Visit Our Newly Redesigned Website. | Click Here

Call Us First!

(650) 321-0384

If you have a sewer emergency or sewer related problem, please Call Us First, day or night at (650) 321-0384. Our reporting line is open 24/7. Thank you! 

Feb 14, 2018 Minutes

Published 2019-01-14 10:43:05

1902 – Serving Our Community for over 110 Years – 2018
WEST BAY SANITARY DISTRICT
MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD
WEDNESDAY, FEBRURY 14, 2018 AT 7:00 P.M.
1. Call to Order
President pro tem Dehn called the meeting to order at 7:00 PM
2. Roll Call
BOARD MEMBERS PRESENT: Walker, Dehn, Otte
BOARD MEMBERS ABSENT: Moritz, Thiele-Sardiña
STAFF MEMBERS PRESENT: Scott, Gallogly, Kitajima
Others Present: Rich Laureta – Freyer & Laureta
3. Communications from the Public: None
4. Public Hearing – Annexing Certain Territory Within the West Bay Sanitary
District’s On-Site Wastewater Disposal Zone – Lands of Choi (191 Meadowood
Drive, Portola Valley)
Motion to open: Walker 2nd
by: Otte Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: None
Motion to close: Walker 2nd
by: Otte Vote: AYE: 3 NAY: 0 Abstain: 0
5. 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 Choi (191 Meadowood Drive, Portola
Valley)
Motion by: Walker 2nd
by: Otte Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: None
8. Consider Accepting the “ West Bay Sanitary District Flow Equalization Facility
Levee Improvements Constraints Technical Memorandum” Dated January 2018
by Freyer & Laureta
Motion by: Walker 2nd
by: Otte Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: DM Scott outlined the TM which discussed four project alternatives.
1) Place fill on the existing levees surrounding the site to raise the leaves to an elevation
above the FEMA flood zone and to account for sea level rise.
2) Reconstruct the levees surrounding the site to an elevation above the FEMA flood zone
and to account for sea level rise.
3) Raise an interior portion of the facility with placement of fill to an elevation above the
FEMA flood zone and to account for sea level rise.
4) Install sheet piles around the entire facility to an elevation above the FEMA flood zone
and to account for sea level rise.
Board consensus was to proceed with alternative 4 which would take approximately 6
months/2 seasons to complete at an anticipated cost $3.1M.
9. Consider Authorizing the District Manager to Execute a Cost Sharing Agreement
with the Town of Atherton for the Relocation of Sewer Main in the Town Center
Area Along Dinkelspeil Lane
Motion by: Otte 2nd
by: Walker Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: DM Scott outlined the cost sharing agreement between the two agencies for the
relocation of the sewer main for the Town Center area along Dinkelspeil Lane. He reported the
District’s 10-year CIP plan had identified these sewer mains for rehabilitation or replacement in
the next 3 years. The acceleration of the District’s CIP project to replace the sewer main in the
area of the Town Center would eliminate the potential additional costs of construction due to
the surface improvements and disruption to the new Town Center. Funds for this project would
be allocated from the Capital Asset Fund.
6. District Manager’s Report
Comments:
1. CIP Project:
a) Belle Haven II is approximately 99% complete.
b) El Camino Real sewer main accidentally filled with concrete. District staff performed 60 foot of
replacement of sewer main with night work over the last two weeks.
2. Affiliate Agency/Association News:
a) County: District and County have agreed to share the cost of an analysis of impacts and
challenges to transferring the Solid Waste Franchise to the County. Should be complete in 3
months.
b) SBWMA: position of Senior Finance Manager is now vacant
c) City of Half Moon Bay: The City of HMB issued an RFP for Collection System Maintenance
since the Regional Water Board fines for Sewer Authority Mid-Coastside. The District
Manager and staff considered preparing a proposal. Due to manpower shortages, lack of
senior level personnel, and the remoteness of the service location, staff concluded that the
District is not in an optimal position to provide these services at this time.
d) CWEA: Annual Conference in Sacramento April 17-20. Several staff will attend as volunteers
and potential award winners.
e) SVCW: Bonds documents should arrive February 15 for signature. Actual cost 3.43% vs
3.24%.
3. Upcoming Events:
a) Board meetings: February 28, March 14 and March 28. April 25 sewer service charge rate
public hearing.
b) Finance Committee met on February 5 to discuss Investment Portfolio, banking options, and a
debt management policy as well as strategies for the $13M allocable to the District for the
SVCW CIP projects due in Q2 of 2019. The Committee will report out at the February 28th
Board meeting.
c) District has been invited to participate in Poster Session March 30 and present paper on
