HomeMy WebLinkAbout2020-08-18; City Council; ; COVID-19 Actions and Expenditures ReportCA Review CKM
Meeting Date: Aug. 18, 2020
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Geoff Patnoe, Assistant City Manager
Geoff.patnoe@carlsbadca.gov, 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 the City Council with financial expenditure reports relating to the city’s response to
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. For these updates, staff from the following major service areas will provide verbal
reports on current statistics, data, programming and relevant communications:
•City Manager’s Office
•Emergency Operations
•Community Services
•Police
•Fire
•Economic Revitalization and Recovery
•Administrative Services
Fiscal Analysis
None.
Next Steps
Staff will continue to provide the reports bi-weekly until the end of the emergency.
Environmental Evaluation (CEQA)
This action does not constitute a “project” within the meaning of the California Environmental
Quality Act under California Public Resources Code Section 21065 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.
Aug. 18, 2020 Item #6 Page 1 of 2
Public Notification
Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was
available for public viewing and review at least 72 hours before the scheduled meeting date.
Exhibits
None
Aug. 18, 2020 Item #6 Page 2 of 2
All Receive -Agend. lt~m # ltJ
For the Information of the~
CITY COUNCIL
Date ~ CA 1 CC ¥J
CM ~ACM _.Y!__ DCM (3})0
Council Memorandum
Aug. 18,2020
To:
From:
Via:
Honorable Mayor Hall and Members of the City Council
Laura Rocha, Deputy City Manager, A~-i~strative Services
Geoff Patnoe, Assistant City Manage~
{city of
Carlsbad
Re: Additional Materials Related to Staff Report Item No. 6 -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 Aug. 18, 2020. These expenses are being tracked to
understand the financial impact of COVID-19 on the city and to request state and federal
government reimbursement for eligible expenses. The next update will be provided on
Sept. 1, 2020.
Department
ITt !
Description of
Item or Service
Purchase
Order
Amount
1.:r l Remaining
,_8_. C_i_ty_M_a_n_ag_e_r _______ i ~~_e~!)i!)g supplies
8 Communicati_o_n & Engagement I Pr~tective ge~r
: Public notification -----
1-------------~[~a~~
1-B_C_o_m_m_u_n_it~y_D_e_v_e_lo~p_m_e_n_t __ ~! Clea nin~ sup pH es
C-:::IEnvironlTlE!nt~I Managelll_e.nt Cleaning supplies
E=.-J Facilities ; CIE:<!_nin~ services
I Cleaning supplies
!Me~,;-~~d meal supplies
. . -
39,696
411
124,260
13,346
36,422
Public notification
Signage
,_t:J __ -Fi-re __________ __,lcl;aning services 35,470
Administrative Services Branch
Cleaning supplie~ ____________________ _
; Me~~ and meal supe_lj es_
Protective gear
Public notification
1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415 _
Expenditures Committed
to Date Funds
198
1,876
75,510
3,049
5
198 '
1,876 ,
115,206 ---·--·-··------
3,049
411
5
118 118
56,740 .
_39,787
205
9,225
181,000 ---~--44,133 :
205
45,646 ' --·----------··-------
26 . 26 ----
303 303
12,593 48,062 i
5,448 5,448 1
------~--------.. •-•-·-«---.
24,537 -24,537
33,980 33,980
65 65
Honorable Mayor Hall and Members of the City Council
Aug. 18,2020
Page 2
Department
!.t!
Description of
Item or Service
1-c_··1 _Fl_e_et __________ -+-C.!_eaning supplie~ _
1-2_,_H_o_u_si_n=g-----------+~~_R~S F_unding
i3HR S_leaning suppl~es
IT equipme_nt
Purchase
Order
Amount
1-1 R · · :~•, emammg
t-------------....,' Protective gear 23,609
1-E_i _ln_fo_r_m_a_t_io_n_T_e_c_h_no_l_o=gy=----~ IT_ equipment 32,705 I . . I
g office of Innovation Economic Revitalization 4,750,000 ,
Expenditures Committed
to Date Funds
695 695
255,680 . -. --·
1,208 1,208 .
