Wednesday, December 6, 2023
5:30 PM
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
Conference Room 2A & Virtual Platform (Zoom)
Council Budget and Finance Committee
Agenda
December 6, 2023Council Budget and Finance
Committee
Agenda
NOTICE: The Council Budget and Finance Committee will hold a hybrid meeting in Conference Room 2A and virtually via Zoom.
Public Participation
How to submit written Public Comment:
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Requests will be allowed provided the reading will not exceed three (3) minutes consistent with the time limit for speakers at Council Committee meetings. Email comments will become part of the record of Council Committee meetings.The Chair can limit the time for reading written comments.
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CALL TO ORDER
AB 2449 TELECONFERENCE NOTIFICATIONS AND CONSIDERATION
ROLL CALL
PUBLIC COMMENTS:
Limited Only to Items on the Agenda and Submitted Prior to the Meeting.
APPROVAL OF MINUTES
Review and Approve the Council Budget and Finance
Committee November 1, 2023, Meeting Minutes
MIN 23-128
Attachments: Attachment I Minutes
REPORTS/ACTION ITEMS
December 6, 2023Council Budget and Finance
Committee
Agenda
American Rescue Plan Act (ARPA) Funding: Analysis and
Review of Current and Planned Expenditures
RPT 23-124
Attachments: Attachment I Staff Report
Attachment II ARPA Project Status
FUTURE AGENDA ITEMS
Review and Approve the FY 2024 Agenda Planning CalendarACT 23-103 Attachments: Attachment I Agenda Planning Calendar
COMMITTEE MEMBER/STAFF ANNOUNCEMENTS
ADJOURNMENT
Next Meeting - 5:30 p.m., Wednesday, January 3, 2024
The City of Hayward's Open Data Portal was designed to allow the public to explore, visualize, and download publicly accessible data. The Open Data Portal allows a clear view of the City's financial performance. Access to the portal may be found at https://haywardca.opengov.com/CITY
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: MIN 23-128
DATE: December 6, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Review and Approve the Council Budget and Finance Committee November 1, 2023, Meeting Minutes
RECOMMENDATION
That the Council Budget and Finance Committee (CBFC) reviews and approves the November 1, 2023, CBFC meeting minutes.
SUMMARY
The CBFC held a meeting on November 1, 2023, and the draft minutes are attached for the CBFC’s review and approval.
ATTACHMENTS
Attachment I 11/1/2023 CBFC Meeting Minutes
CITY OF HAYWARD Printed on 12/1/2023Page 1 of 1
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ATT ACHMENT I
COUNCIL BUDGET & FINANCE COMMITTEE MEETING
Meeting Minutes of November 1, 2023
Call to Order: 5:32 p.m.
Members Present: Mayor Salinas, Councilmember Bonilla Jr., Councilmember Syrop
Members Absent: None
Staff: Kelly McAdoo, Nicole Gonzales, Christina Crosby, Franchesca Hatfield, Crissy Mello, Nicholas Mullins
Guests: Monique Spyke, PFM Asset Management, Whitney Crockett, Maze & Associates
Public Comments: None
1. Approval of Meeting Minutes from October 16, 2023
Action: Minutes reviewed and unanimously approved.
2. Investment Portfolio Review and FY 2024 Statement of Investment Policy Update Monique Spyke of PFM Asset Management presented
Councilmember Syrop Questions:
A. Do we know if unemployment numbers track folks working more than one job?
B. Who is on the City’s Investment Committee?
C. How does the investment portfolio relate to the City’s General Fund? D. Were there conversations about using funds from the investment portfolio to replenish General Fund reserves during the recession? E. For the City’s investments, are funds being held in industries with integrity? For instance, is the City investing in fossil fuels or private prisons? How does the City ensure investments reflect the City’s values?
Councilmember Bonilla Questions:
A. Are earned investments reinvested?
B. Where did funds in the short-term investment come from? C. At what point does the City decide to invest further in the General Fund reserves or other investments?
D. Are there certain investments or decisions the investment committee would bring back to the full Council?
E. What are other opportunities to lock in higher interest rates for long- term investments?
Action: The Committee received the presentation.
3. FY 2023 Annual Audit Process
Whitney Crockett of Maze & Associates presented
Mayor Salinas question
A. Why are we transitioning to email instead of in-person for fraud questions?
Councilmember Bonilla questions
A. Are you seeing any concerns in the audit process so far? B. Do you anticipate any impacts on reporting due to the cybersecurity incident?
