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Good evening. We're going to uh call our
city council special meeting to order

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

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Uh we want to welcome everyone here in
the audience and and at home. Our first

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business order of business is roll call.

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» Councilmember Hogan?
>> Here.

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» Councilmember Lilburn? She has an
excused absence due to a conflict of

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interest requiring recusal from the sole
item on tonight's agenda.

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Councilmember McMillan?
>> Here.

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» Councilmember Saldana?
>> Here.

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» And Councilmember Timber?
>> Present.

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

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to look to uh our city clerk to read us
into public comment.

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» Thank you, Mayor Pro Tem. At this time,
we will open the public comment period.

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Members of the public may address the
city council matters that are within the

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city's jurisdiction and they're only
listed on the agenda. I don't see any

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public speakers um remotely or in
person.

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» Okay.
>> And no emailed public comments either

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submitted by email.
>> Excellent. Thank you. Okay, we're going

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to move on to the uh legislative item on
the agenda, actions related to the

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Highland Senior Center HVAC systems. And
I'm going to look to Octavio for a

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presentation.
>> Good evening, Mayor Pro Tem, city

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council. Uh tonight we'd like to provide
an update on the Highland Senior Center

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HVAC project and uh seek direction from
the council regarding completion of the

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project using uh CDBG and additional
city funds.

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Um as a reminder, uh city's awarded uh
about $180,000 in CDBG funding through

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the county in 2024 and this is part of
um COVID relief funds and um the um

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the purpose of that grant, the county
suggested

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um the Highland Senior Center as a
viable candidate for for those funds. Uh

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So, the project was intended to address
the Highland Senior Center's three

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existing
HVAC systems, aging system.

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This project was seen as critical given
it serves our senior community and it's

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also one of two cooling centers in the
region.

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Or if you know, that's open to our
Highland

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residents.
This project facilitated by the city

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and the grant requires that all work be
completed by September 30th

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in order to
you know, get costs reimbursed.

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Since the approval,
the project's encountered um

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challenge after challenge,
unforeseen circumstances.

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When we first started the project, it
was intended to be a

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really a like-for-like replacement.
We took a look at the existing

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equipment, worked with the
the vendor, the manufacturer of that

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equipment and we asked for proposal to
really replace those units in kind. At

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the time,
we received a proposal to replace all

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three systems for about $120,000.
Concurrently,

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because this this was on a
the building is owned by the state, we

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needed approval from the state to move
forward with the project. You know, fast

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forward after you know, a couple years
of coordination,

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we were finally given direction to
provide engineered plans and receive

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approval from the state fire marshal. Um
This happened roughly this past spring.

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Because time was of the essence, so even
though I said the

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the grant expires or the deadline for
the grant was September is September

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30th,
at one point in time it was June 30th

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and we were able to get an extension to
keep the project alive, keep it going

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given the circumstance.
Um so that's one important important

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piece there as far as timing's
concerned.

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Uh so because time was of the essence,
uh we engaged one of our on-call

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engineering firms, WSP, who's
uh well-versed in this type of work, has

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worked with the state getting approvals
from the State Fire Marshal office.

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And um
uh we received we we completed those

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those plans and we received approval
from the state. Uh but that effort alone

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was uh roughly $43,000.
Um and um

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once we had those plans in place, we
reached out to a carrier who had

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provided the proposal prior. And uh we
determined that

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uh the the cost had significantly
increased due to additional items that

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the state required to be
uh done for the project. So it was no

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longer a like-for-like uh you know, in
kind replacement. We had to do a bunch

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of duct work and um
uh other uh construction-related items

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to to meet the the state requirement. Um
uh but all hope was not lost. Um we

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pivoted rather than focusing on three
systems like we initially planned.

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Uh we were able to still um
you know, deliver a project and and

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deliver two systems, uh or so we
thought.

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Um
Once we reached out to uh Carrier uh

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to move forward with with a new proposal
that had given us um

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uh for the two systems,
uh

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they let us know uh that equipment was
no longer available and it would take uh

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about 12 weeks to actually get that
equipment. Uh that wouldn't work with

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the timeline of the grant, so we had to
pivot once more.

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Um
we engaged our engineer and um other

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uh vendors to try to find an alternate
substitute for for these systems or for

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the HVAC system.
We were able to uh

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find that train
um would be able to provide alternate

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units and they were, you know,
ready,

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um available, and they could deliver it
within the grant timeline.

