July 17, 2019 Minutes
Published 2019-08-15 15:15:35
1902 – Serving Our Community for over 110 Years – 2019
WEST BAY SANITARY DISTRICT
MINUTES OF THE SPECIAL MEETING OF THE DISTRICT BOARD
WEDNESDAY, JULY 17, 2019 AT 7:00 P.M.
1. Call to Order
President Dehn called the meeting to order at 7:02 PM
Roll Call
BOARD MEMBERS PRESENT: Dehn, Otte, Thiele-Sardiña, Walker
BOARD MEMBERS ABSENT: Moritz
STAFF MEMBERS PRESENT: Ramirez, Hall, Kitajima
Others Present: Austrus Rungis – IEDA
2. Communications from the Public: None
3. Public Hearing: Consideration of Resolution Confirming Report on Sewer Service
Charges for West Bay Sanitary District for the Fiscal Year 2019/2020
Motion to open by: Walker 2nd by: Thiele-Sardiña Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: DM Scott reported that Staff has worked very hard to audit water meter data and
flow monitors for billing and now have a shortfall of only $440K. However the DM and Finance
Manager were recently made aware that the District only needs to attribute one-month accrual
to the 2009 SVCW bonds, as they are now fully redeemed, and therefore now have $751k of
funds available over budget.
Motion to close by: Otte 2nd by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
4. Consideration of Resolution Confirming Report on Sewer Service Charges for West Bay
Sanitary District for the Fiscal Year 2019/2020
Comments: Motion to approve resolution with correction of punctuation in total dollar amount
to read $1,177.00.
Motion to Approve by: Thiele-Sardiña 2nd by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
5. District Manager’s Report
Comments:
1) CIP Project:
a. Belle Haven III: CIP construction began July 23. 98% complete. Started Winchester
easement and working on punch list item.
b. FERRF Metal Storage Building Update: Modified design to accommodate for soils
report. Submitted to City.
c. FERRF Levee Project: Attended meeting with Army Corp and Regional Board to
discuss FERRF Levee Improvement Project and Bayfront Recycled Water Treatment
Facility Project and a combined EIR. Discussed sheet piling along the Flood Slough and
enhancing the West Slough habitat with a Living Shoreline concept to protect the site
from King Tides and Sea Level Rise. Submitted additional information as requested to
supplement our application for IRWM grant for a combined project with the Bayfront
Recycled Water project.
2) Affiliate Agency/Association News:
a. Facebook ORTP: A draft provisional Discharge permit has been written and is being
reviewed for Facebook for their Onsite Reuse Treatment Plant. Cannot issue the
provisional permit until the State has fully permitted operation of the plant.
b. CWEA: Three employees recently have become CWEA certified.
c. Safety Center: Source Control Inspector Sandoval has received his Safety Center
Certificate.
3) Upcoming Events:
a. Board meetings: July 17 and August 14. Retirement luncheon on July 18. Goals
meeting on August 15
b. Union Negotiations: Presenting MOU for approval July 17.
4) Misc./Action Items from Previous Meeting:
a. SSOs: One SSO for June. 2019 Total = 4.
b. 10 Coyote Hill, PV: Geotech firm through F&L Engineering performed soil boring March
29th, to help determine cause of erosion on hillside within District easement, document
and develop engineering plan for remediation. Reviewing soils report and
recommendations.
6. Consent Calendar
A. Approval of Minutes for Regular meeting June 26, 2019
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for July 17,
2019
C. Consider to Ratify and Approve Report on District’s Investment Portfolio Including the
Transactions of Assets Described Therein as of 6/30/19
D. WBSD Operations and Maintenance Report – June 2019
E. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by WBSD
– June 2019
F. Consideration of a Resolution of Intention to Annex Certain Territory (30 Holden Court) to
the West Bay Sanitary District On-Site Wastewater Disposal Zone and to Establish the Date
and Time of Public Hearing
Motion to Approve by: Walker 2nd by: Thiele-Sardiña Vote: AYE: 4 NAY: 0
Abstain: 0
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR
Comments: None.
7. Consider Approval of Resolution to Authorize the District Manager to Execute an Operations
& Maintenance Agreement with State of California Through the Department of Transportation
(Caltrans) for the Recycled Water Pipeline Within the State Right of Way
Motion to Approve by: Thiele-Sardiña 2nd by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: DM Scott outlined the agreement to the Board which will allow the District to use
the Caltrans right of way at Sand Hill Road for the recycled water project and reduce the need
for road closure on Sand Hill Road.
8. Consideration of Authorizing District Manager to Enter into an Agreement for Adjustment
of Sanitary Sewer Manholes with the City of Menlo Park for the 2019 Street Resurfacing
Project
Motion to Approve by: Walker 2nd by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: DM Scott outlined the agreement and stated the budget for the project of as July
17, 2019 is now $77K.
9. Discussion and Direction on Recycled Water Projects – Sharon Heights & Bayfront,
Including Project Status
Comments: DM Scott presented aerial drone footage of the construction on the recycled
water treatment plant at Sharon Heights Golf Course. He reported that a request to the State of
California for a $1.7M reimbursement on the Sharon Heights project has been submitted in July.
10. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: President Dehn reported that the update and review of the 2022 and 2024 long
range plan has been tabled for the next meeting in September. She reported on the approval of
the amendment of the re-stated franchise agreement and the approved design engineering for
phase 1 of the MRF Upgrade Project.
11. Report, Discussion & Direction on Silicon Valley Clean Water (SVCW) and Discussion on
SVCW CIP Program and Financing
Comments: Secretary Otte reported on approval of WIFA loan and on the signed contract in
the amount of $218M with a rate of 2.40%. He also reported that the Clean Water Grant of
$169M at at 1.30% rate is in process and projects a savings of approximately $62M. He also
presented photos of the large boring machine that SVCW will use for the CIP.
12. Closed Session
A. CONFERENCE WITH LABOR NEGOTIATORS
(Pursuant to Cal. Govt. Code §54957.6)Agency designated representatives: District
Manager, Legal Counsel, IEDA;
Employee Organization: Exempt Employees, Unrepresented Employees, & Teamsters Local
350
B. 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
Entered closed session at 8:05 p.m. Left closed session at 8:57 p.m.
Reportable action: None
13. Consideration to Approve and Adopt the Memorandum of Understanding Between West
Bay Sanitary District and the Sanitary Truck Drivers and Helpers International
Brotherhood of Teamsters, Local 350 and Authorize the President of the District Board
to Execute the Memorandum of Understanding
Motion to Approve by: Thiele-Sardiña 2nd by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: None.
14. Consider Adoption of Resolution Establishing Rates of Pay and Related Compensation
Provisions
Motion to Approve by: Thiele-Sardiña 2nd by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: Motion to approve as amended for item 8 in the resolution to read: The District
will provide matching contributions for unrepresented employees at a one (1) to 0.75 ratio to a
maximum of 3% of salary. I.E. If an employee contributes 4% of their salary to a 457 Deferred
Compensation plan the District will contribute 3% of salary equivalent to the employee’s 457
Deferred Compensation plan.
15. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: Upcoming items to include discussion on recycled water for irrigation at District
headquarters, DM compensation and report on investment portfolio strategy.
16. Adjournment Time: The meeting was adjourned at 8:47 PM
/s/ George Otte
Secretary