Action: The Committee received the presentation.
4. Review and Approve the FY 2024 Agenda Planning Calendar
Action: The Committee reviewed the calendar and provided agenda recommendations.
Committee Members/Staff Announcements: None.
Adjournment: The meeting was adjourned at 6:29 p.m.
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: RPT 23-124
DATE: December 6, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
American Rescue Plan Act (ARPA) Funding: Analysis and Review of Current and Planned Expenditures
RECOMMENDATION
That the Committee receives an update on the status of American Rescue Plan Act (ARPA) funded projects and provides feedback on the potential projects to be funded by any unobligated ARPA funds.
SUMMARY
On March 11, 2021, the federal stimulus package, the American Rescue Plan Act (ARPA), was signed into law, providing $1.9 trillion in economic stimulus funding to address impacts on local agencies due to the COVID-19 crisis. Specifically, the federal relief provided over $65 billion in direct funding to cities to address the economic and fiscal impacts of the COVID-19 crisis and to assist in the recovery of local communities. The City of Hayward was awarded an allocation of $38.4 million in ARPA dollars.
This report provides an update on the status of ARPA funded projects that were approved by Council on July 13, 2021, as part of the Federal Stimulus Expenditure Plan. To meet funding requirements, all ARPA funding must be obligated by December 31, 2024, and fully expended by December 31, 2026. For the Committee’s consideration and feedback, this report provides a list of potential projects that could be funded using unobligated and/or reallocated ARPA dollars.
ATTACHMENTS
Attachment I Staff Report
Attachment II ARPA Project Status
CITY OF HAYWARD Printed on 12/1/2023Page 1 of 1
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DATE: December 6, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT: American Rescue Plan Act (ARPA) Funding: Analysis and Review of Current and Planned Expenditures
RECOMMENDATION
That the Committee receives an update on the status of American Rescue Plan Act (ARPA) funded projects and provides feedback on the potential projects to be funded by any unobligated ARPA funds.
SUMMARY
On March 11, 2021, the federal stimulus package, the American Rescue Plan Act (ARPA), was signed into law, providing $1.9 trillion in economic stimulus funding to address impacts on local agencies due to the COVID-19 crisis. Specifically, the federal relief provided over $65 billion in direct funding to cities to address the economic and fiscal impacts of the COVID-19 crisis and to assist in the recovery of local communities. The City of Hayward was awarded an allocation of $38.4 million in ARPA dollars.
This report provides an update on the status of ARPA funded projects that were approved by Council on July 13, 2021, as part of the Federal Stimulus Expenditure Plan. To meet funding requirements, all ARPA funding must be obligated by December 31, 2024, and fully expended by December 31, 2026. For the Committee’s consideration and feedback, this report provides a list of potential projects that could be funded using unobligated and/or reallocated ARPA dollars.
BACKGROUND
The City of Hayward was awarded an allocation of approximately $38.4 million in ARPA relief funds from the federal government to address the internal and external needs of the organization and Hayward community associated with the COVID-19 crisis.
On July 13, 20211, the City Council adopted the City of Hayward Federal Stimulus Expenditure Plan for $38.4 million in federal stimulus funding. Annual budget appropriation of ARPA funded projects has been included in the annual budget process beginning in FY 2022 through FY 2024.
DISCUSSION
To prioritize the needs of the organization and community, the City created two major expenditure categories with respect to the ARPA allocation: (1) Community Safety and Economic Recovery, and (2) Fiscal Recovery and Stabilizing City Operations. The Community Safety and Economic Recovery category prioritizes the external needs of the community in the areas of: economic development; housing and homelessness prevention; community and nonprofit programs and efforts; and enhanced clean-up and maintenance. The Fiscal Recovery and Stabilizing City Operations category focuses on: the internal fiscal needs of the City to stabilize City operations and services through replenishing and offsetting the loss of past and projected City revenues; investments in technology needed to return-to-work safely and to enhance remote participation moving forward; and other building and infrastructure investments needed to help maintain and expand City operations and services in a post- COVID environment.
