HomeMy WebLinkAbout2020-04-21; City Council; ; COVID-19 Actions and Expenditures ReportCA Review CKM
Meeting Date: April 21, 2020
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Geoff Patnoe, Assistant City Manager
Geoff.Patnoe@carlsbadca.gov or 760‐434‐2820
Subject: COVID‐19 Actions and Expenditures Report
Recommended Action
Receive a report on recent actions and expenditures related to the city’s response to the
COVID‐19 pandemic and provide direction as appropriate.
Executive Summary & Discussion
At the April 7, 2020, City Council meeting, the City Council voted unanimously to direct staff to
return to City Council with financial expenditure reports relating to the city’s response the
COVID‐19 pandemic. The city manager further committed to provide a bi‐weekly update to the
City Council on recent actions and expenditures related to the city’s response to the pandemic.
Staff from the following major service areas will provide a verbal report relating to current
statistics, data, programming and relevant communications:
City Manager
Emergency Operations
Administrative Services
Community Services
Public Works
Police
Fire
Economic Revitalization and Recovery
Communication & Engagement
Fiscal Analysis
None.
Next Steps
Staff will continue to provide the reports bi‐weekly until the end of the emergency.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code Section 21065, this action does not constitute a “project”
within the meaning of the California Environmental Quality Act in that it has no potential to
cause either a direct physical change in the environment, or a reasonably foreseeable indirect
physical change in the environment, and therefore does not require environmental review.
April 21, 2020 Item #7 Page 1 of 2
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to scheduled meeting date.
Exhibits
None.
April 21, 2020 Item #7 Page 2 of 2
April 17, 2020
All Receive -Agenda Item#_!]_
For the Information of the:
CITY COUNCIL
Date $i__ CA~ CC i...----
CM ~M ~CM (3) ~
Council Memorandum
To: Honorable Mayor Hall and Members of the City Council
From: Jason Haber, Intergovernmental Affairs Director
Via: Scott Chadwick, City Manager
{city of
Carlsbad
Re: Additional Materials Related to Staff Report Item No. 7 -COVID-19 Actions and
Expenditures Report
This memorandum presents two draft advocacy letters for City Council direction as part of the
City Manager's Office update on COVID-19 actions. The positions advocated in these letters were
discussed and supported by the City Council Legislative Subcommittee at their meeting on April
14. However, the city's Legislative Platform does not provide sufficient authority for staff to
submit the attached letters without first obtaining City Council approval, pursuant to City Council
Policy No. 39. As such, the attached letters are presented for City Council consideration and
direction to staff.
Attachment A is a letter proposed to be sent to our district representatives in the California State
Assembly and California State Senate, which (a) endorses a March 22 advocacy letter from the
League of California Cities to Governor Newsom, and (b) requests state action to provide
temporary relief to cities on a variety of operational chailenges during, and for a limited time
period after the conclusion of the COVID-19 State of Emergency.
Attachment B is a letter proposed to be sent to U.S. Congressman Mike Levin in support of H.R.
6467, the Coronavirus Community Relief Fund Act. If directed by the City Council, staff proposes
to send similar letters to U.S. Senators Dianne Feinstein and Kamala Harris.
Attachment: A. State Advocacy Letter-COVID-19
B. Federal Advocacy Letter-H.R. 6467, Coronavirus Community Relief Fund Act ·
cc: Geoff Patnoe, Assistant City Manager
Celia Brewer, City Attorney
City of Carlsbad -City Manager's Offif e
City Hall 1200 Carlsbad Village Drive Carlsbad, CA 92008 I 760-434-2820 t
April 21, 2020
The Honorable
California State Assembly/Senate
State Capitol, Room __
Sacramento, CA 95814
Dear Assemblymember/Senator _,
Attachment A
{cityof
Carlsbad
Given the significant operational and economic impacts of the COVID-19 crisis, the City of
Carlsbad strongly supports the sentiments expressed in the attached March 22 letter from the
League of California Cities to Governor Newsom "seeking immediate action to pause certain
statutory requirements, so that cities can devote the resources necessary to protect the health
and safety of all Californians."
In addition, the City of Carlsbad respectfully request that the state take the following actions to
provide additional temporary relief to cities during, and for a limited time period after the
conclusion of the COVID-19 State of Emergency:
Permitting Time lines
Extend or suspend deadlines for processing all discretionary city-issued permits.
Affordable Housing
Extend project readiness deadlines on all Tax Credit Allocation projects and expedite
disbursement of relief funds and formula allocations for low income housing.
