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Home My WebLink AboutMinutes- October 27, 2003 - UB ,.e AZUSA' CITY OF AZUSA MINUTES OF THE REGULAR MEETING OF THE AZUSA UTILITY BOARD/CITY COUNCIL MONDAY, OCTOBER 27, 2003 - 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: BOARD MEMBERS: HARDISON, CHAGNON, MADRID ABSENT: BOARD MEMBERS: STANFORD, ROCHA ALSO PRESENT: Also Present City Attorney Ferre, City Manager Cole, Director of Utilities Hsu, Assistant City Manager Person, Deputy City Manager Gutierrez,Administrative Technician Yang,Assistant to the Utilities Director Kalscheuer,Assistant Director of Customer Care and Solutions Vanca,Assistant Director of Water Operations Anderson,Assistant Director of Resource Management Tang, Senior Electric Engineer Langit, Customer Service Leader Tapia, Business Development/Public Benefits Coordinator Reid, City Clerk Mendoza, Deputy City Clerk Toscano. Public Participation Pub Part Mr. Art Morales addressed Board Members noting that although the City of Azusa's image has A. Morales been improving, the Colonial and Western Inn hotels have been deteriorating, and he asked that Comments the City Manager's office look into the matter. Customer Appeal-the Customer Billing Dispute of Mr. Chris Babakitis was continued to the next Customer meeting in November. Mr. Babakitis works for Edison and is currently working on an emergency Dispute situation with regard to the recent fires. Continued -- November Meeting. The CONSENT CALENDAR consisting of Items Ill-A through IlI-G, were approved by motion of Consent Cal Board Member Hardison,seconded by Board Member Madrid and unanimously* carried,with the Approved exception of items III-A and III-D, which were considered under the Special Call portion of the III A& D Agenda. Spec Call A. SPECIAL CALL. Spec Call — B. Approval was given to waive formal bidding procedures for turnkey interactive conversation LivingWise education program for Azusa sixth grade students; and award the purchase to LivingWise. Educ Prgm C. Authorization was given for an amendment in the amount of $20,000.00 to the Blanket Amend P.O. Purchase Order issued to Bristol Babcock, Inc. for the fiscal year ending June 30, 2004. Bristol Bab. D. SPECIAL CALL ITEM. Spec Call E. Authorization was given to approve bidding for destruction of three abandoned wells located Authorize at 209 Grandview Drive, 16706 E. Cypress and 16106 E. San Bernardino Road and to bids dstr. authorize the solicitation of bids. Wells F. The Maintenance Agreement for routine testing, inspection and maintenance of existing 15 Maint Agmt circuit breakers at Azusa Substation was awarded to ABB Power T&D Services in the amount Circuit Break. not to exceed Fifteen Thousand Eight Hundred Seventy Dollars ($15,870). Az Substn G. The Reimbursement Agreement with Standard Pacific Corporation/Azusa Associates and the Rmbrsmt disbursement of funds associated with the Reimbursement for the oversizing of water Agmt w/ facilities constructed during the Mountain Cove Development was approved. Standard Pac Special Call Items Spec Call Items Board Member Hardison requested that the minutes reflect Councilmembers as Board Members Hardison •••=••• as they are meeting as a different entity, the Utility Board. Moved by Chairperson Chagnon, Comments seconded by Board Member Hardison and unanimously* carried to approve the minutes of the Min appvd September 22, 2003 Utility Board Meeting. Chairperson Chagnon addressed the contract for River Project Consultant, expressing concern Chagnon regarding a possible conflict between Scope of Services and Exhibit C, Compensation, regarding Comments paying for business expenses. Assistant City Manager Person responded stating that they pay the salary and that there is reimbursement for minimal expenses. Chairperson Chagnon requested that section 3.3.1 be amended to read "without written approval of the Utility Board". She expressed the need for accountability and that the phrase"on an as needed basis" is not tied in to project performances, and is too vague. Mr. Person responded listing actual tasks that Ms.Avila is working on and Board Member Madrid added that the work done by Ms. Avila is evolving. Chairperson Chagnon also noted that there are some projects that relate to utility and that others relate to water and expressed concerns regarding mixing funds. Moved by Chairperson Chagnon, seconded by Board Member Hardison to approve a contract, as Contract w/ amended, with Suzanne Avila in an amount not to exceed $63,750 to provide San Gabriel River S. Avila Consulting Services FY 2003-04 and to grant subject contract an exemption from the competitive Approved selection process (professional services). Staff responded to questions posed by Board Member Madrid regarding the destruction of Wells; Destruction as to the size of the wells and if they are inhibited. Of wells