On July 13, 20212, the City Council adopted the City of Hayward Federal Stimulus Expenditure Plan for $38.4 million in federal stimulus funding. The projects and programs funded by ARPA include: (1) Support Public Health Expenditures, including Capitalizing Investments in Public Facilities to Meeting Pandemic Operational Needs; (2) Address Negative Impacts Caused by the Public Health Emergency; (3) Replacement of Lost Public Sector Revenue; and (4) Investment in Water, Sewer, and Broadband Infrastructure. Table 1, below, provides a summary of federal relief funding efforts by project/program categories:
Table 1: Summary of Hayward Federal Stimulus Expenditure Plan
PROJECT/PROGRAM
CATEGORY
BUDGET
AMOUNT
YEAR 1 BUDGET
APPROPRIATION
(FY 2022)
YEAR 2 BUDGET
APPROPRIATION
(FY 2023)
YEAR 3 BUDGET
APPROPRIATION
(FY2024)
Public Health $ 6,940,000 $ 3,240,000 $ 2,981,000 $ 719,000 Negative Economic Impacts $15,700,000 $ 7,845,000 $ 5,755,000 $ 2,100,000 Replacement of Lost
Revenue
$14,500,000 $ 7,250,000 $ 7,250,000 $ - Water/Sewer/Broadband
Infrastructure
$ 1,238,000 $ 588,000 $ 450,000 $ 200,000 TOTAL $38,378,000 $ 18,923,000 $ 16,436,000 $ 3,019,000
1 Hayward City Council Meeting – July 13, 2021 (www.legistar.com)
ARPA Project and Program Updates:
The City provides updates on the status of each project in the adopted Federal Stimulus Expenditure Plan in the annual budget document to allow for continued transparency with the Council and the community. Attachment II, delivers an update on each project through November 2023, providing actual expenditure details and status of project completeness.
The following section provides expenditure details by ARPA funded project category as outlined in the Federal Stimulus Expenditure Plan: (1) Support Public Health Expenditures, including Capitalizing Investments in Public Facilities to Meeting Pandemic Operational Needs; (2) Address Negative Impacts Caused by the Public Health Emergency; (3) Replacement of Lost Public Sector Revenue; and (4) Investment in Water, Sewer, and Broadband Infrastructure.
Supporting Public Health Projects, Including Investments in Public Facilities:
Several projects were identified to support public health expenditures, including capitalizing investments in public facilities to meet pandemic operational needs. Projects related to technology investment in City operations as well as building upgrades and improvements are included in the Hayward Federal Stimulus Expenditure Plan.
Graph 1 provides an overall summary of the total allocation and year-to-date actual expenditures spent on projects and programs that are included under the category of Support Public Health, Including Investments in Public Facilities. Attachment II provide more detail on project status and financial obligations anticipated through FY 2024.
Graph 1:
Supporting Public Health Projects, Including Investments in Public Facilities – Allocation vs. Actuals
$ in thousands
Address Negative Economic Impacts Caused by the Public Health Emergency:
Several projects were identified to address the negative economic impacts caused by the public health emergency. Projects and Programs included under this category were intended to assist local businesses in efforts to recover from the implications of the pandemic, as well as the development of programs to support those experiencing homelessness and to prevent more members of the community from falling into homelessness.
Graph 2 provides an overall summary of the total allocation and year-to-date actual expenditures spent on projects and programs that are included under the category of Address Negative Economic Impacts Caused by the Public Health Emergency. Attachment II provides more detail on project status and financial obligations anticipated through FY 2024.
Graph 2:
Address Negative Economic Impacts Caused by the Public Health Emergency – Allocation vs. Actuals
$ in thousands
Replace Lost Public Sector Revenue:
Replacement of Lost Public Sector Revenue: Consistent with the methodology provided by the Treasury Guidelines, Council authorized the appropriation of ARPA funding to replace lost public sector revenue due to the COVID crisis. Funding to replace lost revenue was allocated in Year 1 (FY 2022) and Year 2 (FY 2023), which reflects a transfer of $ 14.5 million, split equally between the two fiscal years.
Graph 3 provides an overall summary of the total allocation and year to date actual expenditures. As outlined in Hayward Federal Stimulus Expenditure Plan, a total of $14.5 million of ARPA dollars were allocated to the General Fund to replace lost public sector revenue during the height of the pandemic.
Graph 3:
Replace Lost Public Sector Revenue – Allocation vs. Actuals
$ in thousands
Invest in Water, Sewer, and Broadband Infrastructure:
Graph 4 provides an overall summary of the total allocation and year to date actual expenditures spent on projects and programs that are included under the category of Invest in Water, Sewer, and Broadband Infrastructure.