Vehicle Miles Traveled Criteria
Delay required implementation of vehicle miles traveled criteria (VMT) for determining
transportation impacts.
S82 Grants
Extend the submittal and completion dates for SB2 planning grants and issue regulatory waivers
to expedite the disbursement of Permanent Local Housing Allocation grant funds to entitlement
jurisdictions, allowing cities and counties to follow up later with formal applications and five-year
plans for the use of money as required.
Cal Recycle -Solid Waste Management
Issue waivers on meeting state waste diversion mandates for recycling & organics and extend the
deadlines for the submission of annual reports to Cal Recycle.
City of Carlsbad
City Hall 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 t
CEQA Exemptions
Develop CEQA exemption for a) COVID-19 recovery related activities and programs and b) to
allow local jurisdictions to administratively extend approved discretionary permits (i.e., CDPs,
CUPs).
Support for Federal Relief
The city also requests that the state support local efforts to encourage federal action on the
following items:
1. H.R. 6467, the Coronavirus Community Relief Act (to provide $250B to cities and counties
with populations of less than 500,000); and
2. Legislation to make state and local governments eligible for emergency paid leave payroll
tax credits.
These actions would provide a great deal of relief for cities throughout California as we adjust
to meet the operational challenges associated with the ongoing State of Emergency. Your
dedicated leadership and advocacy on behalf of the City of Carlsbad is greatly appreciated.
Sincerely,
Matt Hall
Mayor
cc: Members of the Carlsbad City Council
City of Carlsbad
City Hall 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 t
2019-2020
LEAGUE OFFICERS
President
John F. Dunbar
Mayor, Yountville
First Vice President
Cheryl Viegas Walker
Council Member, El Centro
Second Vice President
Cindy Silva
Council Member, Walnut Creek
Immediate Past President
Janet Arbuckle
Council Member, Gross Valley
Executive Director
Carolyn M . Coleman
March 22, 2020
The Honorable Gavin Newsom
Governor, State of California
State Capitol Building
Sacramento, CA 95814
Dear Governor Newsom:
Thank you for your leadership and partnership during this unprecedented public
health crisis. The League of California Cities appreciates the open lines of
communication with your Administration and the combined effort to address needs
in real time.
With our cities on the front lines of responding to this crisis, while continuing to
deliver essential services, it is critical that we continue to work together as new
issues and concerns arise. We know you share our intent to make the best decisions
we can to protect our communities.
City resources and personnel are stretched thin, as they navigate the response
necessary to contain the COVID-19 outbreak while complying with the
requirements for social distancing and self-quarantining. Many city employees who
would normally assist in ensuring that cities comply with certain statutory
requirements have been pulled from their regular assignments to work on
emergency response efforts.
In light of this, the League of California Cities respectfully requests that you take
immediate action to pause certain statutory requirements, so that cities can devote
the resources necessary to protect the health and safety of all Californians.
Specifically, we request the following relief during the period that began on
March 4, 2020 with the issuance of your Proclamation of a State of Emergency as a
result of threat ofCOVID-19 ("State of Emergency"):
Review and Approval of Development Proiects
o Existing law requires completion ofreview and decisions on development
applications within strict time limits. Failure by a city to approve or
disapprove a development project within those time limits may result in the
project being "deemed" approved.
• Relief Requested: Extend the deadlines in the Permit Streamlining Act
(Gov. Code§ 65920 et seq.), Housing Accountability Act (Gov. Code§
65589.5), Subdivision Map Act (Gov. Code§ 66410 et seq.), and
Government Code section 65852.2, relating to Accessory Dwelling Units,
by 120 days from when the deadline would otherwise expire if the
1400 K Street, Suite 400, Sacramento, CA 95814-3916 I www.cacities.org I (916) 658-8200
deadline would have expired during the State of Emergency or the
application is submitted during the State of Emergency.
Housing Elements
o Existing law requires cities to review their Housing Elements "as :frequently as
appropriate" in order to evaluate progress made and any changing conditions
affecting its housing needs, and to report on the status and progress of
implementing the Housing Element annually. Depending on jurisdiction and other
factors, a minimum four-year, five-year, or eight-year revision cycle applies. The
housing elements in several regions will be due in the next year or two (upcoming
deadlines can be found at the following link:
https://www.hcd.ca.gov/community-development/housing-element/docs/6th-
web-he-revised-duedate.pdf. Although some of these deadlines seem far off,
there are many things that have to be done prior to submitting a Housing Element
to the Department of Housing and Community Development (HCD), including
the solicitation of robust public input (statutory community meetings, California
Environmental Quality Act scoping meetings, etc.). Further, in developing their
housing elements, cities benefit from technical assistance from HCD and are
required to plan for their share of the regional housing need developed by
councils of governments. Orders to self-isolate, closure of government facilities,
and closure of many businesses will make it virtually impossible to engage the
community in the manner required by this mandate. Moreover, many cities are
preparing comprehensive General Plans, in addition to their mandatory Housing
Elements, to ensure that their General Plans are internally consistent. Because of
the necessary measures cities must take during this public health emergency,
cities will not be able to devote the time and attention necessary for adoption of a
community-supported Housing Element in a timely manner.
