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2013/10/22 City Council Resolution 2013-149RESOLUTION NO. 2013 -149 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK AUTHORIZING AND ACCEPTING THE STATE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY (OTS) SOBRIETY CHECKPOINT PROGRAM (SafeTREC) GRANT AND AMENDING THE FY 2013 -2014 OPERATING AND REVENUE BUDGETS WHEREAS, the Rohnert Park Deparmtent of Public Safety has conducted numerous enforcement programs to ensure compliance with laws pertaining to driving under the influence; WHEREAS, the Public Safety Department has been awarded a State of California Office of Traffic Safety (OTS) Sobriety Checkpoint (SafeTREC) grant for total award of $38,090.00; WHEREAS, the OTS SafeTREC grant has been awarded to fund the Rohnert Park Department of Public Safety's focused and increased enforcement to reduce the number of persons injured and killed in traffic collisions beginning October 1, 2013 through September 30, 2014; and, WHEREAS, the authority to accept the OTS grant and create an additional program budget. NOW, THEREFORE, BE IT RESOLVED that it is recommended by the Department of Public Safety that the Council of the City of Rohnert Park, by resolution, authorize the acceptance of The Office of Traffic Safety Sobriety Checkpoint Program grant, and authorize the City Manager, or designee to increase appropriations in the amount of $38,090.00 in account 001 -P207 -400. The source of fund is OTS SafeTREC Grant fund to be receipted to 001 -P207- 300 -3550. BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed to take all actions to effectuate this agreement for and on behalf of the City of Rohnert Park, including execution, if necessary, in substantially similar form to the agreement attached hereto as Exhibit "A," subject to minor modifications by the City Manager or City Attorney. DULY AND REGULARLY ADOPTED by the City Council of the City of Rohnert Park this 22" d day of October 2013. 19 ATTEST: Lq JoAnne Buerg er, City Clerk Attachment: Agreement CITY OF ROHNERT PARK Pam Stafford, Mayor AHANOTU: Alt-, BELFORTE: ME-, MACKENZIE: CALLINAN: STAFFORD: AYES: ( '�:, ) NOES: ( 0 ) ABSENT: ( () ) ABSTAIN: ( () ) 2013 -149 Page 1 RECEIVED AUG 2 8 2013 a5 �, The Regents of the University of California rw School of Public Health, Berkeley, GRANT NUMBER o with Primary Funding from the California Office of Traffic Safety SC14351 rs GRANT 1. Title of Program SOBRIETY CHECKPOINT GRANT PROGRAM FOR 2013 -2014 2. Name of Appllcant Agency 4. Period of Grant ROHNERT PARK, CITY OF Month - Day - Year From: 10/01113 3. University of California Berkeley, Safe Transportation Research and Education Center DAVID RAGLAND, PRINCIPAL INVESTIGATOR, UG BERKELEY SAFE TRANSPORTATION RESEARCH AND EDUCATION CENTER To: 09/30114 S. Description of Program The goal of the Sobriety Checkpoint Grant Program for 2013 -2014 is to reduce the number of victims killed and injured in alcohol - involved crashes in participating cities. The period of this grant contract ( "contract'), October 01, 2013 to September 30, 2014, encompasses two national mobilization periods: the Winter Holiday Mobilization period, December 13, 2013 - January 01, 2014, and the Labor Day Mobilization period, August 15, 2014 - September 01, 2014. The Rohnert Park Department of Public Safety will conduct sobriety checkpoints In Rohnert Park In accordance with this contract. The contract includes the attached Schedule A - Descriptions, Schedule B - Detailed Budget Estimate, Schedule B -1 - Budget Narrative, and Schedule C - Terms and Conditions. 6. Federal Funds Allocated Under This Grant Shall Not Exceed: $38,090.0D 7. Approval Signatures (By signing this page, Agency agrees to the terms and conditions which follow and are attached) A. The Regents of the University of California Authorized B. Authorizing OHlclal For Applicant Agency Signature Name: David Ragland Phone: (510) 642 -065 Name: Brian Masterson Phone: (707) 584 -2650 Title: Director, SafeTREC Fax: (510) 643 -992 Title: Director of Public Safety Fax: (707) 584 -2682 Address: UC Berkeley Address: 500 City Center Dr. Safe Transportation Research and Education Center Rohnert Park, CA 94928 2614 Dwight Way #7374 Berkeley, CA 94720 -7374 Email: davidr @berkeley.edu Email: bmasterson @rpc ty.or (Signature) (C)at) (gnaftr) (Date) C. Agency Office Authorized to Receive Payments D. Optional: Individuals Authorized to Sign Claims (in addition to the Authorizing Official For Applicant Agency) Agency: Rohnert Park, City of Phone: (707) 584 -2648 Name: Terri Mazzanti Title: Technical Services Office: Public Safely UMA Man ager � 1,& 1/3 (Signature) (Date) Address: 500 City Center Dr. Rohnert Park, CA 94928 Nam Aaron J h o1m Title: Sergeant Tax ID #: 94- 1538585 Contact Person: Terri Mazzanti � r' Email: tazzanti@rpcity.org ignatur©) (Date) Page 1 RECEIVED AUG 2 8 2013 Rohnert Park, City of Grant No. SC14361 Schedule A - Description Sobriety Checkpoint Grant Program for 2093.2014 GOALS 1. To reduce the number of victims killed in alcohol - involved crashes. 