue Maintenance and Support The Action Plans for Program Years 2008/2009 and 2009/2010 will be developed and approved by the Street Smarts Program Advisory Committee, with representation from Contra Costa County, prior to each program year. FISCAL IMPACT: To support the expanded Street Smarts Program efforts, a financial plan has been developed for the 2007/2008 SUBJECT: Participation in the San Ramon Valley Street Smarts Program, San Ramon and Danville area. (District III) DATE: October 16, 2007 PAGE: 3 of 3 program year. The financial plan identifies an estimated valley-wide program budget of approximately$70,000 per year. The program revenue sources are expected to be a combination of public ($40,000) and private ($30,000) contributions. Financial plans for the 2008/2009 and 2009/2010 program years will be developed and approved by the Street Smarts Program Advisory Committee, with representation from Contra Costa County, prior to each program year. Contra Costa County's share of the public agencies' contributions to implement the"Street Smarts" traffic safety program is $10,000 on an annual basis each program year from 2007/2008 through 2009/2010. In addition, expenditures of$10,000 on an annual basis each program year from 2007/208 through 2009/2010 would fund program development,material and administration staffing services. Contra Costa County's total contribution for the program would be $20,000 annually for 2007/2008 through 2009/2010. The combination of public and private contributions will be sufficient to effectively operate a valley-wide program that will target a population of over 120,000 people, as well as elementary and middle school-aged children. Given this multi-organizational effort, which involves funding contributions from numerous sources, it was recognized that a Program Treasurer was necessary to manage, and report on, the accounting of this valley-wide effort. Currently, the City of San Ramon Finance staff serves as the program's Treasurer. CONSEQUENCES OF NEGATIVE ACTION: Contra Costa County will no longer be a participant in the program. v e� L ON N O I N N N C C N N w O . � :;�... •�: H :•N N N �D eN �D N M H N M N a cc O ppn b 'ti; ;�y: N N 10 V' to N M N mC 0p ! O ,[Mf1i 10 In C N M h N M N O FN� -moi N N N M Lo N M N �-+ �--i C 00 1' Ln o a, ai Lo. fd U V 00 00 :N' �-+ N M d' H N Icofl T tb F 10N CD V' M N r+ 00 Nlk-O! O ON DD M N � NM u1 N M M �-+ �-+ e--�,rJ: h - O W a •L, �•-� NC. Q n .C, N N �Oy h N N M N n IFO 0 v O A 'O G O e 0 r v c C v � E Id a v M .L m N c U I G G m 'b S 'G u .> a>i O ro C v � = E v Q p a eGo 9 o �_ v v �° _c E E v oo o Q m v[ m u CL4o v O m U u� o E m m 0 .2 N C o .. C .. E n w o �.�. >, 0 0. ^� 'a .U. rEs � -> p o > �, a G �/ m o = m u aG i' 3 > c o c vC c U 9 a x ' E E O U] O O O C O �n U 00 G O .. O U ti U O Q U1 ,� G Q O .Q O Q 4 'r+ 0 . G '�' m �VV Ci u, °o c p a a F U U o o 0 ,�, r o 3 m ' y 0 4 U G .C U u y v m 7 E y v v, G > -� > C w o n fl v _ u a E o v Y E U v -0 o o ° > c v E U m Q tC u Q Q �. U F U W -p �' ,L I & m w x U ¢ A u G Q c H G N fV M ui Street _ Smarts ATTACHMENT A 2007-08 PROGRAM WORK PLAN Plan Modified:September 28,2007 PROGRAM AREA 1. Elementary School Poster Contest Roles &Responsibilities for Nat Rojanasathira: ■ Serve as the primary point of contact and personal interface with the community(including schools)for the Poster Contest; ■ Serve as the lead in the development,and dissemination,of Poster Contest guidelines, announcements,and PR materials; ■ Serve as the lead in coordinating the dissemination of poster contest information and collection of poster contest submittals. Roles&Responsibilities for Advisory Committee Members: ■ San Ramon staff will continue to purchase prizes and supplies. ■ Danville staff will serve as lead in: - Creating and printing contestant certificates,name badges,table displays,etc.; - Researching and developing winning contest images into promotional materials; ■ Advisory Committee will continue to serve as lead in obtaining raffle prizes. 