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Home My WebLink About2021-03-09; City Council; ; COVID-19 Actions and Expenditures ReportCA Review CKM Meeting Date: Mar. 9, 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 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. Mar. 9, 2021 Item #4 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. Mar. 9, 2021 Item #4 Page 2 of 2 All Receive -Agenda Item t: .±_ For the Information of the: CITY COUNCIL Date ~l9l2\ CA /cc ✓ CM _~_ACM ____0}CM (3) ~ March 9, 2021 To: From: Via: Council Memorandum {city of Carlsbad Re: Honorable Mayor Hall and Members of the City Council Laura Rocha, Deputy City Manager, A~Jj.A~trative Services Geoff Patnoe, Assistant City Manageli &/ Additional•Materials Related to Stat eport Item No. 4-COVID-19 Actions and Expenditures Report This memorandum provides a breakdown of the costs ofthe city's extensive emergency response efforts by department and type of cost as of March 5, 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 23, 2021. Department Description of li!I Item or Service EJCity Manager , Cleaning supplies 1--~~-~-------8 Communication & Engagement ProtectivE:_gear Public notification ,__ ___________ Sign age 13 Community Development 8 Environmental Management Cleaning supplies . Cleaning supplies ,__ __________ __,I IT equipment .: Cleaninpe~i_£es iCleaning supplies 13 Facilities ; Me~ls and l!l~al supplies ProtectivE:__gear . Pub[i_c notification 1------------~·Signage 13 Fire Cleaning services .Cleaning supplies Meals and meal supplies , Protective gear I Public notification ... '=_'_Fl-e-et---------~k leaning supplies ; Protective gear Administrative Services Branch Purchase d Expenditures Or er Amount Committed Funds 1_yl to Date i.::.i Remaining 44,291 411 705,63~ 43,346 --- 36,422 19,945 f -I -I 198 I 1,876 I 124,825 3,049 5 \ 118 I 107,486 \ -- 70,609 I 205 I__ _ 11,714 26 303 I 28,118 7,316 24,537 i 45,778_1 1,025 I 1,447 I 67 - 198 1,876 169,116 3,049 411 5 118 813,117 113,955 205 48,135 26 303 48,062 7,316 24,537 45,778 7,025 1,447 67 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415 Council Memo -Additional Materials Related to Staff Report Item No. 4 March 9, 2021 Page 2 Department Description of ; -Item or Service ,t • Purchase Order d" Expen ,tures Amount Committed Funds Remaining to Date ~HR Cleaning supplies i_ _ -! __!,208 I _____ 1,2~ :r~=:~=ln=fo=··~=~=a=t·i=o=n=T=~c=h=n=~=~o=·~=y=·=· ====== ~:~::~:" . . ... . ! :;:i~: I ,;dm ~-~ ,:~:il: B Office of Innovation Economic Revitalization I _ .. 3,168,977 i 1,681,023 I 4,850,000 1-s-,-Pa-r-ks-&--R-e-cr-e-at-io-n------+-C-le_a_n-in_g._s_erv-ic-es _____ l __ --2ij'so ; 79,9-25-I -------107~474 Cleanin,[ supplies _ -i 134,380_, ___ ?.3-?!If?_I_ __ _ _ _ }7_1,6_4?_ Meals and meal supplies __ ,_ 18,35~ _ 236,398 I 254,753 I------- ---- _____ Q_ther_ __ ____ __ .. , -, 1,341 , _ 1,341 1---------___ .. Protective gear Public notification 4,128 _ 26,320 __ _ 11,108 ,__ ____________ 1_Signage ___ _ .. _ ________ _ Cleaning services __ ; 47,111 17,889 fc=J Police 4,128 --30,65~ 11,108 65,000 ___ __ _ Cleaning_supplies 7,945 : 4,410 12,354 ..... -_-__ -_ -_ --.. -----.. ----_-__ --__ -,·-!-~-;o-;-:c-i;-i:-e-.. ~-W ' :~::~_! ];::;_~l-_ :::~!~- ------·-···----------------+-P_u_b_li_c _no_t_if_ic_at_io_n _____ ,i___ -L 126 _________ ~ 1--------------+-S~ig~n_a~ge _ I 1,518 ; 482 i 2,000 El Salaries and wages Overtime : -630,570 I ---630,570 ----------'7------------,------~-----------T--I Parttime salaries -829,410 1 829,410 ,__ ___________ __,1Salaries -' 11,2?.S,601 __ i Cleaning supplies 1 -1,506 l Meals and meal supplies i E:J Transportation 11,275,601 1,506 173 173 i-·-· ------------· ---.... -.. ---·---- 1 Protective gear I --------33,819 1--33,819 Grand Total 4,373,041 15,748,697 20,121,738 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. -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. 4 March 9, 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 Feb 21, 2021 By Departme.nt PARKS AND RECREATION, 11% HUMAN RESOURCES, 3% $437,747 LIBRARY AND CULTURAL ARTS, 4% $498,860 PO LICY/LEADERSHIP GROUP, 7% $847,221 Funding expected $1,448,826 FIRE, 6% $823,797 OTHER, 5% $648,973 POLICE, 64% $8,204,886 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. 4 March 9, 2021 Page 4 COVID-19 Costs and Funding Sources As of March 5, 2021 Expected Surplus Cost plus amount of or Fund category estimate [1] funding ( deficit) COVID CONTINGENCY $ 3,166,726 $ 5,472,425 $ 2,305,699 GENERAL FUND CARES $ 3,653,774 $ 3,653,774 $ - ECONOMIC CONTINGENCY $ 4,850,000 $ 5,000,000 $ 150,000 BUDGETED SALARIES $ 8,451,238 $ 12,105,011 $ 3,653,774 GENERAL FUND SUBTOTAL $ 20,121,738 $ 26,231,211 $ 6,109,473 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) $ 78,559 $ 78,559 $ - TOTAL $ 22,656,937 $ 28,766,410 $ 6,109,473 Less: outside funding received and applied to budgeted salaries $ (3,539,379) Less: outside funding not yet received to be applied to budgeted salaries $ (114,395) Less: Estimated FEMA reimbursement $ (972,425) Surplus/(deficit) available $ 1,483,274 [1] Costs plus estimate is total cost incurred to date plus residual PO amounts. Note [a] [b] [c] [d] [e] [f] [g] [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 expen·ses 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 $12.lM 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 $8.4M 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 $1.2M 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. 4 March 9, 2021 Page 5 cc: Scott Chadwick, City Manager Celia Brewer, City Attorney