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HomeMy WebLinkAboutMinutes - May 23, 2005 - UB t isr;ar41 •-4.1 •c =,a fix €�' a1'"3 ,im .^. p�,��5 'F" :iia r�r b,.f �,w'S..rryt� 4"fi '"�i � k„m J7< da''v'z4,4 -�"'3 USA) CITY OF AZUSA MINUTES OF THE REGULAR MEETING OF THE AZUSA UTILITY BOARD/CITY COUNCIL MONDAY, MAY 23, 2005 - 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: BOARDMEMBERS: HARDISON, CARRILLO, ROCHA, HANKS, CHAGNON ABSENT: BOARDMEMBERS: NONE ALSO PRESENT: Also Present City Attorney Martinez, Director of Utilities Hsu, Assistant to the Utilities Director Kalscheuer, Assistant Director of Resource Management Tang, Assistant Director of Water Operations Anderson,Assistant Director of Customer Care and Solutions Vanca,Administrative Analyst Yang, Senior Electrical Engineer Langit,Assistant City Manager Person, Economic Development Director Hightower, Public Information Officer Quiroz, City Clerk Mendoza, Public Participation Pub Part Mr. Martin Quiroz addressed the Board Members regarding the de-funding of the position of M Quiroz Public Information Officer listed in the Azusa Light &Water's FY 2005-06 Budget. He thanked Comments everyone in the Azusa Light and Water Department and the Board Members for the opportunity to serve the residents of the City; he cited many advertising projects that he has completed in his role of the P1O. The CONSENT CALENDAR consisting of items I1-A and I1-F, was approved by motion of Board Consent Cal. Member Rocha, seconded by Board Member Carrillo and unanimously carried with the exception Approved of items II-B and F which were considered under the Special Call portion of the Agenda. Board Members Rocha and Hanks abstained from the approval of the Minutes of April 25 as they were not in attendance at the meeting. A. The Minutes of the regular meeting of April 25, 2005, were approved as written. Board Min appvd Members Rocha and Hanks abstained. SPECIAL CALL ITEM. Spec Call _ Formal bidding procedures were waived for the purchase of one Ford 350 Pickup Truck with Purchase 350 service body and the purchase was awarded to Downtown Ford Sales under the California Ford Pickup Multiple Award Schedule (CMAS) in the amount of$26,176.89. Equifax D. Approval was given to award a three-year contract to Equifax for consumer authentication Contract products and identity fraud prevention measures; and require identity verification and credit Authen check for all new residential customers and charge on pass-through basis. Products E. Approval was given for additional compensation to Wren &Associates in the amount of Add Comp $6,500 for extra time spent on their contract to inspect W-194. Wren & Assoc F. SPECIAL CALL ITEM. Spec Call Special Call Items Spec Call Items Director of Utilities Hsu addressed item regarding the award of purchase of one 12,000 lb. Dir of Util capacity LPG fork lift from Yale/Chase Materials Handling, Inc., stating that the company will not Purchase of be able to meet delivery requirements of June 30th and requested to approve next highest bidder Fork lift Johnson Lift/Hyster in the amount of$50,683.73. City Attorney Martinez and Staff were directed Review to review issue and readdress later in the meeting with a decision. options °ssistant City Manager Person addressed item regarding the proposed contract for Project Assist City 'lanagement and Engineering Services for Forest Gateway Interpretive Center detailing the Mgr ackground of the project which began prior to Board Members Hanks and Carrillo's tenure on Forest `The Utility Board. He presented an overview of the project which is the development of the US Gateway Forest Service Station located at the intersection of Highway 39 and Old San Gabriel Canyon Interpretive Road. He described the project amenities, relationship with Northeast Trees, funding sources, Center cost of the project, revised schedule and noted that staff is requesting to eliminate Northeast Contract Trees as the middle man for the project and contract with sub contracting consultants Office of Project Sustainable Architecture. He stated that the project includes the Memorial Grove,and detailed US Management Forest Services lease agreement with Light and Water; he described current Center and plans for Item con't future Center. He then answered questions posed by Board Members regarding public restrooms; After L&W discussion was held regarding El Encanto property and the possibility of the Interpretive Center in Budget that location instead. Mr. Person advised that there will be an increased cost for the current Presentation project of $300,000. Discussion was held between Board Members and staff regarding the project, its funding and rate on return. It was consensus of the Board Members that no action be taken on this item until after the presentation of the Utility Board Budget later on in the meeting. City Attorney Martinez re-addressed item regarding purchase of the 12,000 lbs forklift,requesting City Attny that the item be continued in order to review the specifications with staff to see if the delivery Martinez deadline requirement was included. Assistant to the Utilities Director Kalscheuer expressed Fork Lift concern regarding re-bid due to timeline of the project,but indicated that they could possibly rent Issue a forklift in the interim. It was consensus of the Board Members that the item be continued to the Continued to regular City Council meeting of June 6, 2005, in order to see if it was feasible to re-bid the 6/6/05 purchase or go with the second bidder if the first bidder is unresponsive, or rental a fork lift if Council Mtg necessary. 05/23/05 PAGE TWO Scheduled Items Sched Items Azusa Licht and Water Department Presentation. Director of Utilities Hsu provided an overview Dir of Utilities of the Utilities Department which consisted of the following: Organizational Chart, Mission Overview Statement, Department Overview i.e. Key Functions, Attributes of Public Owned Utility, Local Utilities Control, Customer - Owner, a Tool for Economic Development, Economic Benefits Stay With Department Community, i.e. Franchise, In-Lieu Tax, Discounted/Free Services, and Interest Income & Allocations. He detailed the Interest Income &Allocations stating that Board Members, City Manager, he and staff have devised a mechanism to keep track of how much they contribute to the General Fund and what can be done with the interest income; which is only to be used for Capital Improvement Projects; it was noted that allocations is a way to keep track of what is being paid out to departments for services. Assistant to Director of Utilities Kalscheuer presented the Administration&Solid Waste Division of Department the Utilities Department which included Responsibilities,Administration and Key Issues. Assistant Presentation Director of Customer Care &Solution Division Vanca presented Customer Services, and Public Benefit portion of the Utilities Department. Director of Utilities Hsu presented Electric Division Operations. Senior Electrical Engineer Langit presented Engineering Division Functions, Key Projects, Issues & Challenges. Assistant Director of Resource Management Tang presented information on Power Resources, Power Operations, Key Issues,and Long Term Competitiveness for the Resource Management Division. Assistant Director of Water Division Anderson presented the Water Division-The Water System, Local Water Agencies,Spreading Water,Sources of Water, Cost Considerations and what's on the horizon. Questions posed by Board Members were answered accordingly. Azusa Light &Water FY 2005-06 Budget. Director of Utilities Hsu presented a breakdown of Azusa Light & Utility Department Budget by Fund Numbers, and Functional Areas, describing what each fund Water FY entails as well as increases or decreases in funding for Fiscal Year 2005-06 proposed budget. He 2005-06 then answered questions posed regarding the Public Information Officer position and funding. He Budget also responded to questions regarding breakdown of funding of the transfers and allocations of $6,446,439, which would be provided to support the city's general fund, City administrative services, and capital improvement projects. Board Member Rocha requested that a list services of the Public Information Officer Office be provided before it is presented as a supplemental to the General Fund Budget. Mr. Hsu then responded to questions regarding increases in prior year budgets, Capital Improvement Budget, sign for southeast side of Light &Water office building, and increase in Utility Board Budget from 04-05, which was for Technology Allowance. Moved by Board Member Hardison,seconded by Board Member Hanks and unanimously carried Azusa Light & to approve the operating budget for the Utilities Department in the amount of$60,707,511 for Water Budget fiscal Year 2005-06 and direct staff to incorporate the budget into Citywide operating budget for Approved next fiscal year. Board Member Carrillo noted that a list was to be provided regarding the Public Information Officer services before the item is considered as a supplemental budget item in the General Fund. Moved by Board Member Rocha, seconded by Board Member Hardison and unanimously carried Office of to approve the proposal for contract project management services and value engineering for the Sustainable Forest Gateway Interpretive Center in the amount not to exceed $50,000 to the firm of Office of Architecture Sustainable Architecture. Inter. Cntr Board Member Hardison offered a Resolution entitled: 05/23/05 PAGE THREE A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA DECLARING ITS INTENTION TO Res. 05-050 REIMBURSE CERTAIN EXPENDITURES FROM THE PROCEEDS OF A PROPOSED TAX-EXEMPT Intention FINANCING, AS REQUIRED BY UNITED STATES DEPARTMENT OF TREASURY REGULATIONS Reimburse -,ECTION 1.150-2. Expenditures From Tax `Aoved by Board Member Hardison, seconded by Board Member Hanks to waive further reading Exempt and adopt. Resolution was passed and adopted by the following vote of the Board Members: Financing AYES: BOARD MEMBERS: HARDISON, CARRILLO, ROCHA, HANKS, CHAGNON NOES: BOARD MEMBERS: NONE ABSENT: BOARD MEMBERS: NONE Staff Reports/Communications Staff Rpts The Monthly Updates on the Electric Yard Renovations Project, Systems &Software Customer Monthly Information System, Power Resources and Legislative and Regulatory issues were noted, but not Updates discussed in detail. No detail Director's Comments Dir Corn Director of Utilities Hsu announced that APPA will be having its Annual Conference on June 18-22 APPA Annual in Anaheim and advised if anyone is interested in attending should let him know. Conference It was consensus of the Utility Board Members to recess at 8:48 p.m. and conduct its Closed Recess Session at the same time the City Council recesses to its Closed Session portion of the meeting. Utility The Utility Board reconvened its meeting at 10:44. Board :losed Session Closed Sess The Utility Board Members recessed to Closed Session at 10:44 p.m. to discuss the following: Recess CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION Government Code Section 54956.9—One Potential Case The Utility Board Members reconvened at 11:05 p.m. Reconvened City Attorney Martinez advised that there was no reportable action taken in Closed Session. City Attny Comments It was consensus of the Utility Board Members to adjourn. Adjourn TIME OF ADJOURNMENT: 11:06 P.M. t SECRETARY NEXT RESOLUTION NO. 05-051. _5/23/05 PAGE FOUR