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8/25/2014MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA MONDAY, AUGUST 25, 2014 CALL TO ORDER A regular meeting of the City Council of the City of Rolling Hills was called to order by Mayor Lay at 7:30 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. ROLL CALL Councilmembers Present: Black, Dieringer, Hill, Pieper and Mayor Lay. Councilmembers Absent: None. Others Present: Raymond R. Cruz, City Manager. Michael Jenkins, City Attorney. Heidi Luce, City Clerk. Jacki Bacharach, Executive Director, SBCCOG Susan Cordone, Conservation Coordinator, California Water Service Co. Dan Trejo, Acting District Manager, California Water Service Co. Matt Kang, Superintendent, California Water Service Co. Brett Ahman, Superintendent, California Water Service Co. CONSENT CALENDAR Matters which may be acted upon by the City Council in a single motion. Any Councilmember may request removal of any item from the Consent Calendar causing it to be considered under Council Actions. A. Minutes - Regular Meeting of August 11, 2014. RECOMMENDATION: Approve as presented. B. Payment of Bills. RECOMMENDATION: Approve as presented. C. Financial Statement for the Month of July, 2014. RECOMMENDATION: Approve as presented. D. Allied Recycling Tonnage Report for Month of July, 2014. RECOMMENDATION: Receive and file. E. Consideration of an Updated Information Technology (IT) Services Agreement with Fountainhead Consulting, hic. for Computer/Technology Maintenance and Support Services and an appropriation therefore. RECOMMENDATION: Approve as presented. Councilmember Dieringer asked that item 3E be removed from the consent calendar for individual consideration. Hearing no objection, Mayor Lay so ordered. Councilmember Hill moved that the City Council approve the remaining items on the consent calendar as presented. Councilmember Black seconded the motion, which carried without objection. CONSIDERATION OF AN UPDATED INFORMATION TECHNOLOGY (IT) SERVICES AGREEMENT WITH FOUNTAINHEAD CONSULTING, INC. FOR COMPUTER/TECHNOLOGY MAINTENANCE AND SUPPORT SERVICES AND AN APPROPRIATION THEREFORE. Councilmember Dieringer expressed concern regarding the cost increase and suggested that the City check with other IT services providers to confirm that the price is competitive. Mayor Lay explained that the cost increase relates to the cost associated with supporting the additional server recently installed to support the document management system. He further noted that the cost is still below what the city was paying for IT services prior to contracting with the current supplier. City Manager Cruz commented that given the services provided and the immediate need to service the additional server; and having checked with other professionals and the Finance Director, staff feels the price is within the Minutes City Council Meeting 08/25/14 -1- range of reasonable costs, but that for next year, staff will compare prices. Following brief discussion, Councilmember Hill moved that the City Council approve the IT Services Agreement as presented. Mayor Pro Tem Pieper seconded the motion, which carried without objection. PRESENTATION South Bay Cities Council of Governments Annual Work Program Jacki Bacharach, Executive Director South Bay Cities Council of Governments Jackie Bacharach, Executive Director, South Bay Cities Council of Governments made a presentation to the City Council regarding the South Bay Cities Council of Governments Annual Work Program. She stated that the SBCCOG's three areas of success are: protecting South Bay interests, providing cost effective programs that save cites money and leveraging dues with outside funding. She reviewed a slide showing that only 41% of the member dues is offsetting the operating budget and all of the other funds expended are secured from other sources. She reviewed the variety services that the SBCCOG provides to Cites including energy cost savings programs and energy management systems. Ms. Bacharach also explained the Climate Action Planning Assessment which the City currently does not participate in and urged the City to pay the assessment of $1,125/year which helps Cities comply with AB32 Global Warming Act requiring local agencies to reduce energy usage. She stated that if Cities pay the assessment for two years, they are eligible for reimbursement for staff time, which for Rolling Hills would equate to $2,070 in reimbursement. COMMISSION ITEMS None. PUBLIC HEARINGS None. OLD BUSINESS None. NEW BUSINESS None. OPEN AGENDA - APPROXIMATELY 8:00 P.M. - PUBLIC COMMENT WELCOME None. MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS UPDATE ON THE PALOS VERDES PENINSULA REGIONAL LAW ENFORCEMENT COMMITTEE MEETING (ORAL REPORT). Councilmember Dieringer provided an update on the discussions from the August 10 Regional Law Committee meeting. She stated with regard to the three recent burglaries, that the Sheriff's Dept. is waiting on review of the scientific evidence but that the vagrant recently arrested was not tied to any of the other burglaries. She further commented that the Cities are considering combining resources and discussing the installation of cameras to monitor main streets as a crime prevention measure. Finance Director Shea commented that the City has a balance of CLEEP funds that can only be used for law enforcement equipment. OTHER MATTERS Councilmember Black asked if the other Councilmembers received a letter from Terry Reiter and suggested that the letter be provided to City staff. Minutes City Council Meeting 08/25/14 -2- MATTERS FROM STAFF QUARTERLY SCHEDULE OF INVESTMENTS REPORT FOR THE QUARTER ENDING JUNE 30, 2014. Finance