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Home My WebLink About2021-04-06; City Council; ; COVID-19 Actions and Expenditures ReportCA Review CKM Meeting Date: April 6, 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. 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 to City Council as needed 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. April 6, 2021 Item #7 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. April 6, 2021 Item #7 Page 2 of 2 April 6, 2021 To: From: Via: All Receive -Ag!!nd.i Item tt -:t-" For the lnform;.tion of the: CITY COUNCIL Date '-thoj?.,\ CA .s2.._ cc .::E_ CM ~ACM ___.¼.?DCM (3) '::B_ Council Memorandum Honorable Mayor Hall and Members of the City Council Laura Rocha, Deputy City Manager, Adm~ive Services Geoff Patnoe, Assistant City Manager ~ {:city of Carlsbad Re: Additional Materials Related to Staff Report Item No. 7 -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 March 26, 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 May 4, 2021. Department Description of Item or Service Purchase Expenditures to C . d F d omm,tte un s ~ 1-:3-· C_i~ty~M_an_a~g_er ________ Clea_n_i_ng supplies 8 Commu_nica!io11 & Engag~ment Pr.9_tectivE: ge_a__r _ 'Public notification I-.----,___ ___________ S,gnag_E:_ ,_9_C_o_m_m_un_i~ty~D_e_v_e_lo~p_m_e_nt ____ C_le_an_i_n~_~l!_P,_Pl_ie_s __ _ _c:J ~n~r~n~ental ~anage'!"ent Q_eall_!~ supplies 1-------------IT_eg~ipment 3 Facilities .. .. ~-.. _Cjeaning servi_c_es ____ Cleaning supplies . Mea_l~ and meal supp~es _ _ Pr<_?t~ctive_~ear Public notification 1---------------Si~nage ____ _ Order Amount Date Remaining 411 - 198 _ .J:,876 :. 1?~,?-~? ,. 3,049 5 118 699,281 ; lB,836 ' ____ 43_,3~6 •· ------70,609 205 -_ 11,714 26 ----·----· 303 B Fire ,Sl<::anJ_ri~ervic~s_ _ __ __ 19,945 28,118 7,316 24,537 45,778 Cleaning supplies Meals and meal supplies Protective gear Public notification -Fleet Cl<::anii:i_g su_e_elie~--- 1-------------Protective gear 8 HR Clean~ng_supplies IT equip~<::n!_ 1-------------Protective gear ,_B_-l_n_fo_rm_at_io_n_T_e_ch_n_o_lo~gy~ ___ IT equipment B Office of Innovation Economic Revitalization Administrative Services Branch 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415 27,593 32,705 3,037,788 . __ _2,02l 1,447 67 1,208 150 74,435 1-~9,~9_7 1,812,212 198 1,876 · 1~9!!16 3!04~ 411 5 118 ?1-3,117 113,955 ---205 __ 4_~,135 26 303 48C0_g_ 7,316 24,537 45,778 __ z,_02? 1,447 67 · 1,208 150 102,028 .. !~_2,402 4,850,000 Council Memo -Additional Materials Related to Staff Report Item No. 7 April 6, 2021 Page 2 Department Description of Item or Service ltTI Purchase Expenditures to C . d d omm1tte Fun s Order Amount Date '.::J Remaining 8 Parks & Recreation Clea_ning services C_l_eaning suppJi~s 2?,550 79,925 107,474 Meals and meal supplies Other Pr~tective gear Public notification ------- f--------------Si&nage B Police Cleaning services Cleaning supplies Overtime Protective gear Public notification -·--------·-·- f--------------~i~na~ Salaries and wages >--------------BTranspo~tation Grand Total Methodology Overtime Parttime salaries Salaries CI ea n in~ S!;Jpplies Me~Js an9 meal supplies Protective gear ___ 8J,240 10,885 4,339 __ 4_7,j l~ 7,945 27,623 12,883 1,518 4,166,877 286,402 250,227 1,341--· 4,279 ?_6,378 ~_7~,642 261,112 1,341 4,279 __ 30,717 11,108 11,108 __ 12,88~ 65,000 4,410 .. 12,354 ] ____ 41,587 ________ §_~1]_!9_ I 10,266 23,149 126 126 . 482 2,0~o_ _ 699,950 ------699,950 878,8~7 878,827 12,05~3~6. 1?,G_~0,386 1,506 _1,506 173 .. 173 ! 33,819 33,819 ! 16,857,830 21,024,706 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, ea rbuds, adapters, etc. -Salaries and wages represent staff hours worked on COVID-19 activities. Council M emo -Additional Materials Related to Staff Report Item No. 7 April 6, 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 Mar 21, 2021 By Department PARKS AND RECREATION, 11% HUMAN RESOURCES, 3% $454,542 LIBRARY AND CULTURAL ARTS, 4% $509,354 POLICY/LEADERSHIP GROUP, 6% $870,037 Funding expected $1,516,190 FIRE, 7% $968,921 OTHER, 5% $668,050 POLICE, 64% $8,835,222 The American Rescue Plan Act includes stimulus funds for local cities. Carlsbad is expected to receive two payments over the duration of a year, and each payment is estimated at $6.5 million. The use of eligible funding includes covering costs and revenue replacement for the provision of government services responding to COVID-19. At t his time a definitive plan has not been determined. 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. 7 April 6, 2021 Page 4 COVID-19 Costs and Funding Sources As of March 26, 2021 Expected Cost plus amount of Surplus or Fund category estimate [1] funding (deficit) Note COVID CONTINGENCY $ 3,245,493 $ 5,570,485 $ 2,324,992 GENERAL FUND CARES $ 3,653,774 $ 3,653,774 $ - ECONOMIC CONTINGENCY $ 4,850,000 $ 5,000,000 $ 150,000 BUDGETED SALARIES $ 9,275,439 $ 12,929,213 $ 3,653,774 GENERAL FUND SUBTOTAL $ 21,024,706 $ 27,153,472 $ 6,128,766 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) $ 78,715 $ 78,715 $ - TOTAL $ 23,560,061 $ 29,688,827 $ 6,128,766 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 $ (1,070,485) Surplus/(deficit) available $ 1,404,507 [1] Costs plus estimate is total cost incurred to date plus residual PO amounts. [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 may be up to 100% of expenses. An additional 5% of expenses are allowed to cover administrative costs. FEMA funding request is not yet submitted or approved. [a] [b] [c] [d] [e] [f] [g] [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 $12.9M budgeted salaries, however the costs are split between two categories. The $3.7M safety salaries are included in the cost for category GENERAL FUND CARES. The $9.2M salaries that remain in the cost category budgeted salaries. [e] HUD Section 8 funding of $1.2M was received, $1.0M is available for housing assistance payments, and the remaining $0.2M 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. 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. 7 April 6, 2021 Page 5 cc: Scott Chadwick, City Manager Celia Brewer, City Attorney