Mayor Jeremy B. Yamaguchi
District 3
Mayor Pro Tem Kevin Kirwin
District 2
Rhonda Shader
Councilmember
District 1
Ward L. Smith
Councilmember
District 5
Chad P. Wanke
Councilmember
District 4
Robert S. McKinnell
City Clerk
Kevin A. Larson
City Treasurer
Damien R. Arrula
City Administrator
Christian L. Bettenhausen
City Attorney
City of Placentia
401 E. Chapman Avenue
Placentia, CA 92870
Phone: (714) 993-8117
Fax: (714) 961-0283
Email:
[email protected]
Website: www.placentia.org
Special Meeting Agenda
January 23, 2024
Placentia City Council
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Copies of all agenda materials are available for public review in the Office of the City Clerk, online at www.placentia.org , and at the Placentia Library Reference Desk.
Persons who have questions concerning any agenda item may call the City Clerk's Office, (714) 993-8231, to make inquiry concerning the nature of the item described on the agenda.
Procedures for Addressina the Council/Board Members
Any person who wishes to speak regarding an item on the agenda or on a subject within the City's jurisdiction during the "Oral Communications" portion of the agenda should fill out a "Speaker Request Form" and give it to the City Clerk BEFORE that portion of the agenda is called. Testimony for Public Hearings will only be taken at the time of the hearing. Any person who wishes to speak on a Public Hearing item should fill out a "Speaker Request Form" and give it to the City Clerk BEFORE the item is called.
The Council members encourage free expression of all points of view. To allow all persons the opportunity to speak, please keep your remarks brief. If others have already expressed your position, you may simply indicate that you agree with a previous speaker. If appropriate, a spokesperson may present the views of an entire group. To encourage all views, the Council discourages clapping, booing or shouts of approval or disagreement from the audience.
PLEASE SILENCE ALL PAGERS, CELL PHONES, AND OTHER ELECTRONIC EQUIPMENT WHILE COUNCIL AND BOARD MEMBERS ARE IN SESSION.
Snecial Accommodations
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk's Office at (714) 993- 8231. Notification 48 hours prior to the meeting will generally enable City Staff to make reasonable arrangements to ensure accessibility.
(28 CFR 35.102.35.104 ADA Title II)
In compliance with California Government Code § 54957.5, any writings or documents provided to a majority of the City Council regarding any item on this agenda that are not exempt from disclosure under the Public Records Act will be made available for public inspection at the City Clerk's Office at City Hall, 401 East Chapman Avenue, Placentia, during normal business hours.
Study Sessions are open to the public and held in the City Council Chambers or City Hall Community Room. Executive Sessions are held in the Council Caucus Room.
While the public may be in attendance during oral announcements preceding Executive Sessions, Executive Sessions are not open to the public.
Placentia City Council Agenda, January 23, 2024 SPECIAL MEETING Page 1 of 2
City of Placentia
401 E. Chapman Avenue
Placentia, CA 92870
NOTICE AND CALL OF
SPECIAL MEETING OF THE
CITY COUNCIL OF THE CITY OF PLACENTIA
NOTICE IS HEREBY GIVEN that a Special Meeting of the City Council of the City of Placentia is hereby called to be held in the Council Chambers of Placentia City Hall, 401 E. Chapman Avenue, Placentia, CA 92870, on Tuesday, January 23, 2024 at 4:30 p.m.
SAID SPECIAL MEETING AGENDA SHALL BE AS FOLLOWS:
CALL TO ORDER:
ROLL CALL: Councilmember Shader
Councilmember Smith
Councilmember Wanke
Mayor Pro Tem Kirwin
Mayor Yamaguchi
ORAL COMMUNICATIONS:
At this time, the public may address the City Council concerning any agenda item. At a Special Meeting, only items listed on the agenda may be addressed. There is a five (5) minute time limit for each individual addressing the City Council.
1. REGULAR AGENDA:
1.a.
Study Session: Mission Bell Streetlight LED Conversion Project Update Fiscal Impact: Depending on the option selected by the City Council, the cost to retrofit the City's Mission Bell streetlights to LED is anticipated to cost $490,565 and the cost to the City to replace the Mission Bell lights to the standard LED cobra head style light is $0
Recommended Action: It is recommended that the City Council:
1) Receive and file the Staff report and Presentation; and 2) Ask any questions of Staff; and
3) Review and discuss the available options and select a preferred option.
CITY COUNCIL/BOARD MEMBERS REQUESTS:
Council/Board Members may make requests or ask questions of Staff. If a Council/Board Member would like to have formal action taken on a requested matter, it will be placed on a future Council or Board Agenda.
ADJOURNMENT:
The City Council will adjourn to its Regular Meeting on Tuesday, January 23, 2024, at 5:30 p.m.
CERTIFICATION OF POSTING
I, Carole Wayman, Deputy City Clerk for the City of Placentia, hereby certify that the agenda for the January 23, 2024 Special Meeting of the City Council was posted on January 19, 2024.
Carole Wayman, Deputy City Clerk
Placentia City Council Agenda, January 23, 2024 SPECIAL MEETING Page 2 of 2
TO:
VIA:
FROM:
DATE:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE JANUARY 23, 2024
SUBJECT: STUDY SESSION: MISSION BELL STREELIGHT LED CONVERSION PROJECT UPDATE
FISCAL
IMPACT: Depending on the option selected by the City Council, the cost to retrofit the City's Mission Bell streetlights to LED is anticipated to cost $490,565 and the cost to the City to replace the Mission Bell lights to the standard LED cobra head style light is $0.
SUMMARY:
As part of the adoption of the City's Five -Year Strategic Plan, City Council directed Staff to research the feasibility of replacing existing High Pressure Sodium Vapor (HPSV) streetlights in the City with the newer Light Emitting Diode (LED) technology. City Council also directed Staff to explore available funding opportunities to minimize the capital expenditures of LED replacement. On July 25, 2023, the City Council approved an agreement with Southern California Edison (SCE) to convert eligible streetlights to LED using SCE's LS -1 Option E program. On November 7, 2023, the City Council approved a color choice for residential and arterial streetlights. Since the City's decorative Mission Bell streetlights are not eligible for replacement under the Option E program Council directed Staff to explore available options for upgrading the Mission Bell lights to LED to maintain lighting uniformity throughout the City's streetlight system. The purpose of this study session is to provide the City Council with available options for it to consider and to seek final direction from the Council for converting the City's Mission Bell streetlights.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Receive and file the Staff report and Presentation; and
2. Ask any questions of Staff; and
3. Review and discuss the available options and select a preferred option.
1.a.
Jan 23, 2024
City Council Agenda
January 23, 2024
STRATEGIC PLAN STATEMENT
This agenda item is consistent with the City Council approved 5 -Year Strategic Goal #5 to implement public infrastructure to meet community needs, under Objective #5.5, which is to transition all streetlights to LEDs.
DISCUSSION:
There are a total of 3,656 streetlights throughout the City installed along residential, collector, and arterial streets. 3,459 of those lights are owned by Southern California Edison (SCE) and the City pays SCE a monthly facilities fee for each pole in addition to the cost of the electricity and maintenance needed for the light. These types of streetlights are referred to as LS -1 lights and fall under SCE's LS -1 cost tariff (the remaining 193 fixtures are owned by the City). Out of the 3,459 LS - 1 streetlights, 537 are decorative Mission Bell style, which are located on all arterial streets of the City. The City's official streetlight per City Council Policy No. 620 is the Mission Bell (Attachment 2).
Currently, a High -Pressure Sodium (HPSV) fixture is used on both LS -1 and City -owned streetlights.
One of the goals of the City's Five -Year Strategic Plan is to convert all streetlights in the City to LED technology.
On July 25, 2023, the City Council approved an agreement with SCE to convert all eligible streetlights to LED using SCE's LS -1 Option E program. As part of the LS -1 Option E program, the City is eligible to convert 2,922 "cobra head style" SCE owned lights in Placentia to LED. The LS -1 lights with the decorative Mission Bell light fixture are not eligible for conversion under the SCE's current LS -1 Option E Program. On November 7, 2023, Staff held a Study Session with the City Council to seek direction from Council on the color options for streetlights prior to the City and SCE commencing the LED Conversion project. The City Council approved the 3000k color for all streetlights in the City and directed staff to explore replacement options to convert the Mission Bell streetlights to maintain lighting uniformity. Subsequently, Staff consulted with SCE regarding alternatives they can offer the City to upgrade the Mission Bell streetlight fixtures to LED.
