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Home My WebLink About2021-02-23; City Council; ; COVID-19 Actions and Expenditures ReportCA Review CKM Meeting Date: Feb. 23, 2021 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 Districts: All 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 • Homelessness • 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. Therefore, it does not require environmental review. Feb. 23, 2021 Item #8 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. Feb. 23, 2021 Item #8 Page 2 of 2 To the members of the: CITY COUNCIL Date 2\23l21 cA ✓cc ✓ CM ✓AcM ✓ocM {3)_✓. Feb. 23,2021 Council Memorandum To: From: Via: Honorable Mayor Hall and Members of the City Council Laura Rocha, Deputy City Manager, Ad1~~pisy ative Services {city of Carlsbad Re: Geoff Patnoe, Assistant City Manager ~ - Additional Materials Related to Staff Report Item No. 8 ,,-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 Feb. 19, 2021. 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 March 9, 2021. Description of Purchase Order Expenditures Committed Department Amount lrT I Item or Service 1.T[ Remaining to Date Funds 8 City Manager Cleaning supplies I 198 i 198 i -' 8 Communication & Engagement I Protective gear ·-··-·-- -1,876 1,876 ----------------------------r -------------------·-·· ·····-···· ·--~-----•······ .. - Public notification 44,291 121,544 165,835 !signage -3,049 3,049 :cleaning supplie~ ---------------------_1. ______ -----------:------------- B Community Development 411 -411 -8 Environmental Management Cleaning supplies -5 5 . ···········-···-·-···-···· ... ········-·---·----------··-··· ....... ----------·-------.. ·····•···· -···-------····--···--- IT equipment -118 118 -------------8 Facilities Clea~ing services_ 705,631 107,486 ; 813,117 -------------- Cleaning supp~~~ I _ 43,346 ----70,609 ! 113,9~5. ------- M~als_ ~~ ~~~I supplies I -205 205 ------------- Protective gear i 36,422 11,714 48,!3~_ -------I 1 Public notific~ti on I -26 26 --------------------- ISignage -303 ' 303 j Cle~_ni~-g s~~;iZes -------------------- 8 Fire 19,945 28,118 48,062 -------1C~-~~ng supplies -I 7,316 7,316 ------- 1 Meals and meal supplies -! 24!537 •-24,537 -------------i----.---------I -I 44,84! 44,841 -------------· ------------Protective gear _ --~~----r ---------- 1 Public notification -6,851 6,851 j_~l-~~~ng su-p_pli~~ -- l=IFleet -1,447 1,447 ---------I - , Protective gear -67 67 Administrative Services Branch 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415 Council Memo -Additional Materials Related to Staff Report Item No. 8 Feb.23,2021 Page 2 Department Description of jtTi Item or Service Purchase Order d" . Expen 1tures Committed Amount 8 HR _ _ Cl_ea~ing__Eupplies IT equipment l~I Remaining J_ -----_ I I_ ProtectivE! gear i 27,593 ,_B __ -,n-fo_r_m_a_t-io_n_T_e_c_h_n_ol_o_g_y--~r-lT_e_q_u-ip-ment --1----32, 705 1-8_ ... _O_ff_ic_e_o_f_ln_n_o_v_a_ti_o_n ____ --+-E_co_nomic Revi!