Director Shea presented the quarterly schedule of investments repot for the quarter ending June 30, 2014. He stated that the City keeps approximately 98% of its funds invested and the portfolio yield is down slightly from .283 to .281. He then reviewed the City's OPEB Investment stating that the current balance is $509,000 and the investment has earned $154,928 in the three years since it was invested. He further reviewed the list of the City's various investment instruments. Following brief discussion regarding the investments, it was suggested that staff consider issuing a RFP for banking services in the future to possibly improve interest rates. DISCUSSION AND CONSIDERATION OF WATER CONSERVATION MEASURES. Mayor Lay introduced the item and asked for staff's comments. City Manager Cruz presented the staff report pertaining to potential water conservation measures and reviewed the State Water Resources Control Board emergency regulations. He stated that the City could reduce watering at the Civic Center to two days per week rather than the current four days per week and suggested that the City Council implement the SWRCB regulations and create a public awareness campaign. He introduced Susan Cordone, Conservation Coordinator and Dan Trejo, Acting District Manager to provide a conservation and drought update on behalf of California Water Service Company who supplies water to the City of Rolling Hills. Mr. Trejo reviewed the areas that California Water Service Company provides water to and stated that the company has provided water to the Palos Verdes District since 1970. He stated that California Water Service Company is currently requesting 20% voluntary conservation from its customers and has implemented Rule 14.1 which prohibits certain water uses including washing vehicles without the use of a shut-off nozzle, using water for washing outside areas and using water in such a way that results in runoff to gutters or streets. Ms. Cordone reviewed the requirements of Senate Bill 7x7, which requires urban water users to reduce water consumption by 20% by the year 2020 based on the gallons per capita per day (GPCD) usage rate. She provided information on the conservation programs that California Water Service Company has implemented to help customers attain those goals. Discussion ensued concerning how those figures equate to rates and Ms. Cordone explained that there are several factors that contribute to how the rate is set but she is not able to put a dollar amount to the targets. Ms. Cardone reviewed the conservation programs available to consumers including: residential rebates, commercial rebates, sprinkler nozzle replacement and large landscape programs. She noted that information on all of the conservation programs is available on their web site. In response to Councilmember Hill regarding the dollar value of the water in the storage tanks, Mr. Trejo stated that it is difficult to give a specific dollar amount because they are constantly changing. Also in response to Councilmember Hill regarding handling an emergency situation, Mr. Trejo stated that their first response to an emergency would be to shut off the water at the flex connector outside of the tank or at the shutoff valve outside the tank or downstream. Councilmember Hill expressed concern that all of the tanks aren't equipped with automatic shutoff valves. In response to Mayor Pro Tem Pieper's inquiry as to the availability of agricultural water which is typically available at a lower rate, Ms. Cordone stated that they are an urban water supplier but she will research the matter. Also in response to Mayor Pro Tem Pieper regarding the availability of well water, Matthew Kang responded that the water available in the area is not suitable for potable or plant uses and the treatment costs would be prohibitive. Councilmember Black expressed concern that the City of Los Angeles and the State Assembly are considering implementing per capita use of 65 gallons per day and asked how that number is determined. Ms. Cordone stated that she will research the matter. In response to City Manager Cruz regarding the process for handling reports of water being wasted, Mr. Trejo stated that when such a report is received at their call center, a service inspector is dispatched to the site and the speaks to the offender about the issue. Minutes City Council Meeting 08/25/14 -3- Following staff's presentation and the presentation by California Water Service Company, the City Council directed staff to implement a public awareness campaign regarding water conservation and to reduce watering at the City Hall campus area to two times per week. UPDATE ON THE INSTALLATION OF THE CITY'S LASERFICHE SYSTEM FOR ELECTRONIC RECORDKEEPING (ORAL REPORT). City Clerk Luce provided an update on the installation of the City's Laserfiche system. She reviewed how the system will work and stated that the installation should be complete and the document management system should be up and running by September 15th. No action was taken. OTHER MATTERS City Manager Cruz reported that the alternate coyote supplier caught two coyotes in the last week. PUBLIC COMMENT ON CLOSED SESSION AGENDA None. CLOSED SESSION None. RETURN TO OPEN SESSION None. ADJOURNMENT Hearing no further business before the City Council, Mayor Lay adjourned the meeting at 8:51 p.m. in memory of long time resident Dr. Leonard Swanson. The next regular meeting of the City Council is scheduled to be held on Monday, September 8, 2014 beginning at 7:30 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. Approved, B. Allen Lay Mayor Minutes City Council Meeting 08/25/14 Respectfully submitted, Heidi Luce City Clerk Ks