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Dec 13, 2017 Minutes

Published 2019-01-14 10:31:27

1902 – Serving Our Community for over 110 Years – 2017
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
STAFF MEMBERS PRESENT: Scott, Condotti, Kitajima, Ramirez, Bahrami
Others Present: SVCW: Matt Anderson, Dan Child, Robert Porr – Fieldman, Rolap and
Associates. Tony Valdiva – Woodard Curran. Gino Gasparini – Recology.
3. Communications from the Public: None.
4. Public Hearing: Consideration of Proposed Solid Waste/Recycling Collection
Rates for the Year 2018
Motion to open by: Dehn 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
Motion to open by: Dehn 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
5. Consideration of Resolution to Approve Solid Waste/Recycling Collection Rates
Effective January 1, 2018
Motion by: Walker 2nd
by: Dehn Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
6. Discussion and Presentation by SVCW for CIP Bond Issuance
Comments: Dan Child and Matt Anderson presented and assisted by Robert Porr from
Fieldman Relap and Associates. The Board authorized SVCW to issue $35 million bonds
attributable to WBSD for SVCW CIP projects.
Motion by: Thiele-Sardiña 2nd
by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
18. Discussion and Direction on Recycled Water Projects – Sharon Heights & Bayfront,
Including RFP Status
Comments: DM Scott reported meeting with City of Menlo Park staff and receiving traffic
permit conditions for Sand Hill Road. Update was presented to the City Council by David
Richardson of RMC. Negotiations continuing on Design/Build.
8. Consideration to Approve the Final Post Audit FY2016-17 Internal Financial
Statements & Analysis of Financial Position for the Fiscal Year ending June 30,
Comments: President Moritz reported that reserves total $46M which includes $1.6M from
this year.
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
7. Consideration of Adopting the District’s Audited Financial Statements for the Year
Ended June 30, 2017
Comments: DM Scott reported no material weaknesses found.
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
9. Consider Approval To Deposit Recycled Water Facility Cash Flow Reserve
Maturities into the District’s LAIF Account
Comments: Board voted to put up to $8M in maturities, from the Bank of the West investment
portfolio, and transfer to LAIF. DM Scott is authorized to move the first $8 million.
Motion by: Moritz 2nd
by: Dehn Vote: AYE: 5 NAY: 0 Abstain: 0
10. Consider Authorizing the District Manager (Chief Fiscal Office) as to Distribution
of Tax Roll Revenues in LAIF and Bank of the West Money Market
Comments: DM Scott proposed moving all the tax roll deposit to LAIF less the cash flow
needed for December and January, since LAIF interest rate is significantly higher.
Motion by: Thiele-Sardiña 2nd
by: Dehn Vote: AYE: 5 NAY: 0 Abstain: 0
11. Discussion on Finance and Investment Policy, Investment Regulations and Role
of District Treasurer
Comments: Treasurer Thiele-Sardiña led the discussion on this item. Board consensus was
to have Financial Committee meet with several banks and come back to Board in a future
meeting with recommendations for revised District Investment Policy.
12. Consideration of Approving Contract Change Order No. 5 to Ranger Pipelines,
Inc. for the Belle Haven II Sewer Rehabilitation Capital Improvement Project in
Menlo Park, CA
Comments: DM Scott and PM Kitajima outlined the need for the change order.
Motion by: Otte 2nd
by: Thiele-Sardiña Vote: AYE: 5 NAY: 0 Abstain: 0
13. Consideration of Approving Resolution Authorizing the District Manager to Enter
Into An Agreement for Construction Inspection Services with Freyer & Laureta,
Inc. for the Chilco Sewer Realignment (Facebook) Projects
Comments: DM Scott informed the Board that Facebook will reimburse the District for these
additional expenses.
Motion by: Walker 2nd
by: Dehn Vote: AYE: 5 NAY: 0 Abstain: 0
14. Report on Hydraulic Modeling Consultant
Comments: DM Scott reported on the project which would include modeling to include small
sewer line, updated Master Plan including capacity of CIPs, the model will be loaded into
InfoWorks, training for staff and better District control over timelines with developers. The
consultant work contract totals $59,000.00 and $55,000.00 for the software package.
15. District Manager’s Report
1) CIP Project:
a) Belle Haven II is approximately 95% complete.
