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July 26, 2017 Minutes

Published 2019-01-14 10:15:03

1902 – Serving Our Community for over 110 Years – 2017
WEDNESDAY, JULY 26, 2017 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, Thiele-Sardiña, Walker, Dehn, Otte,
Others Present: Jim Lewis, Marguerite Brown, Tom Kenny
3. Communications from the Public: None
4. Discussion and Hearing regarding Claim for 816 Laurel Avenue
Comments: Ms. Brown addressed the board to discuss her claim request to reimburse her
for $300.00 in plumbing costs at her residence at 816 Laurel Ave. She stated that she
believes her pipe blockage was due to District mainline cleaning. Ms. Brown submitted a
written statement to be included in the minutes. The Board took no action on this item.
5. Consider Discussion and Direction on Video Recording and/or Broadcasting of District
Board Meetings
Comments: Mr. Lewis presented to the Board his reasons that he believes broadcasting
Board meetings would be a benefit to the public. Mr. Lewis stated a public need and the need for
transparency as reasons. Mr. Lewis submitted his written statement to be included in the
minutes. President Moritz outlined specific items in which the District makes efforts to be
transparent which include the website, the Almanac News annual newsletter and rate change
mailers. He also expressed concern with the costs of broadcasting meetings and the need for
additional staff time. Board consensus was not to broadcast meetings.
6. District Manager’s Report
1) CIP Project:
a) Belle Haven II is approximately 85% complete.
b) Sharon Road change order project currently underway.
2) Affiliate Agency/Association News:
a) County: Discussions are progressing with the County regarding transfer of Solid
Waste Franchise. Next meeting scheduled for Aug 3 on RFP for study.
3) Upcoming Events:
a) August 16 Block Party. District Staff will be participating.
b) The District is sponsoring Menlo Movie Series this summer.
4) Misc./Action Items from Previous Meeting:
a) SSOs: 3 SSO’s in 2017. 0 in June.
b) Next Board meeting on August 23 and September 13
c) DM Scott outlined a recent court ruling that states employees in lieu of pay
must be calculated in over-time pay. A report being prepared by District
Counsel will outline specifics on ruling and how it will affect the District.
5) Resource Sharing:
a) Town of Los Altos Hills: 1 SSO in 2016. 3 SSO in 2017. 1 caused by City of
Palo Alto and 1 caused by Contractor.
b) Town of Woodside: 0 SSO’s in 2016. 1 pump station SSO in 2017 (Pump
station maintenance performed by others). They have agreed to renew the maintenance
7. Consent Calendar
A. Approval of Minutes for Regular meeting June 28, 2017
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for July 26,
C. WBSD Operations and Maintenance Report – June 2017
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD – June 2017
E. Consider to Ratify and Approve Report on District’s Investment Portfolio Including the
Transactions of Assets Described Therein as of 6-30-17
F. Consideration of Resolution Consenting to Annexation of Territory to the West Bay Sanitary
District by the San Mateo County Local Agency Formation Commission – 109 Santa Maria
Avenue, Portola Valley (076-236-010)
G. Consideration of the District Manager’s Issuance of the Class 3 Permit for the Offsite
Improvements on Oak Grove and Garwood Way Required for the Development Project at
1300 El Camino Real, Menlo Park, CA
H. Consideration of Authorizing the District Manager to Issue Class 3 Sewer Permit No. 1070
for the Construction of Gravity Sewer Connection and Main Line Extension for 777 Sharon
Park Drive, Menlo Park, California Pg.
I. Consideration of Approving Contract Change Order No. 2 to Ranger Pipelines, Inc. for
the Belle Haven II Sewer Rehabilitation Capital Improvement Project in Menlo Park, CA
Motion by: Walker 2nd
by: Thiele-Sardiña Vote: AYE: NAY: Abstain:
Comments: None
8. Consider Adoption Of Resolution Approving Amendment No.3 To The Maintenance
Services Agreement Between West Bay Sanitary District And The Town Of Woodside For
Sanitary Sewer Maintenance Services for The Town of Woodside And Authorize The District
Manager To Execute the Amended Agreement On Behalf Of The District
Motion by: Otte 2nd
by: Dehn Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: DM Scott outlined the continuation of the agreement which includes an optional
task of pump station maintenance which could be included as an additional amendment. The
agreement would not exceed $42,492.00.