Graph 4:
Invest in Water, Sewer, and Broadband Infrastructure – Allocation vs. Actuals
$ in thousands
Potential Uses of Unspent ARPA Funds
ARPA recipients must obligate funds by December 31, 2024, and fully expend all ARPA dollars by December 31, 2026. The obligation of funds may include entering into contracts and/or securing a purchase order or requisition for supplies, services, and/or equipment that are considered eligible expenses. The City has the option to reallocate any unspent and/or unobligated ARPA dollars to fund potential projects that meet the eligibility requirements of ARPA dollars. Currently, the majority of projects are expected to fully obligate or expend all ARPA dollars by the funding deadlines.
As of November 2024, it is estimated that there may be approximately $1.2 million in funding from the Regional Fire Training Center project that may be considered for reallocation.
However, staff will continue to monitor and provide regular updates on the status of projects and potential available ARPA dollars that may be reallocated.
For the Committee’s considerations, staff prepared a list of potential projects that could be funded by the reallocation of unobligated and/or unspent ARPA dollars. The list below does not reflect any form of prioritization, but provides the Committee with potential uses for its consideration and feedback.
Potential Projects Description Estimated Cost
St. Regis Capital Allocation Allocate funding to St. Regis capital costs to account for funds that were supposed to be from FEMA
reimbursement and allocated on behalf of Eden
Health District.
$ 250,000
Homelessness Public
Education Campaign
Develop a public education campaign to educate the
Hayward community about ongoing homelessness
efforts and how the homeless system of care
operates. (LHH 1.3a).
$ 75,000
FY25 Funding for South
Hayward Parish Year-
Round Operations
Continued funding for extended operations of
emergency shelter at South Hayward Parish, which
was expanded beyond a Winter Warming Shelter
through the City's first ARPA allocation (2.1e).
$ 1,000,000
Calendar Year 2025 Safe
Parking Pilot
Leverage County land use committee convening to
identify land for safe parking pilot to serve mid-
county residents (2.2b).
$ 1,000,000
Additional Navigation
Center Funding for On-Site
Meals and Operational
Expenses
Increase operational funding to Hayward
Navigation Center to add more on-site meals and
cover existing operating gaps due to increased costs
(2.1a).
$ 500,000
Potential Projects Description Estimated Cost
FY 2025 Motel Voucher
Program
Allocate funding to enable continued operations of
motel voucher program, which provides brief motel
stays for individuals who are unsheltered and on
the waitlist for the Navigation Center or who need
temporary shelter during dangerous weather
events when alternative shelter is not available.
$ 50,000
Affordable Housing
Development
Apply available ARPA funding to the next Affordable
Housing Notice of Funding Availability (NOFA) to
fund affordable housing development loans. To
ensure funds are expended prior to the deadline,
funds could be used for shovel-ready projects, pre-
development costs, or acquisition costs. Applicable
projects would include new construction,
preservation of affordable housing or adaptive re-
use. The additional $5 million in funding may
possibly fund another one or two projects.
$ 5,000,000
Exterior Video Surveillance
Cameras-City Hall and
Weekes Branch Library
This project will provide staff a 360-degree view of
the exterior perimeter of both facilities (both have
interior surveillance but little to no exterior
surveillance). Both sites are considered the most
problematic as it relates to crime and the unhoused
community. Each site is estimated to require eight
exterior cameras, installation, and integration into
our Citywide surveillance platform.
$ 175,000
Expansion of Together for
Hayward eGift Card
Program
The Together for Hayward eGift Card Program is
one of the most successful and impactful economic
recovery programs the City offers. The program
injects dollars into small businesses using ARPA
funds which are then matched by consumers. Staff
are well versed administering this program and
would be able to expend the funds prior to the
deadline.
Any available
amount
ECONOMIC IMPACT
Receiving the Federal Stimulus funding (ARPA), the City has been able to respond and provide relief to both the City programs and local community members who experienced adverse economic impacts related to the COVID crisis. Beginning in July 2021, the adopted Federal
Stimulus Expenditure Plan identified several projects and programs that provided funding that has made a substantial difference in helping the local economy recover from the pandemic.
FISCAL IMPACT
There is no fiscal impact related to this specific agenda item.
