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HomeMy WebLinkAboutItem 3 - Grant and Funding Opportunities for COVID-19 PandemicItem 3 «:. oil' SO FROM: City Council/Disaster Council Agenda Report SUBJECT: Department Name: Police/Finance Cost Center: 8001/2001 For Agenda of: May 22, 2020 Placement: Business Estimated Time: 5 Minutes Deanna Cantrell, Chief of Police Brigitte Elke, Finance Director GRANT AND FUNDING OPPORTUNITIES FOR COVID-19 PANDEMIC RESPONSES AND EFFORTS. RECOMMENDATION 1. Adopt a Resolution authorizing staff to apply and accept grants and funding related to COVID- 19 reimbursements as opportunities arise without prior Council approval as required by the City's Grant Management Policy (Financial Management Manual — Section 740). (Attachment A); and 2. Authorize staff to accept a grant award in the amount of $41,431 from the FY 2020 Coronavirus Emergency Supplemental Funding Program, and 3. Authorize the City Manager to execute necessary grant documents and direct the appropriation of monies into the COVID-19 reimbursement account. DISCUSSION In response to the COVID-19 pandemic, federal grants have been made available to assist state and local governments with a multitude of unanticipated expenditures needed to continue to provide essential services to the community while responding to the health emergency. Staff is actively looking for all opportunities to assist the City recover some or all the cost related to the current health crisis in addition to cost recovery from the Federal Emergency Management Agency (FEMA). Given that some of these opportunities will come about rapidly and require a tight turn -around of applications and related materials, staff is requesting authorization to apply to these opportunities without seeking Council approval for each instance as required by the City's Grant Management Policy. This policy requires Council approval for each grant over $5,000 prior to applying for the grant. Packet Page 75 Item 3 One of these opportunities came through the Coronavirus Emergency Supplemental Funding (CESF) Program that provides funding to assist eligible states, local units of government, and tribes in preventing, preparing for, and responding to the coronavirus. This grant funding was based on pre -determined allocations made for specific counties or cities. A total of nearly $850 million has been allocated for the FY 2020 CESF program. The City of San Luis Obispo has been allocated $41,431. Funds awarded under the CESF Program must be utilized to prevent, prepare for, and respond to the coronavirus. Allowable projects and purchases include, but are not limited to, overtime, equipment, hiring, supplies (such as gloves, masks, sanitizer), training, travel expenses (particularly related to the distribution of resources to the most impacted areas). As a direct result of the COVID-19 Pandemic, the City of San Luis Obispo implemented a "work from home" policy (Attachment B) that authorizes City employees to work from home when the following criteria are met: 1. An emergency has been declared by an agency or individual with authority to require sheltering at home or to otherwise limit access to the usual workplace. 2. It is a viable work option consistent with the City's operational needs while adhering to emergency directives. 3. The benefits to the City as well as the employee are clearly defined and pre -approved by the City's Department Heads under the direction of the City Manager. Employees designated to work from home were required to complete an "IT Work from Home Request". Since the City did not have enough laptops to outfit every employee that would be working from home, the Information Technology staff purchased 38 laptops which totaled $69,247. This was an unexpected and unbudgeted expenditure, directly related to the Coronavirus pandemic. The City requested grant funding to partially reimburse the City for the cost of the laptops in the amount of $41,431 (total grant amount allocated to the City of San Luis Obispo). On May 15, 2020, the City was notified by the office of Congressman Carbajal that the grant was awarded and could be expected in the near term. This funding would greatly assist with offsetting some of the unanticipated expenses occurred due to the pandemic. Policy Context The recommended actions are consistent with the City of San Luis Obispo's Financial Management Manual, Section 740 - Grant Management Policy. The policy states that Council will approve all grant applications in excess of $5,000 and delegates receipt and contract execution to the City Manager. CONCURRENCES The Director of the Finance and Information Technology Department concurs with the staff recommendation. Packet Page 76 Item 3 ENVIRONMENTAL REVIEW The California Environmental Quality Act does not apply to the recommended action in this report because the action does not constitute a "Project" under CEQA Guidelines Section 15378. FISCAL IMPACT Budgeted: No Funding Identified: Yes Fiscal Analysis: Budget Year: 2020-21 Funding Sources Total Budget Available Current Funding Request Remaining Balance Annual Ongoing Cost General Fund State Federal (JAG grant) $41,431 Total $41,431 City matching funds are not required for this grant that was based on a pre -determined allocation. Staff will report to the Council on all the applications that were submitted, and amounts awarded to offset COVID-19 expenditures or assist in responding to the healthy emergency, as well as assist with economic recovery. ALTERNATIVES 1. Modify the staff recommendation. Council may direct staff to apply for the grant funds for a different purpose, as long as the use is consistent with the purpose areas described in this report. 2. Do not approve the authorization of staff to apply for all grant opportunities. This is not recommended as the situation brought on by COVID-19 is fluid and many opportunities come about quickly without prior precedent. Deadlines can be tight and the volume of staff reports seeking approval to apply could become burdensome. ATTACHMENTS a — Draft Resolution COVID Recovery Grant and Stimulus Authorization b — Work From Home Policy Packet Page 77 ATTACHMENT A Item 3 RESOLUTION NO. (2020 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO APPROVE THE SUBMITTAL OF GRANT AND STIMULUS FUNDING APPLICATIONS WHEREAS, the City of San Luis Obispo is experiencing unprecedented economic impacts associated with the COVID-19 pandemic; and WHEREAS, the City of San Luis Obispo has a long-standing organizational culture of applying for external funding in order to leverage modest investments of City funds; and WHEREAS, the City of San Luis Obispo has identified numerous prospective grant opportunities and anticipates substantial stimulus funding opportunities where it would be advantageous to be able to take quick action in order to be eligible for various funding accommodations that may be available; and WHEREAS, the City Council finds that funding proposals that meet the following general categories should be prioritized where funding opportunity would address: 1) Economic recovery and resilience, 2) Major City Goal work programs; and 3) Essential services and infrastructure. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo that the City Manager shall be authorized as follows: 1) Submit grant applications and stimulus funding proposals, 2) Enter into a grant agreement for projects and agree to accept the terms and conditions of a grant agreement if the project is awarded funding, 3) Certify that no conflict of interest or appearance of conflict of interest exists for any member of the City Council as relates to the project; and, Packet Page 78 ATTACHMENT A Item 3 Resolution No. (2020 Series) Page 2 4) Delegate authority to a designee to conduct all negotiations and execute and submit all documents, including, but not limited to applications, agreements, amendments, payment requests and so on, which may be necessary for the completion of the project, if the project is awarded funding. Upon motion of , seconded by and on the following roll call vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this day of Mayor Heidi Harmon ATTEST: Teresa Purrington City Clerk APPROVED AS TO FORM: J. Christine Dietrick City Attorney 2020. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, on Teresa Purrington City Clerk Packet Page 79 Emergency Work from Home Policy ATTACHMENT B Purpose Item 3 With current technology it is now possible for staff to perform normal duties remotely as a means of providing vital services, support, and essential communications during an emergency such as the COVID-19 pandemic. This Policy is intended to provide structure and guidance to employees working at home during this time so they and their families can stay safe and healthy and can continue to provide excellent service to the public in a timely and professional manner. Authorization to Work from Home City employees will be allowed to work from home when: • An emergency has been declared by an agency or individual with authority to require sheltering at home or to otherwise limit access to the usual workplace. • It is a viable work option consistent with the City's operational needs. The benefits to the City as well as the employee are clearly defined and pre - approved by the City's Department Heads under the direction of the City Manager. Responsibilities When working from home City employees should plan to: • Perform their usual job responsibilities. Employees should check with their supervisors for direction if they are uncertain about which tasks are most important as some duties may be re -prioritized based on current needs. • Provide contact information to supervisors, coworkers, and other business contacts so they can be easily reached by phone and email, respond promptly to inquiries and perform normal business functions. • Non work -related interruptions must be kept to minimum. Responsibilities and tasks need to be completed with the same importance and attention as they would be if they were tended to in the office. Work from home is not a substitute for dependent child or elder care, nor is it intended to enable employees to conduct personal or non -City business while on City time. • Complete timecards and submit as usual. COVID-19 related work should be submitted separately on an ICS 214 activity log for the purpose of keeping track of possible reimbursable expenses from FEMA. • Employees should reference the Work from Home Protocol and complete the request forn for equipment or access from IT. • Employees should review the Electronic Device Use and Work Policy to ensure compliance and accounting for time. 1 Revised 419120 Packet Page 80 tit . COVID-19 Emergency Work from Home Policy ' ATTACHMENT B Item 3 • Avoid using personal email accounts to transfer City documents as any responsive work documents stored on a personal computer or device could be subject to a search in a Public Records Act request. • Employees should notify their supervisor if they move to another residence and should also update their address in Oracle. • Comply with all City policies, procedures, agreements, organization rules, State and federal laws, and Fair Labor