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HomeMy WebLinkAboutMinutes - October 28, 2002 UB 447, AZUSA CITY OF AZUSA MINUTES OF THE REGULAR MEETING OF THE AZUSA UTILITY BOARD/CITY COUNCIL MONDAY, OCTOBER 28, 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, STANFORD, ROCHA, CHAGNON, MADRID ABSENT: COUNCILMEMBERS: NONE Also Present ALSO PRESENT: City Attorney Carvalho, City Manager Cole, Assistant City Manager Person, Director of Utilities Hsu, Assistant to the Director of Utilities Kalscheuer, Assistant Director of Water Operations Anderson, Assistant Director of Customer Care and Solutions Vanca, Assistant Director of Resource Management Tang,Assistant Director of Electric Operations Ramirez, Deputy City Clerk Toscano, City Clerk Mendoza. Public Participation Pub Part Mrs. Cabrera, addressed Utility Boardmembers regarding her billing for electric service. She Mrs. Cabrera noted inconsistencies in her billing for last two years and asked for an explanation from Utility Comments staff. Discussion was held between Boardmembers, staff and Mrs. Cabrera regarding the issue. it was consensus that the matter be referred back to staff to look at a two year average of the billing and work out a solution for payment, have automatic reader checked and meet with Mrs. Cabrera to work out the problem. Ms. Suzanne Avila addressed the Utility Boardmembers providing and update on the San Gabriel S. Avila River. The projects included: Gateway Interpretive Center and Gardens (Forest Service Update Information center), River Wilderness Park, Bike Path Extension and Spreading Basins. Other SG River Involvements included: City of Azusa Extended Duties, Legislative Contacts and Conservation Contacts. The CONSENT CALENDAR consisting of Item II-A through 11-0, were approved by motion of Consent Councilmember Stanford, seconded by Mayor Madrid, and unanimously carried with the Calendar exception of items D, H, and N, which were considered under the Special Call portion of the Agenda. A. The minutes of the regular meeting of September 23, 2002, were approved as written. Min appvd B. Notice of completion for lighting retrofits was accepted and approved and authorization was Ntc Comp given for final payment of $11,885.75 to California Retrofit, Inc. Calif. Retrofit C. Notice of completion for heating, ventilation and air conditioning (HVAC) retrofits was Ntc Comp accepted and approved and authorization was given for final payment of$20,868.60 to ALP ALP A/C Heating and Air Conditioning. D. SPECIAL CALL ITEM. Spec Call E. Budget amendment for water purchases was approved and authorization was given to amend Budget the budget in the amount of$500,000 to cover increased cost of purchased water expenses Amend for Fiscal Year 2002-03. F. Amendment to blanket purchase order issued to Upper San Gabriel Valley Municipal Water Amend District (USGVMWD)was authorized in the amount of$75,000 to cover increased purchased P.O. water costs. USGVMWD G. Budget amendment for Line Mechanic was approved in the amount of $28,410 to cover Budget salary and benefits for a temporary Line Mechanic. Amend H. SPECIAL CALL ITEM. Spec Call I. Specifications for the purchase of 3 one ton gasoline powered service trucks, I diesel Specs powered welding truck, and 1 diesel powered dump truck were approved and advertisement Purchase for bids was authorized. Trucks J. Approval was given to purchase 0.85 acres of property from the City of Pasadena for Purchase purchase price of $46,000. Property K. A RESOLUTION OF THE AZUSA UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, Res. 02-C 124 AMENDING SCHEDULE OF CHARGES AND RULES AND REGULATIONS GOVERNING THE NSF Check ELECTRIC AND WATER SERVICE SUPPLIED BY AZUSA LIGHT &WATER. Charges L. A RESOLUTION OF THE AZUSA UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, Res. 02-C 125 AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS. Destroy Rcds M. A RESOLUTION OF THE UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA,ACCEPTING Res. 02-C 126 CERTAIN GRANT OF EASEMENT AND DIRECTING THE RECORDING THEROF. Grant of Esmt N. SPECIAL CALL ITEM. Spec Call 10/28/02 PAGE TWO O. Professional Services contract with Ryerson, Master and Associates was approved in the Ryerson, amount of $96,000, to conduct EPA mandated Water System Vulnerability Assessment. Master & Assoc. Special Call Items Special Call Assistant to the Director of Utilities Kalscheuer responded to questions posed regarding School C. Kalscheuer Recycling Program Expansion. He stated that last year the City purchased three School compartmentalized recycling