City Council Special Meeting

Highland, CA · 2026-08-25 · More Highland, CA meetings · More California meetings

Agenda

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[0:02] Good evening. We're going to uh call our city council special meeting to order

[0:06] for August uh 25th, 2026. And right now the time is 5:30 p.m.

[0:12] Uh we want to welcome everyone here in the audience and and at home. Our first

[0:18] business order of business is roll call.

[0:22] » Councilmember Hogan? >> Here.

[0:24] » Councilmember Lilburn? She has an excused absence due to a conflict of

[0:28] interest requiring recusal from the sole item on tonight's agenda.

[0:33] Councilmember McMillan? >> Here.

[0:35] » Councilmember Saldana? >> Here.

[0:37] » And Councilmember Timber? >> Present.

[0:40] » All right. At this time, we are going to move on to public comment and I'm going

[0:45] to look to uh our city clerk to read us into public comment.

[0:49] » Thank you, Mayor Pro Tem. At this time, we will open the public comment period.

[0:52] Members of the public may address the city council matters that are within the

[0:55] city's jurisdiction and they're only listed on the agenda. I don't see any

[1:01] public speakers um remotely or in person.

[1:05] » Okay. >> And no emailed public comments either

[1:08] submitted by email. >> Excellent. Thank you. Okay, we're going

[1:11] to move on to the uh legislative item on the agenda, actions related to the

[1:15] Highland Senior Center HVAC systems. And I'm going to look to Octavio for a

[1:19] presentation. >> Good evening, Mayor Pro Tem, city

[1:23] council. Uh tonight we'd like to provide an update on the Highland Senior Center

[1:26] HVAC project and uh seek direction from the council regarding completion of the

[1:31] project using uh CDBG and additional city funds.

[1:35] Um as a reminder, uh city's awarded uh about $180,000 in CDBG funding through

[1:42] the county in 2024 and this is part of um COVID relief funds and um the um

[1:51] the purpose of that grant, the county suggested

[1:54] um the Highland Senior Center as a viable candidate for for those funds. Uh

[2:00] So, the project was intended to address the Highland Senior Center's three

[2:04] existing HVAC systems, aging system.

[2:08] This project was seen as critical given it serves our senior community and it's

[2:13] also one of two cooling centers in the region.

[2:17] Or if you know, that's open to our Highland

[2:20] residents. This project facilitated by the city

[2:25] and the grant requires that all work be completed by September 30th

[2:30] in order to you know, get costs reimbursed.

[2:35] Since the approval, the project's encountered um

[2:40] challenge after challenge, unforeseen circumstances.

[2:44] When we first started the project, it was intended to be a

[2:48] really a like-for-like replacement. We took a look at the existing

[2:53] equipment, worked with the the vendor, the manufacturer of that

[2:58] equipment and we asked for proposal to really replace those units in kind. At

[3:04] the time, we received a proposal to replace all

[3:08] three systems for about $120,000. Concurrently,

[3:14] because this this was on a the building is owned by the state, we

[3:18] needed approval from the state to move forward with the project. You know, fast

[3:22] forward after you know, a couple years of coordination,

[3:26] we were finally given direction to provide engineered plans and receive

[3:32] approval from the state fire marshal. Um This happened roughly this past spring.

[3:39] Because time was of the essence, so even though I said the

[3:43] the grant expires or the deadline for the grant was September is September

[3:47] 30th, at one point in time it was June 30th

[3:51] and we were able to get an extension to keep the project alive, keep it going

[3:54] given the circumstance. Um so that's one important important

[3:57] piece there as far as timing's concerned.

[4:00] Uh so because time was of the essence, uh we engaged one of our on-call

[4:04] engineering firms, WSP, who's uh well-versed in this type of work, has

[4:09] worked with the state getting approvals from the State Fire Marshal office.

