HomeMy WebLinkAbout2020-09-22; City Council; ; COVID-19 Actions and Expenditures ReportMeeting Date: Sept. 22, 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.
Sept. 22, 2020 Item #2 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
Sept. 22, 2020 Item #2 Page 2 of 2
All Receive -Agenda Item # _-2
For the Information of the:
,-H~ COUNCIL
Date :JJ.d;1 CA .--cc~
CM ~ACM ~DCM (3) _:::_
Sept. 22, 2020
To:
From:
Via:
Council Memorandum
{city of
Carlsbad
Re:
Honorable Mayor Hall and Members of the City Council
Laura Rocha, Deputy City Manager, Administrative Services
Geoff Patnoe, Assistant City Manager bf_
Additional Materials Related to Sta Report Item No. 2 -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 Sept. 22, 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. 6, 2020.
Department Description of
Item or Service
l:!J
EJCity Manager 1Cleaning supplies
8 Communication & Engage men Protective gear -
1 Public notification
Signage ------------EI Community Development Cleaning supplies
B Environmental Managem~nt 'Cleaning supplies
1 IT equipment ------------13 Facilities Cleaning services
Cleaning supplies
! Meals and meal supplies
I Protective gear -
I Public notification
1-------------Sign~ge _
8 Fire 1Cleaning services
Administrative Services Branch
!Cleaning supplies
I Meals and meal supplies
Protective gear
Public notification
1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415
Purchase
Order
Amount
l:!J Remaining
__ 44,291
Expenditures Committed
to Date Funds
198
1,876 •
9J,803
3,049
198 I -!
1,876 i
411 1 ' ---I 5
118
56,740
57,656
205
9,225 f
26
303
12,593
5,448
24,537
33,980
65
144,094 !
3,049 :
411
5
118 '
181,000 .
71,002 .
205 '
45,646 1
26
303
48,062
5,448
24,537 .
124,260 I
13,346
36,422 i
35,470 .
33,980
65
Council Memo -Additional Materials Related to Staff Report Item No. 2
Sept. 22, 2020
Page 2
Department Description of
Item or Service
Purchase
Order
Amount
[:!I Remaining
Expenditures Committed
l.:!J
13 Fleet Cleaning supplies 1-------------13 Housing CARES Funding l------=---------13 HR Cleaning supplies
_ !I equipment
Protective gear 1-------------, I::! Information Technology , IT equipment 1---------~~--E IQ f fi c e of Innovation , Economic Revitalization -------------·-13 Parks & Recreation Cleaning services
255,680 !
I
I
I
28,433 I
32,705 '
_' 4, 750)XJ0 I _
14,619 I
to Date Funds
893 :
1,208 t
150 I
r 12,400 I
129,697 t
893 .
255,680
1,208
150
40,833 •
162,402 t
_ _ ~-4,750,000 ·
Cleaning supplies 3,5 84 I -
75,38!_ I 90,0(){) I
7,612 i 11,196 '
Meals and meal supplies
'Other
_Jrotective gear
Public notification
I~~.~~ ~ •
____________ Sl~~~ge __ _
El Police Cleaning services
I cleaning supplies
Protective gear
Public notification
,Sign age t-------------(3 Salaries and wages 0 v e rt i me
Parttime salaries
Salaries
,_E_:IT_r_a_n-sp_o_rt_a_t-io_n ______ 1 Cl eani ng__?u ppl i e~ ~· -~
1-------------
Meals and meal supplies
Protective gear
El Utilities C I ea n in g supplies
, IJ::. E:,quipment
_· Protective gear
. Public notification
Grand Total
Methodology
30,09q I
4,339
I
47,111 1
7,945
12,883 I
1,518
--i·
-r
I I
I I
_j
5,443,107 .
137,547 ! 167,636 .
1,341 1,341
2,043 2,043 •
18,139 i 22,:l78 .
11, _108 1.!, 10?
17,889 ' 65,000 ;
4,410 i 12,}54 ;
10,266 23,149 ·
126 126 :
482 2,000 i
462,392 · 462,392
i _ 519,032 _ 519,03± i
6,953,651 , 6,953,651 i
---· -i 1,506 1,506 i --:
173 : 173 1
33,432
380
352
13,_158
688
33,432
380
352
13,158 :
688 .
8,721,281 14,164,388
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.
Council Memo -Additional Materials Related to Staff Report Item No. 2
Sept.22,2020
Page 3
-Meals and meal supplies consist of senior meal program and meals at the emergency
operations center.
-Protective gea r 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 6, 2020
By Department
PARKS AND RECREATION, 13%
$1,027,952
FIRE,5%
$360,933 OTHER,6%
$505,937
HUMAN RESOURCES, 4%
$351,713
LIBRARY AND CULTURAL
ARTS, 5% $401,763
POLICY /LEADERSHIP
GROUP, 9%
$699,048
Fuf!ding expected
PO LICE, 58%
$4,587,729
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.
Council Memo -Additional Materials Related to Staff Report Item No. 2
Sept. 22, 2020
Page 4
COVID-19 Costs and Funding Sources
As of September 18, 2020
Expected Surplus
Cost plus amount of or
Fund category estimate [ll funding (deficit) Note
COVID CONTINGENCY $ 1,686,02S $ 4,327,74S $ 2,641,720 [al
GENERAL FUND CARES $ 3,643,7S7 $ 3,643,7S7 $ 0 [bl
ECONOMIC CONTINGENCY $ 4,7S0,000 $ S,000,000 $ 2S0,000 [cl
BUDGETED SALARIES $ 3,828,926 $ 7,472,683 $ 3,643,7S7 [dl
GENERAL FUND SUBTOTAL $ 13,908,708 $ 20,444,184 $ 6,535,477
HUD COVID-19 CARES ACT $ 2SS,680 $ 2SS,680 $ -[el
CDBG COVID-19 CARES ACT $ -$ 31S,666 $ 31S,666
TOTAL $ 14,164,388 $ 21,015,530 $ 6,851,143
Less: contingency funds $ (3,2S0,000)
Surplus/(deficit) excluding contingency $ 3,601,143
[ll Costs plus estimate is total cost incurred to date (including salaries) plus residual
PO amounts. Future estimated salaries are not included.
[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 7S% of expenses. An additional S% of expenses are allowed to cover
administrative costs. FEMA funding request is not yet submitted or approved.
[fl
[gl
[bl Total funding from CARES of $3.6M of which $2.7M from the county and federal
government, has been received in the general fund, and $0.9M 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.SM 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
$3.8M salaries that remain in the cost category budgeted salaries.
[el HUD funding of $2S6K was received, $118K of funds available have an associated cost in
the housing budget.
[fl CDBG funding of $316K is available but not yet received, all funds are restricted to CDBG
COVID-19 costs.
[gl Contingency funds include $3M COVID City Council approved contingency and $2S0K in
economic revitalization contingency.
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney