AGENDA MUNICIPAL SERVICES COMMITTEE

MEETING NOTICE JULY 28, 2020

PUBLIC MEETING 4:00 P.M.

MEMBERS Margaret McAustin, Chair, District 2

Terry Tornek, Mayor Tyron Hampton, Vice Mayor, District 1

Andy Wilson, District 7

STAFF Gurcharan Bawa, General Manager

Valerie Flores, Recording Secretary

MISSION STATEMENT The City of Pasadena is dedicated to delivering exemplary municipal services,

responsive to our entire community and consistent with our history, culture and unique character.

In compliance with the Americans with Disabilities Act of 1990, Assistive Listening Devices are available from the City Clerk’s Office with a 24-hour advance notice.

Please call (626) 744-4124 to request use of a listening device.

Language translation services are available for this meeting by calling (626) 744-4124 at least 24 hours in advance.

Habrá servicio de interpretación disponible para éstas juntas llamando al(626) 744-4124 por lo menos con 24 horas de anticipación.

Items on the agenda may not be called in order listed.

Agendas and supporting documents are available on the Internet at http://ww5.cityofpasadena.net/commissions/city-council-municipal-services-committee/

Materials related to an item on this Agenda submitted to the Municipal Services Committee after distribution of the agenda packet will be posted online and listed as: “Supplemental Agenda Material

Received after the Posting of the agenda”.

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PURSUANT TO EXECUTIVE ORDER N-29-20 ISSUED BY GOVERNOR GAVIN NEWSOM ON MARCH 17, 2020, THE MUNICIPAL SERVICES COMMITTEE

MEETING FOR JULY 28, 2020, AT 4:00 P.M. WILL TAKE PLACE SOLELY BY VIDEOCONFERENCE/TELECONFERENCE.

TO ACCESS THE MEETING:

http://pasadena.granicus.com/MediaPlayer.php?publish_id=9

AND

WWW.PASADENAMEDIA.ORG

In order to facilitate public participation at meetings held solely by electronic means, the City will accept public comment in the following manner:

1. Members of the public may submit comments of any length up to two hoursprior to the start of the meeting, at the following email address:

vflores@cityofpasadena.net

Please be aware that, while these comments will be provided to the membersof the body and will become part of the meeting record, they will not be readaloud. Any comment submitted in this fashion will be forwarded to thelegislative body prior to the start of the meeting.

2. During the meeting, members of the public may submit up to 200 wordsregarding items on the agenda, at the following webpage:

www.cityofpasadena.net/commissions/public-comment

If you wish your comments to be read aloud during the meeting, pleaseindicate so on the form. If you submit more than one form, only the first onereceived will be read aloud. The City reserves the right to summarizecomments if necessary for the orderly and timely flow of the meeting. Allcomments in their entirety will become part of the meeting record and will beforwarded to the legislative body.

3. If assistance is needed by phone, please call the City Clerk’s Office at:(626) 744-4124.

IF YOU NEED A REASONABLE MODIFICATION OR ACCOMMODATION PURSUANT TO THE AMERICANS WITH DISABILITIES ACT

BECAUSE YOU ARE UNABLE TO PARTICIPATE ELECTRONICALLY AS SET FORTH ABOVE, CONTACT THE CITY CLERK’S OFFICE

AS SOON AS POSSIBLE AT (626) 744-4124 OR CITYCLERK@CITYOFPASADENA.NET.

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CITY OF PASADENA REGULAR MEETING OF

THE MUNICIPAL SERVICES COMMITTEE

JULY 28, 2020 PUBLIC MEETING: 4:00 PM

PASADENA CITY HALL, COUNCIL CHAMBER 100 NORTH GARFIELD AVENUE, ROOM S249

Note to the Public: City Hall is closed to the public until further notice.

NOTICE IS HEREBY GIVEN that the meeting of the Municipal Services Committee will be held by video conference on Tuesday, July 28, 2020 at 4:00 p.m., to discuss matters on the attached agenda. This virtual meeting is held pursuant to Executive Order N-29-20 issued by Governor Gavin Newsom.

