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CITY MANAGER’S REPORT April 14, 2020 COVID-19 PANDEMC UPDATE During the past month, the City has been taking strong action to slow the spread of COVID-19 and implement new policies and directives from federal, state, and local authorities. A timeline of significant events is provided at the end of this report and will be maintained throughout this emergency. While the Governor’s directives currently extend through April 24th, we are preparing and planning for them to continue into May. Without direction from the Governor, the State Park boat launch will be fully open starting May 1st. We are taking steps to prepare by ordering all necessary personal protective equipment and design safety protocols to provide the AIS inspections at State Park in the event it opens as scheduled. The Governor’s current Stay-at-Home Directive provides for day use of state parks and boat launches. While the opening of State Park is out of our control, the City Beach boat launch is within our control. In coordination with State Park, we are scheduled to open the boat launch on May 1st. However, both Maria Butts, Parks and Recreation Director, and I have reservations about opening. While people should be out recreating, opening a boat launch that is already accessible through off-season means may send a message encouraging others to come to our community. It also requires more City employees interacting with the public. In addition, the City of Helena has a recent filed lawsuit against them for opening their golf course last week while the stay-at-home directive is in effect. During the early season months of May and early June, the number of boat launches is much lower than our busy summer months. However, the State Park Road Reconstruction Project will be a challenge this year and all boat traffic going to State Park is not ideal. Feedback from the City Council on this item would be much appreciated. In late March the Whitefish Housing Authority, Whitefish Chamber of Commerce, and the Whitefish Community Foundation teamed up to create an emergency fund to provide one-time partial rent relief to Whitefish area renters. More information about the program and eligibility criteria is attached to this report. To date the program has received $64,775 in donations and $64,859 has been paid on behalf of 237 renters in the Whitefish area. There are still approximately 20 applications that have not been processed and there are more being submitted. An extension of this program is under consideration. We have received requests to reduce or waive water and sewer charges. Unfortunately, we would have to do so for all accounts and with our outstanding bonds and the related revenue requirements we could run into serious issues violating our bond requirements. So, while we cannot reduce our water and sewer rates due to our outstanding bond requirements, we will work with individuals in making payments overtime. One option the City Council could consider is making a donation to support the Whitefish Housing Authority and the emergency fund program from the General Fund. The budget is very tight due to our response to COVID-19, but I want the City Council to be aware of this option if you would like to contribute in some fashion over what we have current done by waiving all late fees and shut-offs. BUDGET UPDATE Due to the immediate attention required for our COVID-19 response, there has been about a two-week delay in the budget process. I have included an amended budget calendar for your consideration. The budget delivery to the City Council would be pushed back from May 4th to May 18th. ---PAGE BREAK--- REMINDERS AND OTHER INFORMATION City Hall is closed to the public through April 24th. It is likely that this closure will be extended during the week of the 20th. We continue to offer most of our services and will continue to have someone available to help answer questions or direct calls through our main line at [PHONE REDACTED], Monday thru Friday, 8 a.m. to 5 p.m., excluding holidays. NEXT COUNCIL MEETING The next City Council meeting will be held remotely on Monday, May 4th. Respectfully submitted, Dana M. Smith, CPA City Manager ---PAGE BREAK--- COVID-19 Pandemic Timeline of Significant Events March 15th – “Governor Bullock Directs the Closure of Public K-12 Schools for Two Weeks; Strongly Recommends Social Distancing Measures to Slow the Spread of COVID-19.” Marth 15th – City Administrative Policies for employees issued covering Travel Restrictions, Telecommuting/Remote work, and accrued leave use during school closures due to COVID-19. March 16th – Emergency Ordinance adopted by City Council cancelling all non-essential meetings, waiving resort tax late fees, waiving late fees and shut-offs for utilities, closing public restrooms, approving two weeks of paid emergency sick leave for employees who are directed by the Flathead City-County Health Department or a licensed physician to be isolated or quarantined due to COVID-19, and authorizing City Hall to be closed to the public. March 17th – Letters to residents and businesses from the City Manager and a letter to the community from Mayor Muhlfeld were emailed to the City’s notification list and posted on the City’s website. March 17th – Park Board closed park facilities, restrooms, and playgrounds. March 18th – City Hall officially closed to the public through March 27h. March 18th – Letter to residents regarding certain park closures emailed to the City’s notification list and posted on the City’s website. March 18th – Community update video series started with an update from Mayor Muhlfeld. March 18th – City Administrative Policy issued for emergency paid sick leave adopted by City Council. March 18th – Families First Coronavirus Response Act (FFCRA) became law and required updates to the Emergency Paid Sick Leave Policy. FFCRA also expanded FMLA benefits to employees who cannot work due to having children out of school or daycare due to COVID-19 and provides for 2/3 of the rate of pay for the 10 weeks after the