SCE has offered the City the choice to upgrade both cobra head streetlights and decorative streetlights simultaneously as part of the LED Streetlight Conversion project:
Option 1: SCE will replace all the Mission Bell lights with standard cobra head fixtures at no upfront cost to the City. In this scenario, SCE would handle the removal of Mission Bell fixtures and installation of cobra head fixtures, with the LED upgrade included in the LED Streetlight Conversion project. Under this option, the current inventory of 537 decorative LS -1 lights will be incorporated into the Option E Program, along with the 2,922 streetlights currently eligible for the program. The estimated cost for replacing the Mission Bell fixtures with LED cobra head fixtures is $100,241.26.
This initial capital investment will be recovered by SCE through energy cost savings over a 20 -year repayment period under the Option E Program. This option will yield an additional annual electrical utility cost savings of $33,706 to the City, resulting in a cumulative total of $674,120 in additional savings over the 20 -year duration of the Option E Program.
City Council Agenda
January 23, 2024
Option 2: The decorative Mission Bell LS -1 lights are entered into the Option E program as if they were cobra head fixtures and the City pays a one time "differential payment" to SCE for the difference in cost between the cobra head and the decorative fixture (material cost only). For instance, if a typical 150 -watt cobra head fixture costs $210.71 and the 150 -watt Mission Bell replacement costs $1,100, the city pays a one-time differential payment of $889.29 (1,110 — 210.71 = 889.29) for each fixture included in the Option E program. Based on the City's streetlight system, the total one-time differential payment to replace all 537 Mission Bell streetlights is estimated to be $490,565.90.
Annually, the City is projected to realize an additional electrical utility savings of $33,706, resulting in an additional total savings of $674,120 over the 20 -year period of the Option E Program with the conversions of the decorative fixtures to LED.
Staff is seeking direction from the City Council regarding if it would prefer to replace the Mission Bell lights at no cost to the City or if it would prefer to maintain the Mission Bell streetlights and allocate approximately $500,000 in next year's capital improvement program budget to cover the project cost.
It should be noted that this option will require the City Council to commit to a capital expenditure prior to review of the FY 2024-25 Capital Improvement Program Budget as part of the City's annual budget process. Once Council has provided final policy direction on this issue SCE will formally add the Placentia LED conversion project to their work schedule. It is anticipated that the conversion project will begin late this Summer and take approximately 6-8 weeks to complete.
Prepared by:
Elsa Y. Robinson
Senior Management Analyst
Reviewed and approved:
Damien R—Arrula
City Administrator
Attachments:
1. PowerPoint Presentation
2. City Council Policy No. 620
Reviewed anq apo-r.ved:
Luis Estevez
Deputy City Administrator
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•
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Study Session:
Mission Bell Streetlight LED Conversion Project
City Council Meeting
January 23, 2024
1 Background Refresher on
City Streetlight LED Conversion Project
• As part of the adoption of the City's Five -Year Strategic Plan, City Council directed Staff to research the feasibility of replacing existing High Pressure Sodium Vapor (HPSV) streetlights in the City with the newer Light Emitting Diode (LED) technology • City has 3,656 streetlights in the City. The majority are owned by SCE (3,459 out of 3,656).
