HomeMy WebLinkAbout2021-06-22; City Council; ; COVID-19 Actions and Expenditures Report and Discussion Regarding Resuming In-Person Public MeetingsCA Review CKM
Meeting Date: June 22, 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 and Discussion Regarding
Resuming In-Person Public Meetings
Districts: All
Recommended Action
1.Receive a report on recent actions and expenditures related to the city’s response to the
COVID-19 pandemic and provide direction as appropriate.
2.Discuss timeline and options for resuming in-person public meetings.
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
On April 22, staff provided Council with a memo (Exhibit 2) outlining how cities in San Diego
County were conducting their City Council meetings while in the orange tier. As of the date of
that memo, the majority of cities were continuing to conduct their meetings virtually.
On June 10, staff conducted another survey of the cities in San Diego County asking how they
plan to move forward with public meetings following the June 15 re-opening of California. The
results of that survey are attached as Exhibit 1.
June 22, 2021 Item #8 Page 1 of 10
Options
Staff are seeking direction from the City Council on the following components of
returning to in-person public meetings:
1. The preferred location
2. The date to return to in-person meetings
3. Whether to pursue a hybrid approach to public meetings if permissible under the
Governor’s Executive Order
Preferred location
Staff evaluated the City Council Chamber, Faraday Administration Building and the Schulman
Auditorium at the Dove Library as potential locations to resume in-person public meetings. Due
to audio-visual technology limitations at the Faraday Administration Building and the Schulman
Auditorium, such as the inability to broadcast live on the City’s cable channel and inadequate
audio, staff recommend that when public meetings resume in-person, they resume in the City
Council Chamber.
Date to return to in-person meetings
Under the Governor’s Executive Order N-08-21, issued June 11, 2021, the special dispensation
for virtual City Council meetings will end Sept. 30, 2021. Staff recommend the City Council
return to in-person meetings in the City Council Chamber on Aug. 17, 2021, following the
conclusion of the City Council summer recess. Returning to in-person public meetings in August
will allow staff sufficient time to inform city board and commission members of the timing of
the resumption of in-person public meetings.
Should the City Council choose to return to in-person meetings prior to Aug. 17, staff will need
to re-notice two public hearings that were set for July. The notices included the information
that the meetings would be held virtually, not in person.
Hybrid in-person/virtual meetings
Staff found that several community members expressed support for continuing some type of
virtual option for public meetings. Although the logistics of conducting a virtual and in-person
option for every meeting is not feasible with our current technology and staff resources, staff
suggest that City Council consider conducting City Council workshops virtually as long as
permitted by the Governor’s Executive Order, currently until Sept. 30, 2021. This will allow
members of the public who wish to continue to participate in meetings virtually that
opportunity until it is no longer permitted by the state’s open meetings law, the Ralph M.
Brown Act.
Should the City Council wish to proceed with staff’s recommendation to resume in-person
public meetings on Tuesday, Aug. 17 in the City Council Chamber, staff will begin the process to
inform all stakeholders of that direction. Alternatively, should the City Council desire a different
location, date and format, staff will proceed in accordance with the City Council’s direction.
Fiscal Analysis
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 expenditure
report previously provided as a separate memorandum is attached as Exhibit 3 includes a
June 22, 2021 Item #8 Page 2 of 10
breakdown of the costs of the city’s extensive emergency response efforts by department and
type of cost as of June 11, 2021.
Next Steps
Staff will continue to provide the reports to City Council as needed until the end of the
emergency. In addition, staff will implement City Council’s direction relating to resuming in-
person public meetings, as detailed above.
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.
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
1. June 10, 2021, city survey
2. April 22, 2021, City Council memorandum
3. June 17, 2021, City Council memorandum
June 22, 2021 Item #8 Page 3 of 10
June 10, 2021 City Survey
City Meeting In Person? Public Present
Chula Vista Yes (April 20) Yes
Coronado Yes Yes
Del Mar No. Plans to return after Sept. 30. No
El Cajon Yes Yes
Encinitas No. Plans to return on Aug. 11. No (Will allow on Aug. 11)
Escondido Yes (May 12) Yes
Imperial Beach Yes No (Will allow in August)
La Mesa No. Currently discussing. No
Lemon Grove Yes (May 18) Yes
National City No. Council on hiatus until Aug. 2. No
Oceanside Yes (April 21) Yes
Poway No. Will begin on July 20. No (Will allow on July 20)
San Diego No. Currently discussing. No
San Marcos Yes (May 11) Yes
Santee Yes (June 9) No (Will allow in August)
Solana Beach No. Plans to return after Aug. 25. No
Vista Yes (May 25) Yes
Exhibit 1
June 22, 2021 Item #8 Page 4 of 10
To the members of the:
JIT'f COUNCIL
Date~ CA ✓ CC _JL
CM _L ACM ....IL DCM {3) ,/
April 22, 2021
Council Memorandum
To: Honorable Mayor Hall an Members of the City Council
From:
Via:
Sheila Cobian, Assistant t . City Manager
--t~i-Scott Chadwick, City
Re:
{city of
Carlsbad
Memo ID #2021084
This memorandum provides information related to how cities are currently conducting their City
Council meetings now that San Diego County has moved into the orange tier. The following table
provides information about how each city is conducting its' City Council meetings as of
April 21, 2021.
City Meeting In Person Public Present
Chula Vista Yes Yes {25% capacity)
Coronado Yes Yes {50% capacity)
Del Mar No No
El Cajon Yes Yes {25% capacity)
Encinitas No No
Escondido No {Plans to open May 12) No {Plans to open May 12)
Imperial Beach Yes No
La Mesa No No
Lemon Grove No No
National City No No
Oceanside Yes Yes {50% capacify)
Poway Yes No
San Diego No No
San Marcos No (Plans to open May 11) No {Plans to open May 11)
Santee No {Plans to open May 12) No (Plans to open May 12 -25% capacity)
Solana Beach No No '
Vista No (Plans to open in May or June) No
Background
In March of 2020, the city proclaimed a local health emergency due to the COVID-19 pandemic.
At that time the city moved all its' Brown Act meetings to the Zoom virtual format. Recently,
staff was asked to compile data from surrounding jurisdictions regarding the conduct of their
public meetings subject to the Brown Act. The above table reflects the data gathered.
Policy & Leadership
City Manager Department
1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 t
Exhibit 2
June 22, 2021 Item #8 Page 5 of 10
Council Memo -Council Meeting Survey (Districts -All)
April 22, 2021
Page 2
Next Steps
City staff will continue to follow the County of San Diego Public Health Orders and work with the
County of San Diego regarding recommendations for the safe reopening of public facilities and
the conduct of public meetings.
cc: Geoff Patnoe, Assistant City Manager
Celia Brewer, City Attorney
June 22, 2021 Item #8 Page 6 of 10
Administrative Services Branch
1635 Faraday Avenue Carlsbad, CA 92008 760-602-2415
Council Memorandum
June 17, 2021
To: Honorable Mayor Hall and Members of the City Council
From: Laura Rocha, Deputy City Manager, Administrative Services
Via: Geoff Patnoe, Assistant City Manager
Re: COVID-19 Actions and Expenditures Report Memorandum of Costs
This memorandum provides a breakdown of the costs of the city’s extensive emergency response
efforts by department and type of cost as of June 11, 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.
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 - 1,876 1,876
Public notification 44,291 139,713 184,004
Signage - 3,049 3,049
Community Development Cleaning supplies 411 - 411
Environmental Management Cleaning supplies - 5 5
IT equipment - 118 118
Facilities Cleaning services 699,281 121,286 820,567
Cleaning supplies 43,346 70,609 113,955
Meals and meal supplies - 205 205
Protective gear 36,422 11,854 48,275
Public notification - 26 26
Signage - 303 303
Fire Cleaning services 19,945 28,118 48,062
Cleaning supplies - 7,316 7,316
Meals and meal supplies - 24,537 24,537
Protective gear - 45,778 45,778
Public notification - 7,025 7,025
Fleet Cleaning supplies - 1,447 1,447
Protective gear - 148 148
HR Cleaning supplies - 1,208 1,208
IT equipment - 150 150
Protective gear 27,593 78,467 106,060
Information Technology IT equipment 32,705 129,697 162,402
Office of Innovation Economic Revitalization 3,037,788 1,812,212 4,850,000
Exhibit 3
June 22, 2021 Item #8 Page 7 of 10
June 17, 2021
Page 2
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.
Department Description of
Item or Service Purchase Order
Amount Remaining
Expenditures to
Date Committed Funds
Parks & Recreation Cleaning services 27,550 79,925 107,474
Cleaning supplies 195,944 396,612 592,556
Meals and meal supplies 10,885 268,661 279,546
Other - 1,341 1,341
Protective gear - 4,279 4,279
Public notification 4,339 28,589 32,928
Signage - 11,108 11,108
Police Cleaning services 47,111 17,889 65,000
Cleaning supplies 7,945 4,410 12,354
Overtime 11,027 58,183 69,210
Protective gear 12,883 10,266 23,149
Public notification - 126 126
Signage 1,518 482 2,000
Salaries and wages Overtime - 902,095 902,095
Parttime salaries - 973,468 973,468
Salaries - 13,372,456 13,372,456
Transportation Cleaning supplies - 1,506 1,506
Meals and meal supplies - 173 173
Protective gear - 33,819 33,819
Grand Total 4,260,984 18,650,728 22,911,712
June 22, 2021 Item #8 Page 8 of 10
June 17, 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.
Funding expected
The American Rescue Plan Act includes stimulus funds for local cities. The allocation for Carlsbad is
$12,615,746 and the city has received the first payment of $6,307,873. The second payment is
expected in the next year. The use of eligible funding includes covering costs and revenue
replacement for the provision of government services responding to COVID–19. At this time a
definitive plan has not been confirmed.
The City of Carlsbad has applied for and received funds which are outlined by category in the analysis
below. Funds may be restricted to certain uses which are generally costs to prevent, prepare for, and
respond to COVID-19.
June 22, 2021 Item #8 Page 9 of 10
June 17, 2021
Page 4
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney
Fund category
Cost plus
estimate [1]
Expected
amount of
funding
Surplus
or
(deficit) Note
COVID CONTINGENCY 3,715,788$ 5,830,023$ 2,114,235$ [a]
GENERAL FUND CARES 3,653,774$ 3,653,774$ -$ [b]
ECONOMIC CONTINGENCY 4,850,000$ 5,000,000$ 150,000$ [c]
BUDGETED SALARIES 10,692,150$ 14,345,924$ 3,653,774$ [d]
GENERAL FUND SUBTOTAL 22,911,712$ 28,829,721$ 5,918,009$
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)101,566$ 101,566$ -$
TOTAL 25,469,918$ 31,387,927$ 5,918,009$
Less: outside funding received and applied to budgeted salaries (3,539,379)$ [g]
Less: outside funding not yet received to be applied to budgeted salaries (114,395)$
Less: Estimated FEMA reimbursement (1,330,023)$
Surplus/(deficit) available 934,212$
[g] The $3.5M in outside funding is CARES funding received and allocated to budgeted salaries.
COVID-19 Costs and Funding Sources
As of June 11, 2021
[1] Costs plus estimate is total cost incurred to date plus residual PO amounts.
[a] Represents costs expected to be eligible under FEMA from $4.5M 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 $3.5M from the county and federal government, has
been received in the general fund, and $0.1M 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: $5M. The total costs are net of
$150K of council contingency.
[d] This category is funded by $14.3M 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 $10.6M 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.
June 22, 2021 Item #8 Page 10 of 10
Mia De Marzo
From:
Sent:
To:
Subject:
Gary Nessim <garynessim@attnet>
Tuesday, June 22, 2021 11:02 AM
City Clerk
City Council Meeting June 22 comments for two agenda items
All Receive - Agenia Item 0(
For the Information of the:
CITY COUNCIL
Date W7-2/W CA CC
CM ACM Y--)DCM (3) >0
Agenda item #8 Resuming in person meetings post Covid 19
Dear Councilmembers,
Carlsbad should be leading the way to resume in person meetings and encouraging citizen participation and
hopefully improving council efficiency and communication with each other and citizens. Please return to
normal as rapidly as possible to lead the way and encourage participation.
Gary Nessim
2987 Highland Drive
Carlsbad, CA 92008
760 519 5556
Agenda item #9 Dead Heritage Trees
Dear Councilmembers,
I requested some discussion of making use of our mature Heritage Trees, especially in Carlsbad Village,
and no one seems willing to discuss or negotiate without City Manager or City Council direction.
I am interfering with maintenance in removal of the body and grinding up before the viewing or the wake.
I suggest carving the balance of this particular, over 120 year old stump into a circular bench, which is
located on the same block as a public bus stop at a cost of about $3,000. Bumps would separate about 8
seats to make sleeping uncomfortable. A sign would indicate history and age and this bench can be
removed after 2-5 years if not performing well or it is deemed a nuisance.
Gary Nessim
2987 Highland Drive
Carlsbad, CA 92008
760 519 5556
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Hector Gomez
From:
Sent:
To:
Subject:
Lennie A <lenarkans@gmail.com>
Tuesday, June 22, 2021 3:02 PM
City Clerk
June 22nd Council Meeting: Item #8
All Receive - Agenda Item #
For the Information of the:
CITY COUNCIL
Date 42421 CA \c"- CC
CM ,T ACM )5" DCM (3)
To Mayor Hall, Mayor pro tern Blackburn, council members and staff,
Reinstitute in person council meetings with the citizens of Carlsbad. Start the meetings between 5p-6p so working
citizens can attend and participate in discussions.
With the colored tiers eliminated, and the city managers current report of the reopening of schools, restaurants and
public offices, it is time to lead by example and resume city council meetings in person.
After requesting in person meetings for the fourth time since last month, we the citizens of Carlsbad deserve to voice
our concerns over the leadership and direction the council is taking our city.
The Carlsbad residents are ready to get back to normal, and we insist you lead by example.
Ellie Arkans, RN
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