2) Affiliate Agency/Association News:
a) County: working on a proposal to develop an RFP for an analysis of impacts and challenges
to transferring the Solid Waste Franchise to the County.
b) City of Menlo Park: Board President and RMC presented update to CMPK Council on the
Recycled Water.
c) Town of Atherton: District Staff met with District Counsel to draft an agreement with Town of
Atherton to accelerate the District’s CIP project to replace the sewer main running through the
Town Center. The District will pay for construction costs and the Town will pay for soft costs –
engineering and public utility easement acquisition. The main will be relocated toward the
south side of the Town campus and will be further away from PD, Town Chambers and the
3) Upcoming Events:
a) January Board meetings: Jan 10 and Jan 24.
b) December 14 – Service Awards, Retirement and Holiday Luncheon
4) Misc./Action Items from Previous Meeting:
a) SSOs: 5 SSO’s in 2017.
b) Recruitment: Filled vacant Maintenance Worker from temp pool. Held Operations Supervisor
interviews. Selection announcement December 14. Advertising for Projects & Engineering
Technician, and Source Control Inspector.
c) Hydraulic Model Work: VWHA will assist the District with an update to the Hydraulic Model
and once updated help export it to the District’s modeling software (2017-18 Budget) and
provide the necessary training to run modeled scenarios of the District’s pipelines.
5) Resource Sharing:
a) Town of Los Altos Hills: 1 SSO in 2016. 3 SSO in 2017. 1 caused by Contractor.
b) Town of Woodside: 0 SSO’s in 2016. 1 pump station SSO in 2017 (Pump station
maintenance performed by others). The District has commenced to provide pump station
maintenance by recent amendment to the Collection System Maintenance agreement. The
start date December 1, 2017. Town Center pump station is still experiencing generator
problems due to rehab project.
16. Consent Calendar
A. Approval of Minutes for Regular meeting November 8, 2017
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for December 13,
C. WBSD Operations and Maintenance Report – November 2017
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD – November 2017
E. Consider to Ratify and Approve Report on District’s Investment Portfolio Including the
Transactions of Assets Described Therein as of 11-30-17
F. Consideration of a Resolution of Intention to Annex Certain Territory (191 Meadwood Drive,
Portola Valley) to the West Bay Sanitary District On-Site Wastewater Disposal Zone and to
Establish the Date and Time of Public Hearing
Motion by: Walker 2nd
by: Dehn Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
17. Discuss Procedures for Swearing In of Board Members and Installation of Officers
Comments: DM Scott led the discussion on the item that included date of appointments and
nominations of officers and newly elected swearing in procedures. DC Condotti suggests
appointments in December. District Counsel Condotti may do swearing in of Board members.
Board consensus is to have District Counsel to swear in new members and present Certificate
of election in January and appointment and nomination of officers in December. Form 700
deadline is April 1. DC Condotti offered to draft a procedure for Board consideration.
19. Report & Discussion on South Bayside Waste Management Authority (SBWMA) and
Negotiations for Restated Franchise Agreement
Comments: DM Scott reported that the criteria for RFP for cost analysis for solid waste
divestiture has been developed. Secretary Dehn reported that SBMWA has filled the Recycling
Outreach Program’s Manager position. She further reported that discussion on the re-stated
franchise agreement is moving forward and SBWMA’s Elected Body Consideration Tracker
indicates District consideration of the re-stated agreement January 10 or January 24. She
says SBWMA fire claim restoration work is done and paid and discussion now focusing on
battery fire mitigation.
20. Report & Discussion on Silicon Valley Clean Water (SVCW) and Discussion on SVCW CIP
Program and Financing
Comments: Director Otte reported upcoming items including the proposal of increasing the
General Managers authority to approve change orders up to $300,000 on all design and build
21. Closed Session
(Cal. Govt. Code §54956.9(d)(2))
Claim of Jacobs (25528 Hidden Springs Court, Los Altos Hills)
(Pursuant to Cal. Govt. Code §54957.6)
Agency designated representatives: District Manager, Legal Counsel
Employee Organization: Teamsters Local 350
Agency designated representatives: Board President/Legal Counsel
Unrepresented employee: District Manager
Significant exposure to litigation pursuant to Cal. Govt. Code §54956.9(d)(2)
Number of potential cases: one
Entered closed session at 9:42 p.m. Left closed session at 10:02 p.m.
Reportable action: None.
22. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: None.
23. Adjournment Time: The meeting was adjourned at 10:03 PM
/s/ Fran Dehn