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Oct 11, 2017 Minutes

Published 2019-01-14 10:24:27

1902 – Serving Our Community for over 110 Years – 2017
WEDNESDAY, OCTOBER 11, 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 (arrived 8pm)
STAFF MEMBERS PRESENT: Scott, Hall (for Condotti), Kitajima
Others Present: Matt Anderson and Teresa Herrera – SVCW, Marva Sheehan – HF&F ,
Marinus Lamprecht – Facebook
3. Communications from the Public: None
4. Consideration of Setting a Public Hearing Date for December 13, 2017 to Review
Proposed Refuse Collection Rates for the Year 2018 and Providing Staff Direction
by Minute Order Regarding the Collection Rate Adjustment for 2018 and the
Mailing of the Proposition 218 Notice for a Public Hearing
Motion by: Dehn 2nd
by: Thiele-Sardiña Vote: AYE: 4 NAY: 0 Abstain: 0
Comments: Ms. Sheehan from HF&H proposed a second option for the garbage and
recyclables pick up rates for residential and commercial properties starting January 2018. The
Boards goal is twofold, to set the rates for residential and commercial cans at a level equal to
the cost of service and to adjust the commercial bin rates so that they are paying no more than
their fair share. This is year two of what will be a multi-year transition to meet the District’s
goal. This new option presented makes the 32, 64, and 96 gallon can rates the same for both
residential and commercial customers. The Board preferred this option and the proposed rates
for the public hearing and the 218 notice was directed to be $35 – 20 gal, $44 – 32 gal, $72 –
64 gal, and $105 – 96 gal. This is an adjustment of getting the residential and commercial bins
at the same rate, while simultaneously dropping the commercial bins by 5% and raising the
20/32 gallon bins. The District will no longer be offering the 20 gallon bin to new customers,
and the Board directed staff to include that information in the 218 notice.
5. Discussion and Presentation for Treatment Plant and Conveyance System CIP
Comments: At the September 27 meeting, the Board had asked SVCW for a calendar of
consumption of the bonds against a calendar of debt. Mr. Anderson presented the CIP
Financing timeline in 2 stages: planning and actual construction. In the fall of 2018 SVCW will
enter negotiations with 2 contractors for conveyance system and headworks construction.
SVCW wants to give them full assurance that the project is fully funded and has the backing of
the members. Director Dehn asked when does the funding need to be in place, quarter 2 or
quarter 3 of 2018. Mr. Anderson presented the breakdown of the cumulative expenditures of
funding from start of project (March 2017) to the projected end of project (June 2020). Mr.
Anderson presented three funding scenarios; Belmont will be contributing 17 million from their
own proceeds, which leaves the other three member agencies with a need of $162 million net.
The first option would be the base case; issue everything ($162M) in January 2018. The
second option is finance 50% ($81M) in January 2018 and then another 50% ($81M) in
January 2019. Third option is finance 72% ($117M) January 2018, and 28% ($45M) in April
2019. The second scenario results in a savings of $1.1 million in NPV savings. The Board
concluded to direct Commissioner Otte to vote for option #2, the 50% in 2018 and 50% in 2019
option.DM Scott encouraged the Board to review the Districts investment portfolio, to see how
the purchase of these bonds have performed.
6. Public Hearing – Annexing Certain Territory Within the West Bay Sanitary
District’s On-Site Wastewater Disposal Zone – Lands of TJB Investments, LLC
(185 Shawnee Pass, Portola Valley)
Motion to open by: Dehn 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None
Motion to close by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
7. Consideration of Adopting Resolution Ordering Annexation of Certain Parcels in
the Territory of West Bay Sanitary District to the West Bay Sanitary District’s On-
Site Wastewater Disposal Zone Including Certain Determinations, Findings and
Declarations of the District Board – Lands of TJB Investments, LLC (185 Shawnee
Pass, Portola Valley)
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None
8. Discussion and Direction on On-Site Wastewater Treatment Facilities
Comments: Facebook is requesting permission to get started with a conditional class 3 permit
to allow them to start building their black water on-site wastewater treatment facility, so they
can get started with the construction of installing the tanks and pipes. During the time of
construction the District will need to consult with the recycled water consultants, rate
consultant, and legal counsel to potentially develop a feasible discharge permit and to
determine if the onsite system must be operated within an onsite wastewater disposal zone.