However, this agenda item provides a fiscal update on the use of the $38.4 million in stimulus funding. Staff will continue to monitor project status and funding usage to ensure compliance with funding requirements. As the December 31, 2024 funding requirement deadline approaches, staff will continue to provide regular updates and recommendations for consideration to the Committee and Council on potential opportunities to reallocate unspent and/or unobligated ARPA dollars to fund proposed projects outlined in this report.
STRATEGIC ROADMAP
This agenda item supports several of the Strategic Priorities in the City’s approved Strategic Roadmap.
PUBLIC CONTACT
This agenda item was published in accordance with all Brown Act requirements.
Prepared by: Nicholas Mullins, Management Analyst II
Nicole Gonzales, Director of Finance
Recommended by: Nicole Gonzales, Director of Finance
Approved by:
______________________________________
Kelly McAdoo, City Manager
ARPA Status Project Update ATTACHMENT II
Project Title Project Description Total
Allocation
Year 1
FY 2022
Actual
Year 2
FY 2023
YTD Actual
Year 3
FY 2024
Revised Budget
Year 3
FY 2024
YTD Actual +
Encumbrance
Year 3
FY 2024
Available Budget
Project Status Update
Technology Investment in City
Operations $2,770,242
EnerGov Contingency Funding Supports the implementation of an online permitting software solution. $0 $101,431 $148,569 $0 $148,569 EnerGov implementation complete.
The remaining funding will be
expended by the end of FY 2024.
Corporation Yard Campus Fiber
Upgrade
Fiber optic broadband connections
installation at the Corporation Yard. These
connections allow for a faster, more secure
and reliable network connection.
$60,000 $0 $60,000 $0 $60,000
Ongoing. All project funds will be
either fully expended or obligated
by December 2024.
Network Security Software
This project allows for the research,
solicitation, procurement, and
implementation of appropriate
services/solutions to increase the overall
security posture for the City to support the
high utilization of hybrid work.
$0 $0 $151,283 $42,144 $109,139
Ongoing. All project funds will be
either fully expended or obligated
by December 2024.
Weekes Public Library Redundant
Internet Carrier
This project includes the implementation
of a redundant solution increasing the
network speed as well as providing a more
secure and reliable internet connection.
$10,000 $0 $0 $0 $0 Complete
Council Chambers Upgrades
Enhancements to the City Council
Chambers audio, video, conferencing, and
recording systems to allow for hybrid
meetings with Council and members of the
public either at home or in the Chambers.
$93,795 $88,954 $117,251 $18,605 $98,646 Project nearing completion, pending final equipment procurement.
Laptops
Equipping City staff laptops as desktop
replacements to be more mobile-focused
and to allow for flexibility and supporting
the high utilization of hybrid work.
$0 $84,936 $133,064 $0 $133,064
Funds fully obligated with project
completion anticipated by the end
of FY 2024.
Access Hayward Replacement
Implementation
Submit a solicitation, receive proposals,
and evaluate different solutions for the
City's customer relationship management
(CRM) software, Access Hayward.
$0 $0 $50,000 $0 $50,000
Three potential vendors identified.
Project implementation is
anticipated to be obligated by
December 2024.
Portable PA System and Mixer
Upgrade the current portable PA system to
allow the City to hold public events
outside, in the rotunda, or in larger spaces.
$0 $0 $3,000 $0 $3,000 Securing quotes for the
procurement of equipment.
SD-WAN Implementation Implement SD-WAN to enhance speed and reliability. $444,378 $446,194 $390,346 $51,058 $339,288 Funds will be used for Network
Refresh in support of SD-WAN.
Funds will be either fully expended
or obligated by December 2024.
Web Camera/Headsets
This project supports the purchase web
cameras and headsets to support the
utilization of the hybrid work
environment.
$11,684 $0 $9,816 $0 $9,816
Ongoing. All project funds will be
either fully expended or obligated
by December 2024.
A. support public health expenditures, Including capitalizing investments in public facilities to meet pandemic operational needs ARPA Status Project Update ATTACHMENT II
Expand Fiber Network to Fire Station 5
and Fire Station 9
Enhance and expand fiber network
connectivity, including in and around Fire
Station 5 and Fire Station 9. The City will
work to connect the two stations to fiber
optics, while adding infrastructure to
allow high speed broadband.
$0 $0 $365,542 $0 $365,542
Ongoing. All project funds will be
either fully expended or obligated
by December 2024.