two unpaid weeks. March 19th – Declaration of a State of Emergency by Mayor Muhlfeld. March 19th – Flathead City-County Health Officer ordered closure of restaurants, bars, gyms, casinos, cinemas, etc. through March 30th. March 19th – City assisted Flathead County by sending a request to hotels/motels meeting specific criteria to respond to a survey for potential identification as overflow sites if the need arises. March 20th – “Governor Bullock Announces Closure of Dine-In Food Service and Alcoholic Beverage Businesses, and Other Activities that Pose Enhanced Risks to Curtail Spread of COVID-19.” March 22nd – Community update video from City Manager. ---PAGE BREAK--- March 23rd – City Administrative Policies issued to align previously issued Emergency Paid Sick Leave Policy with new FFCRA and to expand FMLA coverage. March 24th – Governor extended school closures and mandates social distancing. March 24th – Community update video from Mayor Muhlfeld. March 24th – City Hall closure to the public extended to April 10th. March 25th – Community update with Whitefish Community Foundation highlighting available resources. March 26th – Governor Bullock issued the Stay-at-Home Directive through April 10th. March 26th – Flathead City-County Health Officer ordered additional closures for salons, body art establishments, and massage services through April 10th. March 26th – Community update video from City Manager. March 27th – All park facilities are closed with the exception of open space parks. Signs were placed at all parks regarding closures. Signs were also placed on trash receptacles requesting people to “pack in, pack out” to lessen the risk to employees and the frequency needed to haul trash while the City is operating essential services only. March 27th – Community tourism update from Whitefish Convention and Visitors Bureau. March 27th – Glacier National Park closed to all visitors until further notice. State and Federal public lands started closures of campsites and restrictions for day-use only. March 29th – Community update from Mayor Muhlfeld. March 30th – City began operating at essential service levels to follow the Governor’s Stay-at- Home Directive. Most employees in City Hall are working remotely unless their position requires duties to be completed in the office. Public Works Department crews operating out of the Water Treatment Plant, Wastewater Treatment Plant, and the Public Works Shop have been reduced by about 50% and are alternating paid days off under the emergency sick leave. Building inspectors continue to operate as normal and will adjust with demand. Parks and Recreation staff operating out of the Parks Shop are primarily on paid leave under the emergency paid sick leave through April 10th with some minor remote work and garbage service as needed. The Library is closed and those with remote work are doing so. Police, Court, and Fire are operating with normal staffing levels and taking extra precautions for safety. March 30th – Governor Bullock issued directive for mandatory quarantine for those traveling into Montana from out of State. Montana National Guard will assist in checking temperatures at airports and rail stations. March 30th/31st – Letter emailed and mailed to all licensed short-term rental and lodging properties in Whitefish requesting the businesses to voluntarily refrain from booking stays for visitors traveling for non-essential purposes through April 30th as supported by the new federal guidelines. ---PAGE BREAK--- March 31st – Governor Bullock’s new directive temporarily stops evictions, foreclosures, and cancellations of utilities. Late fees and penalties are also prohibited through April 10th. April 2nd - Governor Bullock issued a new directive designating childcare as an essential business with certain requirements for operations and limiting the number children. April 5th – City Council held a remote special session and adopted an emergency ordinance prohibiting motels, hotels, short=term rentals, and other lodging facilities from accepting reservations for non-essential purposes through April 30, 2020, with possible extensions in accordance with federal, state, and local guidance. April 5th – Letter emailed to all short-term rental and lodging properties from the City Manager notifying them of the new emergency ordinance. April 6th – Letters mailed to all short-term rental and lodging properties from the City Manager notifying them of the new emergency ordinance. April 6th – The first remote regular City Council meeting was held. The City Council adopted an emergency ordinance clarifying the authority of the City Manager, addressing the ability for remote City Council, Planning Board, and Architectural Review Committee meetings, amending the original emergency ordinance, and identifying certain deadlines tolled and held in abeyance in accordance with a directive issued by Governor Bullock. April 7th – Flathead City-County Health Department issued a public notice confirming community spread of COVID-19. April 7th – Governor Bullock extended the previously issued directives including the directive to stay at home, the closure of dine-in food service and alcoholic beverage businesses, closure of public schools, and others through April 24th. April 7th – Governor Bullock also issued two new directives. One directive waives the required two-mill emergency levy in order to access new funding coming into the state through the federal Coronavirus Aid, Relief and Economic Security (CARES) Act and the other provides protective measures for first responders. April 7th – City Hall closure to the public extended to April 24th. April 9th – Frequently Asked Questions and example confirmation form for essential short-term lodging arrangements posted to the City’s website as referenced in letter mailed on April 6th. April 10th – First lawsuit filed against a Montanan City for their response to the pandemic. Known information so far is that the lawsuit is related to the opening of a golf course and the failure of the City to meet the CDC guidelines relating to