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Home My WebLink About2021-05-04; City Council; ; COVID-19 Actions and Expenditures ReportCA Review CKM Meeting Date: May 4, 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. May 4, 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. May 4, 2021 Item #7 Page 2 of 2 Alt Receive -Agenda Item # 1- For the Information of the: ~C6j~OUNCIL Oat CA ~CC ~ CM S ACM ---¥2 DCM (3) ¥2_ {city of Carlsbad Council Memorandum May 4, 2021 To: Honorable Mayor Hall and Members of the City Council From: Via: Geoff Patnoe, Assistant City Manager Re: Laura Rocha, Deputy City Manager, Ad~-istrative Services · Additional Materials Related to Staff eport 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 April 30, 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 June 8, 2021. Department Description of Item or Service 11TI Purchase Expenditures to C . d d omm,tte Fun s Order Amount Date 1-B_C_i_,ty'-M_an_a_,,g,_e_r _______ Clean in~ supplies EJ C_1:>mmunj 1:_ati~n & Engagement Prot~cti_ye gear Public notification 1--------------Signage __ _ ,_E_lC_o_m_m_u_ni_ty~D_ev_e_lo~p_m_e_n_t ___ Cle~!l.ing supplies i::I Environm1:_ntal _Management Clean in~ supplies 1---------------IT_e~qu_ie._ment ___ _ 8 Facilities Cle~ning servjces Cleaning supplies Meals and meal supplies i~T! Remaining _ -~4,291 • 411 ! 699,281 . 43,346 Protective gear ... ____________ _36,4?l_ Public notification ,__ ____________ Sign~~e_ B Fire _ Cleai:ii_!:]g sery~~s Clean in~ supplies Meals and meal supplies Protective gear Public notification 1-------------- El Fleet C I ea n i ~ supf)lies 1--------------Pr9tective gear ;::J HR Cleaning supf)lies IT equipment ,__ ____________ Protective gear 1-a_ln_fo_r_m_a_t_io_n_T_e_ch_n_o_lo~gy~ ___ IT e_guipment a Office of Innovation Economic Revitalization Administrative Services Branch 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602-2415 27,593 32,705 2,965,644 -· 198 198 I --· 1,876 1!876 129,746 1.?4.~037 3,049 I 3,049 ~ ----- 411 5 5 . 118 118 -118,786 818,067 1 70,609 113,955 205 20S . .. 11,71i 4.!3_,135 26 26 303 303 -28,118 48,062 -7,316 7,316 24,537 2~!_?3_7 ' __ 45,778 45,778 ' 7,025 7,025 1,447 1,447 67 67 1,208 1,208 -~ -·---· 150 150 78,467 106,060 129,697 162,4.02 1,884,356 4,850,000 Council Memo -Additional Materials Related to Staff Report Item No. 7 May 4, 2021 Page 2 Department Description of Purchase Expenditures to C . d d omm1tte Fun s Order Amount Item or Service Date l!:.l \.T Remaining a Parks & Recreation Cl_eaning services 27,550 79,925 107,474 Cleaning sue.plies 29,085 342,557 371,642 ------- Meals and meal supplies 10,885 253,368 264,254 Other 1,341 ---1,341 Prot~ctive gear 4,279 4,279 . Public notification -------4,339 26,378 30,717 -· --·--··- Signage 11(108 11,108 BPolice Cleaning services _________ 47,111 17,889_ §?,g_og_ Cleaning supplies 7,945 4,410 12,354 Overtime 12,225 56,985 69,210 - Protective gear 12,883 10,266 23,149 Public notification 126 126 Signage 1,518 482 2,000 B Salaries and wages_ Overtime 785,344 785,344 Parttime salaries 918,?36 918,836 Salaries 12,742,022 12,742,022 Clea!:l_i~~ s~plies -·---····-_1506 1,506 Meals and meal supplies 173 173 Protective gear 33,819 I 33,819 Grand Total 4,023,179 17,835,612 21,858,791 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. 7 May 4, 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 Apr 18, 2021 By Department PARKS AND RECREATION, 11% $1,579,407 HUMAN RESOURCES, 3% $474,520 LIBRARY AND CULTURAL ARTS, 3% $518,265 POLICY /LEADERSHIP GROUP, 6% $889,119 Funding expected FIRE ,8% $1,116,777 OTH ER, 5% $683,255 POLICE, 64% $9,400,434 The American Rescue Plan Act includes stimu lus funds for local cities. Ca rlsbad 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 this time a definitive plan has not been determined. The City of Ca rlsbad has applied for and received funds which are outlined by category in the analysis below. Funds may be restricted t o 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 May 4, 2021 Page 4 COVID-19·Costs and Funding Sources As of April 30, 2021 Expected Cost plus amount of Surplus or Fund category estimate [1] funding (deficit) Note COVID CONTINGENCY $ 3,347,932 $ 5,691,887 $ 2,343,954 [a] GENERAL FUND CARES $ 3,653,774 $ 3,653,774 $ -[b] ECONOMIC CONTINGENCY $ 4,850,000 $ 5,000,000 $ 150,000 [c] BUDGETED SALARIES $ 10,007,085 $ 13,660,858 $ 3,653,774 [d] GENERAL FUND SUBTOTAL $ 21,858,791 $ 28,006,519 $ 6,147,728 HUD COVID-19 CARES ACT $ 1,231,050 $ 1,231,050 $ -[e] CDBG COVID-19 CARES ACT $ 1,225,590 $ 1,225,590 $ -[f] UTILITIES (WATER/WASTEWATER) $ 78,715 $ 78,715 $ - TOTAL $ 24,394,146 $ 30,541,874 $ 6,147,728 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/(deficit) available $ (3,539,379) [g] (114,395) (1,191,887) 1,302,068 [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. [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 $150K of council contingency. [d] This category is funded by $13.7M 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 $10.0M 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 May 4, 2021 Page 5 cc : Scott Chadwick, City Manager Celia Brewer, City Attorney