_a lizati~n ____ 3,!6_8,977_ I 8 Parks & Recreation __ Cleaning services ; _ _ _ _!4,6!9 I to Date 1,208 • -------- 150 • 71,617 • ----- 129,697 1,681,023 76,292 ' Funds 1_/08 150 99,210 162,402 4,850,000 90,911 . _ ~leaning supplie~ _ _ _ 183,525 I 188,117 _ 371,642 ~nd me_a l supplies _ 25,~68 j ~ 22~::~; • Protective gear i ~-2~_ --!Public notification ---4,339· j -_ 23,32~ lsignage _ -I 11,108 1--------------,-~~-- Cleaning services ; 47,111 I 17,889 254,~73 1,341 4,128 27,665 11,108 65,000 8 Police __ -~ __ -___ --_-_-_--;1-cl-ea-ning suppl~es ~ -_ 7,945 4_,4_10_ lovertime __ __,_ 69,210 12,354 69,210 [~]Salaries and wages Grand Total Methodology --I Pr-otective gear ------+----12,883 --~-- _10~,2_6_6~•--23,149 126 ; Public notification Sign age Overtime Parttime salaries Salaries Cleaning supplies 126 -----;---- 1,518 482 • 2,000 -I 606,419 • 606,419 i • _ ---~ 804,490 • 804,490 ___ -_ , 10,897,287 • 10,897,287_ I 1,506 1,506 ----+j-M_e_a_ls_and meal su~pp~l_ie_s_--+---- 1 Protective gear 173 173 --'---- 33,819 · 33,819 4,445,639 15,224,686 19,670,324 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. -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. · Council Memo -Additional Materials Related to Staff Report Item No. 8 Feb.23,2021 Page 3 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 February 7, 2021 By Department PARKS AND RECREATION, 11% HUMAN RESOURCES, 4% $431,053 LIBRARY AND CULTURAL ARTS, 4% $494,314 POLICY /LEADERSHIP GROUP, 7% $836,550 Funding expected $1,414,977 FIRE,6% $738,737 OTHER, 5% $638,122 POLICE, 63% $7,896,109 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. 8 Feb.23,2021 Page 4 COVID-19 Costs and Funding Sources As of February 19, 2021 Expected Cost plus amount of Fund category estimate [1] funding COVID CONTINGENCY $ 3,118,548 $ 5,387,013 GENERAL FUND CARES $ 3,653,774 $ 3,653,774 ECONOMIC CONTIN,GENCY $ 4,850,000 $ 5,000,000 BUDGETED SALARIES $ 8,048,003 $ 11,701,777 GENERAL FUND SUBTOTAL $ 19,670,324 $ 25,742,564 HUD COVID-19 CARES ACT $ 1,231,050 $ 1,231,050 CDBG COVID-19 CARES ACT $ 1,225,590 $ 1,225,590 UTILITIES (WATER/WASTEWATER) $ 77,259 $ 77,259 TOTAL $ 22,204,223 $ 28,276,463 $ $ $ $ $ $ $ $ $ Less: outside funding received and applied to budgeted salaries $ Less: outside funding not yet received to be applied to budgeted salaries $ Less: Estimated FEMA reimbursement $ Surplus/(de/icit) available $ [1] Costs plus estimate is total cost incurred to date plus residual PO amounts. Surplus or (deficit) Note 2,268,466 [a] -[b] 150,000 [c] 3,653,774 [d] 6,072,240 -[e] -[f] - 6,072,240 (3,539,379) [g] (114,395) (887,013) 1,531,452 [a] Represents costs expected to be eligible under FEMA from $4.SM 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 $1S0K of council contingency. [d] This category is funded by $11.7M budgeted salaries, however the costs are split between two categories. The $3.7M safety salaries are included in the cost for category GF CARES. The $8.0M salaries that remain in the cost category budgeted salaries. [e] HUD Section 8 funding of $1.2M was received, $0.lM of funds available have an associated cost in the housing budget. [f] CDBG funding of $L2M is available but not yet received, and all funds are restricted to CDBG COVID- 19 costs. Of the $1.2M, $0.3M has been allocated to programs and the remaining $0.9M is pending additional approvals. Since this is a reimbursement grant, estimated costs are expected to be equal to funding. [g] The $3.SM in outside funding is CARES funding received and allocated to budgeted salaries. Council Memo -Additional Materials Related to Staff Report Item No. 8 Feb. 23,2021 Page 5 cc: Scott Chadwick, City Manager Celia Brewer, City Attorney