MARGARET MCAUSTIN, Chair Municipal Services Committee

I HEREBY CERTIFY that this agenda in its entirety, was posted on the Internet at https://www.cityofpasadena.net/commissions/city-council-public-safety-committee/ and on the Council Chamber Bulletin Board, Room S249, and the Bulletin Board in the rotunda area; City Hall, 100 North Garfield Avenue, this 23rd day of July 2020 by 6:00 p.m. and that copies hereof were faxed, emailed or delivered to each member of the City Council and to each local newspaper of general circulation, radio or television station requesting notice in writing, all of which recipients are identified on the distribution herein below.

Susana Castro

DISTRIBUTION: MSC Committee Members Central Library General Manager Pasadena Weekly City Council City Clerk Director of Planning and Permitting Pasadena Star-News City Manager Director of Public Works Los Angeles Times Pasadena Now City Attorney Public Information Officer La Opinion Pasadena Journal

In compliance with the Americans with Disabilities Act of 1990, listening assistive devices are available from the City Clerk's Office with a 24-hour advance notice.

Please call (626) 744-4124 to request use of a listening device. Language translation services may be requested with 24-hour advance notice.

Habra servicio de interpretacion disponible para estas juntas llamando al (626) 744-4124 por lo menos con 24 horas de anticipación.

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PUBLIC MEETING - 4:00 P.M. ROLL CALL

PUBLIC COMMENT

NEW BUSINESS

INFORMATION ONLY

ADJOURN

MEETING AGENDA MUNICIPAL SERVICES COMMITTEE

JULY 28, 2020 Public Meeting: 4:00 P.M.

Council Chamber, Pasadena City Hall 100 North Garfield Avenue, Room S249

1. RECOMMENDATION TO RESUME PARKING ENFORCEMENT EFFORTS FOR

DAYTIME STREET SWEEPING AND OVERNIGHT PARKING

2. APPROVE THE RECOMMENDED WATER LEAK ASSISTANCE PROGRAM AND AUTHORIZE THE GENERAL MANAGER OF THE WATER AND POWER DEPARTMENT TO MAKE ADJUSTMENTS TO WATER UTILITY BILLS FOR HIGH USAGE CAUSED BY PRIVATE PROPERTY WATER SYSTEM LEAKS

3. CUSTOMER INFORMATION SYSTEM PROJECT UPDATE

4. METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA UPDATE

BY CYNTHIA KURTZ

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ITEM #1

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Agenda Report

August 3,2020

TO: Honorable Mayor and City Council

THROUGH: Municipal Services Committee (July 28,2020)

FROM: Department of Transportation

SUBJECT: RECOMMENDATION TO RESUME PARKING ENFORCEMENTEFFORTS FOR DAYTIME STREET SWEEPING AND OVERNIGHTPARKING

RECOMMENDATION:

It is recommended that the City Council:

1. Find that the proposed action is exempt from the California Environmental QualityAct (CEQA) pursuant to state CEQA Guidelines Section 15061 (b)(3) (CommonSense Exemption);

2. Authorize the City Manager to resume regular overnight parking enforcementrelated enforcement of daytime street sweeping restrictions; and

3. Authorize the creation of an emergency COVID-19 overnight parking permit programand a low income fee waiver program for overnight parking permits.

BACKGROUND:

On March 17, 2020 and in response to the developing COVID-19 pandemic, the CityCouncil approved a staff recommendation to modify various parking policies whichincluded:

Suspension of enforcement of the overnight parking ordinance.Suspension of enforcement of time limits in residential neighborhoods.Suspension of daytime street sweeping restrictions.Suspension of payment at all curbside parking spaces.All metered parking spaces will be temporarily converted to 20 minute parking tofacilitate delivery and pick-up of food from restaurants. The 20 minute limit onthese spaces will be enforced.

o Individuals looking to park long-term should park in parking garages andwalk to their destination.

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MEETING OF AGENDA ITEM NO.

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Recommendation to Resume Parking Enforcement Efforts for Daytime Street Sweeping and OvernightParkingAugust 3, 2020Page 2 of 3

Temporary suspension of non-critical vehicle impounds.Temporary suspension of booting and impounds for five or more past-dueparking citations and for vehicles with expired registrations.

On June 1, 2020, the City Council approved a staff recommendation to resumeenforcement of metered parking spaces and time limits in residential neighborhoods.However, City Council requested that staff continue to relax enforcement of theovernight parking ordinance and daytime street sweeping restrictions, and to return tothe Municipal Services Committee with recommendations.

At this time, staff recommends the following actions:

Overnight enforcement to resume August 18th. Warnings to be issued for twoweeks, with citations to resume September 1st.

o This allows parking office staff sufficient time to ensure that all pendingovernight permit requests have been fulfilled prior to enforcement effortstaking place. It additionally allows us to reconfigure enforcementschedules and patrol beats, and it gives our contracted enforcementcompany time to bring in staffing. It also allows time for the City to informthe public that overnight enforcement will resume. Enforcement of theovernight ordinance will also allow for street sweeping activities to returnto maximum efficiency.

Section 10.44.130(0) of the Pasadena Municipal Code allows the Director ofTransportation to issue permits for temporary overnight parking of a vehicle,notwithstanding the provisions of Section 10.44.010. Therefore, we arerecommending that City Council authorize the sale of emergency COVID-19overnight parking permits that allow vehicles not otherwise qualified per section10.44.020 of the Pasadena Municipal Code to park on street. Permits will bevalid for 90 day increments, and can be renewed until the end of the City's saferat home order. The fee for this permit will be tied to General Fee Schedule Fee804 - Thirty Day Parking Permit, and will sell for $73.38 per 90 day period. PerSection 10.42.060(0) of the Pasadena Municipal Code, a two permit limit peraddress would remain in place.

Authorization of the creation of a low income fee waiver program for overnightparking permits. Individuals may qualify by meeting criteria set forth insubdivision (b) of Section 68632 of the California Government Code, whichincludes individuals receiving public benefits under certain programs. Individualsdetermined to be eligible for the low income fee waiver program will receive a50% discount on Annual Overnight and Temporary 90-Day Overnight permits.

Enforcement of daytime street sweeping restrictions to resume August 18th.Warnings to be issued for two weeks, with citations to resume September 1st.

o This allows us to reconfigure enforcement schedules and patrol beats, andit gives our contracted enforcement company time to bring in staffing. It

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Recommendation to Resume Parking Enforcement Efforts for Daytime Street Sweeping and OvernightParkingAugust 3,2020Page 3 of 3

also allows time for the City to inform the public that street sweepingenforcement will resume. This will allow street sweeping activities toreturn to maximum efficiency. These efforts should coincide withovernight enforcement efforts for the purposes of street sweeping efforts.

Resumption of non-critical vehicle impounds and booting, including for vehicleswith five or more past due parking citations, and for vehicles with expiredregistrations, effective November 1st.

COUNCIL POLICY CONSIDERATION:

The proposed action is consistent with the City Council's strategic plan goal to supportquality of life and the local economy.

ENVIRONMENTAL ANALYSIS:

This action is exempt from the California Environmental Quality Act (CEQA) pursuant tostate CEQA Guidelines Section 15061 (b)(3) (Common Sense Exemption).

FISCAL IMPACT:

Returning to our parking enforcement practices will have a direct net positive fiscalimpact on the City's revenues.

Prepared l?y:

ilLyJoi^'HamblenParking Manager

Respectfully submitted,

LAURACORNEJODirectorDepartment of Transportation

Approved by:

STEVE MERMELLCity Manager

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ITEM #2

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ITEM #3

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PASADENA WATER AND POWER

M E M O R A N D U M

July 28, 2020

TO: Municipal Services Committee FROM: Gurcharan S. Bawa General Manager SUBJECT: Customer Information System Project Update The Water and Power Department (“PWP”) initiated a multi-year, multi-million dollar project to replace its aging Customer Information System (“CIS”). A thorough needs assessment was completed to determine current and future technology needs. The replacement of the CIS system is the foundation of the City of Pasadena’s commitment to modernizing technology to provide excellent customer service. Contract negotiations took longer than anticipated which resulted in a delayed project start. However, the project completion time is not affected, The CIS Project implementation has been underway for about six months. The analysis phase of the project was recently completed and design/build activities have started. The CIS Project update includes:

• Solution Overview • Executive Summary • Covid-19 Impact • Implementation Timeline • Project Budget

The CIS Project has progressed and consultants have remained fully engaged during the “Safer at Home” order issued in March 2020 due to the coronavirus pandemic. Conducting the testing and training phases of the project remotely could have potential impact on the project budget and schedule. The project leaders are experiencing some challenges in the recruitment and retainage of qualified individuals to backfill vacant positions of permanent staff who are assigned to the project full time. The total expenses in FY2020 are less than budgeted due to a delayed project start, mostly related to complex contract negotiations that required more time than expected. For some contracts, expenses are also lower due to the impacts of COVID-19, especially travel restrictions for consulting staff. Expenditures are in line with current project phase and budget and the project budget is being managed using a process similar to that used for the construction of the GT-5 power plant.