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Um the the issue was um
they couldn't secure the

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piece of equipment without a signed
purchase order. Given the experience

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that we had had with Carrier,
uh we moved forward with signing a

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purchase order for just one system
um because there was an unknown of of

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labor. Uh they were concurrently
reviewing the scope

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uh make sure that they uh
uh gave us a an accurate labor cost for

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the installation of that unit and we
also um asked for quotes for for the

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rest of the the systems.
Uh unfortunately, the cost of all three

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systems, um much like before, was beyond
the budget um and uh we focused on a

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single system.
Um

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and um
you know, uh to our surprise, the the

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cost of that single system had increased
significantly compared to the cost that

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we had seen before.
Uh for that single system, just the

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labor uh was $156,000.
So, combined with the equipment that we

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had reserved,
uh we were looking at $191,000

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for one of three systems.
Um

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so, uh the the total project cost,
including engineering, permits,

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um and a you know, we're
um

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we're requesting a 20 uh roughly a 10%
contingency, so $20,000,

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uh you're looking um uh
a deficit of roughly $81,000

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um uh, to to able to complete a single
system.

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Um, and and that's that's really where
we are right now. Um,

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to date we've spent, uh, $55,000 on on
this project and

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uh, one important consideration is that
uh, so not only do we have the grant

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deadline, uh, but one piece that's, uh,
required is that we deliver the project

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to be able to,
uh, get the, uh, the money that we've

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already spent reimbursed.
Um,

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when you take out the $20,000
contingency, uh, the cost of moving

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forward with the project is $61,000.
Um, and um,

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you know, with that, I you know, I'd
like to conclude my presentation and

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open it up to any questions you might
have.

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» I I
uh, Mr. Chair,

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I'm confused.
Uh,

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I was reading the list of, uh, of, uh,
materials and it looks like there's a

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air conditioning unit and a heat pump.
Are they two separate units or one

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together?
>> So, um, I'll I'll I'll provide, uh,

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a response, but I also have Jim
Richardson here who's, uh, I call him an

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HVAC expert and can better explain it.
Uh, but how it works, it's it's a

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system. So, I think I probably used unit
and system interchangeably. So, you have

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three systems and you have a combination
of

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

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uh, in this particular case, we would
be, uh, if if the council chooses to

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move forward, we would be completing uh,
one of the three systems. I I believe it

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was, you know, three units, both heating
and ventilating and, uh, air

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conditioning.
>> So,

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so we're in essence we're replacing unit
with a heat pump,

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which does air conditioning and heating
at the same time.

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» Yeah, I'll I'll call Jim who can better
explain it.

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» You got to turn the mic on.

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» So, uh the unit that's being replaced
that is uh still in this uh

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request is a Trane.
The outdoor unit is a Trane

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uh condenser and the indoor part is make
made up of two

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uh
fan coil units that are sistered

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together
into one uh plenum

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and it's because of the space that's in
the building is limited. So, it actually

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takes two units inside to two five-ton
units inside

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uh fan coil units
that are coupled with the outdoor 10-ton

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unit.
If that makes sense.

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» Well, I
I don't understand, but but uh I know uh

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at AQMD, we're trying to get everyone to
use heat pumps instead of H you know,

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air conditioning systems.
But,

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» I can confirm that it is uh it's all
electric heat pump. It's We The existing

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unit is gas electric and the new unit is
all electric.

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» Okay. Okay.
Thank you.

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Question uh for
Tish, I guess. The uh 81,000

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is it that's coming from our general
fund?

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» Yeah, it would come from the general
fund because we can't use special

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revenue funds to fund a project like
this. You can only use general fund. So,

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we'll be using our general capital
financing fund

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technically.
If you choose to do so.

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» Being reimbursed by community
development.

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» We're only being reimbursed for 178,000
and some change, and the rest is what we

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have to actually pay out of pocket as
is.

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» And we're paying for a project that's
not in the city?

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» Correct.
But it directly benefits our residents

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is why we're allowed to actually even
consider it. Yeah.

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Only from the general fund money. We
can't use any of our special revenue

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accounts to fund it.
>> Um I have a question for Octavio and and

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I guess Jim.
Um so you you mentioned that we were

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initially we were going to install three
systems, and then because of time and

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the permitting process and that, you
know,

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uh those constraints that we narrowed it
down to one system.

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Will that one system be sufficient to
cool off the building to to be Is it

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adequate enough to call it a cooling
center for our seniors?

