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Home My WebLink About2020-07-28; City Council; ; COVID-19 Actions and Expenditures ReportCITY COUNCIL Staff Report CA Review CKM Meeting Date: July 28, 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. Staff from the following major service areas will provide a verbal report relating to 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) Pursuant to Public Resources Code Section 21065, this action does not constitute a "project" within the meaning of CEQA 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. July 28, 2020 Item #10 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 July 28, 2020 Item #10 Page 2 of 2 All Receive - Agenda Item # _ For the Information of the: CITY COUNCIL Date CA CC CM ACM DCM (3) City of Carlsbad Council Memorandum July 28, 2020 To: From: Via: Re: Honorable Mayor Hall and Members of the City Council Laura Rocha, Deputy City Manager, Ad *nistrative Services Geoff Patnoe, Assistant City Manage Additional Materials Related to Sta.f.. port Item No. 10— 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 July 28, 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 Aug. 25, 2020. Department Description of Item or Service Purchase Order Amount Remaining Expenditures to Date Committed Funds - City Manager Cleaning supplies 198 198 - Communication & Engagement Protective gear 1,254 1,254 Public notification 39,696 54,939 94,635 Signage 3,049 3,049 - Community Development Cleaning supplies 411 411 - Environmental Management Cleaning supplies 5 5 IT equipment 118 118 - Facilities Cleaning services 124,260 56,740 181,000 Cleaning supplies 13,346 28,700 42,046 Meals and meal supplies 205 205 Protective gear 36,422 7,411 43,833 Public notification 26 26 Signage 303 303 - Fire Cleaning services 35,470 12,530 48,000 Cleaning supplies 4,580 4,580 Meals and meal supplies 24,299 24,299 Protective gear 33,414 33,414 Public notification 65 65 Administrative Services Department 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415 Honorable Mayor Hall and Members of the City Council July 28, 2020 Page 2 Department Description of Item or Service Purchase Order Amount ar Remaining Expenditures Committed to Date Funds Cleaning supplies CARES Funding -HR Cleaning supplies IT equipment Protective gear - Information Technology IT equipment - Office of Innovation Economic Revitalization - Parks & Recreation Cleaning supplies Meals and meal supplies Other Protective gear Public notification Signage - Police Cleaning services Cleaning supplies Protective gear Public notification Signage - Salaries and wages Overtime Parttime salaries Salaries - Transportation Cleaning supplies Meals and meal supplies Protective gear -Utilities Cleaning supplies IT equipment Protective gear Public notification Grand Total 695 695 118,070 118,070 1,208 1,208 150 150 23,609 11,224 34,833 32,705 129,697 162,402 4,750,000 - 4,750,000 3,584 5,947 9,531 55,575 109,003 164,578 1,341 1,341 1,509 1,509 15,405 15,405 11,108 11,108 47,111 17,889 65,000 7,945 4,410 12,354 12,883 10,266 23,149 126 126 1,518 482 2,000 416,332 416,332 408,317 408,317 5,305,945 5,305,945 1,506 1,506 173 173 33,432 33,432 314 314 352 352 11,625 11,625 688 688 5,302,605 6,726,979 12,029,584 - Fleet - Housing Methodology 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. HUMAN RESOURCES, 5% $296,639 LIBRARY AND CULTURAL ARTS, 6% $359,642 POLICY/LEADERSHIP GROUP, 10% $599,910 POLICE, 54% $3,288,049 PARKS AND RECREATION, 13% $827,715 FIRE, 5% $295,085 OTHER, 7% $463,553 Honorable Mayor Hall and Members of the City Council July 28, 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 July 12, 2020 By Department Honorable Mayor Hall and Members of the City Council July 28, 2020 Page 4 Funding expected 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. Expected Surplus Cost plus amount of or Fund category estimate [1] funding (deficit) Note COVID CONTINGENCY $ 1,447,252 $ 4,139,711 $ 2,692,459 [a] GENERAL FUND CARES $ 3,339,126 $ 3,643,757 $ 304,631 [b] ECONOMIC CONTINGENCY $ 4,750,000 $ 5,000,000 $ 250,000 [c] BUDGETED SALARIES $ 2,375,136 $ 5,714,262 $ 3,339,126 [d] GENERAL FUND SUBTOTAL $ 11,911,514 $ 18,497,730 $ 6,586,216 HUD COVID-19 CARES ACT $ 118,070 $ 118,070 $ - [e] CDBG COVID-19 CARES ACT $ - $ 315,666 $ 315,666 [f] TOTAL $ 12,029,584 $ 18,931,466 $ 6,901,882 Less: contingency funds $ (3,250,000) [g] Surplus/(deficit) excluding contingency $ 3,651,882 • [1] Costs plus estimate is total cost incurred to date (including salaries) plus residual PO amounts. Future estimated salaries are not included. [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 is allowed to cover administrative costs. FEMA funding request is not yet submitted or approved. [b] Total funding from CARES of $3.6M of which $2.1M from the county and federal government, has been received in the general fund, and $1.5M 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: $5M. 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 $118K was received, all 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: Annie Rammel <annie@oakandelixir.com > Sent: Tuesday, July 28, 2020 1:59 PM To: City Clerk Cc: Matthew Hall; Cori Schumacher; Keith Blackburn; priya@bhat-patel@carlsbadca.gov Subject: Help save Oak+Elixir All Receive - Agenda Item # For the Information of the: Dear city Council Members, 9TY COUNCIL Date -) ^ 7) CA ----CC - CM - ACUI p.cm (3) We greatly urge you to allow Oak+Elixir, as well as the eight other restaurantslircarism-q Vfflage7TO expand services for curb café in the four parking spots in front of the restaurant. We request this approval to be valid for the remainder of the COVID-19 emergency declaration. For more than 3 weeks, Oak+Elixir has been closed, unable to serve loyal customers and residents of the Carlsbad community. The impact of this closure goes far beyond an establishment unable to "temporarily" operate. It expands further into our community and the livelihood of Carlsbad. The ripple effect trickles into every fragment of our local economy-from our staff to local farmers, meal delivery workers to truck drivers, wine makers to butchers and far beyond. We hope you will consider this request to save this family-owned and operated business that is a favorite amongst residents of Carlsbad and the surrounding citiies. CAUTION: Do not open attachments or click on links unless you recognize the sender and know the content is safe.