■ Requested Relief: Extend the dates by which cities must submit their
Housing Elements to HCD by six months if they are required to submit
their Housing Elements in 2020 or 2021. Extend the requirement in
Government Code section 65400 that cities submit an annual report on the
status and progress to HCD before April 1, 2020 by 120 days to
July 30, 2020.
Housing and Community Development {HCD) Grant Programs
o Existing law authorizes HCD to administer programs that provide grants and
loans (from both state and federal housing programs) that create rental and
homeownership opportunities. Without these programs cities have fewer
resources to ensure all Californians, including veterans, seniors, people with
disabilities, farmworkers, and individuals and families who are experiencing
homelessness, have access to housing.
■ Requested Relief: Direct HCD to extend the application deadlines for all
HCD grant programs that would otherwise expire during the State of
1400 K Street, Suite 400, Sacramento, CA 95814-3916 I www.cacities.org I (916) 658-8200
ll~~F~12~~
~CITIES
Emergency to 120 days after the Governor terminates the State of
Emergency.
California Environmental Quality Act
o Existing law establishes certain deadlines that lead agencies must comply with to
determine the environmental impact of proposed projects.
• Relief Requested: Direct the Governor's Office of Planning and Research
to adopt guidelines extending lead agency deadlines established pursuant
to the California Environmental Quality Act by 120 days from when the
deadline would otherwise expire if the deadline would have expired during
the State of Emergency, including but not limited to:
• Public Resources Code Section 21000 et seq., which sets forth the
requirements of environmental review of projects and establishes
publication and public comment periods, as that section applies to
applications deemed complete prior to the declaration of the State
of Emergency;
• CEQA guidelines section 15102, which provides 30 days to
determine whether an EIR or Negative Declaration will be
required;
• CEQA guidelines section 15103, which provides a 30 day window
within which an agency must review and comment on a notice of
preparation;
• CEQA Guidelines section 15104, which requires that a meeting
requested by a project applicant be convened within 30 days of the
request;
• CEQA guidelines section 15105, which establishes the public
agency review period for a draft environmental impact report or
negative declaration;
• CEQA guidelines section 15107, which provides that a negative
declaration for a private project must be completed within 180
days of the application being deemed complete.
• CEQA guidelines section 15108, which provides that an
environmental impact report for a private project must be
completed within one year of the application being deemed
complete.
Transportation Funding
o In order for cities to obtain SB 1 (Beall, Statutes of 2017) road maintenance and
rehabilitation account funds, existing law requires cities to maintain their existing
commitment of local funds for street, road, and highway purposes. The amount of
this commitment is calculated pursuant to Streets & Highways Code section 2036.
lh addition, cities are required to develop a list of projects they propose to be
1400 K Street, Suite 400, Sacramento, CA 95814-3916 I www.cacities.org I (916) 658-8200
LEAGUE
OF CALIFORNIA
CITIES
funded with SB 1 funds by May 1 of each year. If a city does not submit the list of
projects within 90 days of the May 1 deadline, the city forfeits the funding.
• Requested Relief: Reduce the requirement in California Streets and
Highways Code section 2036(b) that cities expend a certain amount of
general fund revenue for street, road, and highway purposes by 25 percent
to account for the reduction in spending during the fourth quarter of the
fiscal year, as a result of the State of Emergency. Extend the deadline to
submit a list of projects established by the California Transportation
Commission pursuant to California Streets and Highways Code section
2034 in its "Local Streets and Roads Funding Program 2019 Reporting
Guidelines" (August, 2018) by 120 days to August 29, 2020.
Public Records Act
o Existing law requires an agency to respond to a request for a public record within
10 days ofreceiving the request. Under "unusual circumstances" (as defined), an
agency may extend the period for responding by up to 14 days. "Unusual
circumstances" does not include a public health emergency, such as the State of
Emergency. Some cities may be able to continue to comply with the current
statutory deadlines. Other cities will not, due to factors such as limited staffing or
IT capability.
