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HomeMy WebLinkAboutMinutes - September 23, 2013 - UB — AZUS.A 110H1G 'R'ATER CITY OF AZUSA MINUTES OF THE REGULAR MEETING OF THE UTILITY BOARD/CITY COUNCIL MONDAY,SEPTEMBER 23,2013—6:30 P.M. The Utility Board/City Council of the City of Azusa met in regular session, at the above date and time, at the Azusa Light and Water(AL&W)Conference Room, located at 729 N. Azusa Avenue, Azusa, California. Vice -Chairman Gonzales called the meeting to order. Call to Order Pledge to the flag was lead by City Manager James Makshanoff. Flag Salute ROLL CALL Roll Call PRESENT: BOARD MEMBERS: GONZALES, CARRILLO, ALVAREZ, ROCHA ABSENT: BOARD MEMBERS: MACIAS Also Present ALSO PRESENT City Attorney Ferre,City Manager Makshanoff,Director of Public Works/Assistant City Manager Haes, Utilities Director Morrow, Police Lieutenant Chavez, Community Development Director Christiansen, Finance Director Paragas,Human Resources Director Neiuber,Assistant Director of Electric Operations Langit, Assistant Director of Water Operations Anderson, Assistant Director of Resource Management Lehr, Senior Electric Engineer Vuong, Secretary/City Clerk Cornejo, Assistant/Deputy City Clerk Hernandez. Pub Part PUBLIC PARTICIPATION A. Morales Mr.Art Morales addressed the Boardmembers requesting free swim for children,and requested that water Comments mist devices be placed at local park playgrounds to be used during summer days;he addressed Scheduled Items E-1,regarding the closure of Puente Hills Landfill,asking why disposal is not delivered to the Azusa Materials Recovery Facility (MRF) instead of Rialto, and E-4, stating that those properties need maintenance. Mr.Jorge Rosales addressed the Boardmembers regarding agenda items D-2,D-3,D-4,D-5,D-10 and E4, J. Rosales which all relate to Request for Proposals (RFP) and/or Bids, asking why some items have detailed Comments specifications and some only a brief description of the project. City Manager Makshanoff addressed the meeting answering Mr. Morales questions: the Edwards Mini J. Makshanoff Park property,corner of 6th and Azusa Ave.,was donated to the City with the intent that it be a park site as Answer Public funds became available; funds from the Rosedale fund and a Grant Fund received by the Parks and Participation `—' Recreation Department are now available to make improvements to that corner,and give people another Questions reason to come to the downtown area; a total of 8 free swim days were allowed this summer; due to our current water shortage it may not be appropriate at this time to install water mist devices at city parks;the trash collection questions was answered at the time the item was discussed. Utilities Director Morrow addressed Mr. Rosales question stating that Request for Bids are detailed and G. Morrow precise, but when issuing an RFP for professional services, the Scope of Work is sufficient for Utility Answers Public Board approval purposes and the scope of work later becomes an attachment to the City's professional Participation services agreement, which is standard; the recommendation of the staff report provides the information Questions required for the project; regarding Item E-4, it will be addressed at the time the item was discussed. Director's UTILITIES DIRECTOR COMMENTS Comments None given. UTILITIES BOARD COMMENTS Board Members Boardmember Carrillo addressed the meeting stating that he was asked by a coalition group to consider Comments presenting a resolution at a future Council Meeting opposing any future bill or ballot measure that potentially weaken the Medical Injury Compensation Reform Act (MICRA); the proposed bill has a negative impact to local communities that can affect health insurance premiums and potentially close local clinics. The CONSENT CALENDAR consisting of Item D-1 thru D-10, was approved by motion of Consent Boardmember Rocha,seconded by Boardmember Alvarez,and*carried,with the exception of items D-4, Calendar D-7 and D-10, which were handled under the Special Call portion of the Agenda. 1. The minutes of the regular meeting of July 22, 2013 were approved as written. Min appvd 2.The general scope of work for an Integrated Resource Plan ("IRP") was approved and staff was RFP-IRP authorized to issue a request for proposals from qualified consultants to assist in analyzing and developing the Plan. 3.The Request for Proposals(RFP)for consulting engineering services to prepare a 2014 update to the RFP Eng Svc Water Division's 2005 Water Master Plan was approved. 4. SPECIAL CALL ITEM. Spec Call 5.The invitation to solicit Bids and the Plans for construction of a two door pre-engineered steel shed and Bids Steel appurtenances for storage and protection of the hydro excavator trucks to be garaged at the Water Shed Distribution Yard on Gladstone Avenue,were approved. 6. The specifications for the Electric Division replacement "stand-by" truck was approved, staff was RFP Stand by authorized to solicit for bids for said truck, and the Capital Outlay Budget amendment allow the Truck purchase of replacement stand-by truck,was approved. 7. SPECIAL CALL ITEM Spec Call 8.The following Resolution No. 13-C73 accepting Grant of Easement for the property at 601 South Reso Vincent Avenue south of Gladstone Street was adopted and entitled,and the City Clerk was authorized to Accepting file the easement in the Office of the Los Angeles County Recorder: Easement A RESOLUTION OF THE UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA ACCEPTING A CERTAIN GRANT OF PERMANENT EASEMENT AND DIRECTING THE RECORDING THEREOF. 09/23/2013 PAGE TWO 9.The following Resolution Nos. 13-C74 thru 13-C76, accepting Grant of Easements from various Resolutions properties in Rosedale Development at Lemon Swirl Dr.,MacNeil Dr.and the Promenade,respectively, Easements were adopted and entitled, and the City Clerk was authorized to file the easements in the Office of the Rosedale Los Angeles County Recorder: Properties A RESOLUTION OF THE UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA ACCEPTING A CERTAIN GRANT OF PERMANENT EASEMENT AND DIRECTING THE RECORDING THEREOF. 10. SPECIAL CALL ITEM. Special Call SPECIAL CALL ITEMS Spec Call Contract for Installation of DeskinsTM Solids Dewatering System at Hsu-Canyon Filtration Plant and Waive Deskins for Formal Bidding Procedures Due to Sole Source. Dewatering System Hsu- Staff addressed the item to answer Boardmember Rocha's question stating that the cost of installation is not Canyon included in the price, it is not part of the scope of work because it requires separate plans; however it is Filtration Plant estimated that it will cost approximately$500,000;the installation will also include bringing materials to filter the water and separate it; all together the entire project is estimated at$1,000,000; it was originally estimated at$2,000,000,but experts were able were able to find an alternative solution that might work and match with the facility. Moved by Boardmenber Alvarez,seconded by Boardmember Rocha,and*carried to waive formal sealed bids in accordance with Municipal Code Section 2-522(b) and award a contract for the purchase and delivery of DeskinsTM"Quick-Dry"TM Dewatering Process System for installation in the North and South Solids Drying Ponds at the Hsu-Canyon Water Filtration Plant in the amount of$493,878.00 including an aerator, a small articulated loader, and a 10% contingency. Approve Revisions of Existing Electric Standards. Revisions of Existing Utilities Director Morrow addressed the item to answer Vice-Chairman Gonzales question, stating that Electric putting smart grids on streets lights to control brightness will be an additional cost;the grids will need to Standards include some intelligence for communication back and forth to the network; AL&W continues to move forward towards new technology,new developers continue installing more efficient lighting;the smart grid utility program continues to move forward,it will give us the capability of doing two way communication; staff will research on smart grids for street lighting. Moved by Vice-Chairman Gonzales, seconded by Boardmember Carrillo, and *carried to approve the revised electric construction standards ED13 and ED20. Electric construction standards are posted on Azusa Light & Water website and are used as references, guidelines, and regulations by customers and staff. Bids for Landscape and Irrigation Maintenance for Azusa Light& Water Facilities. Bids Landscape& Utilities Director Morrow addressed the item to answer Boardmember Alvarez question stating that staff Irrigation has requested and received service deficiency credits from the current contractor,there has been numerous Maintenance landscape deficiencies, and whether they are aware that staff will be terminating the contract once a new contractor is found;the current contract has a 30 day termination provision. Moved by Boardmember Alvarez, seconded by Vice-Chairman Gonzales, and *carried to Approve the Landscape and Irrigation Maintenance Specifications for Azusa Light&Water Facilities and authorize the City Clerk to commence advertisement to solicit formal bids. 09/23/2013 PAGE THREE SCHEDULED ITEMS Sched Items Letter Providing Athens Services Direction on Waste Disposal Following Puente Hills Landfill Closure. Letter Providing Utilities Director Morrow addressed the item stating that Puente Hills Landfill will close on October 31, Direction to 2013; Azusa has