Dec 9, 2020 Minutes
Published 2021-02-11 15:24:02
1902 – Serving Our Community for over 110 Years – 2020
WEST BAY SANITARY DISTRICT
MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD
WEDNESDAY, DECEMBER 9, 2020 AT 7:00 P.M.
1. Call to Order
President Dehn called the meeting to order at 7:04 PM
Roll Call
BOARD MEMBERS PRESENT: President Dehn, Secretary Walker, Treasurer Thiele-
Sardiña, Director Moritz, Director Otte
BOARD MEMBERS ABSENT: None
STAFF MEMBERS PRESENT: Ramirez, Condotti by Zoom
Others Present: Dave Hilton, Marva Sheehan of HF & H, Rich Laureta of Freyer & Laureta,
Sandy Barker and Dan Barker of Baker Wagner Architects, Sheldon Chavan of Chavan &
Associates, Jeff Peterson of Sandhill Group.
2. Consider Resolution to Elect to the District Board, President, and Secretary, and
Appoint a Treasurer and Consider Appointment of Committee Appointees and
Alternates
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: The Board elected: Fran Dehn, President; David Walker Secretary; Roy
Thiele-Sardiña, Treasurer. George Otte, SVCW Commissioner; Ned Moritz, SVCW
Alternate; Fran Dehn, SBWMA Board of Directors, George Otte, Alternate SBWMA Board;
Ned Moritz and Roy Thiele-Sardiña, Finance Advisory Group; Fran Dehn and Roy Thiele-
Sardiña, Recycled Water Advisory Group.
3. Communications from the Public: None.
4. Public Hearing: Consideration of Proposed Solid Waste/Recycling Collection Rates
for the Year
Motion to Open: Moritz 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: District Manager Ramirez gave a brief presentation on the final rate study.
Motion to Close: Moritz 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
5. Consideration of Resolution to Approve Solid Waste/Recycling Collection Rates
Effective January 1, 2021, and adoption of the rates for “Rates for Other Services,”
and accept the Solid Waste/Recycling Rate Study 2021
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
6. Discussion and Direction on Maintenance Building Feasibility Study
Comments: Sandy Barker of Baker Wagner Architects gave a presentation on the
feasibility study for the maintenance building. He presented 3 options to reconstruct the
building. Secretary Walker would like the District to talk with the City of Menlo Park to
discuss accessing the site through the City’s corporation yard. Director Otte requested a
better explanation on the need for such a building. President Dehn requested staff review
and include the operations building at the FERFF and provide an overview. Director Moritz
stated there is more time to plan for the building. Projects & IT Manager Kitajima stated the
next step would be for Baker Wagner Architects to conclude the study and draft a proposal
for a conceptual design. More information will be presented to the Board at a future date.
7. Consideration to Authorize District Manager to Distribute the Draft Environmental
Impact Report for the Flow Equalization & Resource Recovery Facility Levee
Improvement and the Bayfront Recycled Water Treatment Facility Project
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: Rich Laureta of Freyer & Laureta gave a presentation on the draft EIR and its
purpose. Mr. Laureta presented a project schedule. Director Moritz asked at which point
can the Board have a cost analysis for reconstructing the levee. President Dehn asked if
Holidays count towards the 45-day comment period. District Counsel Condotti clarified that
CEQA restricts the comment period not to exceed 60 days and would include weekends and
Holidays.
8. Consideration of Awarding Bid for the North Bay Road and Ringwood Avenue Sewer
Project to Precision Engineering, Inc.
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
9. Consideration to Approve the Financial Statements FY 2020-21, First Quarter Ending
9/30/2020
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
10. Consideration of Adopting the District’s Audited Financial Statements for the Year
Ended June 30, 2020
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: Sheldon Chavan with Chavan & Associates presented the audit highlights to
the Board.
11. District Manager’s Report
1) Comments: Administrative:
a. Developers in East Palo Alto have agreed to fund a flow study to see whether the
District can accommodate new development flow. District Manager and District
Counsel have drafted the agreement. Board will consider approving the agreement.
b. Continuing to work with LAFCo on a CEQA review for the Stonegate Annexation in
Portola Valley. District will require a formal application process.
c. New intern from Menlo College will begin on Monday December 7th to help with Pilot
Scanning Project.
d. Staff continues to research a PG&E Energy Efficiency Retrofit Program for the
Admin, Maintenance, and FERFF Buildings.
2) Finance:
a. Staff has been working with SVCW team on the plant’s financial plan.
b. Staff met with HF&H to discuss the ongoing Sewer Service Rate Study for 2021.
c. End of the 2019/2020 Fiscal Year audit is complete and will be presented to the
Board.
3) CIP & IT Projects:
a. Levee Improvement Project:
i. The Bayfront Environmental Impact Report Draft is complete. The Board will
be asked to authorize the District Manager to commence the 45 day comment
period planned for the middle of December 2020.
ii. Aztec, the metal storage building contractor, may begin staging at the FERFF
before Christmas 2020. Construction should be underway by January 2021.
b. Construction Capital Improvement Projects (CIP)
i. Bids for North Bay and Ringwood pipeline replacement are submitted. The
lowest bid could be awarded at the December 9, 2020 Board Meeting.
ii. The Board should discuss how to proceed with the proposed Maintenance
Building Feasibility Study update. The architect will provide the Board a report
at the December 9, 2020 Board Meeting.
iii.
