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Aug 10, 2016 Minutes

Published 2019-01-10 07:52:52

1902 – Serving Our Community for over 110 Years – 2016
WEDNESDAY, AUGUST 10, 2016 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, Dehn, Thiele-Sardiña
STAFF MEMBERS PRESENT: Scott, Condotti, Ramirez
Others Present: Teresa Herrera, Matt Anderson, Monte Hamamoto – Silicon
Valley Clean Water, Matt Vail – Exponent
3. Communications from the Public: None
4. Discussion on Silicon Valley Clean Water CIP Program and CIP Risk Analysis Report
Comments: Matt Vail presented the SVCW CIP Risk Assessment Report. Director Thiele-
Sardiña stated that the report appears to be a highly skewed data set because the risk numbers
range only between 3-5 and with the 3’s being low cost projects and none of the expensive
projects have a low risk. Board consensus was to support the sending of a letter advocating the
slowing down of spending on SVCW CIP projects and that the preliminary planning should not
start before April 17, 2017.
5. Consider Approving the Revised Sanitary Sewer System Management Plan (SSMP)
Motion by: Thiele-Sardiña 2nd
by: Dehn Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: DM Scott outlined the revised Sanitary Sewer Management Plan (SSMP) and
minor updates this year.
6. Consideration of Approving the Release of the West Bay Sanitary District/Sharon Heights:
Recycled Water Project Request for Proposal (RFP)
Motion by: Dehn 2nd
by: Moritz Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: Board consensus was to approve item subject to having reached an agreement
with SHGCC on the critical deal points on long term agreement.
7. District Manager’s Report
1) CIP Project:
a) Sausal Vista pump station pipeline, Phase I PG&E is complete. McGuire and Hester
are working on Phase II (New wet well installed and pump station is being bypassed).
b) Marsh Road Liner – Installation in progress.
2) Affiliate Agency/Association News:
a) CWEA: Mid-Summer meeting held in Morro Bay, featured West Bay practices.
b) CMPK: Working on RFP for Baylands Recycled water feasibility study.
3) Upcoming Events:
a) September 14 meeting
b) Recruiting for vacant Maintenance worker position
c) DM presented promo items for sewer in the school program.
d) Treasurer Walker has been randomly selected to be interviewed during the annual
4) Misc./Action Items from Previous Meeting:
a) SSOs: 2 SSO year to date.
b) SHGCC: Long Term Agreement development in progress. Targeting end of August for
completion of agreement.
c) PS Maint: Quarterly valve exercising in progress.
5) Resource Sharing:
a) Town of Los Altos Hills: Continuing cleaning and TV. GPS locating of MHs, proving difficult
in some areas due to tree cover. 1 SSO to date this calendar year.
b) Town of Woodside: District assisting with Pump station rehabilitation planning. Writing
contract for new service year.
c) Partnering with SAM: Doing ride-alongs to help teach and mentor SAM maintenance staff in
cleaning and customer service techniques.
8. Consent Calendar
A. Approval of Minutes for Regular meeting July 13, 2016
B. Approval of Minutes for Special meeting July 27, 2016
C. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for August 10,
D. WBSD Operations and Maintenance Report – July 2016
E. Consideration of Resolution Accepting Deed of Easement for 1260 Westridge Drive,
Portola Valley, California
Motion by: Thiele-Sardiña 2nd
by: Dehn Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: Minutes approved with change to wording in item 15.
9. Discussion/Review of Conflict of Interest Code and General Rules of Office for the
District Board
Comments: DM Scott outlined the review the current Conflict of Interest Code and General
Rules of Office with the Board and Board consensus was to direct the District Manager to file
notice to the officer of San Mateo County that no amendment is required.
10. Consideration to Approve the Pre-Audit Preliminary FY2015-16 Internal Financial Statements
& Analysis of Financial Position for the Fiscal Year ending 6/30/2016
Motion by: Dehn 2nd
by: Thiele-Sardiña Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: President Moritz commented that the financial statements and staff report
narrative were well done.
11. Report: Update & Discussion on Recycled Water Project
Comments: DM Scott gave an update on the project that included that the State Water
Resources Control Board is near approval of finance agreement, City of Menlo Park would like
to partner with District on feasibility study on Baylands facility and would like the District to
issue an RFP to select a consultant for the study.
12. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: Secretary Dehn reported that the new Executive Director, Joe La Mariana began
effective August 1 and on the approval of resolution for Shoreway tip fee increase.
13. Report & Discussion on Silicon Valley Clean Water (SVCW)
Comments: None
14. Closed Session – WBSD
Entered closed session at 9:21p.m. Left closed session at 9:41p.m.
Reportable action: None
15. Consideration to Approve an Amendment to the Agreement with Atchison, Barisone,
Condotti and Kovacevich
Motion by: Dehn 2nd
by: Thiele-Sardiña Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: DM Scott outlined to the Board that the last increase for legal services was in
2012 and that the proposed amendment would provide for future cost of living increases in the
Bay Area.
16. Consideration of Resolution Authorizing the President and Secretary of the District Board
to Enter into “Amendment Two (2016)” To Employment Agreement Between the West Bay
Sanitary District And Phil Scott (District Manager)
Motion by: Thiele-Sardiña 2nd
by: Dehn Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: None
17. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: None
18. Adjournment Time: The meeting was adjourned at 9:50 p.m.
/s/ Fran Dehn