Attachment: Attachment A – Customer Information System Project Update Presentation

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ATTACHMENT A

Pasadena Water and Power

Customer Information SystemProject Update

Municipal Services CommitteeItem # 3

July 28, 2020

Pasadena Water and Power

Agenda

• Solution Overview

• Executive Summary

• Covid-19 Update

• Internal Auditor Engagement

• Budget

• Project Timeline

• Future Council Items

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Pasadena Water and Power

The Solution Components

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Oracle Utilities Customer to Meter (C2M)

Oracle Field ServicesCloud (OFSC)

Pasadena Water and Power

Executive Overview

• All major CIS contracts approved> 7 contract awards through a competitive process totaling $20M+

• Established dedicated Core Team in place• Analysis Phase – Complete

• System Implementer – Project Scope Reconciliation> Analysis Phase resulted in some removed/added integration & extensions

> Final impact has not been determined

• Design/Build Phase in full swing• Project Schedule

> The project is progressing in line with the initial timeline

> There will be a measurable impact if activities continue remote

• Project Budget> Total expenditure $ 3,677,189 as of July 15, 2020

> Expenditures are in line with current project progress

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Pasadena Water and Power

COVID-19 Update

• Current activities are moving forward with minimal impact> Staff complaining of “Zoom Fatigue”

• Phased transition back to the office> Social distancing assessment completed for project site

> Investing in technology to enhance capabilities

• Potential to complete major project milestones remotely> System Testing - November, 2020

> End User Training - February, 2021• PWP, Red Clay, and TMG partnership in sharing lessons learned,

managing risk, and adapting to COVID-19 related challenges> Learn from other projects and peers

> Assess tools and techniques

> Adaptive Organizational Change

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Pasadena Water and Power

Internal Auditor Engagement

• Focus On> High risk transactions

> Conversion process

> Overall timeline and schedule

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Pasadena Water and Power

Project Timeline

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Pasadena Water and Power

CIS Project Budget

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Category FY 2020 FY 2021 FY 2022 FY 2024 Total

Needs Assessment $628,985 $628,985

Approved Contracts $3,603,514 $6,968,088 $2,901,059 $13,472,661

Internal Labor $1,210,249 $2,478,334 $2,478,334 $6,166,917

Office Space and Equipment $81,939 $209,799 $26,660 $318,398

Technology Costs $120,000 $1,785,000 $267,500 $2,172,500

Master Services Agreement $375,000 $375,000 $750,000

Project Contingency $1,500,000 $1,500,000 $3,000,000

CIS Upgrade $1,000,000 $1,000,000

Total $5,644,687 $14,816,221 $6,048,553 $1,000,000 $27,509,461

Total Expenditures:as of 7/15/2020

$ 3,677,189

The total expenditures are less than anticipated due a delayed project start date and vendor travel restrictions due to Covid-19.

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Pasadena Water and Power

Future Council Items

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Item Amount When Description

Master Services Agreement

$750K September 2020

Professional services contract(s) with one or more prequalified vendors to provide additional implementation services as needed.

Project Contingency

$3M September 2020

Approve a contingency amount of $3M and authorize the City Manager to amend/approve change orders to related CIS contracts.

Funding for Project Contingency and Master Services Agreement contracts were approved as part of the FY 2021 budget.

Pasadena Water and Power

THANK YOUCustomer Information System Project Update

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ITEM #4

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Report to Pasadena Municipal Services Committee 

Metropolitan Water District of Southern California Update 

July 28, 2020 

Good afternoon Chair and Committee Members.  Instead of my usual presentation, I 

am providing you with a written update of activities at the Metropolitan Water District 

(Met).  I plan to join your meeting to answer any question you may have but hoped this 

format might be more efficient until we can meet together again. 