150 150
11,224 34,833
129,697 162,402
4,750,000 1---------------·-·••-'••--•-•···•·· .. ··----.. ···· .... -"··---------------·-·----····--·······-·---+----·--··-··--·""""·--······
3 Parks & Recreation Sle_a_ning ~ervices
Cleaning supplies
___ ME:_~ls and mea! sue_p~es
,Other
,Protective gear
Public notification -·----
3,584
41,147
50,250 50,250
7,612 11,196
123,431 164,578
1,341 1,341 ---------
2,043 2,043 .... ·····------.. _.
17,129 17,129 ,
Signa&I:_ __ _ _____________________________ 11,108 11,108 1 ·11:ssg ____ -6s,_~00 1 · 8 Police
------··········· -···-
!Cleaning services
l ~l~aning _suppli~s
-~-! Protective gear __ _
'Public notification
1-------------~Si~nage
__ 10vertime _
l Parttime salaries
,salaries 1-------------~---,---·--·-·-·-···-·--···---·-----
B Transportation ______ -~l~_aning sue_pli~s _
1 Meals and meal supplies
l Protectivegea; --·· · t----------------i
IC!e~ning supplies 3 Utilities
Grand Total
Methodology
______ IT equipment
Prot~ctjve ~e_ar
. Public notification
47,111 ,
7,945 !
-12:883 :
1,518
4,410 l2,354
10,266 23,149 , --------------------·· ··-·-·-·-----·-
126 126
482 2,000 .
426,632 -----· -
437,596
5,717,759
1,506
173
33,432
426,632
437,596
5,717,759
1,506
173
33,432
314 314
___ _j. ________ 3_5l_ _______ 352 1
. 11,625 11,625 :
688 688 i
5,425,787 7,273,802 12,699,590
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.
Honorable Mayor Hall and Members of the City Council
Aug. 18,2020
Page 3
-Meals and meal supplies consist of senior meal program and meals at the emergency
operations center.
-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.
Salaries and wages
The chart below includes actual COVID-19 labor cost, by department. Labor costs below include
regular and overtime hours.
City of Carlsbad
COVID Labor Hours through July 26, 2020
By Department
PARKS AND RECREATION, 13%
$879,852
HUMAN RESOURCES, 5%
$316,372
LIBRARY AND CULTURAL
ARTS, 6% $371,630
POLICY /LEADERSHIP
GROUP, 9%
$629,532
Funding expected
FIRE,5%
$311,580 OTHER, 7%
$455,876
POLICE, 55%
$3,617,144
The City of Carlsbad has applied for and received funds which are outlined by category in the
analysis below. Funds may be restricted to certain uses which are generally costs to prevent,
prepare for, and respond to COVID-19.
The City of Carlsbad received the following CARES payments in July and August:
• $235,548 from the State of California which is equivalent to one sixth of the CARES
Coronavirus Relief Fund Allocations for Cities and Counties grant.
• $137,610 from the U.S. Department of Housing and Urban Development (HUD) for
second round of funding.
Honorable Mayor Hall and Members of the City Council
Aug. 18,2020
Page 4
Fund category
COVID CONTINGENCY
GENERAL FUND CARES
ECONOMIC CONTINGENCY
BUDGETED SALARIES
GENERAL FUND SUBTOTAL
HUD COVID-19 CARES ACT
CDBG COVID-19 CARES ACT
TOTAL
COVID-19 Costs and Funding Sources
As of August 18, 2020
Expected
Cost plus amount of
estimate [1] funding
$ 1,538,555 $ 4,211,612
$ 3,643,757 $ 3,643,757
$ 4,750,000 $ 5,000,000
$ 2,511,597 $ 6,155,355
$ 12,443,910 $ 19,010,724
$ 255,680 $ 255,680
$ -$ 315,666
$ 12,699,590 $ 19,582,070
Less: contingency funds
Surplus/(deficit) excluding contingency
Surplus
or
(deficit)
$ 2,673,057
$ (0)
$ 250,000
$ 3,643,757
$ 6,566,814
$ -
$ 315,666
$ 6,882,480
$ (3,250,000)
$ 3,632,480
[1] Costs plus estimate is total cost incurred to date (including salaries) plus residual PO
amounts. Future estimated salaries are not included.
