COVID-19 Expense Reimbursement Resolution Copyrighted
September 8, 2020
City of Dubuque Consent Items # 5.
City Council Meeting
ITEM TITLE: COVID-19 Expense Reimbursement Resolution
SUM MARY: City Manager recommending approval of a resolution requesting
reimbursement from the State of lowa Cares Relief Fund.
RESOLUTION by the City of Dubuque, lowa to request reimbursement
for eligible costs related to the COVI D-19 Public Health Emergency
from the lowa COVI D-19 Government Relief Fund
SUGGESTED Suggested Disposition: Receive and File;Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
Description Type
State CARES Relief Fund Resolution-MVM Memo City Manager Memo
COVI D-19 E�ense Reimbursement Memo Staff Memo
COVI D-19 E�ense Reimbursement Resolution Resolutions
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: State CARES Relief Fund Resolution
DATE: September 3, 2020
Assistant City Manager Teri Goodmann, Public Works Director John Klostermann and
Budget/Finance Analyst Elena Fox recommend City Council approval of a resolution
requesting reimbursement from the State of lowa Cares Relief fund for $1,375,656.30
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen
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Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
John Klostermann, Public Works Director
Elena Fox, Budget/Finance Analyst
Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Teri Goodmann, Assistant City Manager
John Klostermann, Public Works Director
Elena Fox, Budget/Financial Analyst
SUBJECT: State CARES Relief Fund Resolution
DATE: September 3, 2020
BACKGROUND
Governor Kim Reynolds has allocated $125 million from the $1.25 billion in State of
lowa CARES Relief funds for reimbursements to cities and counties across lowa for
direct COVID-19 related emergency expenses not already reimbursed by FEMA. The
State fund of $1.25 billion is a part of the Coronavirus Aid, Relief, and Economic
Security Act (CARES Act), a $2.2 trillion stimulus bill passed by Congress on March 27,
2020.
$100 million of the local government apportionment of State's CARES Act relief fund will
be divided proportionately between eligible cities and counties based upon 2019
estimated population. $25 million will cover the local government required FEMA cost
share through the lowa Department of Homeland Security Emergency Management.
DISCUSSION
Based on the State's calculations of population-based reimbursement, the City of
Dubuque will receive $1,375,656.30 for COVID-19 eligible expenses which are
identified in the Governor's directive below:
Consistent with the U.S. Treasury Department Guidance, funds may only be
used to cover costs that:
A. Are necessary expenditures incurred due to the public health emergency with
respect to the Coronavirus Disease 2019 (COVID-19).
B. Were not accounted for in the budget most recently approved as of March 27,
2020, for the government entity.
C. Were incurred during the period that begins on March 1, 2020, and ends on
December 30, 2020; and
D. Have not been reimbursed or where reimbursement has not been requested
from another source of funds including, but not limited to, other federal programs.
The State of lowa has entered into a contract with a third-party accounting firm to
manage the process to request reimbursement and process payments.
Necessary Expenditures Include the Acquisition and Distribution of:
• Personal Protective Equipment
• Sanitizing Products
• Testing Equipment and Supplies (test kits)
• Ventilators
• Other Necessary COVID-19 Medical Supplies and Equipment
Other Related Necessary Expenditures
• Temporary Isolation or Quarantine Sites
• Medical Transportation
• Expenses for Sanitizing Public Areas and other Public Facilities
• Temporary Emergency Staffing and overtime costs for staff that is
substantially dedicated to the mitigation or response to the COVID-19
public health emergency
• Payroll costs for public health and public safety employees for services
dedicated to mitigating or responding to the COVID-19 public health
emergency
• As a matter of administrative convenience in light of the emergency
nature of this program, you may presume that 25% payroll costs for
public health employees and 25% of payroll costs for public safety
employees are payments for services substantially dedicated to
mitigating or responding to the COVID-19 public health emergency.
• Equipment used for the conduct of ineetings by telephonic or electronic
means
• Software or technology infrastructure to allow for local services to be
provided while social distancing
• Additional costs associated with enhanced 211 capabilities
2
CONCLUSION:
City staff continue to collect and request reimbursement for all eligible FEMA expenses.
This State of lowa emergency disaster reimbursement program, made possible by the
Governor's Cares Relief Fund, expands, and includes additional COVID-19 related
expenses for reimbursement as described above. However, due to the per capita cap
of $1,375,656.30 proscribed by the State for the City of Dubuque, all eligible expenses
will not be reimbursed.
The City has prioritized "payroll costs for public health and public safety employees for
services related to responding to COVID-19 public health emergency" expenses for
submission to the State for reimbursement. Staff will continue to seek alternative
funding sources to help cover the cost of these additional expenses.
RECOMMENDATION:
Approve required resolution requesting reimbursement from the State of lowa Cares
Relief fund for $1,375,656.30.
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Teri Goodmann, Assistant City Manager
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Prepared by Teri Goodman, Asst. City Manager, City Hall, 50 W. 13th St., Dubuque, IA 52001, (563) 589-4110
Return to Kevin S. Firnstahl, City Clerk, City Hall, 50 W. 13th St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 263-20
A RESOLUTION BY THE CITY OF DUBUQUE, IOWA TO REQUEST REIMBURSE-
MENT FOR ELIGIBLE COSTS RELATED TO THE COVID-19 PUBLIC HEALTH EMER-
GENCY FROM THE IOWA COVID-19 GOVERNMENT RELIEF FUND
WHEREAS, the United States Congress approved the Coronavirus Aid, Relief, and
Economic Security (CARES) Act to provide economic relief related to the COVID-19 pan-
demic.
WHEREAS, Governor Kim Reynolds allocated $100 million of the State of Iowa's
CARES Act funding to local governments for direct expenses incurred in response to the
COVID-19 emergency.
WHEREAS, local government funding reimbursements may only be used for neces-
sary expenditures incurred due to the COVID-19 pandemic, were not accounted for in the
current fiscal year city budget, were incurred during the time period of March 1, 2020
through December 30, 2020 and have not been reimbursed from other sources.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA THAT:
$1,375,656.30 in eligible expenditures in response to the COVID-19 public health
emergency is hereby submitted and requested for reimbursement.
Passed, approved and adopted this 8th day of September 2020.
Roy D. Buol, Mayor
ATTEST:
Kevin S. Firnstahl, City Clerk