Good evening. We're going to uh call our city council special meeting to order
for August uh 25th, 2026. And right now the time is 5:30 p.m.
Uh we want to welcome everyone here in the audience and and at home. Our first
business order of business is roll call.
» Councilmember Hogan? >> Here.
» Councilmember Lilburn? She has an excused absence due to a conflict of
interest requiring recusal from the sole item on tonight's agenda.
Councilmember McMillan? >> Here.
» Councilmember Saldana? >> Here.
» And Councilmember Timber? >> Present.
» All right. At this time, we are going to move on to public comment and I'm going
to look to uh our city clerk to read us into public comment.
» Thank you, Mayor Pro Tem. At this time, we will open the public comment period.
Members of the public may address the city council matters that are within the
city's jurisdiction and they're only listed on the agenda. I don't see any
public speakers um remotely or in person.
» Okay. >> And no emailed public comments either
submitted by email. >> Excellent. Thank you. Okay, we're going
to move on to the uh legislative item on the agenda, actions related to the
Highland Senior Center HVAC systems. And I'm going to look to Octavio for a
presentation. >> Good evening, Mayor Pro Tem, city
council. Uh tonight we'd like to provide an update on the Highland Senior Center
HVAC project and uh seek direction from the council regarding completion of the
project using uh CDBG and additional city funds.
Um as a reminder, uh city's awarded uh about $180,000 in CDBG funding through
the county in 2024 and this is part of um COVID relief funds and um the um
the purpose of that grant, the county suggested
um the Highland Senior Center as a viable candidate for for those funds. Uh
So, the project was intended to address the Highland Senior Center's three
existing HVAC systems, aging system.
This project was seen as critical given it serves our senior community and it's
also one of two cooling centers in the region.
Or if you know, that's open to our Highland
residents. This project facilitated by the city
and the grant requires that all work be completed by September 30th
in order to you know, get costs reimbursed.
Since the approval, the project's encountered um
challenge after challenge, unforeseen circumstances.
When we first started the project, it was intended to be a
really a like-for-like replacement. We took a look at the existing
equipment, worked with the the vendor, the manufacturer of that
equipment and we asked for proposal to really replace those units in kind. At
the time, we received a proposal to replace all
three systems for about $120,000. Concurrently,
because this this was on a the building is owned by the state, we
needed approval from the state to move forward with the project. You know, fast
forward after you know, a couple years of coordination,
we were finally given direction to provide engineered plans and receive
approval from the state fire marshal. Um This happened roughly this past spring.
Because time was of the essence, so even though I said the
the grant expires or the deadline for the grant was September is September
30th, at one point in time it was June 30th
and we were able to get an extension to keep the project alive, keep it going
given the circumstance. Um so that's one important important
piece there as far as timing's concerned.
Uh so because time was of the essence, uh we engaged one of our on-call
engineering firms, WSP, who's uh well-versed in this type of work, has
worked with the state getting approvals from the State Fire Marshal office.
And um uh we received we we completed those
those plans and we received approval from the state. Uh but that effort alone
was uh roughly $43,000. Um and um
once we had those plans in place, we reached out to a carrier who had
provided the proposal prior. And uh we determined that
uh the the cost had significantly increased due to additional items that
the state required to be uh done for the project. So it was no
longer a like-for-like uh you know, in kind replacement. We had to do a bunch
of duct work and um uh other uh construction-related items
to to meet the the state requirement. Um uh but all hope was not lost. Um we
pivoted rather than focusing on three systems like we initially planned.
Uh we were able to still um you know, deliver a project and and
deliver two systems, uh or so we thought.
Um Once we reached out to uh Carrier uh
to move forward with with a new proposal that had given us um
uh for the two systems, uh
they let us know uh that equipment was no longer available and it would take uh
about 12 weeks to actually get that equipment. Uh that wouldn't work with
the timeline of the grant, so we had to pivot once more.
Um we engaged our engineer and um other
uh vendors to try to find an alternate substitute for for these systems or for
the HVAC system. We were able to uh
find that train um would be able to provide alternate
units and they were, you know, ready,
um available, and they could deliver it within the grant timeline.
Um the the issue was um they couldn't secure the
piece of equipment without a signed purchase order. Given the experience
that we had had with Carrier, uh we moved forward with signing a
purchase order for just one system um because there was an unknown of of
labor. Uh they were concurrently reviewing the scope
uh make sure that they uh uh gave us a an accurate labor cost for
the installation of that unit and we also um asked for quotes for for the
rest of the the systems. Uh unfortunately, the cost of all three
systems, um much like before, was beyond the budget um and uh we focused on a
single system. Um
and um you know, uh to our surprise, the the
cost of that single system had increased significantly compared to the cost that
we had seen before. Uh for that single system, just the
labor uh was $156,000. So, combined with the equipment that we
had reserved, uh we were looking at $191,000
for one of three systems. Um
so, uh the the total project cost, including engineering, permits,
um and a you know, we're um
we're requesting a 20 uh roughly a 10% contingency, so $20,000,
uh you're looking um uh a deficit of roughly $81,000
um uh, to to able to complete a single system.
Um, and and that's that's really where we are right now. Um,
to date we've spent, uh, $55,000 on on this project and
uh, one important consideration is that uh, so not only do we have the grant
deadline, uh, but one piece that's, uh, required is that we deliver the project
to be able to, uh, get the, uh, the money that we've
already spent reimbursed. Um,
when you take out the $20,000 contingency, uh, the cost of moving
forward with the project is $61,000. Um, and um,
you know, with that, I you know, I'd like to conclude my presentation and
open it up to any questions you might have.
» I I uh, Mr. Chair,
I'm confused. Uh,
I was reading the list of, uh, of, uh, materials and it looks like there's a
air conditioning unit and a heat pump. Are they two separate units or one
together? >> So, um, I'll I'll I'll provide, uh,
a response, but I also have Jim Richardson here who's, uh, I call him an
HVAC expert and can better explain it. Uh, but how it works, it's it's a
system. So, I think I probably used unit and system interchangeably. So, you have
three systems and you have a combination of
um, two to four units per system. It's kind of depends on the build. Uh, so,
uh, in this particular case, we would be, uh, if if the council chooses to
move forward, we would be completing uh, one of the three systems. I I believe it
was, you know, three units, both heating and ventilating and, uh, air
conditioning. >> So,
so we're in essence we're replacing unit with a heat pump,
which does air conditioning and heating at the same time.
» Yeah, I'll I'll call Jim who can better explain it.
» You got to turn the mic on.
» So, uh the unit that's being replaced that is uh still in this uh
request is a Trane. The outdoor unit is a Trane
uh condenser and the indoor part is make made up of two
uh fan coil units that are sistered
together into one uh plenum
and it's because of the space that's in the building is limited. So, it actually
takes two units inside to two five-ton units inside
uh fan coil units that are coupled with the outdoor 10-ton
unit. If that makes sense.
» Well, I I don't understand, but but uh I know uh
at AQMD, we're trying to get everyone to use heat pumps instead of H you know,
air conditioning systems. But,
» I can confirm that it is uh it's all electric heat pump. It's We The existing
unit is gas electric and the new unit is all electric.
» Okay. Okay. Thank you.
Question uh for Tish, I guess. The uh 81,000
is it that's coming from our general fund?
» Yeah, it would come from the general fund because we can't use special
revenue funds to fund a project like this. You can only use general fund. So,
we'll be using our general capital financing fund
technically. If you choose to do so.
» Being reimbursed by community development.
» We're only being reimbursed for 178,000 and some change, and the rest is what we
have to actually pay out of pocket as is.
» And we're paying for a project that's not in the city?
» Correct. But it directly benefits our residents
is why we're allowed to actually even consider it. Yeah.
Only from the general fund money. We can't use any of our special revenue
accounts to fund it. >> Um I have a question for Octavio and and
I guess Jim. Um so you you mentioned that we were
initially we were going to install three systems, and then because of time and
the permitting process and that, you know,
uh those constraints that we narrowed it down to one system.
Will that one system be sufficient to cool off the building to to be Is it
adequate enough to call it a cooling center for our seniors?
» Yeah, so so the the system serve different portions of
uh the center. Um
I mean officially, I don't I don't know what um the requirements for a cooling
center would be, but um
you know, moving forward with with this would
provide the the adequate cooling um within portions of of the senior center
and >> And you know, it is assuming the the
main the general areas like where they congregate and do some most of the
activities. >> Yes, so so the
the systems are functioning now, so it's serving as a
cooling center as is. However, there's a lot of maintenance uh issues and uh the
system tends to be down pretty frequently, so uh moving forward uh with
this uh may address this at least, you know, one of the three aging systems.