2. To reduce the number of victims injured in alcohol - involved crashes. 3. To reduce nighttime (2100 hours to 0259 hours) fatal crashes. 4. To reduce nighttime (2100 hours to 0259 hours) injury crashes. 5. To reduce hit and run fatal crashes. 6. To reduce hit and run injury crashes. AGENCY OBJECTIVES 1. To conduct a total of 4 sobriety checkpoints by September 30, 2014 (should be a minimum of one checkpoint per mobilization). NOTE: If a department elects to combine a Driver License (DL) checkpoint with a sobriety checkpoint, the department should: 1) inform the public (via the press release) that driver licenses will be checked and 2) conduct DUI /DL checkpoint operations with signs reading, "DUI/Driver License Checkpoint Ahead ". To better identify and apprehend drug - impaired drivers in addition to alcohol - impaired drivers, it is highly recommended that all personnel assigned to staff the greeting lane of the checkpoint be Drug Recognition Experts (DREs) and/or Advanced Roadside Impaired Driving Enforcement (ARIDE) trained sworn officers. At the very minimum, all officers contacting drivers in the greeting lane should be National Highway Traffic Safety Administration (NHTSA) Standardized Field Sobriety Test (SFST) trained and certified. To maximize effectiveness, checkpoint operations may be conducted at more than one location on any evening. Each checkpoint should be highly publicized and visible. The Office of Traffic Safety (OTS) does not fund or support independent DL checkpoints. Only on an exception basis and with OTS pre - approval will OTS fund checkpoint operations that begin prior to 1800 hours. When practicable it is recommended that checkpoint operations run until 0300 hours. 2. If appropriate, a supervisor(s) should attend OTS- sponsored "DUI Checkpoints - Planning and Management" eight -hour, POST- certified training by December 31, 2013. Officers are encouraged to attend this training as well. 3. To collect and report checkpoint statistics on -line for checkpoints conducted during the Winter and Labor Day mobilization periods and submit the data by the deadlines established by the Safe Transportation Research and Education Center (SafeTREC). 4. To collect and report checkpoint statistics on -line for checkpoints conducted outside the mobilization periods and to submit the data by the end of the applicable quarter(s). page 2 Rohnerf Park, City of Grant No. $014361 Schedule A - Description (continued) Sobriety Checkpoint Grant Program for 2013 -2014 MEDIA OBJECTIVES 1. After the statewide kick -off press event, issue a press release announcing the kick -off of this grant, using the OTS kick -off press release template provided by SafeTREC. 2. During the mobilization periods (December 13 - January 1 and August 16 - September 1), if an AVOID media campaign is active in the county, grantee should notify the AVOID Coordinator of checkpoint locations, dates and times at least fourteen (14) days in advance of all planned checkpoints. The AVOID Coordinator should issue press releases including checkpoints conducted during the mobilization periods to all major media outlets in the region. 3, For each checkpoint operation, grantee should distribute a separate press release using the OTS template provided by SafeTREC unless multiple checkpoints are to be conducted within a seven (7) day period, in which case one press release covering the seven (7) day period that covers all operations will suffice. When using the OTS press release template provided by SafeTREC, grantee should forward press releases, media advisories, alerts and other press materials to SafeTREC concurrently with distribution to the media, if any other Rress release format or copy is used, grantee should submit the press release to the OTS Public Information Officer at to ots ca. ov for his review. Optimum lead -time would be 10 —20 days prior to the operation. The approved press re iseshou be sent to SafeTREC. For post - operational media communications that report the results of checkpoints, grantee does not need to have the release approved by OTS. 4. Grantee should use OTS's tagline "Report Drunk Drivers. Cali 911" on all news releases and checkpoint publication materials. 