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April 25, 2018 Minutes

Published 2019-01-14 10:58:11

1902 – Serving Our Community for over 110 Years – 2018
WEDNESDAY, APRIL 25, 2018 AT 7:00 P.M.
1. Call to Order
President Moritz called the meeting to order at 7:00 PM
2. Roll Call
BOARD MEMBERS PRESENT: Moritz, Thiele-Sardiña, Walker, Dehn, Otte
Others Present: Rick Simonson John Frankopf– HF&F,
3. Communications from the Public: None
4. Public Hearing: Consideration of Proposed Increase in Sewer Service Charges
for Fiscal Year 2018/19
Motion to open by: Thiele-Sardiña 2nd
by: Dehn Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: Rick Simonson of HF&H outlined the proposed residential increase of 5%, and non-
residential increases average 5%, although depending on commercial category some categories
such as restaurants shall see a significant increase, in order to pay for cost of service, in year 2
of a 3-year phase in. This was followed by a brief Q&A for 2 residents in attendance.
Motion to close by: Dehn 2nd
by: Thiele-Sardiña Vote: AYE: 5 NAY: 0 Abstain: 0
5. Consideration of a General Regulation Amending the Code of General
Regulations and Establishing Sewer Service Charges for Fiscal Year 2018/19
Motion by: Otte 2nd
by: Walker Vote: AYE:5 NAY: 0 Abstain: 0
Comments: None
6. District Manager’s Report
1. CIP Project:
a) Award for the Belle Haven III CIP is scheduled for April 25th
2. Affiliate Agency/Association News:
a) County: District staff is reviewing a draft Lafco application for transferring the Solid Waste
Franchise to the County. Analysis complete by June. A revision to the original resolution
declaring withdrawal from SBWMA may be necessary. DM has also revived discussion with the
County regarding consolidation of Sewer Maintenance Districts. Secretary Dehn requested to be
invited to staff meeting with LAFCo Executive Director.
b) CWEA: Annual Conference in Sacramento April 17-20. Several staff attended as volunteers and
potential award winners.
3. Upcoming Events:
a) Board meetings: May 9, Budget Workshop at 5pm, and Board meeting at 7 pm. May 23.
b) Kite Day: District is supporting the CMPK Kite Day and will have a booth at the event Sat, May 5.
4) Misc./Action Items from Previous Meeting:
a) SSOs: 1 SSO in April, caused by Contractor. Total 2 = 2018
b) Finance Committee: Will meet to discuss debt management policy, and strategies for the $13M
allocable to the District for the SVCW CIP projects due in Q2 of 2019.
5) Resource Sharing:
a) Town of Los Altos Hills: 3 SSO in 2017. 1 caused by Contractor. 0 SSO in 2018. Completed
the CCTV of the entire system in March 2018.
b) Town of Woodside: 0 SSO’s in 2016. 1 pump station SSO in 2017. 0 SSO’s in 2018. The
District continues to provide pump station maintenance.
7. Consent Calendar
A. Approval of Minutes for Regular meeting April 11, 2018
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for April 25,
C. Consider to Ratify and Approve Report on District’s Investment Portfolio Including the
Transactions of Assets Described Therein as of 2-28-18
Motion by: Dehn 2nd
by: Thiele-Sardiña Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None
8. Consideration of Awarding Bid for the Belle Haven III Sewer Project to Precision
Engineering Inc.
Motion by: Walker 2nd
by: Otte Vote: AYE:5 NAY: 0 Abstain: 0
Comments: DM Scott reported on the bids received for the project and the apparent low bidder
Precision Engineering Inc. with the bid of $4,814,455.00. He reported there have been no
protests and no irregularities.
9. Consideration to Accept the District’s 2017 Performance Measurement Report
Motion by: Walker 2nd
by: Otte Vote: AYE:5 NAY: 0 Abstain: 0
Comments: DM Scott reported that 84% of measures rated “satisfactory or above.” Secretary
Dehn said it was a wonderful report but would like to have the “watch” symbol changed to reflect
that goals are being met in these categories but the need to “watch.” Board consensus was to
approve report subject to correcting a spelling error and adding new symbol for “watch.”
10. Consideration to Accept Third Quarter Internal Financial Statements & Analysis of Financial
Position as of Quarter End March 31, 2018
Motion by: Dehn 2nd
by: Thiele-Sardiña Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: President Moritz reported the District is ahead on revenues and has received
$500,000.00 in connection fees.
11. Discussion and Direction on Commuter Benefit Program
Comments: DM Scott outlined the need for a commuter benefit program to help reduce traffic
and to get single occupancy vehicles off the road. Options include: 1) Pre-tax benefit program
that would include $260/mo limit, Debit card can be used to purchase tickets, EE could save
$100/month, ER – $4.81/mo, Cost to District is $25/month minus savings in Medicare tax; 2) Van
Pool: Cost $37,500 10 year life, 10 – 12 Employees may take advantage; Go Pass: $19,950 or
$237/EE whichever is greater, requires a contract and 80 EE’s. Board consensus was to
proceed with a test program for one month using District vehicles for car pool and have the
District provide train passes for interested employees.
12. Discussion and Direction on Recycled Water Projects – Sharon Heights & Bayfront,
Including Project Status
Comments: DM Scott reported that it has been determined that the project location was a
former dump site and will require excavation and cleanup for a large unanticipated cost. He
reported there will be an upcoming meeting with Sharon Heights Golf Course to discuss the
pending final budget amendment approval by the State, discuss moving a water line and cleaning
up dump site. He reported that purple recycled water pipe is now being laid on Chilco Street in
conjunction with Facebook. Treasurer Thiele-Sardiña was there to kick off construction.
13. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: Secretary Dehn reported that the next Board meeting will be held on April 26.
14. Report & Discussion on Silicon Valley Clean Water (SVCW) and Discussion on SVCW CIP
Program and Financing
Comments: Director Otte reported the SVCW General Manager is on leave and Theresa
Herrera is Interim General Manager. The design of the Menlo Park Pump Station is now in
15. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: President Moritz would like to review 2-4 annual benefit letters given to employees.
16. Adjournment Time: The meeting was adjourned at 8:52 PM
/s/ Fran Dehn