City pays electricity and facility charge (comprises LS -1 Tariff Rate) SCE is responsible for maintenance and repairs
Existing lights are HPSV
• SCE LS -1 Option E Program available for local agencies to convert streetlights owned by SCE with no up -front costs and annual savings
SCE LED Conversion Program
SCE recovers capital cost for upgrades over a 20 -year period through a special tariff rate known as Option E
Several Orange County cities have participated including Brea, Buena Park, Garden Grove, Huntington Beach, Orange, and Yorba Linda Only "cobra -head" style fixtures are eligible for this program
City Council Policy Direction
• On July 25, 2023, the City Council approved an agreement with Southern California Edison (SCE) to convert eligible streetlights to 1 En using SCE's LS -1 Option E program
• On November 7, 2023, the City Council approved the 3000k color choice for all streetlights in the City and directed Staff to explore replacement options to convert the Mission Bell streetlights to maintain lighting uniformity
Overview of Mission Bells in Placentia
• City's official streetlight per City Council Policy No. 620 is the Mission Bell • 537 Mission Bell streetlights can be found along arterial streets • The initial installed Mission bell streetlights feature a decorative scroll. Over the years, SCE has installed newer Mission Bell streetlights without the decorative scroll since the original style is no longer manufactured • In the service area of, 11.1 % of streetlights are decorative, exhibiting a variety of styles. The majority of these streetlights are located in HOAs • In addition to Placentia, the cities of Mission Viejo and San Gabriel also feature a significant number of Mission Bell streetlights
Mission Bell vs. Cobra -Head
Mission Bell Streetlight
Cobra Head Streetlight
Existing Mission Bell Lights
Decorative Fixture with Two Bells Decorative Fixture with Single Bells i
3 Options
Option 1: Replace Mission Bells with
Cobra Head Fixtures
• City asks SCE to replace all of the Mission Bell lights with standard cobra head lights instead
• SCE would remove the Mission Bells and install the cobra head fixtures as part of the standard Option E Program
• If the City decides to go with 100% cobra head fixtures for the Option E replacement effort, there would be no out-of-pocket cost to the City, similar to existing City Council approved program
Review of Option 1 Annual Savings
Conversion of Mission Bells to
Cobra Head Streetlights
Number of Decorative Streetlights
Up -Front Costs to City
Additional Annual Savings under
Option E Program
Additional Savings over 20 -Year
Period of Option E Program
537
None
$33,706
$674,120
Option 2: Upgrade Mission Bells to 1
• City asks SCE to upgrade the decorative fixtures at the same time as the cobra heads and include those fixtures in the Option E project • The decorative LS -1 lights are entered into the Option E program as if they were cobra head fixtures and the city pays a one time "differential payment" to SCE
• Total Estimated One -Time Differential Payment: $490,565.90 • This option requires a commitment to a capital expenditure prior to review of the FY 2024-25 CIP Budget
Review of Option 2 Annual Savings
Mission Bell Streetlights
LED Upgrade
Number of Decorative Streetlights
One -Time Payment for Upgrade
Additional Annual Savings under
Option E Program
Additional Savings over 20 -Year
Period of Option E Program
537
$490,565.90
$33,706
$674,120
Next Step
January 2024: City submits the preferred option to SCE to finalize the scope of the project
Summer 2024: SCE expects it will take 6-8 weeks to
complete the project starting late Summer 2024. Staff will provide continuous project updates to the community
Staff Recommendation
It is recommended that the City Council approve the following options:
Receive and file the Staff report and Presentation; and Ask any questions of Staff; and
Review and discuss the available options and select a preferred option.
Questions & Comments
STREETS AND HIGHWAYS
POLICY NO. 620
STREET LIGHTS ON ARTERIAL HIGHWAYS
It is the policy of the City of Placentia that ornamental poles and mission -bell style luminaires be placed on arterial highways in accordance with the "High Pressure Sodium Vapor Street Light Conversion Standard Plan", as approved by City Council on August 7, 1979, on file in the City Engineer's office. The developers' responsibility shall include the complete installation of the underground wiring system, ornamental marbelite concrete poles, mission -bell style luminaires, scrollwork, and appurtenances.
Double mission bell luminaires shall be installed along all Master Planned median island streets (Kraemer Boulevard, Yorba Linda Boulevard, Rose Drive, and portions of Bastanchury Road and Chapman Avenue). Said luminaires shall be installed within median islands required to be constructed as part of development.
Single mission bell luminaires shall be placed behind curbs on arterial streets where no median islands are Master Planned. The City will replace any non- conforming existing luminaires with single mission bell lights as budgetary considerations allow.
Exception to the placement of single mission bell light requirement shall be made along reaches of City boundary arterial streets. Where other permanent type street lights have been installed by neighboring cities across the street, installation of conventional street lights conforming in like kind shall be made.
POLICY MANUAL
STREET LIGHTS ON ARTERIAL HIGHWAYS
® Printed on Recycled Paper
CITY COUNCIL
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