9. Consideration to Approve Authorizing the District Manager to Execute Amendment #6 to the
Professional Services Agreement Dated February 6, 2015, with RMC Water and Environment
for USBR Grant Application for the Recycled Water Project – Sharon Heights in the Amount of
Motion by: Thiele-Sardiña 2nd
by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: DM Scott discussed Amendment #6 and the reason for the USBR grant
application to possibly receive Federal grant money for the Recycled Water Project – Sharon
Heights. District Counsel Condotti stated that the $21,536.00 cost will be reimbursed by
Sharon Heights Golf and Country Club.
10. Consideration to Approve Authorizing WaterSmart Title XVI Water Recycling Projects
Under the WIIN Act and Authorizing the District Manager to Execute a Grant Agreement
with the U.S. Department of the Interior, Bureau of Reclamation, Mid-Pacific Region for
WIIN Act Grant Funding
Motion by: Dehn 2nd
by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: DM Scott reported that the District is eligible to receive part of Federal grant
money for the Recycled Water Project – Sharon Heights but there is no guarantee of receiving
11. Discussion and Direction on Recycled Water Project and on Negotiations with Sharon
Heights Golf Course on Long-Term Agreement
Comments: DM Scott reported that the State of California has approved the issuance of the
project’s RFP and the District will issue the RFP on July 31. DM Scott discussed the pros and
cons of a 5% vs. 10% retention for the project. 10% retention may be used for complex
projects such as this project. Treasurer Walker stated he is in favor of 10% retention. DM
Scott reported that discussion on the retention issue has been completed with project manager
RMC Water and Environment and they believe 5% retention is sufficient as stated in the RFP.
DC Condotti stated that since changing the project’s retention to 10% would take a Board
action at a future meeting it would not be appropriate to do it after the RFP since 5% is outlined
in the RFP. Board consensus was to keep the 5% retention as listed in the RFP.
12. Report & Discussion on South Bayside Waste Management Authority (SBWMA) and
Negotiations for Franchise Agreement Extension
Comments: Director Dehn reported there will be no meeting in July.
13. Report & Discussion on Silicon Valley Clean Water (SVCW) and Discussion on SVCW CIP
Comments: None
14. Closed Session
(Cal. Govt. Code §54956.9(d)(2))
Claim of M. Brown (816 Laurel Ave., Menlo Park)
(Cal. Govt. Code §54957.6)
District’s designated representative: District Manager
Employee Organization: Teamsters, Local 350
Position being discussed: Field Supervisor Step Increase
(Cal. Govt. Code
Agency Designated Representative: District Manager
Unrepresented Employees: Exempt Employees
Entered closed session at 8:19 p.m. Left closed session at 8:46 p.m.
Reportable action: The Board approved Field Supervisor Ruperto Sandoval step increase to
Step E.
15. Discussion and Direction on Metal Storage Building at Flow Equalization Facility
Comments: DM Scott reported on an ongoing weed abatement issue at the facility. He
reported a vendor has proposed weed abatement services, lease of property for storage of
equipment and building a metal storage building at cost. DC Condotti believes the project is
possible but explained that further research on the issue needs to be done by his office. Director
Dehn asked whether the SVCW lease agreement will not be affected prior to finalizing another
lease agreement. DM Scott assured her that it would not. SVCW only leases pond 1 and pond
2 in emergencies. The other ½ of FEF is completely under the District’s control including
ingress/egress to the FEF. DC Condotti requested bullet points of the key deal terms for his
analysis of the project. The Board provided direction to proceed and do further research on the
16. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: Director Otte inquired about the status of District consolidation with San Mateo
County sanitary districts. DM Scott reported a meeting has been scheduled to continue
discussions with the County on the issue and an RFP proposal has been received for a
consolidation study and a proposal for a cost assessment for solid waste.
Director Dehn requested information on a service call on Forest Lane approximately 30 days
ago. DM Scott stated he will follow up with Director Dehn with the information.
17. Adjournment Time: The meeting was adjourned at 9:04 PM
/s/ Roy Thiele-Sardiña