Loading...
HomeMy WebLinkAbout21-197 Resolution No. 21-197 RESOLUTION AUTHORIZING EXECUTION OF A MEMORANDUM OF UNDERSTANDING TO ACCEPT A GRANT FROM PREUSSER RESEARCH GROUP, INC. FOR DISTRACTED DRIVING STUDY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that the City of Elgin, Illinois hereby accepts the Preusser Research Group, Inc. grant in the amount of $20,000.00 for a distracted driving study. BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, j ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute a Memorandum of Understanding on behalf of the City of Elgin with Preusser Research Group, Inc. for distracted driving study, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: December 15, 2021 Adopted: December 15, 2021 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk i MEMORANDUM OF UNDERSTANDING BETWEEN PRG&ELGIN PD Last updated: 10/1/2021 (KR/PRG) MEMORANDUM OF UNDERSTANDING BETWEEN PREUSSER RESEARCH GROUP,INC. & ELGIN ILLINOIS POLICE DEPARTMENT This Memorandum of Understanding("MOU") is made and entered into by Preusser Research Group, Inc. (PRG), represented by its CEO, Neil Chaudharv, and the Elgin Police Department (EPD), City of Elgin, an Illinois municipal corporation,represented by Chief Ana Lalley. OVERVIEW The purpose of this updated MOU is to restart a NHTSA Distracted Driving project that was substantially delayed by COVID. All updated project specifics (e.g., new dates for enforcement waves)will be discussed and agreed upon by both parties(Preusser Research Group, Inc. aka PRG and the Elgin Police Department). Notable revisions from the previous(expired)version of MOU: • The project end date( p and MOU expiration date)has been extended to 12/24/2022. P J• The overall number of enforcement waves has decreased from 4- -e6 to 2 3 (final number and timing of project waves will depend on schedule availability of the police department in relation to staff resources and other existing project commitments). • The 2-3 enforcement waves and pre/post roadside observations (scientific by PRG &detailed tally counts by law enforcement)must be completed by 7/31/2022 to allow for all data analysis and final reporting requirements to NHTSA by PRG. • Due to the decrease in required number of waves, the total available project funding has decreased from(up to $30,000 to u to $20,000 per law enforcement agency. STATEMENT OF PURPOSE Preusser Research Group, Inc. is conducting a distracted driving study under contract with the National Highway Traffic Safety Administration(NHTSA). The project is entitled "Using Observation to Increase Distracted Driving Enforcement"(Contract/Task Order#: DTNH2216D00019/DTNH2217F00178). The project objective is to decrease cell phone use and texting while driving. PRG, Inc. will work with three selected law enforcement agencies (individually) in three different states to develop and implement a multi-faceted program approach that incorporates cell phone use (talking and texting) roadside observations, public information and education, community feedback, earned and social media elements, and highly visible sustained distracted driving enforcement. The end product of this effort will be information that can be used to model successful distracted driving enforcement operations in law enforcement departments of varying size, as well as education, outreach, and community engagement. PRG will work with the Elgin Police Department to design and implement a distracted driving enforcement program 1 with the overall goal of decreasing cell phone use while driving in the City of Elgin, Illinois. PRG agrees to provide EPD with up to $20,000 in compensation for participation in this technical assistance/demonstration project. Funding will be used for program-only u osesincludin payment for administrative officer hours program enforcementpatrols, P rP g P Ym , P 1�' equipment, and distracted driving resources/tools used to publicize project/enforcement efforts. The agency will keep any physical resources (signs, etc.) obtained during the program and continue to use them for future traffic safety operations (distracted driving in particular). Please note: Once a signed MOU is in place, project specifics will be discussed and determined by PRG,Elgin PD,and NHTSA. All three agencies will agree upon terms such as#of enforcement activities,waves, start/end dates, types of enforcement activity,public outreach/engagement, etc. This detailed information will be included in a revised Technical Assistance Guide (TAG) otherwise known as an " Action Plan" that will serve as the timeline for all tasks, key deliverables, staff assignments, and target due dates throughout the course of the project. All project work will be a collaborative effort between the three agencies; Elgin PD will have the final say on all planned enforcement activities and the level of participation their department can commit to. AGREEMENT Both PRG and EPD agree as follows: 1. Initial Site Visit,Working Meeting, and Observation Training • Initial site visit/working meeting/observation training already took place in 2019. PRG will conduct a refresher training via Zoom or pre-recorded video. • A Technical Assistance Guide(TAG)was developed prior to the initial project meetings and was finalized after the meeting. We will modify this existing document to reflect necessary updates. 