• Relief Requested: State that the phrase "unusual circumstances" found in
Section 6253(c) includes the State of Emergency. Suspend the provision
of Government Code 6253(c) that limits the extension to respond to 14
days for all Public Records Act requests other than those for records
created during, and relating to, the State of Emergency.
Political Reform Act -Form 700
o Existing law requires certain local elected officials and employees to submit a
Statement of Economic Interest, also known as Form 700, by April 1 of each year.
Failure to timely file Form 700 results in the imposition of fines in the amount of
$10 per day up to $100.
• Relief Requested: Direct the Fair Political Practices Commission (1) not
to impose fines under Government Code section 91013 for failure to
timely file Form 700s by April 1, 2020; and (2) to establish a new filing
deadline after the Governor terminates the State of Emergency.
California Government Claims Act
o Existing law requires cities to provide certain notices to claimants who submit a
Government Claims Act claim within very short deadlines, ranging from 20 to 45
days. If the city does not provide such notices within the deadlines, the city may
lose certain defenses and may be subject to longer statutes of limitations. The
Governor's Executive Order N-35-20 appears to offer some relaxation of these
requirements, including the time within which the State must act upon claims.
1400 K Street, Suite 400, Sacramento, CA 95814-3916 I www.cacities.org I (916) 658-8200
However, there are some remaining ambiguities, including the time within which
local agencies must act upon claims.
• Relief Requested: Toll the requirements that local agencies provide notice
to Government Claims Act claimants-including but not limited to those
under Government Code sections 910.8, 911.3 , 911.6, 912.4, and 915.2-
until 20 to 45 days after the Governor terminates the State of Emergency,
if either the deadline to provide notice would have expired during the State
of Emergency or the claim is submitted during the State of Emergency.
Solar Permits
o Existing law provides that an application for approval of a solar installation will
be deemed approved in the absence of a written denial within 45 days.
• Requested Relief: Extend the deadline in Civil Code section 714(e)(2)(B)
by 120 days to 165 days if the deadline would have expired during the
State of Emergency or the application is submitted during the State of
Emergency.
Wireless Telecommunication Facilities:
o Existing law provides that a collocation or siting application for wireless
telecommunications facility shall be deemed approved if certain requirements are
met, including that a city or county fails to approve or disapprove the application
within a "reasonable period of time."
• Requested Relief: Suspend application of Government Code section
65964.1 until the Governor terminates the State of Emergency.
Financial Reports
o Existing law provides that cities must submit to the State Controller information
on annual compensation for the previous calendar year no later than April 30.
• Requested Relief: Extend the deadline in Government Code section
53891 for submitting compensation information to the State Controller by
120 days to August 28, 2020.
Police Department Registration
o Existing law requires sex offenders to register with the police department within
five days of moving into or changing their address, or 30 days if the individual is
without housing. Existing law also requires arson offenders to register with the
police department within 14 days of moving into or changing their address in a
jurisdiction. These registrations require in-person fingerprinting, photographs, and
signing of documents. Fingerprinting is problematic at this time, in light of the
social distancing recommendations, as it requires person to person contact (police
department employees must hold the registrants hand in place to scan).
• Requested Relief: Toll the deadlines for fingerprinting in penal code
sections 290 (sex offenders) and 457.1 (arson offenders) until the
Governor terminates the State of Emergency.
1400 K Street, Suite 400, Sacramento, CA 95814-3916 I www.cacities.org I (916) 658-8200
Thank you again for your leadership and partnership during these uncertain times. I
appreciate your consideration of these urgent requests. If you have questions or would
like to further discuss, please do not hesitate to contact me at (916) 658-8200.
Sincerely,
Carolyn M. Coleman
Executive Director
1400 K Street, Suite 400, Sacramento, CA 95814-3916 I www.cacities.org I (916) 658-8200
April 21, 2020
The Honorable Mike Levin
United States House of Representatives
1626 Longworth HOB
Washington, DC 20515
Dear Congressman Levin,
Attachment B
( City of
Carlsbad
The City of Carlsbad supports H.R. 6467, the Coronavirus Community Relief Fund Act, and we
greatly appreciate your decision to cosponsor this important legislation. H.R. 6467 would provide
$250 billion to cities of fewer than 500,000 people; helping to alleviate the impact of lost
revenues and unexpected costs incurred in response to the COVID-19 public health emergency.