New General Manager Recruitment 

After 14 years as the General Manager of Met, Jeff Kightlinger has announced that he 

will retire at the end of 2020, although he did offer some flexibility about that date to 

accommodate the Board’s schedule for selecting the next GM and to ensure a successful 

transition.   

The Board has agreed on a process that begins with the selection of an executive search 

company. Working with the search company, the Board will update the position 

description, receive input from the public on the preferred qualities for the next GM 

and select three to five candidates for the full Board of Directors to interview. 

Water Supply 

Since my March 2020 Annual Report,  the State Department of Water Resources has 

increased the allocation from the State Water Project (SWP) from 15% to 20% which 

increased the amount of water supplied by the SWP from 300,000 acre feet to 400,000 

acre feet.  

The Colorado River Aqueduct Project (CRA) is currently operating at a seven pump 

flow rate (75% of the adequate capacity) and is expected to provide 900,000 acre feet to 

help meet member agencies’ water needs this year.  Due to the aqueduct being shut 

down earlier in the year for a cable repair, it won’t be possible for Met to take advantage 

of the full 1.2 M acre feet of CRA water that would typically be imported when the SWP 

allocation is so low.  Met’s unused water allotment will remain in Lake Meade and be 

available for future use. 

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Due to a number of factors including a wet spring, increased efficiencies and a drop in 

crop prices, it is possible that the agriculture user in the Imperial and Palo Verde 

Valleys may not use all of their water allocations this year and could offer Met some 

additional CRA water. However, whether and how much of this water might become 

available will not be known until the 4th quarter of this year. 

Even if this water does not become available from these agricultural users, the total 

draw required from Met storage will be only 200,000 to 250,000 acre feet and this is 

readily available from Diamond Valley Lake or other local storage.  

COVID‐19 Response 

In response to the public health advisory regarding COVID‐19, Metropolitan prepared 

and implemented separate plans for each type of facilities which it operates to minimize 

exposure of employees while still maintaining operations and guaranteeing the region’s 

water supply.   For field operations, space between workstations has been increased and 

barriers between stations have been installed.  Where needed to meet distancing 

requirements, trailers and portable restrooms have been added. In cases where multi‐

person crews are needed to perform work, micro teams have been formed to reduce the 

number of people interacting.  

Approximately 800 people are normally assigned to the downtown Los Angeles 

headquarters building.  All but 10 to 15 employees have been successfully transitioned 

to working remotely.   

Cleaning has increased in all facilities and a deep cleaning service has been retained on 

contract in the event it is needed in case of onsite infections.  Additional training on 

how to protect yourself and your colleagues is routinely conducted and signage 

reminding employees of the new rules was installed in all facilities. 

On a positive note, having a nearly empty headquarters building has allowed the 

schedule for the seismic retrofit work that was underway to be accelerated.  Rather than 

working on only two floors at a time, the contractor has been released to work on three 

to four floors at once.  The tower work is now on schedule to be completed by the end 

of 2021 – about six months earlier that the original schedule. 

Live Virtual Tour of the Regional Recycle Water Advanced Purification Center at 

Carson  

While all Inspections Tours have been cancelled, Met is offering group live virtual tours 

of the Carson Recycled Treatment Center where recycled water is treated with a three 

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step purification process (1. membrane bioreactors, 2. reverse osmosis and 3. ultraviolet 

light advanced oxidation) continues.  This demonstration facility began operations in 

October 2019 and will remain in the testing phase for 12 to 18 months.  Met is working 

closely with State Public Health officials to see what mix of treatments best meets water 

quality standards.  

If you or any groups you know are interested in arranging for a live virtual tour, please 

have them contact me or sign up directly on Met’s website. 

Climate Registry Gold Status 

I am pleased to share that Metropolitan was awarded the Gold Status from The Climate 

Registry for 2018.   While the award is for 2018, it was just announced last month.  Data 

for 2018 is submitted in 2019 after which The Climate Registry goes through an 

exhaustive review process.   

A Gold Status is awarded for excellence in “Greenhouse Gas emissions reporting and 

taking proactive steps to reduce emissions by generating renewable energy.”  

Metropolitan has voluntarily reported its greenhouse gas emissions since 2007. 

I look forward to answering your questions. 

Sincerely, 

Cynthia J. Kurtz 

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