containers for three schools and that they liked them so much that Recycling they have asked that the City use their recycling grant funds to purchase an additional six Program containers for six schools. The contract with Athens Services allows the City to have six schools serviced under the Franchise Agreement and this would complete the obligations under the agreement. The containers divide newspaper, mixed color paper, aluminum cans and plastics. He added that the School District is serviced by another waste hauler and they are not going through the MRF. Moved by Councilmember Hardison, seconded by Chairperson Chagnon and unanimously carried School Dist. to approve the School District's proposed recycling program, amend waste management division Recycling budget by $8,000, and authorize issuance of purchase order to Protainer, Inc. up to $25,890 for Program purchase of recycling containers for six schools. Approved Utilities Director Hsu and Assistant Director of Water Operations Anderson responded to J. Hsu & questions regarding the Quitclaim of Easements for property on Azusa-San Gabriel Road. The C. Anderson stated that the water utility easements were deeded to Azusa Land Development Company, Quitclaim predecessor of Azusa Valley Water, (which the City obtained). The easements are from a ditch to Easements the property and the property doesn't take ditch water anymore. The property owner wants the Property on City to conduct the deed. Councilmembers advised that that next time it would be helpful if the Azusa-SG item includes an address, name of property owner and dates. Moved by Councilmember Hardison,seconded by Chairwoman Chagnon and unanimously carried Easements to authorize Director of Utilities to sign quitclaim easements for Parcel No. 8684-023-010. Approved Mayor Madrid asked questions regarding item J, Purchase of property from City of Pasadena, Mayor item K, Non-Sufficient Fund return check charges, and M, Grant of Easement from the Alonzo questions family, which staff responded to appropriately. Chairwoman Chagnon addressed item regarding a budget amendment for Executive Management Exe Mgmt Training in the amount of $24,900. She asked the status of computer training for regular Training employees and stated that she wants to make sure there is on-going in-house training for &Employee employees. Training Moved by Councilmember Hardison, seconded by Chairwoman Chagnon and unanimously carried Training to approve a budget amendment in the amount of $24,900 for Executive Management Staff approved Leadership Training contingent upon City Employees also receiving on-going in-house training. Scheduled Items Sched Items City Manager Cole addressed Councilmembers detailing item regarding the consideration of City Mgr potential ballot measure. He detailed the history of the Utility Users Tax and recommended that Ballot the Council schedule public consideration of a ballot measure to be placed on the March ballot Measure that would: Reduce the rate for residential electric, water and gas from 5%to 4%, increase the Utility Tax rate for commercial electric water and gas from 5% to 8%, and apply the commercial rate to 3/03 commercial telephones and wireless devices. ballot 10/28/02 PAGE THREE He also recommended that the City appoint a community "Tax Reform Task Force" to work with Tax Reform the Council and staff on a broader tax reform plan to be put before voters in November 2003. He Task Force explained the need to find out where people stood on the issue. 11/03 Discussion was held between Councilmembers and staff regarding a Tax Review Task Force Discussion instead of Tax Reform Task Force. It was suggested that the work "Reform" be changed to "Review". Further that all persons involved, i.e. business owners, etc., should be included in the Tax Review Task Force. City Attorney Carvalho was directed to research what the State of California allows for exemptions. Moved by Councilmember Stanford, seconded by Councilmember Rocha and unanimously Ballot carried to schedule public consideration of a ballot measure to be placed on the March ballot that Measure would: 1) Reduce the utility users tax rate for residential electric, water and gas from 5%to 4%, Re: Utility 2) increase the utility users tax rate for commercial electric water and gas from 5%to 8%, and 3) Tax Apply the commercial rate to commercial telephones and wireless devices. approved Moved by Mayor Madrid, seconded by Councilmember Rocha and unanimously carried that the Tax Review City appoint a community "Tax Review Task Force" to work with the Council