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HomeMy WebLinkAboutMinutes - April 22, 2002 UB AZUSA CITY OF AZUSA MINUTES OF THE REGULAR MEETING OF THE AZUSA UTILITY BOARD/CITY COUNCIL MONDAY, APRIL 22, 2002 - 6:30 P.M. The Utility Board Members of the City of Azusa met in regular session, at the above date and time in the Azusa Light and Water Department Conference Room, located at 729 N. Azusa Avenue, Azusa, California. Chairperson Chagnon called the meeting to order. Call to Order ROLL CALL Roll Call PRESENT: COUNCILMEMBERS: HARDISON, CHAGNON, ROCHA, MADRID ABSENT: COUNCILMEMBERS: STANFORD ALSO PRESENT: Also Present City Attorney Ferre, Director of Utilities Hsu, City Manager Cole, Secretary Alvarez, Assistant to the Director of Utilities Kalscheuer, Electric Engineer Langit, Assistant Director of Resource Management Tang, Assistant Director of Electric Operations Ramirez, City Clerk Mendoza, Armando Gonzalez and David Goodale of Gonzalez/Goodale Architects. The CONSENT CALENDAR consisting of Item ll-A through II-G, were approved by motion of Consent Cal. Councilmember Hardison,seconded by Councilmember Rocha,and unanimously carried,with the Appvd exception of item II-B, which was considered under the Special Call portion of the Agenda. A. The minutes of the regular meeting of March 25, 2002, were approved as written. Min Appvd B. SPECIAL CALL ITEM. Spec Call C. Approval was given to purchase 80 Microsoft Select Office XP Software licenses in the Pur Microsoft amount of $25,000. Select XP D. Approval was given to amend blanket purchase order#210257 issued to Hunter Electric, in Inc PO the increased amount of$10,000, for Fiscal Year ending June 30, 2002. Total amount will be Hunter Elect. $35,000. E. Approval was given to amend the existing architectural consulting services agreement for Amend agmt City Yard Office Building, with Henry Woo Architects, Inc., in the amount of $17,200. w/Henry Woo F. The purchase of two manual hydraulic single reel trailers from Pacific Utility Equipment Pur Hydraulic Company in the amount of $16,522 was approved. Trailers — G. Lease Agreement with State of California, Department of Consumer Affairs was approved and Lease Agmt the City Manager was authorized to execute same. Cons Affairs Special Call Item Special Call Chairperson Chagnon expressed concern regarding the amount of money spent on advertising. Chagnon She asked that City Manager Cole, at a later date, provide a presentation on what advertising comments budget is, including salaries, and any consulting firms that the City contracts. Mayor Pro-Tem Hardison questioned why staff was asking for an increase in the budget. Utilities Director Hsu responded stating that the $25,000 was supposed to be included in this Util Dir years budget, but, it was inadvertently omitted. response Moved by Mayor Madrid, seconded by Councilmember Hardison and carried to approve the Bud Amend budget amendment to the Public Relations Program in the amount of $25,000. Chairperson Pub Rel Chagnon dissented. Scheduled Items Sched Items It was consensus of the Boardmembers that item B, relating the Azusa Substation Conceptual Plan Item Ili-B for Landscape and Front Wall Architectural Design along 1 160 West Gladstone Street, be moved moved fwrd forward and handled at this time. Utilities Director Hsu introduced Messrs. Armando Gonzalez and David Goodale of Util Dir Gonzales/Goodale Architects and stated that he will be making a presentation to the Planning intro Commission on this item on Wednesday and there is a need for some direction. They provided Architects a powerpoint presentation to Councilmembers which included three options of landscape Presentation designs. Question and answer session was held during the presentation between Councilmembers, staff questions & and the architects regarding the design of the walls, the lighting strategy, the landscape, the answer frontal view, the cost and design of the proposed tower (approximately $20,000), cost of iron session gates ($15,000 each, distance from the substation, meandering sidewalks, the translucent gate, budget, logo, trees and maintenance of the foliage. The project cost is $240,000, which includes landscaping, lighting, tower and wall and it is projected for January, 2004. Moved by Mayor Pro-Tem Hardison, seconded by Councilmember Rocha