Ohio Department of Public Safety Ohio Traffic Safety Office FFY 2010 Pre-Activity Meeting

1. Ohio Department of Public Safety Ohio Traffic Safety Office FFY 2010 Pre-Activity Meeting

2. Regional Assignments • NorthwestRegion - 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

3. Pre-Activity Form • Participant: Agency Name • Date: 10/1/09 • Location: County where you are located • Meeting Held At: ODPS – Columbus • Attendees: Names • Agency Fiscal Representative Signature • Agency Representative Signature

4. Activity Dates • Beginning Date - Will be stated on your transmittal letter. Grant will commence on October 1, 2009. • Ending Date - All activity must be completed by September 30, 2010.

5. National Mobilizations • Click it Or Ticket May 24, 2010 to June 6, 2010 • Drunk Driving. Over the Limit. Under Arrest. August 20, 2010 to September 6, 2010

6. Allowable and Unallowable Costs • In each specific section of the application packet, allowable and unallowable costs are defined. • If in doubt… ASK BEFORE YOU PURCHASE!!!

7. FFY 2010 Request to Purchase Form

8. Examples of Allowable Costs • Personnel/ Coordination Expenses (salaries and Wages) • Contractual Services • Public Information and Education • Meetings

9. Examples of Allowable Costs with Conditions • Equipment • Supplies and Materials • Travel • Training • Vehicle Mileage (non-agency vehicle)

10. Examples of Unallowable Costs • Entertainment • Alcoholic Beverages • Facilities and Construction • Office Furnishings and Fixtures • Lobbying • Advertising/ Public Communications • Central Service Charges

11. Reimbursement Claims • Claims must be submitted at least quarterly • Claims reimbursement can be received through: Electronic Funds Transfer (EFT) (614) 728-7163 1-800-282-0370

12. Reimbursement Claims • Make sure the rates used in calculating reimbursement claims are the amounts approved for your grant. • Must include check or warrant numbers with your claim. DD or EFT are acceptable for electronic deposits. • Invoices must be attached on all purchases. Statements or Purchase Orders are not acceptable.

13. Narrative Progress Reports • Goal Status–The progress on your goal, what has happened and what are you doing.

14. Non-Profit Certification • Funding is contingent upon receiving certification from the Ohio Secretary of State’s Office and that the Grantee’s agency is currently registered as a Non-Profit Organization. • OTSO will verify certification.

15. Terms and Conditions

16. Limitations • Funding of this agreement is dependent upon the availability of federal funds as appropriated and obligated by the US Department of Transportation for FFY 2010. • Should any change in federal funding adversely affect the OTSO’s ability to implement an approved agreement, the OTSO reserves the right to revise or terminate any approved grant in writing.

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

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

19. Personnel Activity Reports • These reports must document date worked, actual activity performed and the number of hours per day to be charged to this agreement. • This written document is to be signed by the individual and their immediate supervisor.

20. Sub-Contracts • All sub-contracts and all purchases made under a sub-contract with any one vendor in excess of a combined total of $5,000. • Such contracts and procurements must include “Special Provisions” as provided by the OTSO.

21. Central Service Charges • Cost for certain operational services provided to an agency on a centralized basis are unallowable. • A cost must be documented with an actual transfer of funds. • Any cost that can be documented with an actual transfer of funds must be charged under the Supplies and Materials cost category.

22. Rate/Cost Allocation Charges • Costs that cannot be charged as an actual cost and are charged to a program on a percentage basis (e.g., phone, copies, postage, etc.) can be reimbursed based on a rate/cost allocation plan. • Any agency wanting to claim these costs, must submit a copy of their plan to OTSO.

23. Supplies, Materials, Incentives, Promotional Items, Educational Materials • All supplies, materials, incentives, promotional items and educational materials must be used for approved traffic safety activities throughout its useful life. • Before purchasing any supplies, materials, incentives, promotional items and educational materials, the grantee must submit a Request to Purchase Form to the OTSO.

24. Supplies, Materials, Incentives, Promotional Items, Educational Materials • All materials shall include federal sponsorship credit and /or disclaimer clauses as directed by the OTSO. The credit line shall state: Funded by U.S. DOT/NHTSA and ODPS/OTSO. • All public service announcements funded with federal funds, in whole or in part, must be closed captioned for the hearing impaired.

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

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

27. Program Income • NHTSA and the OTSO encourage grantees and sub-grantees to generate program income.

28. Seat Belt Surveys • June Survey – 06/07 thru 06/30 (Due 7/15) • September Survey – 09/08 thru 09/30 (Due 10/15)

29. Seat Belt Survey Contacts • Robert Seufert, PhD., (513) 217-4306 seuferrl@muohio.edu • Amy Walton (513) 217-4301 waltonaj@muohio.edu

30. Seat Belt Surveys Address Miami University Applied Research Center 2 South Main Street Middletown, OH 45044

31. Final Report and Final Claim • Final annual report due by November 1. • Final reports not received by November 1 will result in a 10% penalty deduction to the final claim reimbursement. • If final activity report is received after November 15, the final claim will not be reimbursed.

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

33. Termination of Agreement • Either the OTSO or the grantee may terminate this agreement by giving the other party 30 days written notice.

34. Special Condition

35. Self-Sufficiency • All Safe Communities programs must work towards self-sufficiency. Efforts to work towards this goal should be reported in activity reports.

36. COMPLETE PRE-ACTIVITY FORM PLACE IN BOX LOCATED IN THE BACK OF THE ROOM

37. Thank You for Your Participation!