» Okay. Okay, any
Larry? >> Uh
Well, I would I would definitely support and move the
the project forward. However, since we're using general fund money,
uh I would like to ask the city manager as
part of this motion to seek reimbursement from the state or and
county to replace the general fund money since we are in essence donating to the
senior center.
» And if I may respond to that, um so we will certainly try to do that. Um but
just to be clear, you know, we don't have the time to get that approved ahead
of time because we have September Yeah, so we will definitely
um both approach um you know, the state and also the county
uh for effectively a reimbursement to the city for the local funds we're going
to spend. >> Especially the state since they're the
ones that causing this additional funds to be needed.
» Surely. >> Right.
» Yes. >> Okay, so I've got a motion.
» I second. >> And I second. I got a motion from
McAllen and a second from Hogan. Uh all those in favor?
» Aye. >> Aye.
» Any opposed? >> Just to follow up on I just want to make
sure it's a reflect in the minutes what Larry just discussed. I have heartburn
spending general fund money outside the city even though it does probably
service a lot of Island citizens in a state building which required us to put
increased costs into this project in their building.
Government is running absolutely amok. I mean
» I I agree with you, John. I if I may share while I was out
canvassing for my campaign and speaking to some of these seniors,
a lot of them that are on fixed budgets don't want to run the AC system, you
know, they they can't afford to it and it being 109° outside today, I can only
imagine what you know how they're suffering. So, us being able to provide
this, even if it is a state building, us being able to provide this for them, I
think, you know, it's a step in the >> Well, I understand I approve the
project, but there's just heartburn that the state's requiring us to do extra
things to get this project through in their building to service citizens of
the county, Highland, and the state of California. Makes absolutely no sense.
But, >> Hopefully Carlos can get us that money
reimbursed, but okay. >> And and then just to be clear, as part
of the recommendation by city council, we do have an eighth item, and that is
for the city manager to seek reimbursement from the state and/or the
county for the city's share. So, just want to put that into the record.
» Into the record, yes. >> Yes, thank you.
» Okay. Does that require a separate vote? That's just
» No, that was It's all part of the same vote that the council
» Okay. Um if we don't have any other items, uh we will adjourn.
» Now, can I ask a question? This is not on the agenda. It's it's off the agenda,
but it's we're not going to ask or make a decision. I'd like an update
on the stolen cameras. Uh makes no sense that
How are they stealing on a pole that's 30 or 40 ft in the air unless you've got
a boom truck? And can we get an update where that's at and what do we have what
information we have about the theft? It just to me is what mind-boggling.
» Yeah, so I'll I'll I'll be brief because it's not an item on the agenda, but just
as part of my updates that I would give to the council, I suppose I can take a
few minutes to cover that item. Um what I can tell you is that we did have
vandalism at three separate locations. I could tell you that Captain Dean is
making this a priority for him. They are going to
catch the people. They No, they they They there's there's vandalism. They're
cutting the poles. They're damaging the equipment.
» The poles most of them are on traffic signal poles.
» Actually there are some that are not. There are
on poles. In fact, the one that just to give you a point of reference,
there's one right there in front of the Starbucks on Baseline at the 210 Freeway
and it's in the median and you can see it. It's it's visible. It's about the
height of you know a street street sign like a
street name sign or or a stop sign. So it's a pole of that height. So not all
cameras are set up higher in elevation, but that is something that we're looking
to do in order to >> So they're basically being stolen low
elevated. >> Correct. Cameras that are accessible.
Obviously people shouldn't be doing that, but the fact of the matter is
they're there. They are accessible. All they have to do
is cut the pole and they're the camera will come down with the panel with solar
panel and everything. So this is an issue.
And so we we are working with Flock to get those cameras replaced, but we're
also working the PD is also working >> Pole I hope.
» Right. We're looking at those yeah, so that we don't necessarily
put them right back where it was because obviously we need to take a different
approach. >> I don't think we should continue talking
about where the cameras are and how high they are.
» Yeah. >> And and um since this item is not on the
agenda, I I would recommend that we wrap up the discussion as well.
» Thank you, Marcella. Okay, with that we will adjourn.
» Thanks for patience.
» I was just envisioning how they climb