Standards act (FLSA). Creating a Safe and Productive Work Environment at Home To set the stage for success when working at home employees can: • Create a workspace that is free from distractions and hazards, is ergonomically suitable and well -lit, and includes a professional -looking backdrop for face-to-face communications if using a webcam. • Manage time effectively by establishing routines mirroring a typical day in the workplace and make sure others know normal work hours so the employee can be easily reached. • Take advantage of Skype and phone calls to connect with others and participate in scheduled meetings. Do not hold in -person meetings at home. • Make sure that all City property that has been permitted by supervisors for use is safe and secure and not available to others. This can include City equipment, information, networks, applications, systems, printers, laptops, phones, calculators, ink cartridges, and documents, e.g. Confidential information and passwords should not be disclosed to any unauthorized person and all systems should be logged out when not in use. • Whether at home or in your usual workspace, clean and disinfect your space regularly. For more tips, see Clean and Safe Workplace. • Report to supervisors any illness that takes an employee away from work whether for personal care or to care for a family member and report as sick leave. • Employees should notify their supervisor if injured while working at home; supervisors should notify Elizabeth Turbow in Human Resources as soon as practically possible. The employee and supervisor must then follow normal Workers' Compensation procedures and complete all necessary documentation. • Employees should contact their supervisor or Human Resources if they require an accommodation under the Americans with Disabilities Act (ADA) or ergonomic adaptation in order to prevent an injury. • Employees should step away from the home office space for lunch and breaks as usual. Take a breath, take a walk, and most of all take care of themselves. 2 Revised 419120 Packet Page 81 COVID-19 Emergency Work from Home Policy r ATTACHMENT B Item 3 Upon Return to Normal Work Setting Once an order to shelter at home is lifted, City staff should: • Await further instructions from Department Heads prior to returning to their previous workplace. • Return all City property that was authorized for use only during the emergency. Documents containing confidential materials should be properly stored, disposed of or shredded at work and not discarded in a household receptacle. • Be aware that failure to meet operational needs, behave in an unprofessional manner, or violate this or other City policies could result in disciplinary action. 3 Revised 419120 Packet Page 82 City Council / Disaster Council May 22, 2020 —Agenda Item No. 3 Grant and Funding Opportunities for COVID-19 Pandemic Responses and Efforts Recommendation: 1. Adopt a Resolution authorizing staff to apply and accept grants and funding related to COVID-19 reimbursements as opportunities arise without prior Council approval as required by the City's Grant Management Policy. 2. Authorize the City Manager to execute necessary grant documents and direct the appropriation of monies into the COVID-19 reimbursement account 3. Authorize staff to accept a grant award in the amount of $41,431 from the FY 2020 Coronavirus Emergency Supplemental Funding Program. Grant and Stimulus Funding Authorization and Current Opportunities 1. The City of San Luis Obispo' Manual requires City Council $5,000 (Section 740). s Financial Management authorization for all grants over 2. The City has a long-standing culture of seeking external funding in order to leverage modest investments of City funds; however, oftentimes current opportunities have very fast turn -around times and the City would like to be able to take advantage of such opportunities timely and expediently. 3. Staff is seeking City Council authorization for the City Manager, or designee, to submit and administer grants and stimulus funding proposals where funding would address: 1) Covid-19 cost recovery, 2) economic recovery and resilience, 3) Major City Goal work programs, and 4) essential services and infrastructure. Coronavirus Emergency Supplemental Funding Program 1. The Coronavirus Supplemental Funding (CESF) Program provides funding to local units of government based on pre- determined allocations. 2. A total of $850 million was allocated for FY 2020 to the CESF Program and the City of San Luis Obispo has been allocated $417431. 3. As a result of implementing the City's "work -from -home" policy, Information Technology staff purchased 38 new lap- tops, which totaled $69,247 and was un-budgeted. 4. The City will be able to use the $41,431 CESF Program allocation to partially offset this expense. Recommendation: 1. Adopt a Resolution authorizing staff to apply for and accept grants and funding related to COVID-19 reimbursements as opportunities arise without prior Council approval as required by the City's Grant Management Policy. 2. Authorize staff to accept a grant award in the amount of $41,431 from the FY 2020 Coronavirus Emergency Supplemental Funding Program. 3. Authorize the City Manager to execute necessary grant documents and direct the appropriation of monies into the COVID-19 reimbursement account. Alternatives: 1. Modify the staff recommendation. 2. Do not approve the authorization for staff to apply for grant opportunities. Questions? Brigitte Elke, Director of Finance (belke(a�slocity.org) Robert Hill, Sustainability & Natural Resources Official (rhill(c-slocity.org)