masks. City Attorney Jacobs is looking into this case to learn more. April 13th – Flathead City County Health Department issued a statement regarding the first death of a Flathead County resident from COVID-19. April 13th – Community Update from the CEO of North Valley Hospital, Kevin Abel. ---PAGE BREAK--- April 14th – Governor Bullock announced the release of the first Interim Analysis of COVID-19 Cases in Montana (as of 4/10/2020 10 pm). April 14th – City Administrative Policy 2020-08 issued to address operational and personnel policy changes in response to COVID-19. This policy includes updates to the travel policy, meetings, remote work, leave use, etc. April 16th – First remote Whitefish Planning Board meeting scheduled. ---PAGE BREAK--- Whitefish Housing Authority Establishes Emergency Rental Assistance Fund The recent Covid-19 outbreak has found many of our Whitefish based workers without employment due to mandated or voluntary business closures. Whitefish’s community is particularly vulnerable with a local economy based around service and tourism industries, and significant numbers of layoffs are already underway. These workers are now struggling to make ends meet. In an effort to provide emergency relief to our local workforce, the Whitefish Chamber of Commerce, the Whitefish Housing Authority and the Whitefish Community Foundation have teamed up to create an emergency fund to provide one-time partial rent relief to Whitefish area renters. Renters in the 59937 zip code whose employment status was affected by Covid-19 may be eligible for a grant of rental assistance monies through the Whitefish Housing Authority Rental Assistance Fund. Each affected worker can apply for $300 in rent assistance, with a cap of 50% of the rent amount. If multiple wage earners in a single household have been affected, $300 may be provided for each wage earner, subject to the 50% cap. Approved applicants will be granted a check written by the Whitefish Housing Authority directly to the applicant’s landlord to help with rental payments. Funding is limited and applications will be filled as they arrive on a first-come, first-serve basis as long as the applicant meets the criteria set below and funding is available. It is anticipated this program will provide one time rental assistance for one month to help workers make April 1st rental payments. Subsequently, the program will be re-evaluated if further emergency assistance is appropriate and funding is available. Eligibility Criteria: 1. Applicant must be renting in 59937 zip code 2. Applicant was laid-off or lost job due to Covid-19 3. Applicant properly filled out Emergency Assistance Application with requested documentation Steps/Items Needed for Application: 1. Fill out and email the Emergency Assistance Application 2. Copy of the applicant’s driver’s license/form of ID 3. Copy of the applicant’s most recent pay stub and proof of layoff from employer. A submitted State of Montana unemployment assistance application will satisfy this requirement. 4. Copy of applicant’s lease agreement showing the property address and applicants name on lease. Where to apply: 1. Visit the Housing Authority website to download the application and instructions: www.WhitefishHousing.org 2. Alternatively, email or call the Whitefish Housing Authority to receive the Emergency Assistance Application a. Email: [EMAIL REDACTED] b. Phone:[PHONE REDACTED] 3. The Whitefish Housing Authority office is currently closed for visitors and all correspondence will be done by email and telephone. A physical drop box is available for document drop off, but discouraged. Donations for the Whitefish Emergency Rental Assistance Fund are needed and can be made through the Whitefish Community Foundation. All donations will be marked as a 100% charitable donation and can be used as a tax write-off. For more information regarding the fund or the Whitefish Housing Authority, you can visit their website at: www.WhitefishHousing.org . ---PAGE BREAK--- 01/21/2020 City of Whitefish FY21 Budget Calendar Feb 1 Finance Director begins reformatting budget spreadsheets, updating historical budget data, and estimating final year end revenues and expenditures for FY20. Feb 14 Finance Director submits budget preparation instructions and materials to all Department Heads. March City Manager meets with Mayor and Council members to get preliminary comments on budget. Mar 23 All Department Directors submit individual updated 5-year capital improvements plan and estimates of expenditures and revenues to the Finance Director. April 1 Optional notice deadline for City Council or Municipal Judge to submit request for an adjustment in Municipal Judge’s compensation other than automatic cost of living. (Ordinance) April 3 Finance Director to submit draft of newly compiled 5-year capital improvements plan to City Manager. April City Manager and Finance Director meet with Department Directors to review and refine proposed budget and capital improvements plan. May 1 City Manager to provide Municipal Judge with proposed “status quo” Municipal Court Budget. May 18 Preliminary budget document and 5-year capital improvements plan is distributed to the Mayor and City Council. (Delayed due to COVID-19 Pandemic) May 15 Municipal Judge’s deadline to submit his Municipal Court budget proposal. (Ordinance) May 26 Tentative Budget Meeting - City Manager presents proposed budget to Mayor and City Council. Department Directors, other than Public Works, present budgets and capital improvements plan updates. June 8 Tentative Budget Meeting – Public Works and Municipal Court present budgets and capital improvements plan updates. June 15 Preliminary public hearing. City Council considers adoption of Preliminary Budget. Jul 1 City begins fiscal year using preliminary budget as approved by the City Council. Aug 3 DOR to submit Certified Taxable Value. Aug 5 & 12 Advertise notice of public hearing on final budget for August 17, 2020. Aug 17 Public hearing on capital improvements plan and FY21 Budget. Final budget adopted by resolution.