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Home My WebLink About2020-10-06; City Council; ; COVID-19 Actions and Expenditures ReportMeeting Date: Oct. 6, 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 The City Council voted unanimously April 7, 2020, 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. Oct. 6, 2020 Item #11 Page 1 of 2 CA Review CKM 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 Oct. 6, 2020 Item #11 Page 2 of 2 All Receive -Agenda l~em # J1 For the Information of the: CITY COUNCIL Date JO /tp CA ..,,--CC .....- CM _::::ACM .-DCM (3) ✓ Oct. 6, 2020 To: From: Via: Council Memorandum {city of Carlsbad Re: Honorable Mayor Hall and Members of the City Council Laura Rocha, Deputy City Manager, Ad~~rative Services Geoff Patnoe, Assistant City Manager ~ Additional Materials Related to Staff Report Item No. 11 -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 Oct. 6, 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 Oct. 20, 2020. Purchase Description of Order Expenditures Committed Department Item or Service Amount to Date Funds 1 ... t j l::'!:J Remaining 8 City Manager ' , Cleaning supplies -198 198 --- _1:::1 Com_!!!_~n~cati~n & Engagemen_!_ Protecti".'.I:! gear ' -I . _!,876 ! _!,8?.§.:. Public notification 44,291 99,803 144,094 - Signage -3,049 3,049 8 Community Development ·Cleaning sup~ies 411 -411 - 8 Environmental Management 1Cleaning supplies -5 5 t --- I 1r eq_~ipment -118 I 118 -----56,740 I -- l::l Facilities Cleaning services 124,260 181,000 - Cleaning supplies 13,346 57,757 71,103 Meals and m_!~supplies -205 205 -- 9,235 I - Prote_ctive gear I 36,422 I 45,657 -·-.. --- Public notification -I 26 26 ~ignage -303 303 ---. - 8 Fire Cleaning services 35,470 12,593 : 48,062 ~-I - Cl!:!~_!ling suppli_es -5,448 5,448 ---I ~ Meals and meal supplies -24,537 24,537 --Protective gear -33,980 33,980 Public notification -65 65 Administrative Services Branch 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415 Council Memo -Additional Materials Related to Staff Report Item No. 11 Oct. 6, 2020 Page 2 Department ~ Description of Item or Service Purchase Order Amount I :rl Remaining Expenditures Committed to Date Funds I 8 Fleet /Cleaning supplies 1-8--H-ou_s_i_ng _________ ! CARES F~-nding 893 i 893 255,680 255,680 I -I EJ HR JCleaning supplies 1,208 I 1,208 : -I ___ 15_0_1 ______ 15_0 : IT e_quir>_ment _ I Protective gear 1---------------_ ' ·--28_,4_3_31 12,400 ! -40,833 f-El_l n_f_o_r m_a t_i _o _n _T_e _c h_n_o_l_o=g y~ ___ i IT equ_i pment 32,705 I 129,697 • 162,402 f-EJ_O_ff_ic_e_o_f_l_n_n_o_v_at_io_n ____ -----' Econo_r:i:,_i_c ~~vita li~ation J 4, 7 ?_Cl_,000 ---+-_ 4,750,000 8 Parks & Recreation iCleaning services :cleaning supplies i Meals ~~d ~~al ~upplies Other 14,619 3,584 I -107,566-1 75,381 1 90,000 7,612 , 11,196 147,013 1~341 ! 254,578 1,341 2,118 ... 1 Pr~te~~ive~~ar . . - 1 2,118 : , Public notification , 4,31~ ··. 18,139 · 22,478 I ---~ Signa_g~_ __ -r 11,108 . 11,108 ,-t:I ___ P_o_lic-e-----------.c-leaning services 47,111 -1 7,889 i --65~000 -ICl_eaning supplies ---7,945_[ _ 4,410 r-12,354 ----. Protective gear _ ___ ___ __ }?,~~3 __ ! _______ 1:_0,~6_§_: ___ X3,~~~- ' Public notification _ -I _ _ __ 1~6 ! iSignage 1,518 I 482 ' 126 2,000 1----------------.. ------------ EJ Salaries and wages El Transportation B Utilities Grand Total Methodology Overtime : Parttime salari;s- 1Salaries !Cleaning supplies __ f_Meals and meal ~uppl!_es I Protective gear_ 1Cleaning supplies J 1T equipm~nt i Protective gear -l P~blic notification i --: ---I ! --I -I -I l 5,520,583 467,719 '. 548,576 I 7,344,947 I -·-.. --- 1,506 173 33,819 ' 380 352 I 13,470 '. 688 ; 467,719 548,576 - 7,344,947 --. . -. - 1,506 173 33,819 380 352 13,470 688 9,157,800 14,678,383 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 indude disinfecting wipes, hand sanitizers, etc. -Meals and meal supplies consist of senior meal program and meals at the emergency operations center. Council Memo -Additional Materials Related to Staff Report Item No. 11 Oct. 6, 2020 Page 3 -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 September 20, 2020 By Department PARKS AND RECREATION, 13% HUMAN RESOURCES, 4% $358,555 LIBRARY AND CULTURAL ARTS, 5% $413,382 POLICY/LEADERSHIP GROUP, 9% $718,579 Funding expected $1,072,440 FIRE,4% $377,332 OTHER,6% $5 19,442 POLICE, 59% $4,900,941 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. In September, an additional allocation for the City of Carlsbad of $909,924 was announced from HU D's Office of Community Planning and Development. These CDBG funds have not been received and are pending additional approvals. Council Memo -Additional Materials Related to Staff Report Item No. 11 Oct. 6, 2020 Page 4 The City of Carlsbad received the third installment of CARES payment on Sept. 20, 2020, of $235,548 from the State of California. Total payments to date are $706,645 from the total · $1,413,290 in CARES Coronavirus Relief Fund Allocations for Cities and Counties grant. COVID-19 Costs and Funding Sources As of October 2, 2020 Expected Surplus Cost plus amount of or Fund category estimate [ll funding (deficit) · COVID CONTINGENCY $ 1,779,180 $ 4,401,104 $ 2,621,924 GENERAL FUND CARES $ 3,643,757 $ 3,643,757 $ 0 ECONOMIC CONTINGENCY $ 4,750,000 $ 5,000,000 $ 250,000 BUDGETED SALARIES $ 4,249,766 $ 7,893,523 $ 3,643,757 GENERAL FUND SUBTOTAL $ 14,422,703 $ 20,938,385 $ . 