This bill helps address the limitations of the stimulus package signed by President Trump last
month, which authorized $150 billion in payments to states and large cities. Unfortunately, that
funding is not available for local governments to close budget gaps; only to cover the costs for
coronavirus-related expenses. Furthermore, smaUer cities such as Carlsbad, are not eligible to
receive direct funding under the adopted formula for allocating relief.
Thank you for your diligent work to advance this legislation, which provides much-needed
support to smaller cities in our collective effort to manage this crisis and mitigate its effects on
our communities.
The City of Carlsbad would be happy to offer testimony or any other manner of support to help
ensure the passage of H.R 6467 in the 116th Congress.
Sincerely,
Matt Hall
Mayor
City of Carlsbad City Council
City Hall 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 t
April 21, 2020
To:
From:
Via:
All Receive -Agenda Item#~
For the Information of the:
CITY COUNCIL .,/
Date *CA \.(c:c_
CM_ ACM_ DCM (3)
Council Memorandum
{city of
Carlsbad
Re:
Honorable Mayor Hall and Members of the City Council
Laura Rocha, Deputy City Manager, A~-istrative Services
Geoff Patnoe, Assistant City Manage
Additional Materials Related to Sta ort Item No. 7 -COVID-19 Actions and
Expenditures Report
This memorandum provides a breakdown of the costs of the city's extensive emergency response
efforts by department and type of cost as of April 17, 2020. These expenses are being tracked to
understand the financial impact of COVID-19 on the city and to request state and the federal
government reimbursement for eligible expenses. The next update will be provided on
May 5, 2020.
Description of Purchase Expenditures Committed Department G:.!J Item or Service Order Amount to Date Funds l:!=l Remaining
B City Manager CJea_i:i~~g supplies 15 15 ------•
8 Co'!'m1:1nication & Engagement Public notification 44,110 35,434 79,544 ·~---?. i gi:i_? ge -~,046 3,046
B Community Development Cleaning supplies 411 411
. B Environmental Management Cleaning supplies 5 5
IT equipment 118 118
B Facilities Cle~_ni!!g services 189,000 189,000
Cleani~.li supplies 13,346 21,035 34,381
M_e_~ls and meal s_upplies 205 205
Public notification 26 I 26 ~-~----
Signage 303 303
8 Fire Clean in~.?ervices 14,400 ' 14,400
Cleani~ supplies 1,515 1,515 ·
Me~ls ~nd meal supplies 18,245 18,245
Pro!_ective gear 11,544 11,544
8 Fleet Cleani~~ S_LJ_~plies 129 129
8 HR Cleani!_'lg supplies 655 , 655 ·-.
Protective gear 190 190
a Information Technology IT equipment 73,526 88,876 162,402
Administrative Services Branch
1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415
Honorable Mayor Hall and Members of the City Council
April 21, 2020
Page 2
Department Description of
G:.!.J Item or Service
Purchase Expenditures Committed Order Amount
l:!J Remaining
8 Parks & Recreation ---Cleaning suep_lie_s __
Meals ~nd meal supplies
Other
____________ Sig_!lage
8 Police Cleaning services
Cleaning supplies
____________ Pro~E:_C!ive gear
B Sala~i!!s and wages
------------
Overtime
Parttime salaries
Salaries
_8_T_r_a_ns~p_o_rt_a_ti_o_n ______ Pr<?!ectivE:_ gea_!: _
a Utilities Cleaning supplies
IT equipment
Grand Total
Methodology
-------__ 3,584 __ ~
112,982
436,960
to Date Funds
5,031 8,615
--14~991-r--------·-
127,974
I 1,341 ! 1,341
10,992 i 10,992 1
3,300 3,300
2,337 2,337
7,175 i 7,175
116,754 I 116,754
45,070 I . 45,07() I
1,034,359 1,034,35~
214 214
295 295
65 65
1,437,664 1,874,624
The amounts above were compiled using data from the city's accounting system and inputs,
estimates and data, from department management analysts.
Definitions
-Cleaning supplies include disinfecting wipes, hand sanitizers, etc.;
-Meals and meal supplies consist of senior meal program and meals at EOC;
-Protective gear includes, masks, gloves and other protective wear;
-IT equipment includes laptops, earbuds, adapters, etc.;
-Salaries and wages represent staff hours worked on COVID-19 activities.
Funding received
On April 17, 2020 Carlsbad received $50,344 from the CARES Act Provider Relief Fund. The
payment was automatic for hospitals and other healthcare providers on the front lines of the
coronavirus response, including the city's first responders. The distributed amount is based on
the city's share of 2019 Medicare fee for service reimbursements that the city receives for
ambulance bills. The funding received will offset future COVID-19 reimbursement claims.
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney