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HomeMy WebLinkAboutMinutes - January 28, 2008 - UB AZUSA 2IG4T i, :S'AT€R CITY OF AZUSA MINUTES OF THE REGULAR MEETING OF THE AZUSA UTILITY BOARD/CITY COUNCIL MONDAY, JANUARY 28, 2008 - 6:33 P.M. The Utility Board Members of the City of Azusa met in regular session, at the above date and time, at Azusa Light and Water Conference Room, located at 729 N. Azusa Avenue, Azusa, California. Vice Chairman Carrillo called the meeting to order. Call to Order ROLL CALL Roll Call PRESENT: BOARD MEMBERS: GONZALES, CARRILO, MACIAS, ROCHA ABSENT: BOARD MEMBERS: HANKS ALSO PRESENT: Also Present City Attorney Martinez, City Manager Delach, Director of Utilities Hsu, Assistant to the Utilities Director Kalscheuer,Assistant City Manager Person, Assistant Director of Resource Management Tang,Assistant Director of Water Operations Anderson,Assistant Director of Electric Operations Ramirez, Administrative Technician Cawte, Azusa Police Captain Streets, Finance Controller Aguilar, City Clerk Mendoza, Deputy City Clerk Toscano. Public Participation Pub Part Mr. Dick Cortez addressed Council expressing his opinion regarding the drought and provided D. Cortez ideas on how to conserve water. Comments The CONSENT CALENDAR consisting of Items B-1 through B-7, was approved by motion of Consent Cal Board Member Gonzales, seconded by Board Member Rocha and unanimously* carried with the Approved exception of items B-4 and B-5, which were considered under the Special Call portion of the Agenda. 1. The Minutes of the regular meeting of December 17, 2007, were approved as written. Min Appvd 2. Approval was given for the purchase of two secure storage containers to complete the recent Pur storage upgrade to the Gladstone Water Yard in amount of $12,741.02. containers 3. Approval was given for the addition of $22,000 to the Civiltec Engineering contract for Civiltec Engr inspection services on Project W-238, Replacement Pipeline Installation on Cypress and Inspect sys Sunset, et. al. in West Covina; and a three-month extension of contract to March 31, 2008. Extension 4. Special Call Item. Spec Call 5. Special Call Item. Spec Call 6. Approval was given to Award Contracts for Bill Print and Mail, Electronic Bill Presentment and Contracts Payment, and Pay-By-Phone and Web Payment Options as follows: (a) Infosend Bill Print and Incorporated to provide bill print and mail processing in amount of$54,600 per year for three Mail, years, excluding postage, and electronic bill presentment in amount of$22,000 with a one- Electronic Bill time implementation charge of $3,250; (b) BankSery in an estimated annual amount of Presentment $5,600 per year for three years to act as bank merchant processor for electronic automated and Payment clearing house (ACH) payment transactions related to electronic billing; (c) Paymentus to and Pay-By- collect and process pay-by-phone and web payments; and (d) Global Payments to act as Phone and bank merchant processor for one-time customer credit and debit card payments at Web Payment transaction cost to customers per $500 increment of $3.25 for residential and $3.75 for businesses. 7. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, APPROVING Res. 08-05 THE LOS ANGELES COUNTY SOLID WASTE MANAGEMENT PROGRAM (SWMP) AS THE LA Co. Solid LOCAL ENFORCEMENT AGENCY (LEA) RESPONSIBLE FOR ENFORCING ALL LAWS AND Waste REGULATIONS PERTAINING TO THE MANAGEMENT OF SOLID WASTE WITHIN THE CITY OF Mngmt Prgm AZUSA. Special Call Items Spec Call Items Board Member Carrillo addressed item regarding retrofit of Electric Division trucks,asking what Carrillo percentage the five trucks being retrofitted represents for the Electric Division, and how many Comments water trucks are anticipated to be retrofitted in the future; staff responded that the five trucks represent 100% of electric and there are five water trucks in the Water Division. Moved by Board Member Carrillo, seconded by Board Member Gonzales and unanimously* Ironman carried to approve the bid by Ironman Emissions Group in amount of $76,585.14 to retrofit five Emissions Electric Division diesel trucks with the Particular Matter (PM) Traps to comply with California Air Group Resources Board Requirements. Board Member Carrillo addressed item regarding the purchase of two electric meter shop Carrillo vehicles, asking if the insurance was paid for the replacement of a truck that was stolen from the Comments Electric Yard; staff responded $10,000 was received for the stolen truck and placed into the Electric Reserve Fund. Moved by Board Member Carrillo, seconded by Board Member Gonzales and unanimously* Purchase of carried to approve waive formal bidding procedures in accordance with the Municipal Code Two trucks Section 2-523(e) and approve the purchase of two Chevrolet 3/4-ton 2WD extended cab work Coalinga trucks from Coalinga Motors, Incorporated in amount of $28,850.88 each, plus a State Motors Procurement Fee of 1.98%. 