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May 25, 2022 Minutes

Published 2022-06-20 10:56:52

1902 – Serving Our Community for 120 Years – 2022
WEDNESDAY, MAY 25, 2022 AT 7:00 P.M.
1. Call to Order
President Dehn called the meeting to order at 7: 01PM
Roll Call
BOARD MEMBERS PRESENT: President Dehn, Secretary Walker,
Director Moritz, Director Otte
BOARD MEMBERS ABSENT: Treasurer Thiele-Sardiña
STAFF MEMBERS PRESENT: Ramirez, Fisher, Condotti by Zoom
Others Present: Jennifer Frasier, Chris Buja
2. Communications from the Public: Resident Chris Buja asked the Board to reconsider the
way it expands its system. He suggested a way to simplify the reimbursement agreement
process could be by the District retiring current reimbursement agreements. He explained the
District could buy them out and in the future have West Bay install systems directly. President
Dehn thanked Mr. Buja for his comments and asked if he would put them in writing to District
Manager Ramirez. Resident Jennifer Frasier supported Mr. Buja’s comments and noted that
she is connected to the system and the process for her was incredibly complicated. She
asked that the District proactively make the connection process simpler in Portola Valley.
3. Consent Calendar
Discussion/Comments: None.
A. Approval of Minutes for Special Meeting May 9, 2022
B. Approval of Minutes for Regular Meeting May 11, 2022
C. Consider Approving Resolution to Call for Elections – County of Santa Clara
D. Consider Approving Resolution to Call for Elections – County of San Mateo
E. Consider Approving Resolution Accepting Deed of Easement Pursuant to Class 3
Sewer Permit No. 1603 for the Construction of Wastewater Facilities for 25
Arapahoe Court, Portola Valley, California
F. Consider Accepting Sewer Facilities Constructed Pursuant to Class 3 Sewer
Permit No. 1603 for the Construction of Wastewater Facilities for 25
Arapahoe Court, Portola Valley, California
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
4. District Manager’s Report
Discussion/Comments: District Manager Ramirez reported the Bayfront Entrance
Improvement Project bids have been opened, but unfortunately only one bid was received.
The bid was double the engineer’s estimate. He also reported the Town of Los Altos Hills
has approved a 5-year maintenance service agreement with the District. The Board will
consider the agreement in June. He continued to report that an SSMP audit presentation to
the Board will take place in June or July. District Manager Ramirez informed the Board that
the District was awarded Best Sustainability Project for the recycled water treatment facility
by the American Public Works Association. He continued to report the LAFCo municipal
services review hearing will be held on June 15th. He also reminded the Board the next
Board meetings are scheduled for June 8th and June 22nd. The complete District Manager’s
written report is in the May 25, 2022 agenda packet.
5. Consider Authorizing District Manager to Extend the Agreement for On-Call
Engineering Staff Augmentation Services with Freyer & Laureta, Inc.
Motion to Approve by: Walker 2nd by: Moritz Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: None.
6. Consider Establishing Date and Time of Public Hearing to Consider Annual Tax
Roll Sewer Service Charge Report for Fiscal Year 2022/2023
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: Secretary Walker reviewed the draft FY 2022/2023 Sewer Service
Charge Report.
7. Report by Finance Advisory Committee
Discussion/Comments: Director Moritz reported on highlights of the meeting that included
discussion and updates on investments, a review of the financial audit proposals, and a
review of the property deductibles.
8. Consider Approving the Financial Audit Proposal by Chavan and Associates for Fiscal
Year 2021-22 to 2023-24 and Authorize the District Manager to Enter Into an Agreement for
Audit Services
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: The Board reviewed the proposals and selected the lowest bidder
Chavan and Associates to conduct the financial audits fiscal years 2021-22 to 2023-24.
9. Report and Discussion on Sharon Heights Recycled Water Plant
Discussion/Comments: District Manager Ramirez reported the 7 day average for the plant is
267,000 gallons per day (GPD) with a goal of up to 300,000 GPD. He added that flows are
still down at Oak Ave. In April 7.6 million gallons per day (MGD) were treated and 3.8 MGD
were delivered to the golf course. Some treated water went to waste because the Club’s
storage pond was full.
10. Discussion and Direction on Bayfront Recycled Water Project and Status Update
Discussion/Comments: District Manager Ramirez reported the Army Corps permitting is
underway. He continued to report the District is finalizing an interim permit for Meta’s
recycled water facility.
11. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Discussion/Comments: None.
12. Report, Discussion & Direction on Silicon Valley Clean Water (SVCW) and Discussion on
SVCW CIP Program and Financing
Discussion/Comments: Director Otte reported the Commission will begin in-person meetings
on June 13th.
13. Closed Session
Entered closed session at 8:08 p.m. Left closed session at 8:55 p.m.
(Cal. Govt. Code §54956.9(d))
Name of Case: 1740 Oak Avenue, LP v. West Bay Sanitary District, et al. –
SMCSC Case No. 18CIV02183
Agency designated representatives: Board President/Legal Counsel
Unrepresented employee: District Manager
Reportable action: General Counsel Condotti reported that Board President Dehn and he
will confer and meet with District Manager Ramirez regarding item 13B.
14. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Discussion/Comments: Upcoming items to include discussion on reimbursement
agreements and review of District retention policy.
15. Adjournment Time: The meeting was adjourned at 8:57 PM
/s/ David A. Walker