Good morning, everyone. The meeting with come to orthopedic. This is is the april 29, 2020, regular budget and finance committee. At this time, i will be calling the Budget Committee. Im chair of the budget and finance committee and joined by supervisor raphael mandelman. inaudible . Welcome, president yee. I would like to thank sf gov tv and if other supervisors have joined us, supervisors, if i have not mentioned your name, please introduce yourself. This is catherine stephanie. Welcome. Thank you. Any other supervisors that have joined us in. This is supervisor aaron pesk nix. Peskin. As supervisors join us, we will be introducing them for the meeting. And madam clerk, any announcements . Yes, madam chair, due to the covid19 Health Emergency and to protect board members, City Employees and the public, the board of Supervisors Committee room is closed. However, members will be participating in the meeting. As if they were physically present. Comment will be available under the anticipated. Each speaker will be allowed two minutes to speak. Comments or opportunity to speak during the Public Comment period are available via phone by calling 888 2045984, access code 3501008, is then press pound and press pound again. When youre connected, dial 10 to be added to the cue to speak. Submit Public Comment by emailing me at lind lindawong sfgov. Org. If you submit it via email, it will be included in the file as a part of the matter. Comments may be sent via u. S. Postal service to city hall. , room 234 and finally items acted upon today will be forwarded to the full board for consideration on may 5th, unless otherwise stated and also the supervisors currently participating in this remote meeting inaudible . Thank you very much. Madam clerk, can you please call item number one from the budget and appropriations committee. A review of the budget process admitting updates for 20202021 and 2021 and 2022 and the Mayors Office of Public Policy and finance of adding a seaport. Members of the public who wish to provide comment should call the 888 2045984, code 35101 3501008 and press one and then zero to line up to speak. Thank you very much, madam clerk. So we have today with us kelly kirk patrick fropatrick fe Mayors Office and mr. Patrick . Good morning. We have a presentation for you today. I will cover one slide and mark delrosa will provide information on reimbursement and spending in greater details. So let me screen share. Can you all see this . Is that visible . Wonderful. So here is an update for the information. As the response to the Health Crisis has withi been prolongedd Department Spending has decreased and this slide ive been showing you over the past couple of weeks is what we have expended or spent and the Controllers Office will review additional anticipated spending or encumbered expenses later in the presentation, but this is money that has gone out the door. So to date, weve spent 60 million, half of which is related to salary and benefit costs, varsity staff. And many of this is related to our manpower or people power and including efc and doc operations but notably camp tim comp time f time and mark will work through the parameters. Weve spent about 15 million on healthrelated staffing, including nurses, medical transportation and most notably safety and supplies. This has been an increase of almost 5 million that has been spent since last week and then we continue to spend on on degree gatcongregate shelter anl as other expenses related to it and eoc meetings. With that, im happy to advance slides for mark as we walks you through fema. Thank you, kelly and good morning members of the committee. Mark delarosa, the acting director of audits and the Cost Recovery lead as part of the citywide effort to obtain our fema, public Assistance Grant, reimbursements related to the covid19 Pandemic Response and i just wanted to walk you through some of the basics on fema public Assistance Grants, some updated numbers that carrie has eluded to and any information that we can provide you on the gift to sf, as well as answer any questions that you have. This first slide is basically just to provide you with a very broad overview of the objectives that we have for Cost Recovery and its to maximize as much as possible costs, reimbursements from fema in relation to the public Assistance Grant and its really in our best interests to be proactive and timely in responding to the fema requirements, to make sure that we are maximizing, as much as possible, all of the reimbursables and were leading the Data Collection and monitoring citywide. So were working with each of the departments that have so far incurred covidrelated response costs and thats something that were definitely prioritizing as we are going into our Cost Recovery phase. And some quick background in public Assistance Grants from fema, its trigger by the stafford act act and its activated when theres a declaration of an emergency and disaster and its to really respond quickly and also to help various jurisdictions recover from the impacts of the disaster. One point that i wanted to emphasize is fe ma emphasizes i dont want to duplicate public assistance provided by the other fellow agencies. So we want to make sure that were not we as a city are not requesting for the same or for multiple reimbursements for the same costs and so that is why the documentation and adherence to the guidelines is as important as possible, especially earlier on in the process. Our next slide, please. So this basically just outlines the ten key cost buckets that are currently reimbursable per the fema public Assistance Grant, for the eligible costs. Every time theres an emergency or disaster, fema and calowias are providing guidelines to the different jurisdictions and applicants on what is reimbursable and what is not. This pandemic per information weve gathered from the two representatives in