and staff on a Task Force broader tax reform plan to be put before voters in November 2003. It was noted that staff would Approved like to include writing letters, having meetings, and conducting surveys regarding the proposed November ballot measure. Chairperson Chagnon dissented on the survey part of the issue. Assistant Director of Customer Care and Solutions Vanca addressed the Boardmembers relaying a Proposed dilemma for employees who have to come in early and leave late because of current office hours. Change of She stated that currently, the office opens for business at 7 a.m. and closes at 5:30 p.m., but, Office hours there is a need for employees to conduct certain preliminary procedures before the office opens L&W and other office closure procedures at the end of the day. She stated that customers are usually Denied lined up at the door first thing in the morning and other customers are usually there up until 5:30 p.m. This causes some employees to have to come in early and leave late, which causes an unfair work environment. She requested that the business hours of operation be modified to 7:15 a.m.-5:15 p.m., effective February 1, 2003, for a three-month trial period. Discussion was held between Councilmembers and staff regarding the issue. It was consensus Councilmembers notto approve the item. Councilmembers asked staff to come back at next meeting with an idea of how to address morale issues with regards to the subject. Assistant Director of Customer Care and Solutions Vanca detailed the development of cashiering Cashiering standards created by an employee team. She stated that the team determined the purpose of Standards having cashiering goals, created definitions for excusable and inexcusable outages, and And Rewards benchmarked cashier standards with other utilities and companies. The Team also created a Program program containing elements of teamwork, personal challenge, and a reward mechanism for success. Discussion was held between Councilmembers and staff. Moved by Councilmember Stanford,seconded by Councilmember Stanford and carried to approve the proposed Cashiering Standards and Rewards Program for Customer Service Representatives. Mayor Madrid and Councilmember Rocha dissented. Motion is predicated on seeing what is being done in other divisions. Staff was directed to look into cashing standards throughout the organization and bring back information to another Utility Board Meeting. Staff Reports/Communications Staff Rpts Director of Utilities Hsu addressed item regarding the review of alternative site for new Light and Dir of Util Water Electric office building, requesting that staff be allowed to review the property at 1020 W. L&W Elect. Tenth Street as a possible alternate site. He provided details about the site. Office 10/28/02 PAGE FOUR Moved by Councilmember Stanford, seconded by Councilmember Hardison and unanimously Review carried to allow staff to conduct a review of the property at 1020 W. Tenth Street as a possible Alternative alternative site for the new electric office building. site • Director of Utilities Hsu provided an update on the audit of Athens Services' disposal report Update on stating that the City is still going forward with the Athens audit. He stated that Athens has Athens' Audit — submitted data to the County, but, not to the City, further,they still have not identified how many tons they have diverted. It was consensus that the staff report submitted was received and filed. Director of Utilities Hsu provided Council with a report on the Water Utility Real Property, Utilities Dir information item on the annual adjustment of replacement water cost adjustment factor and the Comments Monthly Power Resources Update. He advised that with regard the San Juan Project, both sides have signed an agreement, representatives from San Juan Project will be coming to speak to Bob Tang and also attend the SCPPA meeting the next day. He then provided an update on the facility on Gladstone that will be used for the Sub-Station, the old Cities Tow. It was consensus of Councilmember to recess to Closed Session to discuss the following: CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION (Gov. Code Sec. 54956.9 Closed Sess (b) One Case. The City Council recessed at 8:52 p.m. Recess The City Council reconvened at 9:54 p.m. Reconvened City Attorney Carvalho advised that there was no reportable action taken in Closed Session. No Rpts It was consensus of Councilmembers to adjourn. Adjourn v-- TIME OF ADJOURNMENT: 9:49 P.M. 1 i S TARY NEXT RESOLUTION NO. 02-C124. 10/28/02 PAGE FIVE