2. Enforcement Technique and Duration: • This agreement covers 2—3 total waves (recommended 5 - 10 days duration per wave) of high visibility distracted driving enforcement(HVE)before 7/31/2022. The new start date will be determined by all involved parties once a signed MOU is in place and the appropriate staff availability is determined. All traffic enforcement staffing, and shift assignments will be determined by EPD based on officer resources and the preexisting enforcement schedule needsof the traffic unit. • PRG will offer preferred scheduling suggestions based on our prior evaluation work for similar studies. EPD will have the final say on all activity timing, schedules, and number of total Waves they choose to participate in. • Specific enforcement techniques will be at the discretion of each individual agency(what works for some states/areas will not work for others). PRG will provide guidance and advice on what type of enforcement activity should occur as needed. 2 i MEMORANDUM OF UNDERSTANDING BETWEEN PRG&ELGIN PD Last updated: 9/7/2021 3. Roadside Observations • The program will include two types of distracted driving observations: one set ofscientific observations collected by PRG's expert observers, and one set of non-- scientific observations carried out by EPD officers or civilian staff. • PRG will retrain EPD officers and civilian staff on how to conduct roadside observations virtually. Our methods ensure random vehicleselection to avoid observer bias. • PRG and EPD will conduct roadside observations surrounding all HVE Waves. • Observation sites will remain the same throughout the project duration to ensure comparability. • Roadside data collection may include type of cell phone use observed (hand-held, Bluetooth, manipulating device e.g., typing or texting), driver sex, estimated age, and vehicle type. 4. Observation Feedback: • Results of the scientific observations will be used to evaluate the effectiveness of the program in reducing the incidence of distracted driving. Results of the non-- scientific observations will be used both as a motivational tool to inform enforcement strategies and as part of a communication strategy(i.e., to provide feedback to law enforcement and the general public regarding cell phone use in their community). For example, observed distracted driving behavior statistics may be posted on signage that drivers can see on a daily basis; numbers will be updated after each enforcement period. Officers conducting the roadside observations will have an opportunity to directly witness the impact of their enforcement efforts from Wave to Wave (thus maintaining enforcement motivation). 5. Publicity • PRG will assist and collaborate with EPD on a variety of program messaging for the HYE wave periods. Typical types of HYE publicity are expected. Those types may include, but are not limited to signage,press releases, television/radio news interviews, and social media feeds. • All program publicity(content and method for delivery) will be mutually agreedupon by EPD,PRG and NHTSA. 6. Enforcement and Publicity Signage • EPD must use some amount of funding (or in-k i n d donation) for program "signage"where the signs relay use rates to the public. All signage purchased for program use must help facilitate either the enforcement or publicity components of the program. Either EPD or PRG may purchase signage or solicit donated signage for this project, with verbalagreement and approval of the other party. Specifically, any use of project funding for signage must be 3 MEMORANDUM OF UNDERSTANDING BETWEEN PRG&ELGIN PD Last updated: 9/7/2021 agreed upon by NHTSA, PRG and EPD.After the program, the agency will keep any physical resources obtained and continue to use them for future traffic safety operations (distracted driving programs in particular). 