Building Safety Upgrades Upgrade various safety aspects of City buildings. $300,000 $0 $0 $300,000 $0 $300,000
Access Control Phase #2 Underway -
Expected completion in
Winter/Spring 2024.
Contribution to Animal Control Facility
Renovation
Contribute funds to renovate the Animal
Control Facility. $300,000 $0 $0 $300,000 $0 $300,000
Project specifications are underway,
expectation that contract will be
presented to City Council for
consideration in the Spring 2024.
Estimated project completion
Summer 2024.
Weekes Branch Feasibility Assessment
Community Needs Assessment and
Architectural Assessment of the Weekes
Branch Library to determine
infrastructure and renovation needs at the
facility.
$39,469 $0 $28,180 $11,290 $0 $11,290 Complete
Weekes Library Security
Enhancements
Interior and exterior security
enhancements at the Weekes Library
branch.
$40,000 $38,990 $1,010 $0 $1,010 Complete
Regional Fire Training Center
Contribution
Public health-focused modifications for the
currently under construction Fire
Department regional training center and
the accompanying renovation of Fire
Station 6.
$1,203,412 $0 $0 $1,203,412 $0 $1,203,412
Fire Training Center opened in June
2023. Final projects costs are in the
final stages. Any
unspent/unobligated funds could
be reallocated to fund other
efforts/projects that meet the
eligibility requirements of the ARPA
funds.
PPE Supplies In response to the COVID-19 pandemic, a
variety of PPE supplies were procured. $42,368 $41,982 $386 $0 $0 $0 Complete Vaccination Record Management
Software
Design, implement, and maintain Human
Resources systems to track and provide
staff with COVID-19 testing, vaccination,
and contact-tracing.
$244,509 $136,844 $107,665 $0 $0 $0 Complete
The Stack Contribution
Public health-focused modifications for the
currently under construction "The Stack"
community service, health, and wellness
center in South Hayward.
$2,000,000 $0 $0 $2,000,000 $0 $2,000,000
Project bid award is occurring in
December 2023. All budget will be
expended by June 2024.
SUBTOTAL $6,940,000 $798,682 $896,735 $5,244,583 $111,807 $5,132,776 ARPA Status Project Update ATTACHMENT II
Project Budget
Amount
Year 1
FY 2022
Actual
Year 2
FY 2023
Actual
Year 3
FY 2024
Revised Budget
Year 3
FY 2024
YTD Actual +
Encumbrance
Year 3
FY 2024
Available Budget
Project Status Update
Economic Development Business
Recovery
Various Economic Development recovery
program: (1) Together for Hayward Gift
Card program, (2) Small Business
Assistance Grants, (3) Open for Business
Marketing Program - marketing campaign
in coordination with CSUEB to create
videos highlighting our small businesses,
(4) Restaurant Relaunch Grant Program,
(5) Restore and Reopen Facade Program,
(6) Hire Hayward, (7) Earn and Learn, (8)
Tuition Assistance, and (9) Get Digital.
$2,000,000 $206,695 $647,051 $1,146,254 $512,679 $633,575 Eight of the nine economic recovery
programs have successfully
launched to date. Staff anticipates
contract amendments for the
Tuition Assistance Program as well
as the calendar year 2024 launch of
the Hire Hayward program
($300,000 allocated) will obligate
the remaining available budget by
December 31, 2024 in accordance
to US Treasury guidelines.
Community Agency Funding
Augmentation
Direct assistance to nonprofits serving
Hayward residents in the areas of health,
housing, and education.
$500,000 $80 $419,134 $80,785 $35,883 $44,902
Council has authorized allocation of
remaining funds and staff is
working with designated agency to
identify eligible use.
Extend Hotel Annex Program
Extension of the City's existing Hotel
Annex Program, which partners with local
vacant hotels to house unsheltered
residents who are at significant risk for
COVID-19, including seniors, families, and
those with compromised immune systems.
$3,000,000 $1,527,780 $1,472,220 $0 $0 $0 Complete.
Expand Winter Warming Shelter Year-
Round, including Daytime Hours
Expansion of the existing temporary
Winter Warming Shelter into a yearly
shelter, dinner, and breakfast from 6:30pm
until 7:00am. The project also adds
daytime program as part of the expansion.
$2,000,000 $776,976 $841,789 $381,235 $549 $380,686
Contract amendment to allocate
remaining funds are current in
process.