01/28/08 PAGE TWO Scheduled Items Sched Items Director of Utilities Hsu addressed the request for approval to increase Replacement Water Cost Dir of Utilities Adjustment Factor stating that the water utility has had to purchase water supplied by the RWCAF Metropolitan Water District (MWD) at a higher rate and although the final billing has not been Comments received for December water purchases, staff estimates "Incrementally Higher" purchased water i--costs. There is a need to increase the current RWCAF by$0.2340 per ccf, from $0.2896 per ccf. to $0.5236 per ccf for the next two months to recover the higher incremental cost of purchased water incurred. Discussion was held between Board Members and staff regarding the predicament the City is in Discussion with regard to the drought, water conservation and higher cost of purchased water. Further discussion was held regarding the .process for capturing run off water from the rain, the need to build additional reservoirs, the need to take a holistic approach by the Legislators to work on water issues noting it is a Statewide problem; questions were answered regarding customers outside the City, and Rosedale's requirements. Assistant to the Utilities Director I(alscheuer responded to questions stating that the RWCAF is Asst Dir of being reviewed every two months and staff would come back with a recommendation at March Utilities Board meeting as to future adjustment. He advised that in light of the recent rain storms the Response to Water Utility stopped purchasing water from MWD; it was noted that water purchased went into Questions the spreading ground to recharge the upper basin. Moved by Board Member Rocha, seconded by Board Member Gonzales and unanimously* carried to authorize staff to increase the Replacement Water Cost Adjustment Factor by $0.2340 per Inc to RWCAF hundred cubic feet of water effective February 1, 2008 to recover the increased cost of purchasing Approved water from Metropolitan Water District for November and December. Director of Utilities Hsu addressed request for budget amendment stating that the original budget Dir of Util was for normal water purchases; the revenue received from customers have gone into the reserve Budget fund and there is a need to re-appropriate from the reserve into the budget to pay the bills. Amend Assistant to the Director of Utilities l(alscheuer responded to earlier question regarding the Asst Dir of balance of the reserve fund stating that the reserve was about twenty million dollars before the Utilities fifty-four million dollar bond issue. Director of Utilities Hsu stated that the amount of reserve is Response brought back at budget time each year identifying which amounts are encumbrances or committed and he would do the same this year. After additional discussion the following resolution was adopted. Board Member Carrillo offered a Resolution entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, AMENDING THE Res. 08-C6 FISCAL YEAR 2007-2008 OPERATING BUDGET FOR THE WATER UTILITY TO PAY FOR Budget PURCHASED WATER. Amendment Moved by Board Member Carrillo, seconded by Board Member Macias to waive further reading and adopt. Resolution passed and adopted by the following vote of the Board Members: AYES: BOARD MEMBERS: GONZALES, CARRILLO, MACIAS, ROCHA NOES: BOARD MEMBERS: NONE ABSENT: BOARD MEMBERS: HANKS 01/28/08 PAGE THREE Staff Reports/Communications Staff Rpts Director of Utilities Hsu provided an update on the Water Shortage Declaration, first advising that Update on the water level in the Canyon basin has been coming up gradually and is at 40 feet below normal Water level. The Water Master announced that for the next ten years the MWD will not be delivering Shortage replacement water and gave a detailed explanation; he stated that he would like to stay at Stage `-3 water shortage declaration due to the uncertainty of the drought. Discussion was held regarding the results on the phases of the water