[4:13] And um uh we received we we completed those

[4:18] those plans and we received approval from the state. Uh but that effort alone

[4:21] was uh roughly $43,000. Um and um

[4:27] once we had those plans in place, we reached out to a carrier who had

[4:30] provided the proposal prior. And uh we determined that

[4:35] uh the the cost had significantly increased due to additional items that

[4:40] the state required to be uh done for the project. So it was no

[4:44] longer a like-for-like uh you know, in kind replacement. We had to do a bunch

[4:48] of duct work and um uh other uh construction-related items

[4:53] to to meet the the state requirement. Um uh but all hope was not lost. Um we

[4:59] pivoted rather than focusing on three systems like we initially planned.

[5:04] Uh we were able to still um you know, deliver a project and and

[5:08] deliver two systems, uh or so we thought.

[5:12] Um Once we reached out to uh Carrier uh

[5:17] to move forward with with a new proposal that had given us um

[5:21] uh for the two systems, uh

[5:24] they let us know uh that equipment was no longer available and it would take uh

[5:29] about 12 weeks to actually get that equipment. Uh that wouldn't work with

[5:33] the timeline of the grant, so we had to pivot once more.

[5:37] Um we engaged our engineer and um other

[5:41] uh vendors to try to find an alternate substitute for for these systems or for

[5:46] the HVAC system. We were able to uh

[5:49] find that train um would be able to provide alternate

[5:54] units and they were, you know, ready,

[5:58] um available, and they could deliver it within the grant timeline.

[6:02] Um the the issue was um they couldn't secure the

[6:09] piece of equipment without a signed purchase order. Given the experience

[6:13] that we had had with Carrier, uh we moved forward with signing a

[6:17] purchase order for just one system um because there was an unknown of of

[6:22] labor. Uh they were concurrently reviewing the scope

[6:27] uh make sure that they uh uh gave us a an accurate labor cost for

[6:32] the installation of that unit and we also um asked for quotes for for the

[6:36] rest of the the systems. Uh unfortunately, the cost of all three

[6:41] systems, um much like before, was beyond the budget um and uh we focused on a

[6:47] single system. Um

[6:50] and um you know, uh to our surprise, the the

[6:54] cost of that single system had increased significantly compared to the cost that

[6:59] we had seen before. Uh for that single system, just the

[7:02] labor uh was $156,000. So, combined with the equipment that we

[7:08] had reserved, uh we were looking at $191,000

[7:12] for one of three systems. Um

[7:16] so, uh the the total project cost, including engineering, permits,

[7:23] um and a you know, we're um

[7:28] we're requesting a 20 uh roughly a 10% contingency, so $20,000,

[7:33] uh you're looking um uh a deficit of roughly $81,000

[7:41] um uh, to to able to complete a single system.

[7:45] Um, and and that's that's really where we are right now. Um,

[7:50] to date we've spent, uh, $55,000 on on this project and

[7:56] uh, one important consideration is that uh, so not only do we have the grant

[8:00] deadline, uh, but one piece that's, uh, required is that we deliver the project

[8:04] to be able to, uh, get the, uh, the money that we've

[8:08] already spent reimbursed. Um,

[8:12] when you take out the $20,000 contingency, uh, the cost of moving

[8:17] forward with the project is $61,000. Um, and um,

[8:24] you know, with that, I you know, I'd like to conclude my presentation and

[8:27] open it up to any questions you might have.

[8:32] » I I uh, Mr. Chair,

[8:34] I'm confused. Uh,

[8:38] I was reading the list of, uh, of, uh, materials and it looks like there's a

[8:43] air conditioning unit and a heat pump. Are they two separate units or one

[8:49] together? >> So, um, I'll I'll I'll provide, uh,

[8:53] a response, but I also have Jim Richardson here who's, uh, I call him an

[8:57] HVAC expert and can better explain it. Uh, but how it works, it's it's a

[9:02] system. So, I think I probably used unit and system interchangeably. So, you have

[9:08] three systems and you have a combination of

[9:13] um, two to four units per system. It's kind of depends on the build. Uh, so,

[9:20] uh, in this particular case, we would be, uh, if if the council chooses to

[9:24] move forward, we would be completing uh, one of the three systems. I I believe it

[9:30] was, you know, three units, both heating and ventilating and, uh, air

[9:33] conditioning. >> So,

[9:35] so we're in essence we're replacing unit with a heat pump,

[9:40] which does air conditioning and heating at the same time.