5. To use the following standard language In all press, media, and printed materials: "Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration." 6. Grantee should issue to the media a post - operational news release reporting the results of the checkpoint (do not submit to OTS media communications reporting the results of checkpoints). Any drug - impaired driving arrests (23152(a)) and other drug arrests (possession, transportation, for sale) made as the result of the checkpoint operation should be Incorporated Into the post - operational media release. METHOD OF PROCEDURE Phase I: Program Preparation (October 1, 2013 — December 12, 2013) 1. Review the contract to ensure compliance with contract provisions. 2. Notify SafeTREC of any changes in contact information. The contract, purchase order number, and t=act Blasts are emailed to the contact person listed In the agency application. 3. Attend OTS- sponsored "DUI Checkpoints —Planning and Management" eight -hour, POST - certified training by December 31, 2013. 4. Plan checkpoint staffing, e.g., supervisors, officers, clerical staff, or community service officers as needed to staff each sobriety checkpoint on an overtime basis. 5. Send a written request to SafeTREC to seek approval of any changes to grant funded work or deliverables. 6. Order grant approved checkpoint supplies, If applicable. page 3 Rohnert Park, City of Grant No. SC14361 Schedule A - Description (continued) Sobriety Checkpoint Grant Program for 2013 -2014 Phase II: Mobilization (December 13, 2013 — January 1, 2014 and August 15, 2014 — September 1, 2014) 7. After the statewide kick -off press event in December, grantee should issue a press release announcing the kick -off of this grant using the OTS kick -off press release template provided by SafeTREC, 8. If an AVOID media campaign Is active in t e county, grantee should notify the AVOID Coordinator of checkpoint locations, dates and tithes at (east fourteen (144) days in Avarice of all planned checkpoints. The AVOID Coordinator should issue press releases Including checkpoints conducted during the mobilization periods to all major media outlets in the region. 9. For each checkpoint operation rantee should distribute a separate press release using the OTS template provided by SafeTREC unless multiple check oints are to be conducted within a seven {7, day period In which case one press release covering the seven 7 day period that covers all operations will suffice. art using 'he OTS press release template provided b SafsT� C grantee should forward press releases, media advisories, alerts, and other press materials to SafeTREC concurrently with distribution to the media. If en other ress release format or copy Is used rantee should submit the ress release to the OTS Public Informs t n e a so s. v his review. Optimum ead -time would be 10 — the prior to the operation. The approved press re lea e snoula also be sent to SafeTREC. For post - operational media communlcations that report the results of checkpoints, grantee does not need to have the release approved�y OTS. 10. Use OTS's tagline, "Report Drunk Drivers. Call 911" on all news releases and checkpoint publication materials. 11. Conduct roll call training. Roll call training costs are not reimbursable. 12. To better Ido �and apprehend dru -Im aired drivers in addition to alcohol-impaired drivers, it is highly recommended that al( personnel assigned o staff the reeting lane of the checkpoint be Dru Reco nitlon Experts all o�icerrs coontat contacting drve b in the greeting lane Driving u dfbe NHTSA SFST trarined and cec#ofied. . A� the very minimum, 13. Begin the checkpoint no earlier than 1800 hours and if possible and practicable, operate the checkpoint until 0300 hours. 14. Conduct the last checkpoint no later than September 30, 2014. Phase III: Post Operational Data Reporting (at the end of each mobilization period and each applicable calendar quarter) 15. Submit post - operational data on -line for checkpoints conducted during the Winter Holiday and Labor Day mobilizations. Submit data by the SafeTREC deadlines. 