points of context is unprecedented in a lot of ways, in terms of the type of incidents, via scope and magnitude, given its impacting every jurisdiction throughout the country and so theyre trying to be as proactive and clear in terms of providing guidance, given something this ithis is notsomething that happ. These are the ones well be submitting as part of our public Assistance Grant application. The first being the management control and reduction and this is really what we would consider as kind of one of the main buckets, as part of our eoc costs, as part of our disinfecting of public facilities and locations and thats one cost category and medical sheltering is also one that is a huge part of our Cost Recovery and this is why th thenoncondegrenoncondegree nonce under. Purchase of equipment is another bucket of costs that is fema reimbursable. Only costs related to measures are reimbursable and i wanted to emphasize, really, the cost shares that are involved. So given all of the ten buckets of reimbursable categories, fema will reimburse 75 of all of the reimbursable costs. The remaining is basically split between the state, which is through the cal oes, office of Emergency Management and thi 75d the remaining is the local costs. There are different ways that we can focus on how we can even maximize further, how we cover those 6. 25, the donated resources from labor to equipment can be a part of how we cab offset the 6. 25 and thats why were trying to be diligent in capturing all of the costs of the donations. And this next slide is basically giving you the process that weve. Com through so far as a part of the fe ma public assistance and we have submitted our reimbursement requests for an expedited funding and the expedited funding is a way for fema to provide the jurisdictions with an upfront money without having to train any documentation, so we had to develop a bunch of estimated costs, the first 60 days of the prical period of our response as parts of that expedited funding process. And we looked at whats been expended so far and projected out for the operational period. The different dates you see under the Cost Recovery processing is really just outlining some of the critical milestones that we have reached so far. So we had to initiate our request. We had to provide various information to cal oes and fema. April 6th is when we first submitted the funding request for the categories of emergency protective emergencies and then a week after that, on april 13th, was when we submitted our second expedited request regarding the noncongregate sheltering. All three have been obligated, meaning they have approved it and they have transferred the portion that theyre going to be reimbursing as a part of the expedited funding to the primary grandegrantee. In addition to the expedited finding, we will be submitting on an ongoing basis the actuals that we have expended as a city and thats part of our biweekly submittals to cal oes and fema with a backup documentation. Were asking to document, document, document, all of their labor costs, so that will be a part of that regular reimbursement process of the actual costs. Next slide, please. This is a broad runthrough of the numbers and a broad series under the covid19 effort costs to date, those are personnel and nonpersonnel costs that have hit the covid19 code in our financial system. This is as of april 28th, which is yesterday and as we all know, this week is a Payroll Processing week and so that number on the personnel cost of 5 3. 9 million captures all of the costs to date that have been processed through our financial system. So the total is 190. 9 and i know theres Minor Discrepancies between some of these numbers and what kelly has provided and its more of the timing of when we capture the information, but for the most part, they are aligned and basically are capturing the same trends of information. So under the personnel, we have both a category for those that well be submitting to fema as our personnel costs, which is the 32. 1, and then theres also the fema nonreimbursable cost which is 21. 8 million which is not covered under the tag grant program. The personnel is really 137. 9, which is broken down by both actuals and uncom uncumbered. Its the various supplies that we have expended so far and grants that weve let and and expenditures. The 105. 6, those are the placeholders for what we have let with Public Health and theres some for hsa, obviously. This is in our financial system, as such. The categories, number two, can i gcani go back, kelly . And i wanted to run you through numbers from fema and numbers that we are tracking. This is as of yesterday and were definitely going to update this moving forward. So in terms of the fema eligible costs to date that we have submitted to fema so far, as of the last submittal, it amounts to about 40. 4 million and as part of our expedited funding request, which is basically a portion of the 75 of femas cost share is going to be coming to us soon and. And this is15. 1 million and i dd this on the previous slide of number one, number two, and number three which totals 15. 2. And the obligations, all three have been obablie obligated to. This is as a part of the funding request that we have. This is another source of our funding that we will be getting moving forward. The 153. 8 youre seeing here is basically the first installation that we have seen so far and this relates to the various costs related to Public Health, hsa and there are other types of cares act funding the city will be getting including those related to aviation, that the airport will be getting, transportation that mta will be getting and well update this as we move forward. And in the last categories, basically, our gift to sf and if we can advance to the next slides, please. So another cost center that were tracking is the gift to sf and this is one that was set up per the directive and i believe since the middle of march that this was started, we have received a total of about 9. 