7. Historical&Program Data: • EPD will supply PRO historical data including the public data from traffic citation records for a 3-year period (2018—2020 or most recent available). PRG will use historical data to identify target sites, track data trends, and determine changes over time. • EPD will supply PRG with specific information on HVE enforcement activitythat takes place during the program. PRG will provide EPD a report form thatwill be used to gauge the level of enforcement activity. • The foregoing notwithstanding, EPD shall not be required to provide any information or records that are prohibited from disclosure under any applicable law or regulation. 8. Period of Performance This MOU agreement will be in effect when both parties (PRG and EPD) sign and will end on the project completion date of 12/24/2022. 9. Reimbursements PRG will reimburse hours for program enforcement, hours for program management, signage, or equipment purchases within 45 days from the date the invoice is received at PRG. Payment for officer hours devoted to program enforcement will notbe reimbursed until required HVE activity data are reported. Invoices should be sent to (electronic submission preferred): prg&preussergroup.com (please cc:officemgina m.email) OR mailed to: Preusser Research Group,Inc. Attn: Neil Chaudhary or Katie Raboin 115 Technology Drive,Unit B-307 Trumbull,CT 06611 10. Termination This MOU may be amended or terminated by mutual written and signed agreement. This agreement can be terminated upon 30-days prior written notice from either party to the other. The agreement will be terminated if funds are no longer available to support the continuation of the project or if EPD becomes unable to support required activities. PRG will reimburse EPD for any expenses incurred up to the date of the written notification is received by EPD. 11. Audit Documentation In the event of an audit, EPD will verify project expenditures upon request. This will include salary documentation(payroll records, officer overtime, activity reports, receipts, etc.) or other information necessary to verify reimbursements made to EPD. For the purposes of compliance, EPD will be willing to keep pertinent project records on file for a minimum of 5 years. 4 ' i MEMORANDUM OF UNDERSTANDING BETWEEN PRG&ELGIN PD Last updated: 9/7/2021 12. Indemnification All enforcement,public awareness, and any other program activities scheduled or completed will be governed by EPD policy. All activities completed under this MOU, must, at all times,be planned and implemented to ensure the safety of the public, EPD staff, and any other volunteers or support personnel. EPD agrees to indemnify and hold harmless PRG from any and all claims, demands, losses, causes of action, damage, lawsuits,j judgments, including attorneys' fees and costs, arising out of,or relating to the project related work of the EPD. 13. Miscellaneous • Amendments or additions to this MOU will be mutually agreed upon and madeonly by written amendment, duly executed by all parties. • This MOU will take effect when signed by all parties, as evidenced by the lastdate entered on the signature page. • Once a signed MOU is in place, an updated TAG/Action Plan will be shared with EPD. TAG/Action Plan items will include#of enforcement waves, dates of enforcement waves,pricing for social media boosts and/or roadside signage, overtime hours, etc.These details will be discussed and agreed upon with all project personnel (Elgin PD, PRG, and NHTSA).before officially proceeding. 14. Need for Notification All notifications or communication regarding this MOU should be directed to: ApprovalLevel Officials PREUSSER RESEARCH GROUP,INC. ELGIN POLICE DEPARTMENT (PRG) (EPD) Dr.Neil Chaudhary,CEO&Principal Investigator Lieutenant Steve Bianchi Preusser Research Group,Inc. Elgin Police Department 115 Technology Drive,Unit B-307 151 Douglas Avenur Trumbull,CT 06611 Elgin,IL 60120 Email: neil@preussergroup.com bianchi_sJ@cityofelgin.org Office: (203)459-8700 x 108 Phone: (847)289-2603 5 MEMORANDUM OF UNDERSTANDING BETWEEN PRG&ELGIN PD Last updated.• 9/7/2021 Day-to-Day Project Points of Contact PREUSSER RESEARCH GROUP,INC. ELGIN POLICE DEPARTMENT (PRG) (EPD) Preusser Research Group,Inc. (PRG) Elgin Police Department(EPD) Katie Raboin,Project Manager Officer Jonathan Cox Preusser Research Group,Inc. Elgin Police Department 115 Technology Drive,Unit B-307 151 Douglas Avenur Trumbull,CT 06611 Elgin,IL 60120 Email: katie@preussergroup.com Cox—J@cityofelgin.org Office: (203)459-8700 x 104 Phone: (847)289-2683 15.Signatures By signing below, both parties agree to the above stated terms and conditions of this MOU. Dr. Neil Chaudhary, CE Richard G. Kozal, City Manager Preusser Research Group, Inc. City of Elgin 10/1/2021 December 15 2021 Date Date ATTEST City Clerk 6