and unanimously* Concept Plan carried to adopt the conceptual plan including front wall design of proposed Substation Project Substation along 1 160 Gladstone Street and direct staff to submit Planning Commission for their approval. Project appvd Utilities Director Hsu detailed the current process for the utility bill print and mail process and Util Dir advised that the current mail machine is going out of commission and there is a need to make a comments decision regarding either purchasing a new one or contracting out with a mailing house. He re: Bill print stated that after research regarding the issue it was found that contracting with a company would &mail be more cost effective; he detailed the process and answered questions posed by process Councilmembers regarding billing inserts, other departmental needs, how to track potential problems with the process. 04/22/02 PAGE TWO Mayor Pro-Tern Hardison offered a Resolution entitled: A RESOLUTION OF THE AZUSA UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, Res. 02-C47 CALIFORNIA, AWARDING A CONTRACT FOR UTILITY BILL PRINT AND MAIL SERVICES TO Contract w/ INFOSEND. Infosend Moved by Mayor Pro-Tern Hardison, seconded by Councilmember to waive further reading and adopt. Resolution passed and adopted by the following vote of the Council: AYES: COUNCILMEMBERS: HARDISON, ROCHA, CHAGNON, MADRID NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: STANFORD Assistant to the Director of Utilities Kalscheuer addressed item regarding the agreement for C. Kalscheuer Project Management Services for Energy Efficient Retrofits of City Buildings. He stated that hiring comments Mike Lorusso as Project Manager for the project would be a savings of approximately $50,000. He stated that the employment contract would be for a five month period, based on salary with no overtime. City Manager Cole responded to question regarding PERS, when part time employees work over City Mgr 1040 hours per year, the City pays for the PERS cost. response Moved by Mayor Pro-Tern Hardison, seconded by Councilmember Rocha and unanimously* Agmt w/ carried to approve the agreement to retain Mike Lorusso as a contract employee for purposes of M. Lorusso managing a project to retrofit various City buildings with energy efficient equipment and fixtures. Assistant to the Director of Utilities Kalscheuer presented bid packet for City-Wide HVAC C. Kalscheuer Replacements, stating that cost for the project would be approximately$180,000. Chairperson HVAC Chagnon asked to make sure the equipment to be purchased is off the shelf, not specialized. Replacement tumor Moved by Mayor Pro-Tern Hardison, seconded by Councilmember Rocha and unanimously* Specs HVAC carried to approve the specifications to replace heating ventilation and air conditioning (HVAC) replacemts equipment and authorize the City Clerk to advertise for bids. Staff Reports/Communications Staff/Com Electrical Engineer Langit presented an update on Undergrounding of Power Lines proving the F. Langit projected dollars available for Undergrounding Utilities Lines and proposed Underground Update Projects, that were submitted in August, 2000. He stated that the undergrounding of power lines Underground along Montecito Avenue has been taken out due to legal proceedings,and added projects consist Power Lines of the Sierra Madre between Sunset and Hilltop and San Gabriel Canyon between Sierra Madre and Canyon Vista; there is a future landscaping project scheduled there which will be a cost savings, and in the area around Sierra Madre and San Gabriel Canyon Road there are power lines that are jointly owned by Edison and City and there is a need to correct some maintenance problems. With regard to the Todd Avenue north and south of Sierra Madre, currently there is an industrial building development going in by Net Development and the underground project improvements will reinforcement and reliable service to large customers in that area. He responded to question regarding Montecito reprogramming after the legal issues are settled, stating that there is a need to get an easement from the Golf Course owners before the project can be done. botmmr 04/22/02 PAGE THREE Assistant Director of Resource Management Tang addressed Council stating that the transmission B. Tang service contract between the City and Southern California Edison regarding rate freeze, pursuant Trans Svs to negotiations as of 1997,will terminate by the end of 2002, and Staff is anticipating substantial Agmt w/SCE cost increases. The City faces a cost increase of no less than $417,946 or about 40%. Further, that they may have to consider joining the CAISO market as Participating Transmission Owner (PTO) as a viable mitigating strategy. He cited the Cost Mitigation Alternatives as follows: 1) Terminate SCE contracts and procure Add'I CAISO transmission services. 