6,515,681 HUD COVID-19 CARES ACT $ 255,680 $ 255,680 $ - CDBG COVID-19 CARES ACT $ -$ 315,666 $ 315,666 TOTAL $ 14,678,383 $ 21,509,731 $ 6,831,347 Less: contingency funds $ (3,250,000) Surplus/(deficit) excluding contingency $ 3,581,347 [ll Costs plus estimate is total cost incurred to date (including salaries) plus residual PO amounts. Future estimated salaries are not included. Note [al [bl [cl [dl [el [f] [gl [al 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. [bl Total funding from CARES of $3.6M of which $2.8M from the county and federal government, has been received in the general fund, and $0.7M is pending receipt from the state. CARES funding allowed to cover all safety salary expenses (regular time for police and fire). [cl Economic revitalization funding approved by City Council totaling: $SM. The total costs are net of $2S0K of council contingency. [dl This category is funded by $7.9M budgeted salaries, however the costs are split between two categories. The $3.6M safety salaries are included in the cost for category GF CARES. The $4.2M salaries that remain in the cost category budgeted salaries. [el 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. In September, an additi~nal allocation for the City of Carlsbad of $910K was announced from HU D's Office of Community Planning and Development. These CDBG funds have not been received and are pending additional approvals. [gl Contingency funds include $3M COVID City Council approved contingency and $2S0K in economic revitalization contingency. Council Memo -Additional Materials Related to Staff Report Item No. 11 Oct. 6, 2020 Page 5 cc: Scott Chadwick, City Manager Celia Brewer, City Attorney Tammy Cloud-McMinn From: Sent: To: Bob Purcell Tuesday, October 6, 2020 11 :34 AM City Clerk; Keith Blackburn Cc: , Cori Schumacher; Priya Bhat-Patel; Christopher Trinh; Matthew Hoffman A 1 Item 11-Covid All Receive -Agenda Item# .lL Subject: Hi, For the Information of th e: CITY COUNCIL Date/...!!.&__ CA v-CC .,- CM ......--ACM ~DCM (3) ___:::- I do not feel safe driving in The Village with people running, biking, walking without masks on. Mr.Hall and Mr. Blackburn why did you vote against voting to enforce the rules in the past? I wear a mask while driving in my convertible. Most people, who are older, up in the Village, further away from 101 and State wear masks. Tourists and folks from inland do not. Does the Town Council visit the downtown crosswalks on weekends and see the blatant disregard for public health safety? Today, with tree work going on, a young Mother was walking with her wide 2 kid stroller on the sidewalk, and a runner without a mask came too close to me onto the street. Then, that massless runner jumped back up on the sidewalk into another crowd of older people. She did not have a mask either on, or on her person. That runner put that Mother, her 2 kids in.the stroller, a group of seniors, and myself in danger. Why are we not enforcing our Mask rules up at The Green and on The Beach? The Council is endangering my life 1:;>y not educating and enforcing the rules, and keeping me from spending my money in The Village. And, many other Carlsbad residents like me . The double standards are absurd. It bothers me that our Carlsbad kids will lose a year of in-person learning and activities, including sports and activities, because we did not clamp down on infractions. Fyi, I have not been to the beach since February because I am 67 and take the guidelines seriously. I coach at Carlsbad High. Our Varsity players are traveling out of state to Las Vegas, Arizona, Utah, Iowa, Indiana on AAU teams, while JV Teams-not ready for AAU play are not allowed to have a team ice cream at Handel's in The Village-so Handel's misses out on a big incremental ticket, and our high schoolers are confused about that double-standard. This past week Carlsbad Police busted up an informal offensive line walk-thru of 12 Carlsbad High Players, 6 players-2 lines-20 feet apart, all wearing masks. And do nothing about the maskless crowds downtown at 101 & Carlsbad Village drive? Come, on. Thank you for reading. Bob Purcell 1