drought, recent rainfall and status of the water patrol. The Monthly Update on Water Treatment Plant was presented, power point presentation of the Update WTP plant was presented, and it was noted that it is 46%complete and the project may be complete by August/September. The Monthly Power Resources Update was presented and it was noted that California Update Independent System Operator's (CAISO)will be updating technology which should be online on Monthly Pwr April 1st; the Garnet Wind power plant is about to construct the foundation for the Wind Farm in Resources the Palm Springs area, and staff is working with Southern California Public Power Authority (SCPPA) renewable resources RFP process for potentially additional renewable resources. U.S. Department of Energy kWh Rate Survey was presented with little discussion. Energy Survey The 2008 Utility Board Meeting Schedule was presented and it was consensus that March 24th, Schedule of June 23rd and October 27`h be designated as the Quarterly Off-Site meetings. Suggested for UB mtgs & schools to hold meetings were Powell, Magnolia, and Gladstone schools; staff will check with the Quarterly Azusa Unified School District to confirm/seek availability of schools site. Off-site Director of Utilities Hsu announced the California Municipal Utilities Association (CMUA) March CMUA March Conference and requested that those members who will be attending advise his staff or City Conference Manger's Executive Assistant, in order to make reservations for the conference. Director of Utilities Hsu announced CMUA Capitol Day Activities providing handouts regarding The Dir of Util California Delta, and detailed ballot initiatives with regard to Renewable Energy, Solar Programs for CMUA schools, the Mylar Balloons and Copper thief. Capitol Day Directors Comments Dir Cmts Moved by Board Member Rocha, seconded by Board Member Gonzales and unanimously carried Cert of to approve Certificates of Appreciation to outgoing Miss Azusa, Jamie Pezold, outgoing Miss Apprec Outstanding Teen Jamie Alvarez, and Princess Crystal Munoz, to be presented on February 2, Miss Azusa 2008, Miss Azusa and Miss Outstanding Teen Pageant. Outstanding Teen Board Member Rocha expressed concern regarding the palm trees at the Rosedale Promenade Rocha and possible liability; staff advised they would report on it at the February 4th City Council Comments Meeting. Board Member Macias expressed concern regarding old shoes thrown up on power lines and the Macias possible negative connotation they portray. It was also noted that there is a need to replace Comments burned out street light as soon as they are reported. Staff advised that shoes would be removed and street lights replaced by Light and Water crews as soon as they are reported. 01/28/08 PAGE FOUR The Board Members recessed at 7:34 p.m. and reconvened at 7:42 p.m. to conduct a Workshop Recess on Solid Waste Issues. Reconvene WORKSHOP ON SOLID WASTE ISSUES Workshop Solis Waste Assistant to the Utilities Director Kalscheuer addressed the Workshop introducing the following C. Kalscheuer challenges: Long Term Disposal, Diverting More Waste, and Controlling Costs. He explained the Comments solid waste flow which begins with city customers to Athens's MRF, to Puente Hills Landfill and Commerce Refuse to Energy Facility, and that Yard Waste goes directly to Puente Hills Landfill which will be closing in 2013. He detailed the consequence of Puente Hills closure,the challenge of diverting more waste, and the challenge of controlling costs, how the existing contract with Athens helps and could hurt the City. Mr. Dennis Chiappetta of Athens' Services addressed the Workshop presenting the Scope of D. Chappetta Services for Azusa and responded to the following: Long Term Disposal, MRF Processing, Athen's Disp Diversion, AB 939 Diversion, SB 1016 Projecting, AB 939 Indemnification, Yard Waste, Food Waste, Rate Comparison, and Community Involvement. Discussion was held regarding the presentation and language in the contract to close gaps in Discussion/ diversion and address residential rate spikes, the litter in alleyways, possibility of an additional Direction MRF in the area; Athens was invited to attend a City Council on the Move meeting. Moved by Board Member Rocha, seconded by Board Member Gonzales and unanimously* carried Adjourn to adjourn. TIME OF ADJOURNMENT: 8:39 P.M. - SECRETARY NEXT RESOLUTION NO. 08-C7 *Indicates Hanks absent. 01/28/08 PAGE FIVE