4) Operations and Maintenance:
a. Large Diameter Pipe Project:
i. Crews have completed the 54 inch outfall pipeline to the Menlo Park Pump
Station. Silicon Valley Clean Water has asked for a proposal to CCTV and
Clean a 36 inch conveyance pipe.
ii. Temporary Employees budgeted at $45K is over by $30K thus far due to the
Large Diameter Project efforts.
iii. Pump Station: Willow Pump Sta. Generator failed but deployed new portable
to serve as backup power.
b. Training:
i. PACP training for new CCTV Technician Justin Kinder.
ii. COVID 19 Staff re-Training was conducted on November 16, 2020.
5) Water Quality:
a. Sharon Heights Golf and Country Club:
i. The District and Sharon Heights O&M meeting continue monthly.
ii. Operations going well. To date over 19million gallons of recycled water has
been delivered.
b. Bayfront Recycled Water Plant (BRWP):
i. Environmental Impact Report (EIR) draft will be submitted on December 9th to
the Board.
c. FOG Inspections:
i. FOG inspection will resume in the 4th quarter via ZOOM and telephone.
6) Fleet and Facilities:
a. Vehicle Maintenance:
i. Redwood City began vehicle maintenance services and has repaired 3
vehicles thus far.
ii. Working on new Service Van and should be completed by the end of
December.
7) Upcoming Events:
a. Holiday Lunch: Holiday lunch is cancelled due to COVID 19 restrictions. There will
be a Zoom event on December 16th in which employees will receive a $50 gift card in
lieu on lunch.
b. December 23, 2020 Meeting: Cancelled
c. Next Regular Board meeting: January 13, 2021
8) Misc./Action Items from Previous Meeting:
a. West Bay SSOs: Zero SSOs for November (18 months in a row w/o SSO).
b. LAH Contract: Zero SSO for November. 2 SSO in 2020. Continuing to maintain the
collection system and both Publicly Owned Pump Stations.
c. Town of Woodside Contract: Continuing to maintain High Frequency cleaning
downtown and both Publicly Owned Pump Stations.
d. Revenue: Received approximately $520,000 in Sharon Heights SRF reimbursements
from the State and approximately $14,000 for permit and sewer services fees.
12. Consent Calendar
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR
Comments: None.
A. Approval of Minutes for Special meeting November 18, 2020
B. Approval of the Financial Activity Report/Withdrawal Order Authorizing Payment of
Certain Bills and Salaries and Consideration of Other Financial Matters for
December 9, 2020
C. WBSD Operations and Maintenance Report – November 2020
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD – November 2020
E. Town of Woodside Operations and Maintenance Report for Work Performed by
WBSD – November 2020
F. Bank of the West Monthly Investment Portfolio Statements
G. Consideration of Authorizing the District Manager to Issue Class 3 Sewer Permit
No. 1132 for the Construction of Wastewater Facilities for 17 Redberry Ridge,
Portola Valley, California
13. Consideration to Authorize the District Manager to Execute Sampling Services
Agreement between West Bay Sanitary District and Silicon Valley Clean Water
Motion to Approve by: Otte 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: District Manager Ramirez reported that SVCW has been great to work with
and have agreed to conduct the District sampling for Sharon Heights Recycled Water
Treatment Plant.
14. Consideration to Authorize the District Manager to Enter Into a Sewer System
Capacity Study Pre-Funding Agreement between West Bay Sanitary District and
East Palo Alto Developers
Motion to Approve by: Walker 2nd by: Moritz Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
15. Consideration to Approve Authorizing the President and Secretary of the District
Board to Enter into a “Tuition Loan Agreement Between the West Bay Sanitary
District and Jed Beyer (Water Quality Manager).”
Motion to Approve by: Walker 2nd by: Sardina Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
16. December 9h Update Report on District Response to Corona Virus
Comments: District Manager Ramirez reported on new CAL/OSHA requirements.
17. Report and Discussion on Sharon Heights Recycled Water Plant
Comments: District Manager Ramirez reported that staff met with PG&E about the rates for
the plant. PG&E has stated that the District qualifies for a better rate potentially saving the
District approximately 25% in energy costs.
18. Discussion and Direction on Bayfront Recycled Water Treatment Facility and Status
Update
Comments: Dave Richardson of Woodward Curran gave a presentation to address the
Board’s concerns about evaluating not just new developments but existing buildings as well.
President Dehn suggested the team consider the proposed Menlo Community Center as a
user of recycled water as well.
19. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: President Dehn reported on the calendar year’s final meeting which included a
request for payment adjustment for South Bay Recycling (SBR) for two compensation
adjustments. One adjustment based on change in law in the People’s Republic of China
and one adjustment based on the Authority’s decision to close the Buyback Center. The
request for an adjustment based on change by law in the People’s Republic of China was
not approved. The request for adjustment based on the Authority’s decision to close the
Buyback Center was approved. She also reported that the resolution on SB 1383
Compliance Plan was approved. The 2021 calendar year budget was approved as was the
2021-2023 Public Education Plan.
20. Report, Discussion & Direction on Silicon Valley Clean Water (SVCW) and Discussion on
SVCW CIP Program and Financing
Comments: Director Otte reported on the change order to install a new Belmont truck line
to eliminate the Belmont pump station.
21. Closed Session
Entered closed session at 10:05 p.m. Left closed session at 10:33 p.m.
Reportable action: None.
A. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
(Cal. Govt. Code §54956.9(d))
Name of Case: 1740 Oak Avenue, LP v. West Bay Sanitary District, et al. – SMCSC
Case No. 18CIV02183
B. PUBLIC EMPLOYEE PERFORMANCE EVALUATION/CONF. WITH LABOR
NEGOTIATORS
Agency designated representatives: Board President/Legal Counsel
Unrepresented employee: District Manager
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 10:35 PM
/s/ David Walker
Secretary