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Apr 22, 2020 Minutes

Published 2020-10-27 14:26:49

1902 – Serving Our Community for over 110 Years – 2020
WEDNESDAY, APRIL 22, 2020 AT 7:00 P.M.
1. Call to Order
President Dehn called the meeting to order at 7:03 PM
Roll Call
BOARD MEMBERS PRESENT: Dehn, Otte, Thiele-Sardiña, Walker, Moritz by Zoom
STAFF MEMBERS PRESENT: Scott, Condotti by Zoom, Ramirez, Kitajima, Fisher
Others Present: John Farnkopf, Gabe Sasser and Rick Simonson of HF&H
(all by Zoom)
2. Communications from the Public: None.
3. Public Hearing: Consideration of Proposed Increase in Sewer Service Charges for Fiscal
Year 2020/21
Motion to Open by: Otte 2nd by: Walker Vote: AYE: 5 NAY:0 Abstain: 0
Comments: Rick Simonson presented the final rate study report to the Board.
Motion to Close by: Sardina 2nd by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
4. Consideration of a General Regulation Amending the Code of General Regulations and
Establishing Sewer Service Charges for Fiscal Year 2020/21
Comments: None.
Motion to Approve by: Moritz 2nd by: Sardina Vote: AYE: 5 NAY: 0 Abstain: 0
5. Public Hearing – Annexing Certain Territory Within the West Bay Sanitary District’s On-Site
Wastewater Disposal Zone – Lands of Sick (20 Navajo Place, Portola Valley)
Motion to Open by: Moritz 2nd by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
Motion to Close by: Otte 2nd by: Moritz Vote: AYE: 5 NAY: 0 Abstain: 0
6. Consideration of Adopting Resolution Ordering Annexation of Certain Parcels in the
Territory of West Bay Sanitary District to the West Bay Sanitary District’s On-Site
Wastewater Disposal Zone Including Certain Determinations, Findings and Declarations of
the District Board – Lands of Sick (20 Navajo Place, Portola Valley
Comments: None.
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
7. Consideration of Resolution Consenting to Annexation of Territory to the West Bay
Sanitary District by the San Mateo County Local Agency Formation Commission – 20
Navajo Place, Portola Valley (077-300-070), Lands of Sick
Motion to Approve by: Walker 2nd by: Sardina Vote: AYE:5 NAY: 0 Abstain: 0
Comments: None.
8. District Manager’s Report
1) CIP Project:
a. Design work continuing on FERRF Levee Improvement and 2020 CIP
b. Cleaning/TVing Large Diameter lines: Crews are working on cleaning and televising
the large diameter sewer lines; finding substantial amounts of grit.
2) Affiliate Agency/Association News:
a. CWEA: DM & Operations Superintendent participated in a Webinar panel on April 15th,
discussing what agencies are doing to comply with COVID 19 and SIP requirements.
b. CMPK: Building permit application has been submitted for Metal Building at FERRF but
it is unclear if CMPK is accepting permits now with COVID 19. All building permits are
on hold.
c. County: The County confirmed that Tax Roll payments to the District will remain on
time in spite of the relaxing of tax payment deadline. April payment has been received.
3) Upcoming Events:
a. Board meetings: Budget workshop and regular Board meeting May 13
b. Budget Workshop: May 13, 2020 at 5 pm.
4) Misc./Action Items from Previous Meeting:
a. SSOs: Zero SSO for March. 2020 Total = 0. 10 months in a row w/o SSO.
b. LAH: 1 SSO for February. 39 gallons in total. 1st SSO in over 12 months.
c. Emergency Sewer Repair: 2 new sewer lateral permits have been issued.
d. Chief Plant Operation: An offer has been made and the applicant is going through the
pre-employment process.