16. Submit post - operational data on -line for checkpoints conducted outside the mobilization eeriods. Submit the data by the end of the ap licable quarter. If multiple checkpoints are conductea ouring ine quarter, sti ma (total) the checkpoint statistics, 17. Issue to the media a post - operational news release reporting the results of the checkpoint. Any drugg- impaired driving arrests (23152(a)) and other drug arrests (possession, transportation, for sale) made as the resul' of the checkpoint operation should be incorporated into the post - operational media release. Phase IV: Claim Submission (at the end of the applicable calendar quarter) 18. Compile actual overtime and checkpoint supply costs incurred for operating the grant - funded checkpoints. 19. Download the claim form from the SafeTREC web site at: http:/ Jw ww. safetrec .borkeley.edu /checkpointgrants /2013_2014 checkpoint. html 20. Complete the claim form for the applicable quarter in accordance with Schedule B — Detailed Budget Estimate and Schedule B -1 — Budget Narrative. 21. Mail the claim forms for the quarter, with the required supporting documentation (specified in Schedule B -1) to SafeTREC following the and of the applicable calendar quarter. page 4 Grant No. SC14361 Schedule B - Detailed Budget Estimate Sobriety Checkpoint Grant Program for 2013 -2014 The Rohnert Park, City of will conduct a total of 4 sobriety checkpoints in Rohnert Park as described in Table B below. Table B Number of C Cost Per Checkpoint Total Cost Checkpoints December 13, 2013 — January 01, 2014 1 (should be a minimum of one $7,200.00 $7,200.00 checkpoint) Labor Day Holiday Mobilization, August 15, 2014 — September 01, 2014 (should 1 $7,200.00 $7,200.00 be a minimum of one checkpoint) Number of checkpoints outside 2 $7,200.00 $14,400.00 the mobilization periods Total Number of Checkpoints Maximum Reimbursable Amount for Checkpoints The cost per checkpoint includes overtime benefits. Only actual benefits accrued from overtime hours will be covered (e.g., retirement, medical /dental /vision insurance, uniform allowances will not be covered). Allowable benefits include: Social Security (OASDI), Workers Compensation, Medicare, State -run disability, and unemployment insurance. Maximum Reimbursable Amount for Checkpoint Suppiles Only OTS- approved supplies will be reimbursed. The prices of supplies will be reimbursed in accordance with policies established by the OTS. Grant Total Amount38,OS4 0_ (Maximum Reimbursable Amount for Checkpoints + Maximum Reimbursable Amount for Checkpoint Supplies) page 5 Rohned Park, City of Schedule B-1 - Budget Narrative Sobriety Checkpoint Grant Program for 2013.2014 Grant No. SC14361 Rohnert Park, City of will be reimbursed for overtime personnel costs and checkpoint supplies to conduct the checkpoints. Overtime reimbursement will reflect actual costs (overtime hourly rate and overtime benefit rates) of the personnel conducting the appropriate operations up to the amount of the approved cost per checkpoint and the grant total stated in Schedule S- Detailed Budget Estimate. Only actual benefits accrued from overtime hours will be covered (e.., retirement, medicalldentallvislon insurance, uniform allowances will not be covered). Allowable benefits Include: Social Security (QASDi), Workers Compensation, Medicare, State -run disability, and unemployment insurance. Budgeted grant activities will be conducted by personnel on an overtime basis; supplanting is not allowable. The grant covers only the costs of police department personnel. Grants do not cover contractual services. Grant- funded operations may be conducted by personnel such as an officer, setgeant, corporal, deputy, community service officer, dispatcher, clericaliadministrative, etc, depending on the titles used bythe agency, Personnel will be deployed as needed to accomplish the grant gnats and objectives. AdWriiistrativefcierlcai personnel are allowable only if they worked on the checkpoint operation, e.g., to process the larger than normal volume of citations, towing records, and arrest/incident reports. These reports must be a result of the operation and required to be processed quickly for distribution to the courts and the District Attorney's Office, or to meet statutoryry time limits. Clerical overtime Incurred before the checkpoint or more than one business day after the