[9:43] » Yeah, I'll I'll call Jim who can better explain it.

[9:52] » You got to turn the mic on.

[9:57] » So, uh the unit that's being replaced that is uh still in this uh

[10:04] request is a Trane. The outdoor unit is a Trane

[10:09] uh condenser and the indoor part is make made up of two

[10:15] uh fan coil units that are sistered

[10:18] together into one uh plenum

[10:22] and it's because of the space that's in the building is limited. So, it actually

[10:26] takes two units inside to two five-ton units inside

[10:32] uh fan coil units that are coupled with the outdoor 10-ton

[10:37] unit. If that makes sense.

[10:42] » Well, I I don't understand, but but uh I know uh

[10:47] at AQMD, we're trying to get everyone to use heat pumps instead of H you know,

[10:52] air conditioning systems. But,

[10:56] » I can confirm that it is uh it's all electric heat pump. It's We The existing

[11:01] unit is gas electric and the new unit is all electric.

[11:06] » Okay. Okay. Thank you.

[11:08] Question uh for Tish, I guess. The uh 81,000

[11:14] is it that's coming from our general fund?

[11:20] » Yeah, it would come from the general fund because we can't use special

[11:23] revenue funds to fund a project like this. You can only use general fund. So,

[11:28] we'll be using our general capital financing fund

[11:31] technically. If you choose to do so.

[11:34] » Being reimbursed by community development.

[11:36] » We're only being reimbursed for 178,000 and some change, and the rest is what we

[11:42] have to actually pay out of pocket as is.

[11:44] » And we're paying for a project that's not in the city?

[11:46] » Correct. But it directly benefits our residents

[11:50] is why we're allowed to actually even consider it. Yeah.

[11:54] Only from the general fund money. We can't use any of our special revenue

[11:57] accounts to fund it. >> Um I have a question for Octavio and and

[12:02] I guess Jim. Um so you you mentioned that we were

[12:05] initially we were going to install three systems, and then because of time and

[12:10] the permitting process and that, you know,

[12:12] uh those constraints that we narrowed it down to one system.

[12:16] Will that one system be sufficient to cool off the building to to be Is it

[12:20] adequate enough to call it a cooling center for our seniors?

[12:26] » Yeah, so so the the system serve different portions of

[12:32] uh the center. Um

[12:35] I mean officially, I don't I don't know what um the requirements for a cooling

[12:40] center would be, but um

[12:44] you know, moving forward with with this would

[12:47] provide the the adequate cooling um within portions of of the senior center

[12:52] and >> And you know, it is assuming the the

[12:54] main the general areas like where they congregate and do some most of the

[12:58] activities. >> Yes, so so the

[13:02] the systems are functioning now, so it's serving as a

[13:07] cooling center as is. However, there's a lot of maintenance uh issues and uh the

[13:12] system tends to be down pretty frequently, so uh moving forward uh with

[13:17] this uh may address this at least, you know, one of the three aging systems.

[13:21] » Okay. Okay, any

[13:25] Larry? >> Uh

[13:27] Well, I would I would definitely support and move the

[13:31] the project forward. However, since we're using general fund money,

[13:36] uh I would like to ask the city manager as

[13:40] part of this motion to seek reimbursement from the state or and

[13:45] county to replace the general fund money since we are in essence donating to the

[13:50] senior center.

[13:53] » And if I may respond to that, um so we will certainly try to do that. Um but

[13:58] just to be clear, you know, we don't have the time to get that approved ahead

[14:02] of time because we have September Yeah, so we will definitely

[14:06] um both approach um you know, the state and also the county

[14:12] uh for effectively a reimbursement to the city for the local funds we're going

[14:16] to spend. >> Especially the state since they're the

[14:18] ones that causing this additional funds to be needed.

[14:22] » Surely. >> Right.

[14:23] » Yes. >> Okay, so I've got a motion.

[14:27] » I second. >> And I second. I got a motion from

[14:30] McAllen and a second from Hogan. Uh all those in favor?

[14:35] » Aye. >> Aye.

