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Aug 14, 2019 Minutes

Published 2019-09-25 09:37:43

1902 – Serving Our Community for over 110 Years – 2019
WEDNESDAY, AUGUST 14, 2019 AT 7:00 P.M.
1. Call to Order
President Dehn called the meeting to order at 7:00 PM
Roll Call
BOARD MEMBERS PRESENT: Dehn, Otte, Thiele-Sardiña, Moritz
STAFF MEMBERS PRESENT: Scott, Condotti, Ramirez, Kitajima, Beyer
Others Present: Jim Lewis
2. Communications from the Public: Jim Lewis commented to the Board regarding a recent
newspaper article on the former SVCW manager Dan Child. He stated it seems to him that it
was a large amount paid out to the former manager. He had a concern that the payout may
effect the member agencies including West Bay. President Dehn thanked Mr. Lewis for his
comments and also suggested that he visit a SVCW commission meeting to express his views.
DC Condotti stated that the item was a business item for SVCW not West Bay and any
pertinent information that is available should be gained from SVCW.
3. District Manager’s Report
1) CIP Project:
a. Belle Haven III: CIP construction began July 23. 98% complete. Started Winchester
easement and working on punch list item.
b. FERRF Metal Storage Building Update: Modified design to accommodate for soils
report and flood vents. Submitted to City for the third time.
c. FERRF Levee Project: Attended meeting with Army Corp and Regional Board to
discuss FERRF Levee Improvement Project and Bayfront Recycled Water Treatment
Facility Project and a combined EIR. Discussed sheet piling along the Flood Slough and
enhancing the West Slough habitat with a Living Shoreline concept to protect the site
from King Tides and Sea Level Rise.
d. IRWM Grant: Submitted additional information as requested to supplement our
application for IRWM grant for a combined project with the Bayfront Recycled Water
project. Received notification that our project will not be included in the final award.
2) Affiliate Agency/Association News:
a. Facebook ORTP: A draft provisional Discharge permit has been written for Facebook
for their Onsite Reuse Treatment Plant. Facebook is installing metering vaults etc., as
required by the District before the testing of the facility.
b. MPFD: WBSD and Menlo Park Fire District are participating in joint trench rescue
training Oct. 14-19.
3) Upcoming Events:
a. Board meetings: Annual goals meeting Aug. 15. August 28 no meeting. September 11
regular meeting.
b. Solid Waste Rate Study: Agreement for a solid waste rate study this fall for 2020 rates
with HF&H for approximately $42k.
c. Weed Control: FERRF helipad to be utilized this week for spraying of invasive plants
in Salt Ponds.
4) Misc./Action Items from Previous Meeting:
a. SSOs: Zero SSO for July. 2019 Total = 4. No spill report filed with State.
b. Sinkhole: Staff found lateral disconnected under Crane street, with a large void and
plenty of rats.
c. Operations Supt: Presented PowerPoint on District’s New Employee On-Boarding
procedure at the Annual Collection System Summer meeting in Morro Bay.
4. Consent Calendar
Motion to Approve by: Moritz 2nd by: Theile-Sardiña Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: None.
A. Approval of Minutes for Special meeting July 17, 2019
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for August 14,
C. WBSD Operations and Maintenance Report – July 2019
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD – July 2019
E. Consider to Ratify and Approve Report on District’s Investment Portfolio Including the
Transactions of Assets Described Therein as of 7/31/19
F. Consideration of Authorizing the District Manager to Issue the Class 3 Permit for adjusting
manholes to grade on Chilco Street, Menlo Park, CA
G. Consideration of Authorizing the District Manager to Issue Class 3 Sewer Permit No. 1099
for the Construction of Wastewater Facilities for 35 Sioux Way, Portola Valley, California
H. Consideration of a Resolution of Intention to Annex Certain Territory (180 Bear Gulch Drive)
to the West Bay Sanitary District On-Site Wastewater Disposal Zone and to Establish the Date
and Time of Public Hearing
I. Consideration of Authorizing the District Manager to Issue the Class 3 Permit for the Sewer
Main Extension at 846, 848 & 850 Portola Road, Portola Valley
J. Consideration of Accepting Sewer Facilities Constructed Pursuant to Class 3 Sewer Permit
No. 1064 for the
5. Report & Discussion from Finance Advisory Group
Comments: Treasurer Thiele-Sardiña reported that the investments are doing well and as
maturities are coming due that are deposited into LAIF to take advantage of the higher interest
rate. The state reimbursements for the Sharon Heights Recycled Water Project are now being
received helping cash flow.