last day of the checkpoint Is not allowable. Costs for preparing claims are not reimbursable. ©TS- approved checkpoint supplies (comes, signage, vests, PAS devices /supplies and lighting equipment) are reimbursable provided that; 1) the total cost of supplies, including tax rind shipping, does not exceed the awarded amount specified in Schedule S; and 2) the unit prices of checkpoint supplies do not exceed 4TS- established unit costs. Download the Checkpoint Supply Policy from the SafeTREC website to ensure compliance of checkpoint supply purchases. Other direct costs are not reimbursable, except for OTS- approved checkpoint supplies. Indirect costs are not reimbursable. Reimbursements are contingent upon the following (exceptions must be approved by SafeTREC): I. The applicable post - operational data have been submitted using SafeTREC's on -line reporting system. it. The claim form is correctly filled out, using the SafeTREC Excel -based form. Ili. The claim amounts do not exceed the limits set forth In Schedule B — Defalled Budget Estimate. Iv. The Information in the overtime slips and the ledger report are consistent and fully support the claim. V. A ledger report(s) supporting the claim amount is attached to the claim, Only source documents are accepted to support the claim amount. Explanatory documentation such as. spreadsheets may be submitted to provide additional information but cannot be accepted in lieu of a ledger report(s). vi. An invoice(s) for the amount of checkpoint supplies is attached to the claim. The invoice must contain a sufficient description of the purchased item (s), quantity, and unit cost. vii, The claim is signed by the Authorizing Official (Sox B of the grant cover page) or individuals Authorized to Sign Claims (Box D) as designated In the grant cover page. viii, Changes in the Authorizing Official For the Applicant Agency or the designation of any other additional Individual(s) to sign claims are documented in accordance with SafeTREC documentation requirements. Ix. The final claim is submitted no later than October 31, 2014. Kaye+ v Rohnert Park, City of Schedule C - Terms and Conditions Sobriety Checkpoint Grant Program for 2013.2014 A. INDEMNIFICATION Grant No. SC14361 Applicant Agency agrees to indemnify, defend, and save harmless the State of California, its officers, agents, and employees, the Regents of the University of California, its officers, agents, and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm, or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation who may be injured or damaged by Applicant Agency in the performance of this contract. B. GOVERNING LAW This Contract shall be governed by and construed in accordance with the laws of the State of California. C. NON - ASSIGNABILITY The obligations of the applicant agency under this Contract are not assignable to any third party. D. USE OF UNIVERSITY NAMEITRADEMARKS Applicant Agency shall not use the name of the University of California, or any abbreviation thereof, or any name of which "University of California" is a part, or any trademarks of the University, in any commercial context, such as may appear on products, in media (including web sites) and print advertisements in cases when such use may imply an endorsement or sponsorship of the Applicant Agency, its products, or services. All uses of the University's name and trademarks, therefore, must first receive prior written consent of The Regents of the University of California through the Office of Marketing & Business Outreach. This policy is in compliance with the State of California Education Code Section 92000. E. TERMINATION Each party has the right to suspend, terminate or abandon the execution of any work by the Applicant Agency without cause at any time upon giving prior written notice. In the event that this contract is suspended, terminated, or abandoned, the Regents of the University of California shall pay the Applicant Agency for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. Said payment shall be computed in accordance with Schedules B and B -1, provided that the maximum amount payable to the Applicant Agency for Its services shall not exceed the Grant Total Amount on Schedule B for services provided hereunder prior to the effective date of suspension, termination, or abandonment. F. STATE OF CALIFORNIA TERMS, CONDITIONS, AND CERTIFICATIONS Applicant Agency agrees to abide by the General