Note
[a]
[b]
[c]
[d]
[e]
[f]
[g]
[a] Represents costs expected to be eligible under FEMA from $3M City Council approved
contingency for COVID related costs not considered in budget. Funding from FEMA is limited to 75%
of expenses. An additional 5% of expenses are allowed to cover administrative costs. FEMA funding
request is not yet submitted or approved.
[b] Total funding from CARES of $3.6M of which $2.4M from the county and federal government, has
been received in the general fund, and $1.3M is pending receipt from the state. CARES funding
allowed to cover all safety salary expenses (regular time for police and fire).
[c] Economic revitalization funding approved by City Council totaling: $SM. The total costs are net of
$250K of council contingency.
[d] This category is funded by $5. 7M budgeted salaries, however the costs are split between two
categories. The $3.3M safety salaries are included in the cost for category GF CARES. The $2.4M are
non-safety salaries that remain in the cost category budgeted salaries.
[e] HUD funding of $256K was received, $118K of funds available have an associated cost in the
housing budget.
[f] CDBG funding of $316K is available but not yet received, all funds are restricted to CDBG COVID-
19 costs.
[g] Contingency funds include $3M COVID City Council approved contingency and $250K in economic
revitalization contingency.
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney
Tammy Cloud-McMinn
From:
Sent:
To:
Subject:
Marla Payea < mlnathans@gmail.com >
Saturday, August 15, 2020 9:31 AM
City Clerk
Agenda item 6-covid response
Dear Mr. Chadwick and members of the City Council,
All Receive -Agf!nda Item # 1£
For the Information of the:
·~ C)~ COUNCIL .
Date&~ CA V--CC ~
CM V-ACM ~DCM (3) ✓
First and foremost, thank you for spending the time to send the residents of Carlsbad detailed updates in regards to the
virus. I imagine this is no easy task and I appreciate the amount of thought and time you put into drafting these updates.
After reading today's update, I must tell you I am very upset in regards to the closing of the outdoor basketball courts at
our city's parks. Yes, people have certainly violated the 6 feet rule on the court. Yes, there have been people playing
pick-up games with zero masks on. I've seen it multiple times myself. However, isn't there a better solution than to apply
a blanket rule here and close all of the public courts? Call me crazy, but if there are people who still think they are
invincible and clearly do not care about adhering to the rules necessary to keep our residents safe, then these same
people will continue to break the rules when/if the courts open back up. And then what? Will we keep seeing a pattern
of the courts being opened then closed, opened then closed?
Aside from these violators, I have seen many people following the rules. I've seen families shooting hoops and putting a
mask on when they get too close to someone outside their household. Basketball happens to be my son's outlet. It's
how he stays healthy, off the couch, off his electronics. We have been very careful to follow the city's rules so that he
can continue to have this outlet, and now it's being taken away because there are some selfish people out there. Well,
these same people will probably choose to be selfish again when given the opportunity to play at the outdoor courts, so
why are you punishing the rest of us? The rate of depression is skyrocketing. Exercise is necessary to helping people feel
good, to feel positive-which is important now more than ever. Please tell me why we have to pay the price for other's
mistakes? I wish the city had a plan to enforce these rules better, because simply shutting everything down as a
"solution" will only punish the rule-followers, and delay the inevitable for those who don't care.
Thank you,
Marla Payea
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