[14:37] » Any opposed? >> Just to follow up on I just want to make

[14:41] sure it's a reflect in the minutes what Larry just discussed. I have heartburn

[14:45] spending general fund money outside the city even though it does probably

[14:51] service a lot of Island citizens in a state building which required us to put

[14:57] increased costs into this project in their building.

[15:02] Government is running absolutely amok. I mean

[15:07] » I I agree with you, John. I if I may share while I was out

[15:11] canvassing for my campaign and speaking to some of these seniors,

[15:14] a lot of them that are on fixed budgets don't want to run the AC system, you

[15:18] know, they they can't afford to it and it being 109° outside today, I can only

[15:24] imagine what you know how they're suffering. So, us being able to provide

[15:28] this, even if it is a state building, us being able to provide this for them, I

[15:31] think, you know, it's a step in the >> Well, I understand I approve the

[15:34] project, but there's just heartburn that the state's requiring us to do extra

[15:39] things to get this project through in their building to service citizens of

[15:45] the county, Highland, and the state of California. Makes absolutely no sense.

[15:50] But, >> Hopefully Carlos can get us that money

[15:53] reimbursed, but okay. >> And and then just to be clear, as part

[15:56] of the recommendation by city council, we do have an eighth item, and that is

[16:01] for the city manager to seek reimbursement from the state and/or the

[16:04] county for the city's share. So, just want to put that into the record.

[16:08] » Into the record, yes. >> Yes, thank you.

[16:10] » Okay. Does that require a separate vote? That's just

[16:14] » No, that was It's all part of the same vote that the council

[16:17] » Okay. Um if we don't have any other items, uh we will adjourn.

[16:21] » Now, can I ask a question? This is not on the agenda. It's it's off the agenda,

[16:26] but it's we're not going to ask or make a decision. I'd like an update

[16:31] on the stolen cameras. Uh makes no sense that

[16:37] How are they stealing on a pole that's 30 or 40 ft in the air unless you've got

[16:41] a boom truck? And can we get an update where that's at and what do we have what

[16:47] information we have about the theft? It just to me is what mind-boggling.

[16:51] » Yeah, so I'll I'll I'll be brief because it's not an item on the agenda, but just

[16:55] as part of my updates that I would give to the council, I suppose I can take a

[16:59] few minutes to cover that item. Um what I can tell you is that we did have

[17:03] vandalism at three separate locations. I could tell you that Captain Dean is

[17:09] making this a priority for him. They are going to

[17:12] catch the people. They No, they they They there's there's vandalism. They're

[17:16] cutting the poles. They're damaging the equipment.

[17:19] » The poles most of them are on traffic signal poles.

[17:22] » Actually there are some that are not. There are

[17:25] on poles. In fact, the one that just to give you a point of reference,

[17:29] there's one right there in front of the Starbucks on Baseline at the 210 Freeway

[17:33] and it's in the median and you can see it. It's it's visible. It's about the

[17:38] height of you know a street street sign like a

[17:41] street name sign or or a stop sign. So it's a pole of that height. So not all

[17:47] cameras are set up higher in elevation, but that is something that we're looking

[17:52] to do in order to >> So they're basically being stolen low

[17:55] elevated. >> Correct. Cameras that are accessible.

[17:59] Obviously people shouldn't be doing that, but the fact of the matter is

[18:03] they're there. They are accessible. All they have to do

[18:06] is cut the pole and they're the camera will come down with the panel with solar

[18:11] panel and everything. So this is an issue.

[18:15] And so we we are working with Flock to get those cameras replaced, but we're

[18:20] also working the PD is also working >> Pole I hope.

[18:23] » Right. We're looking at those yeah, so that we don't necessarily

[18:27] put them right back where it was because obviously we need to take a different

[18:31] approach. >> I don't think we should continue talking

[18:34] about where the cameras are and how high they are.

[18:36] » Yeah. >> And and um since this item is not on the

[18:39] agenda, I I would recommend that we wrap up the discussion as well.

[18:43] » Thank you, Marcella. Okay, with that we will adjourn.

[18:47] » Thanks for patience.

[18:53] » I was just envisioning how they climb