Shallow Subsidies for Homelessness
Prevention
Direct payment of rental limited,
temporary subsidies to households at high
risk of eviction or loss of housing through
other means.
$1,500,000 $0 $227,373 $1,272,627 $1,272,627 $0 Project funds fully obligated.
Hayward Navigation Center
Contribution
Provide funds for the Navigation Center to
support the continued operations during
the pandemic and maintain occupancy
numbers by expanding the living quarters
to support a third communal living
bungalow on the site.
$1,000,000 $853,966 $7,642 $138,392 $0 $138,392 Contract amendment to allocate remaining funds has been routed.
Foreclosure Legal and Financial
Assistance
The City has partnered with Housing and
Economic Rights Advocates (HERA) to
provide default and foreclosure prevention
services through this program.
$1,000,000 $191,318 $192,736 $935,543 $695,543 $240,000 Project funds fully obligated.
B. Address negative economic impacts caused by the public health emergency ARPA Status Project Update ATTACHMENT II
Relocation Assistance for Displaced
Tenants
Distribution of emergency relocation
assistance funds to tenants displaced due
to economic impacts from the COVID-19
pandemic or other disasters and
emergencies.
$250,000 $107,262 $26,348 $116,390 $78,331 $38,059
All project funds will be either fully
expended or obligated by June
2024.
First-Time Homebuyer Down payment
Assistance/Wealth-Building Program
Distribution of emergency relocation
assistance funds to tenants displaced due
to economic impacts from the COVID-19
pandemic or other disasters and
emergencies.
$2,000,000 $0 $0 $2,000,000 $0 $2,000,000
Identifying ways to obligate funds
to retain for Downpayment
Assistance.
Tax-Defaulted/Foreclosed Property
Program
Design and implementation of a program
for the City acquisition of foreclosed or tax-
defaulted properties to preserve as
permanent affordable housing.
Acquisitions will be in partnership with
and transfer ownership to existing tenants
and community land trusts.
$1,000,000 $0 $0 $1,000,000 $500,000 $500,000
Original funding was re-program in
2023 by Council approval
(Resolution # 23-071). A contract
was awarded to Centro Legal for
$500,000 to provide legal services
to community members facing
eviction. The remaining balance
was to be retained to determine if
increased funding would assist with
eviction prevention. While there is
high need for services, there are not
enough attorneys to increase the
contract amount. Any
unspent/unobligated funds could
be reallocated to fund other
efforts/projects that meet the
eligibility requirements of the ARPA
funds.
Hotel Vouchers for Encampment
Abatements
Provide hotel vouchers to unsheltered
residents displaced due to abatement of
cleanup of unsafe or illegal encampments.
$175,000 $16,971 $80,785 $77,244 $42,383 $34,861
Ongoing. All project funds will be
either fully expended or obligated
by December 2024.
Encampment Clean-Ups
Support cleanup efforts and maintenance
of unsafe and illegal encampments when
appropriate and necessary.
$875,000 $235,550 $287,203 $256,835 $98,677 $158,158
All project funds will be either fully
expended or obligated by
September 2024.
Mobile Pressure Washer for
Encampment Clean-up
Purchase mobile pressure washers for
continued maintenance and abatement
efforts for encampments, which may
include the cleaning and restoring of
exterior surfaces.
$50,000 $28,848 $10,394 $10,757 $10,757 $0 Complete.
Operation Clean Sweep – Citywide
Enhanced Clean-Up
Strategic clean-ups and improvements in
areas that are vulnerable to blight or illegal
dumping, such as the City's main
thoroughfares and business districts.
$350,000 $48,886 $65,430 $11,500 $11,500 $0
Complete. Remaining unspent
budget project was reallocated to
the Corporation Yard Renovation
Project to close the project funding
gap.
SUBTOTAL $15,700,000 $3,994,333 $4,278,105 $7,427,562 $3,258,930 $4,168,632 ARPA Status Project Update ATTACHMENT II
Project Budget
Amount
Year 1
FY 2022
Actual
Year 2
FY 2023
Actual
Year 3
FY 2024
Revised Budget
Year 3
FY 2024
YTD Actual +
Encumbrance
Year 3
FY 2024
Available Budget
Project Status Update
Replacement of Lost Public Sector
Revenue
Revenue replacement funds will be used to
replenish General Fund reserves used to
fund initial COVID-19 response efforts and
replace lost current and future revenue for
funding general City operations.
