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Home My WebLink About2020-10-20; City Council; ; COVID-19 Actions and Expenditures ReportCA Review CKM Meeting Date: Oct. 20, 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. 20, 2020 Item #5 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 Oct. 20, 2020 Item #5 Page 2 of 2 All Receive -Agenda Item # ::{_ For the Information of the: j cr~OUNCIL Date CA v cc ~ CM ~ACM ~DCM{3).:::::_ Oct. 20, 2020 To: From: Via: Council Memorandum {cilyof Carlsbad Re: Honorable Mayor Hall and Members of the City Council Laura Rocha, Deputy City Manager, Ad ~istrative Services Geoff Patnoe, Assistant City Manager (§t' Additional Materials Related to Staff Report Item No. 5 -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. 20, 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 Nov. 3, 2020. Department 1 ... 11 Description of Item or Service ,_13_Ci_ty_M_a_n_a_ge_r _______ -.--, C_le_aning sup_plif:_s §I Com_!!lu_i:1~ca!_io_n_ &_Enga~emen!__i P_1"9t_ective ~ear _ i Public notification Signage ____________ --; ,_El_--_Co_m_m_u_n_it_y_D_e_v_e_lo_p_m_e_n_t __ --; g eani ng supplies 1::-JEnvironmental Management Cleaning supplies ----t1Tequipment ---------------! l::l Facilities Cleaning services Cleaning supplies Meals and meal supplies __ Protective_gear __ Public notification Signage -------------~~ ----- EJ Fire Administrative Services Branch Cl~aning services Cleaning supplies : M~~ls and ~e~I supplies Protective gear Public notification 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415 Purchase Order Expenditures Committed Amount to Date Funds IYTI Remaining -198 198 - -1&76_:_ 1,876 _, ___ +----- I 44,291 105,923 150,214 I ' 3,049 3,049 - 411 -411 --------5 5 --' -118 118 80,990 100,010 181,000 --I 13,346 62,419 75,765 ---205 , 205 - 36,422 I 9,235 ' 45,657 -· --,·-----------------------· -26 26 ----, -303 303 -----.-1--- 19,945 28,118 48,062 -5,448 I 5,448 ·1·- i -24,537 24,537 -- ~ 37,373 37,373 -65 65 Council Memo -Additional Materials Related to Staff Report Item No. 5 Oct. 20, 2020 Page 2 Department Description of Purchase Order Item or Service Amount j .... tl ITTI Remaining Expenditures Committed to Date Funds 8 Fleet : Cleaning supplies I -893 1 893 ,_EJ_H_o-us-i-ng--------~ICARES Funding 255,680 ·· -I · 255,680 EJ HR !Cleaning supplies ____ L -1 1,208 I 1,208 --__ -_· --==· -------_-~IT-eq_u_i~p~~---__ I -: 150 II 150 1 Protective gear 28,433 1 12,400 40,833 1--t::J-... -,n-fo_r_m_a_t-io_n_T_e_c_h_n_o_lo_g_y-------.~ IT equip~e~t I ! 32 ,705:·. 1 2~1__ -1 6-2~40J ,_c_-l_O_ff_ic_e_o_f_l_nn_o_v_a_ti_o_n ____ ---<II CEc 1 e()_a~-n~,-mngi_~.s-e~r~v-~,·-·c1_teas_lizat!~r1 -~-.· 4,7_5 1 0 4 , 1 0 6 9 1 _9 9 l -I 4,750,000 El Parks & Recreation 75,381 l -----9-0))00 ----!Cleaning suppll~-· i -3,584 --7,612 I 11,196 ---I l'v1eals and meal su_p.plies i 107,566 --1 147,013 254,578 : Qther ! -1,341 1,341 1_Protective [_ear _ I _ _ -: _ 2,1~ 2,118 I Public notification i 4,339 I 18,139 ~ 22,~?_~_ )Signage I -I 11,108 1 11,108 ,__El-. -Po_l_ic_e _____________ 1Cleaning se!