SHGCC recycled water project at WateReuse conf in Monterey.
4) Misc./Action Items from Previous Meeting:
a) SSOs: 5 SSO’s in 2017.
b) Recruitment: Second round interviews for Source Control Inspector took place last week and
#1 ranked candidate declined the position. A hiring decision is pending. Projects & Engineering
Technician interviews also took place last week. Applications received are in the single digits
reflecting tight labor market in the Bay Area. Recruitment announcements have been placed
for Field Supervisor.
c) Succession Plan: Staff is working with Donna Wies Consulting to update our 2015
succession plan to document the steps implemented and to explore possible solutions to
recruitment challenges.
d) On Site Treatment Systems: District received 2 proposals for On Site Permitting Project for
the anticipated Facebook Blackwater On Site treatment system. Selected consultant will assist
the District is establishing discharge limits and developing a permitting program for such
systems.
e) RFP for Audit Services: RFP is out.
5) Resource Sharing:
a) Town of Los Altos Hills: 3 SSO in 2017. 1 caused by Contractor. 0 SSO in 2018. DM
exploring options for consolidation.
b) Town of Woodside: 0 SSO’s in 2016. 1 pump station SSO in 2017. 0 SSO’s in 2018. The
District has commenced to provide pump station maintenance. District is assisting TOW with
information for their current rate study to include a sinking fund to replace pump station and
CIP plan to replace 1.5% of system annually.
7. Consent Calendar
A. Approval of Minutes for Regular meeting January 24, 2018
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for February 14,
2018
C. WBSD Operations and Maintenance Report – January 2018
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD – January 2018
E. Consideration of Resolution Consenting to Annexation of Territory to the West Bay
Sanitary District by the San Mateo County Local Agency Formation Commission – 191
Meadowood Drive, Portola Valley (077-211-050), Lands of Choi
F. Consideration of Authorizing the District Manager to Issue the Class 3 Permit for the
Sewer Relocation Required for the Development Project at 550 El Camino Real, Menlo
Park, CA Pg.
Motion by: Walker 2nd
by: Otte Vote: AYE: 3 NAY: 0 Abstain: 0
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR
Comments: None
10. Consider Approval of Procedures for Swearing In of Board Members and
Installation of Officers
Motion by: Walker 2nd
by: Otte Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: DM Scott outlined the proposed changes in the Board General Rules which detail
swearing in of Board Members and installation of officers. The complete Board Rules will
come back for approval in March.
11. Consideration of Establishing March 14, 2018 as the Date of Public Hearing to
Consider a General Regulation Amending the Code of General Regulations for
Board Member Compensation
Motion by: Walker 2nd
by: Otte Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: DM Scott explained the Board has not received a pay increase in two years. By
law it is allowed 5% per year or +5% Yr 1 = $217.63, plus 5% Yr 2 = $228.51. Treasurer
Walker suggested a smaller increase but would like a small rate survey conducted before the
March 14 public hearing.
12. Discussion and Direction on Recycled Water Projects – Sharon Heights & Bayfront,
Including Project Status
Comments: DM Scott reported that the District is waiting on a letter of authorization from
Sharon Heights Golf and Country Club on the project. Once that is received the letter of award
and notice to proceed to be issued.
13. Report & Discussion on South Bayside Waste Management Authority (SBWMA) and
Negotiations for Restated Franchise Agreement
Comments: Secretary Dehn reported that the February 22 Board meeting was cancelled and
that the next meeting is schedule to be held on March 22.
14. Report & Discussion on Silicon Valley Clean Water (SVCW) and Discussion on SVCW CIP
Program and Financing
Comments: None
15. Closed Session
A. CONFERENCE WITH LABOR NEGOTIATORS
(Pursuant to Cal. Govt. Code §54957.6)
Agency designated representatives: District Manager, Legal Counsel
Employee Organization: Teamsters Local 350
B. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Cal. Govt. Code §54956.9(d)(2)
Number of potential cases: Two
Entered closed session at 9:07 p.m. Left closed session at 9:29 p.m.
Reportable action: Motion to authorize DM to advance Pump Station Tech from Step C to
Step E in salary range (5%) due to annual evaluation.
Motion by: Otte 2nd
by: Walker Vote: AYE: 3 NAY: 0 Abstain: 0
16. Consideration to Approve the Resolution Establishing the Personnel Policies – Dress
Code
Motion by: Walker 2nd
by: Otte Vote: AYE: 3 NAY: 0 Abstain: 0
Comments: DM Scott outlined to new revisions to the dress code regarding tattoos and
piercings.
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 9:34 PM
/s/ Fran Dehn
Secretary