2) Keep SCE contracts and become"partial" PTO. Or 3) Keep SCE comments contract and become full PTO. He detailed each Alternative noting pros and cons and answered posed by Councilmembers. He then recommended Alternative number 3,to keep SCE contracts and become full PTO. Moved by Chairperson Chagnon, seconded by Councilmember Hardison and unanimously* Staff prepare carried to authorize staff to prepare application to become "Full" PTO and enter into negotiations Application with SCE and CAISO to effectuate the PTO participation. SCE CAISO The Power Resources Division Month Report was received and filed. Pwr Res Rpt Utilities Director Hsu invited Councilmembers to participate in the interview process for the Tele Corn Telecommunication Feasibility Study Consultant selection process. He advised that the first Feasibility meeting of the review team will be held on May 2"d to establish the criteria for evaluation, to Study review all the proposals and to create a short list. The short list will be established by May 15th Consultants and the selected consultants will be notified to be interviewed on June 13tH In response to Councilmember Hardison's question regarding key points that the consultants will C. Kalscheuer cover, Assistant to the Director of Utilities Kalscheuer stated that it is a three phase study and the Phases of consultants will evaluate the existing dark fiber network installed by Charter Communication to Tele Corn see if they could make use of that network to save money; phase two an examination of Study ONMENN wholesale type services that the City might provide and phase three is looking at the retail services, offering cable television, Internet services, and a very comprehensive study. He stated that the review team exists of Director of Utilities Hsu, Electric Engineer Langit, Assistant City Manager Person, MIS Directors Graf-Gaynor and Morningstar. Chairperson Chagnon requested that the review team be expanded to include staff that participated in strategic mission process last year. Utilities Director Hsu invited all to attend the "Governing in a Changing Environment" workshop Util Dir Hsu scheduled for August 1-3, 2002, in Snowmass, Co., or the "Policy Makers Program" in Palm invitations Springs, from October 31- November 2, 2002. conferences City Manager Cole stated that on Thursday May 2"d is the General Membership meeting for the City Mgr League of California Cities. He urged one or more of the Utility Board Members/Councilmembers comments to attend as the Chair of the Assembly Budget Committee will be speaking and he would like Council to hear first hand what the State has to say about budget and attend to show concern. It will be held at the Quiet Canyon in Montebello at 5:30 p.m. Utilities Director Hsu provided an update on the SCPPA Congressional Delegate Tour of its Hoover Dam facilities, Hoover Dam. The trip is scheduled for May 31-June 2, 2002. He stated that Tour Councilmembers Stanford and Rocha will be attending. 04/22/02 PAGE FOUR He invited all to the APPA Annual Conference in Dallas, TX, June 10-12, 2002. APPA Annual Conference It was consensus of Councilmember to recess to Closed to discuss the following: Closed Session CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Gov Code Sec. 54956.8) Property: San Juan Plant Negotiator: Bob Tang, Assistant Director of Resource Management Negotiating Parties: City of Azusa, Azusa Light &Water, and Los Alamos County, NM Under Negotiations: Price and Terms of Payment Recess: 8:12 p.m. Recess Reconvened: 8:35 p.m. Reconvened Geaneral Counsel Ferre advised that there was no reportable action taken in Closed Session. No Rpts It was consensus of Councilmembers to adjourn. Adjourn TIME OF ADJOURNMENT: 8:36 P.M. SECRETARY NEXT RESOLUTION NO. 02-C48. 04/22/02 PAGE FIVE