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» Yeah, so so the
the system serve different portions of

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uh the center.
Um

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I mean officially, I don't I don't know
what um the requirements for a cooling

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center would be, but
um

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you know,
moving forward with with this would

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provide the the adequate cooling um
within portions of of the senior center

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and
>> And you know, it is assuming the the

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main the general areas like where they
congregate and do some most of the

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activities.
>> Yes, so so the

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the systems are
functioning now, so it's serving as a

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cooling center as is. However, there's a
lot of maintenance uh issues and uh the

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system tends to be down pretty
frequently, so uh moving forward uh with

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this uh may address this at least, you
know, one of the three aging systems.

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» Okay.
Okay, any

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Larry?
>> Uh

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Well, I would
I would definitely support and move the

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the project forward. However, since
we're using general fund money,

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uh
I would like to ask the city manager as

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part of this motion to seek
reimbursement from the state or and

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county to replace the general fund money
since we are in essence donating to the

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senior center.

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» And if I may respond to that, um so we
will certainly try to do that. Um but

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just to be clear, you know, we don't
have the time to get that approved ahead

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of time because we have September Yeah,
so we will definitely

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um both approach um
you know, the state and also the county

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uh for effectively a reimbursement to
the city for the local funds we're going

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to spend.
>> Especially the state since they're the

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ones that causing this additional funds
to be needed.

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» Surely.
>> Right.

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» Yes.
>> Okay, so I've got a motion.

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» I second.
>> And I second. I got a motion from

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McAllen and a second from Hogan.
Uh all those in favor?

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» Aye.
>> Aye.

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» Any opposed?
>> Just to follow up on I just want to make

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sure it's a reflect in the minutes what
Larry just discussed. I have heartburn

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spending general fund money outside the
city even though it does probably

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service a lot of Island citizens in a
state building which required us to put

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increased costs into this project in
their building.

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Government is running absolutely amok.
I mean

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» I I agree with you, John. I
if I may share while I was out

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canvassing for my campaign and speaking
to some of these seniors,

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

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know, they they can't afford to it and
it being 109° outside today, I can only

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imagine what you know how they're
suffering. So, us being able to provide

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this, even if it is a state building, us
being able to provide this for them, I

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think, you know, it's a step in the
>> Well, I understand I approve the

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project, but there's just heartburn that
the state's requiring us to do extra

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things to get this project through in
their building to service citizens of

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the county, Highland, and the state of
California. Makes absolutely no sense.

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But,
>> Hopefully Carlos can get us that money

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reimbursed, but okay.
>> And and then just to be clear, as part

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of the recommendation by city council,
we do have an eighth item, and that is

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for the city manager to seek
reimbursement from the state and/or the

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county for the city's share. So, just
want to put that into the record.

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» Into the record, yes.
>> Yes, thank you.

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» Okay. Does that require a separate vote?
That's just

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» No, that was It's all part of the same
vote that the council

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» Okay. Um if we don't have any other
items, uh we will adjourn.

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

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

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on the stolen cameras.
Uh makes no sense that

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

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a boom truck? And can we get an update
where that's at and what do we have what

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information we have about the theft? It
just to me is what mind-boggling.

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

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as part of my updates that I would give
to the council, I suppose I can take a

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few minutes to cover that item. Um what
I can tell you is that we did have

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vandalism at three separate locations. I
could tell you that Captain Dean is

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making this a priority for him. They are
going to

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catch the people. They No, they they
They there's there's vandalism. They're

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cutting the poles. They're damaging the
equipment.

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» The poles most of them are on traffic
signal poles.

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» Actually
there are some that are not. There are

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on poles. In fact, the one that
just to give you a point of reference,

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there's one right there in front of the
Starbucks on Baseline at the 210 Freeway

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and it's in the median and you can see
it. It's it's visible. It's about the

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height of
you know a street street sign like a

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street name sign or or a stop sign. So
it's a pole of that height. So not all

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cameras are set up higher in elevation,
but that is something that we're looking

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to do in order to
>> So they're basically being stolen low

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elevated.
>> Correct. Cameras that are accessible.

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Obviously people shouldn't be doing
that, but the fact of the matter is

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they're there.
They are accessible. All they have to do

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is cut the pole and they're the camera
will come down with the panel with solar

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panel and everything. So this is an
issue.

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And so we we are working with Flock to
get those cameras replaced, but we're

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also working the PD is also working
>> Pole I hope.

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» Right. We're looking at those yeah, so
that we don't necessarily

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put them right back where it was because
obviously we need to take a different

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approach.
>> I don't think we should continue talking

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about where the cameras are and how high
they are.

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» Yeah.
>> And and um since this item is not on the

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agenda, I I would recommend that we wrap
up the discussion as well.

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» Thank you, Marcella. Okay, with that we
will adjourn.

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» Thanks for patience.

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» I was just envisioning how they climb