5 million. Those are from mailed in checks, from online donations through wires and were calling out the Sf Foundation because its a separate theyre doing a fundraising for the gift to sf and were capturing separately for now but it rolls up to the 9. 5 total for the gift of sf that has hit the city so far. In terms of the disbursements and how theyre used, so far, theres been over 5 million that have been disbursed and approved actually approved as disbursement so far, mainly for a Small Business and worker support programs, for Food Security perhaps, for access to housing and those are the types of priorities that have been set fort aforth as part of the giftd this has been given to the departments to carry out those three purposes. The next slide, please. And this is just to give you another highlevel background on the Administration Committee, that this gift to sf is compromised of and per the mayoral declaration and its the director of dem, mary anne carol and our controller benefi contrn rosenfield, the individuals sitting in the Administration Committee that are making decisions on the sources and uses. And then theres an Oversight Committee compromised of the various stakeholders throughout the city and that, basically, concludes my presentation. I would be happy to answer any questions you have and our know our controller, Ben Rosenfield is happy to answer questions. How about present y president y . Given me a second here. Thank you, mr. De elarosa. Im looking at slide six in the date personnel the reimbursable. Are these additional costs or are these just, basically, costs in which were doing our job . So one of the reasons why were capturing in the system, basically, everything that is covid related is so that we have a sense of the level of efforts citywide and a part of the personnel costs that are not categorized as reimbursables are those that are the costs of furloughing someone, for example, or putting someone on leave and i think that theres other categories that are hitting those personal costs that are now reimbursable, as well, that are not specifically overtime and not specifically related to the response to the covid19 pandemic. It could be another source to thats not fema reimbursable. Thank you. Thank you very much and any other questions or comments for mr. Delarosa. I just have one question. Under the nonpersonnel, does that include capture inaudible . Because that cost will probably go up. We know the demand is rapidly rising, quite frankly. Anything that you would like to add in mr. Patrick . I know that we have postponed our big report until the second week of may. Is that correct . Yes, i believe so and i think the hearing is slated for may 13th. And thats as well as covid spending. So lots of information in greater detail will be coming to everyone in about two weeks. Great. I see that supervisor ronen is in the cue and do you have a question . Yes, thank you, chair fewer. Quick question. On the slide that showed all of the reimbursements, i think could it be slide 7 . Yes. So i just want to make sure im understanding this correctly. So we had collectively spent 190 million, but were getting reimbursed from fema, 40 plus 15 plus 153, plus 153 . That is as of today. What is not captured here yet, as i mentioned, were going to be moving forward every two weeks, well be submitting our actuals to fema, so basically the numbers that youre seeing, the 40, 15 and 15 are based on estimates we had to come up with a few weeks ago and so that we can get theexpedited funding request. Well be submitting of what we actually expended. A lot of the actuals i captured on the first bucket of covid19 costs to date have not been submitted to fema yet for reimbursement. What weve been reimbursed is greater than what weve spent according to this chart. Youre correct. So when its all said and done, does that mean well get reimbursed for the vast majority of expenses that we make. For those that are eligible as fema public assistance, not everything is reimbursable. Weve learned from previous experiences when weve done other initial aid deployment is that they really are very specific as to what can be reimbursed and those ten buckets that i previously mentioned are the only ones theyre cover skid its best to maximize as much as we can, as well as other sources, including cares act funding which is separate from the fema public Assistance Grant. But fema wont reimburse something that the cares act reimbursed. Exactly. With the two sources inaudible . Would you mind repeating the question . Because there was some interference. Sure, thank you. Do you anticipate that between the cares act and the fema reimbursements that we will be reimbursed with the vast majority if not completely the expenses that we incur for covid relief . Supervisor ronen, i thought i would add a bit to your question. I think its important to note on the slide were looking at, this presenting what we have spent to date for contracts, for orders that we have encumbreber. There are other expenses that we dont yet have the contract and though will likely be considerable. This is what were working on and we expect in our may projection report, which we hope to have completed, a full picture of all expenditures. And then underneath that, the kind of puzzle of all of these funding spritzes and what we wont cover and what the net will look like at the bottom line. I dont know we have a complete picture of either of the expenses or all of these reimbursements but were in the process of pulling together that puzzle so we can answer your very good question here very shortly. The ppe purchases have been reflected on this sheet, but we know we have additional ordering over the coming months and the same goes for food and its an inc