$14,500,000 $7,250,000 $7,250,000 $0 $0 $0 Complete.
Project Budget
Amount
Year 1
FY 2022
Actual
Year 2
FY 2023
Actual
Year 3
FY 2024
Revised Budget
Year 3
FY 2024
YTD Actual +
Encumbrance
Year 3
FY 2024
Available Budget
Project Status Update
Tech Lending Library: Chrome
Books/Hot Spots for 3 Years
Ongoing support for a program providing
over 600 computing and broadband
internet devices to Hayward students and
adult literacy learners without reliable
access to Wi-Fi.
$388,000 $79,748 $230,894 $77,357 $0 $77,357 Ongoing. All project funds will be fully obligated by December 2024.
Corporation Yard Renovation to
Support Infrastructure Work
Contribute funds to renovate the
Corporation Yard to support infrastructure
work.
$600,000 $0 $37,291 $758,024 $8,399 $749,625
Contract awarded in November
2023. Projected anticipated
completion in FY 2024. All funds to
be expended.
Fleet Shop Expansion to Support
Infrastructure Work
Contribute funds to expand the Fleet Shop
to support infrastructure work. $250,000 $0 $54,686 $0 $0 $0 Funding for this project was
reallocated to the Corporation Yard
Renovation Project to close the
project funding gap.
SUBTOTAL $1,238,000 $79,748 $322,871 $835,381 $8,399 $826,982 TOTAL $38,378,000 $12,122,763 $12,747,712 $13,507,525 $3,379,136 $10,128,389 C. replace lost public sector revenue
D. INVEST IN WATER, SEWER, AND BROADBAND INFRASTRUCTURE
CITY OF HAYWARD
Hayward City Hall
777 B Street
Hayward, CA 94541
www.Hayward-CA.gov
File #: ACT 23-103
DATE: December 6, 2023
TO: Council Budget and Finance Committee
FROM: Director of Finance
SUBJECT
Review and Approve the FY 2024 Agenda Planning Calendar
RECOMMENDATION
That the Council Budget and Finance Committee reviews and approves the FY 2024 Agenda Planning Calendar.
SUMMARY
The FY 2024 Agenda Planning Calendar suggests agenda topics for the year for the Committee’s consideration.
ATTACHMENTS
Attachment I FY 2024 Agenda Planning Calendar
CITY OF HAYWARD Printed on 12/1/2023Page 1 of 1
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ATTACHMENT I
COUNCIL BUDGET AND FINANCE COMMITTEE
FY 2024 Agenda Planning Calendar
November 1, 2023
Meeting Location: Conference Room 2A/Zoom Platform
Meeting Time: 5:30 p.m.
Meeting Dates: The Council Budget & Finance Committee generally meets monthly on the 1st Wednesday of the month, except for July and August, due to City Council Break.
Special meetings will be scheduled as determined necessary by the Committee or the City Manager.
DATE SUGGESTED TOPICS (subject to change)
December 6, 2023 American Rescue Plan Act (ARPA) Update January 3, 2024
Transmittal of Annual Comprehensive Financial Report for Fiscal Year Ended June 30, 2023 (ACFR)
FY 2025 Budget Process and Calendar Review
February 7, 2024 Hayward Community Foundation Update
FY 2025 Budget Process Update
March 6, 2024 FY 2024 Mid-Year Budget Review and General Fund Long-Range Financial Model Update
April 3, 2024 Discussion on Mayor & City Council FY 2025 Budget FY 2025 Proposed Budget Discussion
May 1, 2024 Annual Review of City Issued Debt
Annual City Benefit Liabilities and Funding Plan Review June 5, 2024 FY 2025 Budget Process Debrief (Oral Presentation) July 3, 2024 Council Recess
August 7, 2024 Council Recess
September 4, 2024 TBD
October 2, 2024 Measure C Annual Report
November 6, 2024
Investment Portfolio Review and FY 2025 Statement of Investment Policy and Delegation Authority (Oral Presentation by External Investment Manager)
FY 2024 Annual Audit Process (Oral Presentation by External Auditor) (continued on next page)
ATTACHMENT I
Non-scheduled future agenda topics:
- Additional Payment OPEB Trust
- 238 Parcel Sales Update (Timing TBD on Transactions)
- Public Bank East Bay
- Hayward Economic Development Corporation