Terms, Conditions, and Certifications contained in OTS Grant Program Manual, Chapter 8. page 7 STATE OF CALIFORNIA EDMUND G. BROWN JR., GOVERNOR OFFICE OF TRAFFIC SAFETY;, 2V 208KAUSEN DRIVE, SUITE 300 "" i � � �, ' � ELK GROVE, CA 95758 www.ots.r,a.gov ffi i (916) 509 -3030 o (600) 735 -2929 (TT/TDD- Referral) (916) 509 -3055 (FAX) O F T R A i i i e °► P i i Y May 24, 2013 Grant No. SC14351 Aaron Johnson, Sergeant Rohnert Park Department of Public Safety 500 City Center Drive Rohnert Park, CA 94928 Dear Sergeant Johnson: Congratulations! Through a competitive process, the Office of Traffic Safety (OTS) has tentatively approved your firnding request for the application titled "Sobriety Checkpoint Grant Program" for the amount of $38;090:ff0G. ' Thii's' award includes a maximum of $9,290.00 for the purchase of OTS- approved checkpoint supplies. The approval is for the operation of four checkpoints in Rolulert Park in the period, October 1, 2013 to September 30, 2014, The maximum allowed cost per checkpoint is $7,200.00. The University of California Berkeley Safe Transportation Research and Education Center (SafeTREC), who is administering the grant funds for OTS, will e-mail a grant contract to the contact listed on the application. Please have the Authorizing Official and any additional individuals authorized to sign claims sign the contract. Send the contract to SafeTREC no later than September 3, 2013. It is our goal to have all new grants start no later than October 1, 2013. The SafeTREC will issue you a copy of the signed, fully executed grant contract. If approval from your City Council or Board of Supervisors is required, you should begin that process now. Do not incur costs prior to the date of the signed, fully executed contract from SafeTREC. Again, congratulations on the success of your application. If you have any questions, please contact Shar Rauch, SafeTREC Program Coordinator at (510) 643 -1774 or by e -mail at checkpoint a,berkeley,.edu. Sincerely, C�m CHRISTOPHER J. MURPHY Director CM:kn cc: Shar Rauch JCJ Sobriety Check Point Grant Program - SC14351 — Safe TREC The goal of the Sobriety Checkpoint Grant Program for 2013 -2014 is to reduce the number of victims killed and injured in alcohol - involved crashes in participating cities. The period of this grant contract, October 1, 2013 to September 30, 2014 encompasses two national mobilization periods: Winter Holiday and Labor Day mobilization period. In addition, the department is required to conduct an additional checkpoint outside the mobilization period. The Rohnert Park Department of Public Safety will conduct sobriety checkpoints in Rohnert Park in accordance with the contract. All operations performed under this grant are to be conducted on an over -time basis. All expenditures incurred are 100% grant reimbursable. Program Budget Sobriety Check Point Grant Program SC -14351 - SafeTREC (Revenue SC #13351SafeTREC In -Kind Total Comments Donations $ - Government Grants - $ 38,090 38,090 See Item # 1 Grants - Individual Contributions Investment Income Fundraisng Event Income - Fees - Other Income - Total Revenue $ 38,090 $ - $ 38,090 lExpenses, Salary/Benefits $ 28,800 $ 28,800 See Item # 2 Part time Salaries $ - - Other - Total Salaries $ 28,800 $ $ 28,800 Other Expenses Professional Services $ - Rent - Utilities Office Supplies - Communication - Postage - - Printing 1,000 1,000 See Item # 3 Events Training - Marketing /Advertising - Travel, Conferences, Meetings - - Program Supplies Bank Fees - Equipment 8,290 8,290 See Item # 4 Contingency - Others _ Total Expenses $ 38,090 $ $ 38,090 Sur lusi Deficit by Program $ Program Budget Detail Sobriety Check Point Grant Program SC -14351 - SafeTREC Notes /Details: (1) Sobriety Check Point Grant Program, funded by The Office of Traffic Safety. Paid to City via reimbursement staff time is calculated per operation / not to exceed $7200 per operation, Program is POUR operations Public Safety Staff Hours Total 1.45% Sala & Benefits Sergeant (8 hours) x 2 16 $1,312.00 $19.02 $1,331 Public Safety Officer (8 hours) x 8 64 $4,864.00 $49.64 $4,914 Public Safety Dispatcher (8 hours) x2 16 $784.00 $18.37 $802 Total City staff ti eted$t 9.6, ea x4 3) Printing Cost Custom DUI Pamphlets 5000 /pcs $1,000.00 $1,00 Total printing $1,00 4) E went Cost Checkpoint Supplies $8,290.00 $8,29, Total equipment costs $8,201 T_ otal Proaram Cos $37,478 Grant Reimburses $38,090 Under Budget $612