~!c~s i _ 47,1}_~ r -~ '.!:_?,~8~_1 __ _65,0_00 '_Clea_nJ_~_g_s_u_ppli~s _ i__ _ 7,94_5 ~-___ --~,4!0 __ _ 12,354 , Protective gear 12,883 I 10,266 23,149 -------------1P~blic notification t--I 126 126 -------------------;-----------~--------1----~------< !signage ! 1,518 I 482 I 2,000 1--EJ-Sa-l-ar-ie_s_a_n_d_w-ag_e_s---------.;ov;·rti~e --~----i _ ---i 475,24?_: 475,246 I Parttime salaries , -I _ 576,527 I _ 576,527 ,__ ___________ -+--!S_a_la_ri_e_s_____ _ _ j _ -__ I 7_,7?._fJ,2fJ_~ 1 __ 7,_7]-§_,262 __ EJ Transportati~n__ Cleaning supplies 1 -I 1,506 , 1,506 --IMealsandmealsupplies , -i __ 1?_?:·_ 1 73 li:>i~t ecti;~ gea~ -1 ---33,819_, 33,819 1-------------~------I .; ~ ;cleaning supplies -i 380 380 El Utilities ! IT equipme~t ---j -I Pr-~te~tive gear - -- 1 Public notification Grand Total Methodology -i 5,461,788 352 13,813 688 352 13,813 688 9,647,907 15,109,695 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 the emergency operations center. Council Memo -Additional Materials Related to Staff Report Item No. 5 Oct. 20, 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 Ca rl sbad COVID Laper Hours through October 4, 2020 By Department PARKS AND RECREATION, 13% $1,117,872 HUMAN RESOURCES, 496 $369,437 LIBRARY AND CULTURAL ARTS, S,o $427,215 POLICY /LEADERSHIP GROUP, 8% $740,506 Funding expected FIRE, 5% $394,234 OTHER, 6% $533,273 POLICE, 59% $5,195,499 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 fourth and finalinstallment of CARES payment on Oct. 14, 2020, of $706,646 from the State of California. Total payments to date are equal to the total $1,413,290 in CARES Coronavirus Relief Fund Allocations for Cities and Counties grant. Council Memo -Additional Materials Related to Staff Report Item No. 5 Oct. 20, 2020 Page 4 COVID-19 Costs and Funding Sources As of October 16, 2020 Expected Cost plus amount of Fund category estimate [1] funding COVID CONTINGENCY $ 1,801,225 $ 4,418,465 GENERAL FUND CARES $ 3,643,758 $ 3,643,758 ECONOMIC CONTINGENCY $ 4,750,000 $ 5,000,000 BUDGETED SALARIES $ 4,659,032 $ 8,302,789 GENERAL FUND SUBTOTAL $ 14,854,015 $ 21,365,013 HUD COVID-19 CARES ACT $ 255,680 $ 255,680 CDBG COVID-19 CARES ACT $ -$ 1,225,590 TOTAL $ 15,109,695 $ 22,846,283 Less: contingency funds Surplus/(deficit) excluding contingency Surplus or (deficit) $ 2,617,240 $ 0 $ 250,000 $ 3,643,758 $ 6,510,998 $ - $ 1,225,590 $ 7,736,588 $ (3,250,000) $ 4,486,588 [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 $3.SM from the county and federal government, has been received in the general fund, and $0.lM is pending receipt from the fire and police grants. 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 $2S0K of council contingency. [d] This category is funded by $8.3M 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 $4.7M salaries that rernain 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 $1.2M is available but not yet received, all funds are restricted to CDBG COVID-19 costs. These CDBG funds have not been received and are pending additional approvals. [g] 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. 5 Oct. 20, 2020 Page 5 cc: Scott Chadwick, City Manager Celia Brewer, City Attorney