used this facility for 15 years, and an alternative dump site is needed; the current Athens on agreement with Athens allows Azusa to negotiate and choose where waste is taken;Athens was recently the Landfill successful bidder to operate in the San Bernardino County Landfills;Athens made a proposal that consist of a 10 year commitment to dump waste in San Bernardino County Landfills,a 10%rate increase across the board,Consumer Price Index(CPI)adjustment every year and a market look every 3 year as disposal cost is based on actual cost;Athens will continue dialogs on improvements such as automated disposal;under the current contract,Athens must be compensated if waste fees go up,and for changes in transportation cost if we direct disposal to a different location; AL&W can hire outside expert to evaluate such transportation cost change, but Athens has the right to approve the expert; staff feels San Bernardino County is a good location for waste; in regards to the 3 green waste options, staff will work with MSW Consultants to analyze and negotiate price with Athens. Discussion was held regarding choosing an alternative option that works for Azusa,affected rates due to the Discussion distance in transporting waste,resident's rates going up by approximately$2.00 per month,current rates are $22.16 per month,Azusa MRF being only a transfer station where trash gets sorted and waste is transported to landfills,Azusa cannot take waste to Azusa MRF due to the current contract with Athens that ties Azusa to the City of Industry MRF,Rialto being the closest landfill,the Orange County Landfill having a 3 year capacity, and automatic CPI adjustments. Moved by Boardmember Carrillo,seconded by Boardmember Rocha,and*carried to authorize staff to send a letter to Athens Services directing that they: (1)transfer all Azusa's post-MRF municipal solid waste to the Mid Valley Landfill located in Rialto,CA,following closure of Puente Hills landfill;and(2)deliver all yard waste to the Recycled Wood Products facility located in Pomona, CA, following closure of Puente Hills landfill. Power Sales Agreement(PSA)with Southern California Public Power Authority(SCPPA)for Long Term PSA with Purchase of Energy,Capacity,and Environmental Attributes from a Solar Project Developed by First Solar. SCPPA Long Term Purchase Assistant Director of Resource Management Lehr addressed the item stating State Senate Bill SBX 1-2 of Energy requires all energy companies to procure a certain amount of renewable energy;AL&W procures energy Agreement renewable projects by virtue of bilateral conversations and searches for projects, and through a massive RFP through SCPPA,whose members are very supportive;most recently they received 300 responses to a RFP,from these responses other municipalities,also members of SCPPA,selected projects that met their needs and portfolios by price, shape of the load profile, and where they are in meeting their regulatory goals; the renewable regulatory prices has gone down, which is to the advantage of AL&W, factors are supply and demand, investments tax credits,expiration, in-fill nature of projects, lower transmission and interconnection costs in Kern County; he stated that the three package deals from Kingsbird B Solar Project, Clearwater Solar Project and Columbia Two Solar Project,explained what these projects have to offer to Azusa, and noted that there are no risk involved. Moved by Boardmenber Rocha,seconded by Boardmember Alvarez,and*carried to: 1)Approve a Power Sales Agreement(PSA)with Southern California Public Power Authority(SCPPA)for a twenty-year term purchase of energy,capacity,and environmental attributes from a photovoltaic project development by First Solar,to authorize the Mayor to execute these agreements; and 2)to authorize the Director of Utilities or his designee to administer the PSA agreement and/or any other documents that may be necessary for project administration. 09/23/2013 PAGE FOUR Power Sales Agreement(PSA)with Southern California Public Power Authority(SCPPA)for Long Term PSA with Purchase of Energy,Capacity,and Environmental Attributes from a Solar Project Developed by Recurrent SCPPA Long Energy. Term Purchase of Energy Moved by Boardmenber Carrillo,seconded by Boardmember Alvarez and*carried to approve two Power Agreement Sales Agreements(PSA)with Southern California Public Power Authority(SCPPA)for twenty-year term purchase of energy, capacity, and environmental attributes from two solar photovoltaic projects development by Recurrent Energy,to authorize the Mayor to execute these agreements,and to authorize the Director of Utilities or his designee,to administer the PSA agreements and/or any other documents that may be necessary for project