2. Elementary School Activity Game Sheets Roles &Responsibilities for Nat Rojanasathira: ■ Develop all quarterly Traffic Safety Activity Sheets for 2007-08 Program Year; ■ Coordinate with public agency Parks&Recreation staff for incorporation into Activity Guides; ■ Upload Activity Game Sheets onto the Street Smarts Web Site; Roles &Responsibilities for Advisory Committee Members: ■ San Ramon staff will serve as lead in: - Collecting activity sheet submittals,conducting prize drawing,purchasing gift cards, mailing prizes,and summarizing submittal names and winners for distribution; - Researching and developing winning contest images into promotional materials; ■ Advisory Committee members will divide task of physically distributing Activity Sheets to elementary schools who want them. 3. Middle School Video Contest Roles &Responsibilities for Nat Rojanasathira: ■ 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 the dissemination of video contest information and coordination of video contest submittals,issuing invitations,etc.; ■ Work with Danville Recreation staff in coordinating video submittals to the 2008 Danville International Children's Film Festival and serve as primary staff at the Film Festival's Street Smarts video"premiere" and at the awards ceremony; 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. PROGRAM AREA 4. High School"It Happens"Campaign Roles&Responsibilities for Nat Rojanasathira: ■ Serve as the primary point of contact and personal interface with the community (including schools,teen councils,etc.)for the High School Program, ■ Serve as the lead in coordinating the dissemination of high school program information,web site maintenance,rewards program administration,marketing and promotion,etc.; 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. 5. Community Marketing:Banner Display Maintenance Roles &Responsibilities for Nat Rojanasathira: Schedule deployment,removal and manage inventory of fence banners; ■ The banner display schedule and time estimates are based on: - Installation of banners during(a)beginning of school year;and(b)contest/events; - Installation of all banners throughout valley; - Installation/removal of school banner; Roles&Responsibilities for Advisory Committee Members: ■ Bring in all outstanding banners to Judy for inventory maintenance; ■ Volunteer to deploy and remove banners on an as-needed basis. 6. Community Marketing:News Articles&Media Roles&Responsibilities for Nat Rojanasathira: ■ Serve as the primary Street Smarts Program newsletter article and press release writer; ■ Serve as coordinator to distribute press releases to the media,distribute copies of articles to other public agencies,and upload articles to the Street Smarts web site. 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. PROGRAM AREA 7. Community Marketing:Community Events Roles &Responsibilities for Nat Rojanasathira: • Serve as the Street Smarts personnel,and distribute promotional items and Street Smarts information,at community events,as specified in the 2007-08 Work Plan Timeline. 8. Community Marketing:Back-to-School Events Roles&Responsibilities for Nat Rojanasathira: ■ Serve as the Street Smarts Program representative at the following Back-to-School events in the San Ramon Valley(based on 3 hrs/event,including set-up time=30 hours total): - Town of Danville(4 events);City of San Ramon(4 events);CCCo Unincorp. (2 events) ■ Distribute Carpool-to-School/TDM Program information at Back-to-School events as well. Roles &Responsibilities for City of San Ramon: ■ As reciprocal action,City of San Ramon staff will attend the same number of Back-to-School events to distribute TDM Program information,and also distribute Street Smarts information. 9. Community Marketing:Visual Branding Distribution Roles&Responsibilities for Nat Rojanasathira: ■ Serve as the primary Street Smarts personnel for working with merchants,distributing flyers, and posting flyers and coloring book 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 coloring book and flyers. 10. Administration Roles &Responsibilities for Nat Rojanasathira: ■ Primary contact person for the Street Smarts Program; ■ Primary person to track/maintains merchandise inventory and sales; ■ One of three primary contacts for uploading,and updating,the Street Smarts web site; ■ Attend update meetings valley-wide: - City of San Ramon: Approximately 30 hrs per year(including transportation staff meetings) - Contra Costa County: Approximately 30 hrs per year.