9. Consent Calendar
Motion to Approve by: Moritz 2nd by: Sardina Vote: AYE: 5 NAY: 0 Abstain:0
Comments: President Dehn asked for clarification on the Pier 2 Marketing and Fremont
Urgent Care charges on the withdrawal order. DM Scott explained that the Pier 2 Marketing
charges are for as needed website services and Fremont Urgent Care was not due to an injury
but rather a pre-employment physical and drug screen.
A. Approval of Minutes for Regular meeting April 8, 2020
B. Approval of Minutes for Special Meeting April 15, 2020
C. Approval of the Withdrawal Order Authorizing Payment of Certain Bills and Salaries
and Consideration of Other Financial Matters for April 22, 2020
D. Consideration of Authorizing the District Manager to Consent to the Abandonment of Public
Utility Easement at 100 Terminal Avenue, Menlo Park
E. Ratify and Approve Report on District’s Investment Portfolio Including the Transactions of
Assets Described Therein as of 3/31/20
F. Consider Resolution Authorizing the President and Secretary to Enter into Agreement
Creating Covenants Running With the Land for 20 Navajo Pl, Portola Valley
10. Consideration to Approve Bid for Diesel Tank Replacement Project
Motion to Approve by: Walker 2nd by: Sardina Vote: AYE: 4 NAY: 0 Abstain: 1
Comments: The estimated cost of the project was approximately $50,000 or $60,000 with the
additional tank. The bid opening for this project was on April 15, 2020 at 2:00 PM. The District
received a total of three (3) bids, which were as follows:
Bidder City Base Bid Additive Total
Air & Lube Systems, Inc. Sacramento $44,936.43 $7,822.78 $52,759.21
Bayside Equipment Company Redwood City $59,970.54 $6,524.20 $66,494.74
Aries Construction Corporation Santa Ana $89,676.00 $9,500.00 $99,176.00
11. CIP Budget Status Report
Comments: DM Scott presented a report to the Board on FY 2019-20 CIP projects and
estimated FY19-20 expenditures including the Sharon Heights and Bayfront Recycled Water
12. Consideration of Revising Electronic Board Packet Guidelines
Motion to Approve by: ____ 2nd by: ____ Vote: AYE: NAY: Abstain:
Comments: This item was tabled until the next meeting.
13. Update on District’s Corona Virus
Comments: DM Scott presented an update on this item which included an Amendment to the
COVID 19 Response Program to include the wearing of masks. Training on the Amendment
included a Zoom training session with staff. Board consensus was to accept the District’s
Corona Virus report.
14. Discussion and Direction on Recycled Water Projects – Sharon Heights & Bayfront,
Including Project Status
Comments: DM Scott reported that the May 18 ribbon cutting ceremony may have to be
delayed if the Corona Virus shelter-in-place is extended past May 3. The operations permit for
the Sharon Heights project is pending due to additional testing and COVID 19 travel
restrictions placed on the test team based in Hawaii.
15. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: None.
16. Report, Discussion & Direction on Silicon Valley Clean Water (SVCW) and Discussion on
SVCW CIP Program and Financing
Comments: Director Otte reported that the Commission has approved the FY 20-21 budget
and the Belmont pump station project has been changed to micro-tunneling the gravity sewer
thus eliminating the pump station.
17. Closed Session
(Pursuant to Cal. Govt. Code §54957.6) Agency designated representatives: Legal
Unrepresented Employee: District Manager
(Pursuant to Cal. Govt. Code §54957)
Title: District Manager Recruitment
(Subdivision (a) of Section 54956.9)
Chan, Moreno, Vestnys, Pebbles v. WBSD – San Mateo County Court Case No.
(Cal. Govt. Code §54956.9(d))
Name of Case: 1740 Oak Avenue, LP v. West Bay Sanitary District, et al. – SMCSC
Case No. 18CIV02183
Entered closed session at 8:50p.m. Left closed session at 9:29p.m.
Reportable action: None.
18. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: Director Moritz requested a look at over-time at the next Board meeting.
19. Adjournment Time: The meeting was adjourned at 9:34 PM
/s/ David Walker