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AGENDA ITEM NO. 31.
CITY OF HAWTHORNE City Council AGENDA BILL For the meeting of 08/26/2025 Originating Department: Public Works |
SUBJECT:
RECOMMENDED MOTION:
Staff recommends that the City Council acknowledges and concurrs with the FEMA de-obligation of $11,246.89 (Project 142762 – COVID-19 Pandemic 2 / PW 176) and $17,208.77 (Project 138069 – COVID-19 Pandemic 1 / PW 140), based on the final reconciliation of actual eligible costs versus expedited estimates.
DISCUSSION:
In March 2020, the City of Hawthorne sought FEMA Public Assistance reimbursement under the COVID-19 Disaster Declaration (DR-4482). Two expedited projects were submitted at the onset of the pandemic to quickly cover anticipated response costs:
Project 142762 (PW 176 – COVID-19 Pandemic 2)
Initial estimate: $214,526.37
Final validated eligible costs: $96,016.30
Project 138069 (PW 140 – COVID-19 Pandemic 1)
Initial estimate: $236,048.10
Final validated eligible costs: $89,440.57
FEMA disallowed invoices in materials and did not validate labor, overtime, equipment charges, or contract claims. These items included pexi glass installed throughout city hall, the disinfecting of tools, body shield, crowd control agents, gas masks, and boot covers used to disinfect due to the pandemic. In addition, they did not qualify any funding for overtime which was needed when the Hawthorne Police Department implemented an A/B split-shift scheduling model during the COVID-19 pandemic to reduce overlap between staff and limit the spread of infections, though this created overtime costs and occasional staffing shortages that required supplemental personnel. Additionally, the department reassigned staff, including designating their sworn medical doctor as Medical Director, to strengthen its pandemic response while maintaining essential public safety services.We also submitted equipment costs used during the excess disinfecting of right of way areas during the pandemic which were also deemed ineligible.
These reconciliations resulted in de-obligations of $11,246.89 and $17,208.77, representing the difference between prior drawdowns and final eligible costs. Both projects remain in “Applicant Signed Project” status until FEMA recoups the overpaid funds. Once completed, both projects will close, and the City will have resolved all outstanding COVID-19 FEMA grants.