Dec 14, 2016 Minutes
Published 2019-01-14 09:12:14
1902 – Serving Our Community for over 110 Years – 2016
WEST BAY SANITARY DISTRICT
MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD
WEDNESDAY, DECEMBER 14, 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, Walker, Otte, Thiele-Sardiña
BOARD MEMBERS ABSENT: Dehn
STAFF MEMBERS PRESENT: Scott, Condotti, Kitajima
Others Present: Dave Richardson, RMC Water & Environment
Select Secretary Pro-tem: David Walker
3. Communications from the Public: None
16. Consideration to Approve a Resolution Authorizing the District Manager to Execute a
Professional Services Agreement with RMC Water and Environment for a Bayfront
Recycled Water Facilities Plan in the Amount Not-to-Exceed $175,300.00
Motion by: Otte 2nd
by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: DM Scott outlined the agreement which included the application of a $75,000
grant to reimburse the District for part of this expense.
13. Report: Update & Discussion on Recycled Water Project and Update on Negotiations with
Sharon Heights Golf Course on Long-Term Agreement
Comments: DM Scott updated the Board on the current negotiations with SHGCC on long-
term agreement and the next meeting on December 18. District is well into Phase A of project
management agreement and looking to bring Phase B to the Board for consideration on
February 8.
4. Public Hearing – Annexing Certain Territory Within the West Bay Sanitary
District’s On-Site Wastewater Disposal Zone – Lands of Lands of Lin (25 Kiowa
Court, Portola Valley)
Motion to open: Otte 2nd
by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: None
Motion to close: Thiele-Sardiña 2nd
by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
5. Public Hearing – Annexing Certain Territory Within the West Bay Sanitary
District’s On-Site Wastewater Disposal Zone – Lands of Lands of Nichols (250
Shawnee Pass,
Portola Valley)
Motion to open: Otte 2nd
by: Thiele-Sardiña Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: None
Motion to close: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
8. Consent Calendar
A. Approval of Minutes for Special meeting November 30, 2016
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for December 14,
2016
C. WBSD Operations and Maintenance Report – November 2016
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD – November 2016
E. Consider to Ratify and Approve Report on District’s Investment Portfolio Including the
Transactions of Assets Described Therein as of 11-30-16
F. 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 Lands of Lin(25 Kiowa Court, Portola Valley)
G. 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 Lands of Nicholas (250 Shawnee Pass, Portola Valley)
H. Consideration of Accepting Work by Precision Engineering for the Belle Haven I Sewer
Rehabilitation Capital Improvement Project; Approving Change Order No. 2 and Change
Order No. 3; and Authorizing the District Manager to File the Notice of Completion
I. Consideration of Accepting Work by McGuire and Hester Engineering for the Sausal Vista II
Sewer Rehabilitation Capital Improvement Project and Authorizing the District Manager to
File the Notice of Completion
J. Consideration of Authorizing the District Manager to Issue Class 3 Sewer Permit No. 1039
for the Construction of Wastewater Facilities for 185 Shawnee Pass, Portola Valley,
California
K. Consideration of Authorizing the District Manager to Issue Class 3 Sewer Permit No. 1057
for the Construction of Gravity Sewer Main Line Replacement for the 1010-1018 Alma Lane
Development, Menlo Park, California
Motion by: Otte 2nd
by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR
Comments: None
11. Accelerated Flow Metering Purchase
Motion by: Walker 2nd
by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: DM Scott outlined the need for this purchase of these meters and the benefit in
savings of approximately $36K to the District if these flow meters are purchased in bulk by
December 31.
6. Consideration to Approve the Final Post Audit FY2015-16 Internal Financial Statements
& Analysis of Financial Position for the Fiscal Year ending June 30, 2016
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: President Moritz discussed next year’s audit and the need to continue with the
current auditor for a sixth year due to an unforeseen circumstance with his audit partner who
was going to take over account. Board consensus was to proceed with current auditor for next
year’s audit. President Moritz presented highlights of the current audit which included the
District’s equity in SVCW was reduced due to member agencies’ cash contributions to SVCW
CIP but ownership is unchanged. Other highlights included coverage of liability for PERS from
84% to 78%.