administration. Request for Proposals(RFP)for Architectural Services to Conduct Feasibility Study for Renovation and RFP for Repurpose of Existing City Owned Vacant Building in Azusa Downtown Area. Renovation of Vacant Utilities Director Morrow addressed the item stating that Azusa owns a vacant property of approximately Property 624, 10,000 sq ft,on San Gabriel South of Foothill;this property was previously used as an office space,but due 626 and 628 N. to the dissolution of Redevelopment Agency(RDA),it can only be used for the City's benefit;AL&W has San Gabriel a concept to renovate this property to be used by Utilities and the community, and to find future uses;the Ave. goal is to attract more APU students and/or professionals, visitors to our downtown area, a place to showcase L&W projects, efficiency programs, a payment kiosk for after hours, a conference/community meeting room, and possibly smaller rooms to hold activities in conjunction with parks and recreation; suggestions and ideas are welcome and will be taken into consideration. Community Development Director Christiansen addressed the item stating that this property was included as one of the properties transferred back to the city after the dissolution of RDA;the law prohibits to rent these properties, and it is best to use them for city projects; properties such as this, will continue being City's properties until the State determines otherwise; an audit by the State Controller is scheduled for sometime in October, 2013, and after that they report back to the City within 45 days to give the status of the property. Light discussion was held on potential uses, and the cost. Moved by Boardmember Alvarez,seconded by Boardmember Carrillo and*carried to Approve the Request for Proposals(RFP)for architectural services to conduct a feasibility study for renovation and repurpose of existing city owned vacant building located in the Azusa Downtown area at 624, 626,and 628 North San Gabriel Avenue. STAFF REPORTS/COMMUNICATIONS Staff Reports 4th Quarter Budget Report for Water and Electric Funds for Fiscal Year 2012-2013. 4th Quarter Budget Report Utilities Director Morrow presented the budget review report explaining water cash flow, revenues, expenses,retail sales and debit service coverage;for electricity there was a small negative,and at the same time a small growth;both funds are in good condition as AL&W had a good year. California Municipal Utilities Association (CMUA)Legislative Update. Legislative Update Utilities Director Morrow informed the Board that the legislative update was included in their agenda packets for their information and review. Water Supply Update. Water Supply Update ""' Utilities Director Morrow addressed the Board stating that there has been no change on the water shortage; Azusa continues to experience a serious drought, as well as statewide. 09/23/2013 PAGE FIVE Update on Phase II Water Conservation Measures. Phase II Water Conservation Utilities Director Morrow informed the Board that the water patrol continues to educate the public on water Measures conservation; the patrol officer has issued several warnings and only two citations, from august 2012 to august 2013;there was a-8.1% sales on water, which will have a financial impact, but efforts on saving water continue by educating the public and issuing warnings citations when required. National Recreation Area Update. National Recreation Utilities Director Morrow gave an update to the Board on the Proposed National Recreation Area stating Area Update that meetings on the issue continue to take place; he thanked Boardmember Carrillo and City Manager Makshanoff for the work they are doing with the San Gabriel Valley Council of Governments(SGVCOG) in providing information to Congresswoman Chu regarding the problems this project could create with the operation of the dams,the source from where our water comes from. Update on EV Public Charging Stations in Azusa. EV Update Utilities Director Morrow gave an update to the Board on the EV Public Charging Stations, stating that there has been a considerable amount of usage on the charging stations; the vendor that provided these chargers has filed for bankruptcy,they received federal money for these chargers and AL&W was able to obtain them at no cost;Southern California Edison did a study of their chargers,and found that in a year the chargers went up to 80%usage;the fast charger at 6th and San Gabriel currently charges$5.00 per charge, which takes less than 30 minutes hours. It was consensus of the Board to Adjourn the Meeting. Adjourn TIME OF ADJOURNMENT: 7:56 P.M. IIIMMIP EP / 4111W.."P E '' .4►: ' f NEXT RESOLUTION NO. 13-C77. * Indicates Chairman Macias was absent. 09/23/2013 PAGE SIX