Jan 13, 2016 Minutes
Published 2019-01-08 12:54:16
1902 – Serving Our Community for over 110 Years – 2016
WEST BAY SANITARY DISTRICT
MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD
WEDNESDAY, JANUARY 13, 2016 AT 5:30 P.M.
1. Call to Order
President Moritz called the meeting to order at 5:34 PM
2. Roll Call
BOARD MEMBERS PRESENT: Moritz, Dehn, Walker, Thiele-Sardiña, Kinder
BOARD MEMBERS ABSENT:
STAFF MEMBERS PRESENT: Scott, Condotti, Ramirez
Others Present: Dave Richardson – RMC Water & Environment,
Donna Weis – Weis Consulting
3. Communications from the Public: None
6. Presentation of Succession Plan
Comments: Donna Weis presented the highlights of the plan and discussed the way in which
it was developed with staff. Key elements included risk assessment, matching risks to
strategies, manager developing individual plans and organizational changes. DM Scott
discussed alternate staffing options for maintenance workers. Board consensus was to bring
back to Board in March to discuss alternate staffing criteria.
9. Report: Update & Discussion on Recycled Water Project
Comments: DM Scott presented a report on the project that included an upcoming District
presentation to City of Menlo Park City Council is set for February 9, City of Palo Alto is
meeting with Facebook to discuss recycled water for Menlo Park campus and confirming the
next District recycled water meeting will be held on January 25
10. Discussion on Project Management Services for the Recycled Water Project – Sharon
Comments: Dave Richardson discussed the topic and reviewed the project management
options with the Board recommending the prescriptive or design build options for the project.
Board consensus is to move forward with $20,000 for project management services and
present two options to Sharon Heights Golf and Country Club.
11. Consider Authorizing Staff to Begin the Design-Build Request for Qualifications/Requests
for Proposals for the West Bay Sanitary District Recycled Water Project – Sharon Heights
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
4. District Manager’s Report
1) CIP Project:
a) Belle Haven I (Eastside Triangle) is approximately 80% complete.
b) Sausal Vista pump station pipeline, phase I including PG&E conduit is installed and contractor
working on punch list items. Phase II is awarded to McGuire and Hester.
2) Affiliate Agency/Association News:
a) CWEA: January Board meeting and workshop for DM Jan 27-30.
b) CASA: Collection System of the Future meeting at CASA January 20 & 21. Board President will
represent the District in the workshop at CASA to discuss future Collection Systems from Board
c) SVCW: DM and staff working with District Counsel for revisions to JPA. District purchased $2.45M of
SVCW bonds with a possibility of further purchases up to $3M total.
3) Upcoming Events:
Board meetings: January 27. DM will be absent.
4) Misc/Action Items from Previous Meeting:
a) SSOs: 0 SSO in December. Total of 5 in 2015.
b) HomeServeUSA: Monthly report attached. More renewals than expected so far.
c) Audit: The value received from the current Audit firm has been outstanding and doubtful any better
pricing could be obtained. The Auditor has offered to extend the agreement for two years and
recommends rotating the engagement partners in order to allow for a fresh audit approach. This will
provide the District staff the continuity it desires through the audit process and provide the board and
the public the assurances given from a diverse audit approach.
d) Summary Operating Statistics: Staff is working on a completing a spreadsheet, originated by the
Board President that will provide historical data on Average cost per gallon per day of collecting and
treating the wastewater passing through the District.
5) Resource Sharing:
a) Town of Los Altos Hills: Working with Purissima Hills Water District to explore possibility of using their
hydrants. Performing 1st
round of 12 High Frequency cleaning approximately 20,000 lf.
b) Town of Woodside: Performing System wide cleaning this month.
c) Sewer Authority Mid-Coast Side: FOG program assessment; submitted draft report. They just hired
new GM and are waiting till first of the year to comment and final.
5. Consent Calendar
A. Approval of Minutes for Regular meeting December 9, 2015
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for January 13,
2016 Pg. 5B-1
C. WBSD Operations and Maintenance Report – December 2015 Pg. 5C-1
D. Town of Los Altos Hills Operations and Maintenance Report for Worked Performed by
WBSD – December 2015 Pg. 5D-1
E. Consider to Ratify and Approve Report on District’s Investment Portfolio Including the
Transactions of Assets Described Therein as of 12-31-15
Motion by: Walker 2nd
by: Thiele-Sardiña Vote: AYE: 5 NAY: 0 Abstain: 0
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR
7. Consideration of Establishing February 10, 2016 as the Date of Public Hearing to Consider
a General Regulation Amending the Code of General Regulations for Board Member
Motion by: Kinder 2nd
by: Thiele-Sardiña Vote: AYE: 5 NAY: 0 Abstain: 0
8. Consideration to Adopt a Regulation Amending the Code of General Regulations – Time of
District Board Meetings
Motion by: Dehn 2nd
by: Kinder Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: Board consensus was to change the start time of the meetings to 7pm effective
January 27, 2016.
12. Report & Discussion on Silicon Valley Clean Water (SVCW)
Comments: President Moritz discussed the upcoming Commission meeting and the item on
the financial plan in which he will ask for a forecast of revenue needs to help the District with
rate studies and increases and a list of projects in priority order.
14. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: Secretary Dehn reported that Executive Director of SBWMA Kevin McCarthy has
resigned effective December 31 and they are now looking for Interim Director and forming a
committee to search for the new Executive Director. She would like to add discussion on
SBWMA for January 27th
meeting. DM Scott let the Board know he will not be at meeting of
13. Closed Session – WBSD
A. PUBLIC EMPLOYEE PERFORMANCE EVALUATION/CONF. WITH LABOR
Agency designated representatives: Board President/Legal Counsel
Unrepresented employee: District Manager
Entered closed session at 8:35 p.m. Left closed session at 8:47 p.m.
Reportable action: None
15. Adjournment Time: The meeting was adjourned at 8:51 p.m.
/s/ Fran Dehn
Secretary of the District Board