6. Consider Adoption of Resolution Approving the Audited & Revised Sewer System Management
Plan (SSMP) and Authorizing Re-Certification of Same for 2019
Motion to Approve by: Theile-Sardiña 2nd by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: DM Scott and RCC Jed Beyer presented the revised plan to the Board.
7. Discussion on Future Capital Improvements Status
Comments: DM Scott discussed the selection process for the recommended CIPs which
includes use of a hydraulic model, historical maintenance data and CCTV condition
assessment which are all put into the Linear Asset Management Program to determine which
sewer mainlines need to be rehabilitated or replaced and which are priorities.
8. Consideration of Authorizing the District Manager to Call for Bids for the Coyote Hill Slope
Erosion Mitigation Project
Motion to Approve by: Moritz 2nd by: Theile-Sardiña Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: DM Scott presented to the Board the need for the project and location to control
erosion over the District’s easement. An engineering study has been completed with geo tech
reports that offer a solution to correct the erosion problem. Board consensus is needed to
determine if the District should have staff do the repair or go to bid for an outside contractor. If
the District rehab crew performed the repair it would take them away from performing their
other repair work and they would not meet their annual PMPP repair goals however the work
could get done in much less time ensuring the erosion is controlled by the time winter rains
begin. If the Board determined the work done in-house DM Scott would ask the Board to
authorize their minimum goals to be met. Board voted for Alternate B to allow the rehab staff to
perform the work under the supervision of Operations Superintendent and accept the repairs
they have done as meeting the annual goals.
9. Consideration of Authorizing the District Manager to Call for Bids for the Large Diameter
Sanitary Sewer Main Cleaning and Televising Project
Motion to Approve by: Otte 2nd by: Moritz Vote: AYE: 4 NAY:0 Abstain: 0
Comments: DM Scott reported that this work is necessary approximately every seven years
to clean and inspect the large lines and regain capacity by cleaning sediment from the lines.
The District does not own large enough equipment that would be cost effective in cleaning this
small amount of lines on such an infrequent basis.
10. Discussion and Direction on Recycled Water Projects – Sharon Heights & Bayfront,
Including Project Status
Comments: DM Scott presented time lapse video and drone aerial video of construction of
the project to the Board. The District is currently working with Caltrans on conditions of
encroachment permit and the State reimbursement for July has been submitted in the amount
of $1.7M. DM Scott also reported that the Bayfront Recycled Water Project did not make the
final grant list for IRWM but the application may be used for other grants and a SRF loan
application. DM Scott stated that he will be bringing for Board consideration a funding strategy
and timeline for grant monies and loans for recycled water, sea level rise and Title XVI loans.
This item would require additional expenditures to move the project forward but could be
considered an investment if some grant funding is successful.
11. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: President Dehn reported that there is a temporary stop to the buyback program
and the Shoreway Recycling Center has closed for plastics and cans due to safety concerns.
She reported that CRV is still being charged in the State but the recycling availability for the
public is unknown.
12. Report, Discussion & Direction on Silicon Valley Clean Water (SVCW) and Discussion on
SVCW CIP Program and Financing and Discussion on Distribution of Proceeds of Sale of
Comments: None.
13. Closed Session
(Pursuant to Cal. Govt. Code §54957.6) Agency designated representatives: District
Manager, Legal Counsel, IEDA;
Employee Organization: Exempt Employees, Unrepresented Employees, & Teamsters Local
(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 8:54p.m. Left closed session at 9:17 p.m.
Reportable action: None.
14. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: Discussion on search firms for DM position due to upcoming retirement.
15. Adjournment Time: The meeting was adjourned at 9:20 PM
/s/ George Otte