question 10/27/03 PAGE TWO Scheduled Items Sched Items Assistant Director of Customer Care and Solutions Vanca addressed the Board Members Neighbor presenting a proposed Neighbor Assistant Program which would pay a maximum of $50 per Assistant qualifying residential water account per fiscal year. She detailed the specifics of the program and Program advised that funds for the program would come from customer contributions by writing a separate check or rounding up to any even dollar amount on their utility bill. Further that it would -- be run on a first-come first-service basis as funds are available. She stated that advertising would be done throughout the year on the utility bill message. Chairperson Chagnon offered a Resolution entitled: A RESOLUTION OF THE AZUSA UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, Res. 03-C84 CREATING A NEIGHBOR ASSISTANCE PROGRAM. Neighbor Assistance Moved by Chairperson Chagnon, seconded by Board Member Hardison to waive further reading Program and adopt. Resolution passed and adopted by the following vote of the Council: AYES: BOARD MEMBERS: HARDISON, CHAGNON, MADRID NOES: BOARD MEMBERS: NONE ABSENT: BOARD MEMBERS: STANFORD, ROCHA Assistant Director of Customer Care and Solutions Vanca addressed Board Members presenting a Asst Dir Cust new SPEEDPAY(two year pilot program)where customers can make payment 24 hours per day, 7 Care &Sol days a week via a toll free telephone number, through a link from Azusa Light&Water's website Comments or directly from SPPEDPAY's website. During business hours,from Light&Water office customers can either use the pay phone in the lobby to call SPEEDPAY's toll free number or the Customer Utility Representatives, including cashiers, can assist customers with the payments via SPEEDPAY's website. There will be no charge to Azusa Light and Water. She detailed other information regarding the program, answered questions posed and stated that if approved, it will begin January, 2004. Board Member Hardison offered a Resolution entitled: A RESOLUTION OF THE AZUSA UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, Res. 03-C85 AWARDING A CONTRACT FOR THIRD PARTY UTILITY BILL PAYMENT SERVICES TO SPEEDPAY. SPEEDPAY Moved by Board Member Hardison, seconded by Board Member Madrid to waive further reading and adopt. Resolution passed and adopted by the following vote of the Council: AYES: BOARD MEMBERS: HARDISON, CHAGNON, MADRID NOES: BOARD MEMBERS: NONE ABSENT: BOARD MEMBERS: STANFORD, ROCHA Staff Reports/Communications Staff Rpts Director of Utilities Hsu provided an information item regarding the Annual Adjustment of Dir of Utilities Replacement Water Cost Adjustment Factor (RWCAF), stating that The RWCAF, by tariff adopted RWCAF in 1992 requires an annual review, and if necessary, is adjusted. He stated that the RWCAF will be Update adjusted for fiscal year 2003-04 to an amount of$0.09 per ccf(hundred cubic feet), effective for all bills rendered after October 31, 2003. 10/27/03 PAGE THREE Moved by Board Member Madrid, seconded by Board Member Hardison and unanimously* Monthly carried to receive and file the Monthly Power Resources Update. Power Res It was consensus of the Board Members to receive and file the Kirkwall Substation Project Monthly Kirkwall Sub Status Report. Station Director's Comments Dir Corn Board Member Madrid addressed item regarding the article "an Interview with Larry Anderson, Article Director, Utah Division of Water Resources, "Government West, July/August 2003, regarding Re: Larry reduction of water consumption. City Manager Cole responded stating in relationship to the Anderson Results Based Budgeting-Vital Factors, this would be a good issue with regard to setting goals. Board Member Hardison expressed appreciation to Assistant Director of Customer Care and Appreciation Solutions Vanca for the contract for the third party vendor customer payment program. To Vanca Director of Utilities Hsu provided an update on the meeting with Mountain Cove residents and the Dir of Util issue of the 2" water meters. He stated that they will be bringing an item to the Utility Board Mtn Cove November meeting with a proposal/compromise, they will charging the residents with the 2" 2" meters meters the same cost as the residents with the 1" meters, plus, a reduced fire service charge. It was consensus of Councilmembers to recess to Closed Session to discuss the following: Closed Sess Conference With Legal Counsel -Anticipated Litigation Government Code Section 54956.9(b) Anticipated Significant Exposure to Litigation - 1 Case Litigation One Case The City Council recessed to Closed Session at 7:12 p.m. and reconvened at 7:55 p.m. There was no reportable action taken in Closed Session. No Rpts It was consensus of Councilmembers to adjourn. Adjourn TIME OF ADJOURNMENT: 7:56 P.M. ( SECRETARY NEXT RESOLUTION NO. 03-C86. 10/27/03 PAGE FOUR