7. Consideration of Adopting the District’s Audited Financial Statements for the Year
Ended June 30, 2016
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: None
9. District’s Manager Report
1) CIP Project:
a) Sausal Vista Phase I and II is complete.
2) Affiliate Agency/Association News:
a) CWEA: January Board meeting and workshop week of January 24.
b) CASA: Winter conference Jan 18 to 20
3) Upcoming Events:
a) December 28 meeting cancelled. January 11 regular meeting items to include
discussion on connection fees and set public hearing, preliminary discussion on sewer
service charges and solid waste rates. DM Scott outlined a mathematical error in the
proposed quarterly rates portion of the solid waste mailer, mentioning that the proposed
monthly section was correct and the Board will adopt the monthly rate. Board
consensus was to send out “corrected notice” with existing public hearing date of
January 11.
4) Misc./Action Items from Previous Meeting:
a) SSOs: 8 SSO year to date. 2 in November.
b) Info Binders & Ethics: Working on an Online version of the info binders. Ethics exams due.
c) WBSD Winter Newsletter: Expected publish date of Dec 28.
d) Recycled Water: Negotiations meeting Dec 19 at 9 am.
e) Santa Cruz Sidewalk Project: District will determine if can CCTV laterals and let
homeowners know the results in order for them to make decision to proceed with lateral repair.
5) Resource Sharing:
a) Town of Los Altos Hills: Beginning new contract year of cleaning and TV. 1 SSO to date this
calendar year.
b) Town of Woodside: District assisting with Pump station rehabilitation planning. Performing
routine cleaning. Public Works Director asked District to consider the reduction of annual
cleaning in in order to save costs this year; District will evaluate risk for doing so.
c) SVCW: Office Manager provided West Bay Emoji’s and soft toy toilets to supplement training
SVCW does with elementary school students on the “Cycle of Water”. See picture attached.
10. Update and Discussion on Succession Plan
Comments: DM Scott outlined the succession plan to utilize the in-house talent of the Office
Manager to work on additional community outreach duties that are needed for the District.
This would require organizing the position and includes a salary increase for the additional
duties being added. Several Board Members expressed that they were in favor of creating the
Office and Communications Manager position but more information will be gathered over the
next several months to determine actual workload and Board will reconsider the issue in next
budget season. DM Scott suggested entering closed session to discuss salary consideration
for the change in the Office Manager position as listed on item C in closed session.
17. Closed Session
A. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Cal. Govt. Code §54956.9(d)(2)
Number of potential case 1: (1) 845 Harvard Ave., Menlo Park (sewer main easement
issue)
B. PUBLIC EMPLOYEE PERFORMANCE EVALUATION/CONF. WITH LABOR
NEGOTIATORS
Agency designated representatives: Board President/Legal Counsel
Unrepresented employee: District Manager
C. PUBLIC EMPLOYEE PERFORMANCE EVALUATION/CONF. WITH LABOR
NEGOTIATORS
Agency designated representatives: District Manager/Legal Counsel
Unrepresented employee: Office Manager
Entered closed session at 8:00 p.m. Left closed session at 8:43 p.m.
Reportable action: None
12. Appointment to the District Board, Appointment of District President, Secretary and
Treasurer and Committee Appointees and Alternates
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: President Moritz stated this would be his last year as President if appointed.
Board nominations included George Otte as SVCW Commissioner and President Moritz as
alternate beginning in February or March 2017 and Fran Dehn as SBWMA Board of Director
and David Walker alternate. Nominations for Board positions included Director Thiele-Sardiña
as Board Secretary, President Moritz as President and David Walker as Treasurer. District
Committee appointees included David Walker and Ned Moritz – Finance/Audit Adhoc and Fran
Dehn and Roy Thiele-Sardiña – Recycled Water Adhoc.
14. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: DM Scott reported household hazardous waste pickup would end December 31.
15. Report & Discussion on Silicon Valley Clean Water (SVCW) and Discussion on SVCW CIP
Program
Comments: President Moritz reported that both he and Director Otte were in attendance at
the meeting. Highlights included a report on engineering, approval of an agreed upon process
of design/build and approval of an emergency spending item.
18. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: None
19. Adjournment Time: The meeting was adjourned at 9:06 PM
/s/ Roy Thiele-Sardiña
Secretary