May 13, 2020 Minutes
Published 2020-10-27 14:28:19
1902 – Serving Our Community for over 110 Years – 2020
WEST BAY SANITARY DISTRICT
MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD
WEDNESDAY, MAY 13, 2020 AT 7:00 P.M.
1. Call to Order
President Dehn called the meeting to order at 7:37PM
BOARD MEMBERS PRESENT: Dehn, Walker, Thiele-Sardiña, Otte, Moritz
BOARD MEMBERS ABSENT: None
STAFF MEMBERS PRESENT: Scott, Ramirez, Kitajima. Condotti by Zoom
2. Communications from the Public: None.
6. Consider Resolution to Approve Amendment to Agreement for Engineering Design
Services from Freyer & Laureta, Inc. for the North Bay Road and North Palo Alto Project
Areas (2019 – 2020) for Additional Services and Amend the Ten Percent Contingency
Allocated for Additional Work on an As-Needed Basis
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
7. Consideration of Resolution Accepting Deed of Easements Subject to Legal Counsel Review
and Quit Claim of Unused Easements for the Recycled Water Treatment Facility at Sharon
Heights Golf & Country Club
Motion to Approve by: Otte 2nd by: Moritz Vote: AYE: 5 NAY: 0 Abstain: 0
3. District Manager’s Report
1) Comments: CIP Project:
a. Design work continuing on FERRF Levee Improvement and 2020 CIP
b. Cleaning/TVing Large Diameter lines: Crews are working on cleaning and televising
the large diameter sewer lines; finding substantial amounts of grit. 36” on Sand Hill
2) Affiliate Agency/Association News:
a. CMPK: Building permit application has been submitted for Metal Building at FERRF and
is being reviewed now by CMPK.
b. County: The County confirmed that Tax Roll payments to the District will remain on
time in spite of the relaxing of tax payment deadline. April payment has been received.
3) Upcoming Events:
a. Board meetings: Regular Board meeting May 27
b. Water Quality Supervisor: Scheduled to start on May 18.
4) Misc./Action Items from Previous Meeting:
a. SSOs: Zero SSO for April. 2020 Total = 0. 11 months in a row w/o SSO.
b. LAH: Zero SSO for April. 1 SSO in 2020.
c. SSC Rate Study: was revised to incorporate Boards suggestion to explain why capital
projects related to District buildings and vehicles were reduced in FY 20-21 Budget
4. Consent Calendar
Motion to Approve by: Thiele-Sardiña 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR
A. Approval of Minutes for Regular meeting April 22, 2020 Pg. 4A-1
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills and Salaries
and Consideration of Other Financial Matters for May 13, 2020 Pg. 4B-1
C. WBSD Operations and Maintenance Report – April 2020 Pg. 4C-1
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD April 2020 Pg. 4D-1
5. Consideration of Accepting Work by Ranger Pipelines for the Alpine Road Sanitary Sewer
Replacement Project and Authorizing the District Manager to File the Notice of Completion
Motion to Approve by: Walker 2nd by: Moritz Vote: AYE: 5 NAY: 0 Abstain: 0
8. Consideration to Accept the District’s 2019 Performance Measurement Report
Motion to Approve by: Moritz 2nd by: Thiele-Sardiña Vote: AYE: 5 NAY:0 Abstain: 0
Comments: DM Scott outlined the highlights of the report which included a vast majority of
measures rated “Satisfactory” or above. There were zero District category 1 SSOs in 2019,
newspaper articles increased to 7 in 2019 and 0% of measures rated “Unsatisfactory.”
9. Consider Resolution to Call for Elections – County of Santa Clara
Motion to Approve by: Thiele-Sardiña 2nd by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: DM Scott outlined the need for this item due to the requirement of the County of
Santa Clara for the Board to call for elections on November 3 for the three Board member
positions whose terms expire in 2020.
10. Consideration of Adopting Resolution Honoring the Service of Phil Scott to the District
Motion to Approve by: Walker 2nd by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: This item was approved with the condition that additional language will be added
into the resolution and sent to DC Condotti for review and distribution to Board Members for
11. Consider Resolution to Approve Amendment 2 to the Consultant Agreement for Recycled
Water Project Management Phase B Dated March 14, 2017
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 5 NAY: 0 Abstain:
Comments: DM Scott reported that Amendment 2 to the consultant agreement would be in the
amount of $65,842 and would be included in the SRF loan amount.
12. Consideration of Revising Electronic Board Packet Guidelines
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: DM Scott presented a plan for revised guidelines that included tablets amortized
over 24 months, $25 minimum purchase value and pricing of $700 to $1100 with 3% inflator.
13. May 13th Update on District’s Corona Virus
Comments: DM Scott reported that office hours and work from home schedules will be
transitioning back to normal. The District administrative office will re-open on a limited
schedule on Tuesdays and Thursdays.
14. Discussion and Direction on Recycled Water Projects – Sharon Heights & Bayfront,
Including Project Status
Comments: DM Scott reported that the ribbon cutting is postponed due to the COVID 19
shelter in place and no new date has been selected. Operations permits for bioassay is in
process. The on-boarding of the new Chief Plant Operator will start on May 18. For Bayfront
Recycled Water Project DM Scott is continuing discussions with City of Menlo Park and
Signature Development. Board directed DM Scott to move ahead with obtaining a proposal to
submit an SRF application for the Bayfront Recycled Water Project.
15. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: President Dehn reported that SBWMA will be moving the budget from a fiscal year
to a calendar year. This year they will approve a 6 month budget July – December and a
January – December budget thereafter and work in tandem with the creation of both the
budgets this year.
16. Report, Discussion & Direction on Silicon Valley Clean Water (SVCW) and Discussion on
SVCW CIP Program and Financing
Comments: Director Otte reported the next meeting is on Monday, May 18.
17. Closed Session
A. CONFERENCE WITH LABOR NEGOTIATORS
(Pursuant to Cal. Govt. Code §54957.6) Agency designated representatives: Board
Unrepresented Employee: District Manager
B. PUBLIC EMPLOYMENT
(Pursuant to Cal. Govt. Code §54957)
Title: District Manager Recruitment & Employment Agreement
C. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
(Subdivision (a) of Section 54956.9)
Chan, Moreno, Vestnys, Pebbles v. WBSD – San Mateo County Court Case No.
D. 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 9:02p.m. Left closed session at 9:46p.m.
Reportable action: None.
18. Consideration of Resolution Authorizing the President and Secretary of the District
Board to Enter into Employment Agreement Between the West Bay Sanitary District And
New District Manager
Motion to Approve by: Thiele-Sardiña 2nd by: Moritz Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: DC Condotti reported that the Board has engaged in an extensive statewide
recruitment process for replacement of retiring District Manager, Phil Scott. After an extensive
process the Board has made the selection of Sergio Ramirez as new District Manager as of
July 1, 2020. The Board is prepared to consider Sergio Ramirez’s employment agreement the
terms of which are set forth in a document that is available upon request under the California
Public Records Act to members of the public. DC Condotti recommends that the Board take
action on the resolution.
19. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
20. Adjournment Time: The meeting was adjourned at 9:50 PM
/s/ David Walker