9. Consideration of Authorizing the District Manager to File a Notice of Determination and
Issue Conditional Class 3 Sewer Permit for the Construction of Wastewater Facilities for
Facebook’s MPK 21 & 22 Buildings, 1 Facebook Way, Menlo Park, California
Motion by: Dehn 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: The conditions of the Class 3 permit are: There is no guarantee of an
issuance of a discharge permit, it requires a $100,000 deposit, and Facebook must install a
manifold to accept regional recycled water for the future.
10. District Manager’s Report
1) CIP Project:
a) Belle Haven II is approximately 94% complete.
b) Sharon Road work is 95% complete. Paving scheduled for weekend of Oct. 14 and 15.
2) Affiliate Agency/Association News:
a) County: Discussions are progressing with the County regarding transfer of Solid Waste
Franchise. County will participate in the consultant fee to analyze the Solid Waste
Franchise transfer cost and process.
b) City of Menlo Park: DM meeting w Director of Public Works to collaborate on the dirt
hauling project at FERRF and discuss the sewer main break by water district. Wants a
FERRF sign.
c) City of Redwood City: RMC and District Staff met with Staff from Redwood City
regarding their recycled water project and the District’s Bayfront Recycled Water Facility
Feasibility Study. DM will provide further details in the Recycled Water update agenda
3) Upcoming Events:
a) October 28 – Facebook Halloween Festival
b) Dec 14 Christmas luncheon
4) Misc./Action Items from Previous Meeting:
a) SSOs: 5 SSO’s in 2017.
b) Recycled Water: RFP for Sharon Height project received on Oct. 4 and proposal
interviews are scheduled for Oct. 9.
c) Recruitment: Currently recruiting for Maintenance Worker, Operations Supervisor and
Projects & Engineering Technician. Temporary office help will be required due to
anticipated maternity leave.
5) Resource Sharing:
a) Town of Los Altos Hills: 1 SSO in 2016. 2 SSO in 2017. 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). Collection System Maintenance agreement has
been renewed. Town has asked District to provide pump station maintenance by
amendment to the agreement beginning in October. An agenda item is included to
address this amendment.
11. Consent Calendar
A. Approval of Minutes for Regular meeting September 27, 2017
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for October 11, 2017
C. WBSD Operations and Maintenance Report – September 2017 Pg. 11C-1
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD – September 2017
E. Consideration of Resolution Consenting to Annexation of Territory to the West Bay
Sanitary District by the San Mateo County Local Agency Formation Commission – 185
Shawnee Pass, Portola Valley (077-290-010), Lands of TJB Investments, LLC
F. Consideration of Accepting Sewer Facilities Constructed Pursuant to Class 3 Sewer
Permit No. 1047 for the Construction of Wastewater Facilities for 612 College Ave.,
Menlo Park
G. Consideration of Approving Contract Change Order No. 4 to Ranger Pipelines, Inc. for
the Belle Haven II Sewer Rehabilitation Capital Improvement Project in Menlo Park, CA
Motion by: Thiele-Sardiña 2nd
by: Otte Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: As amended page 11 A-3
12. Consider Adoption Of Resolution Approving Amendment No. 4 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: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None
13. Consideration to Accept the Performance Merit Pay Program Results Oct. 1, 2016 to Sept.
30, 2017 and Authorize the District Manager to Disburse the Final Payout
Motion by: Otte 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: Staff presented the Board with 3 options for the PMP payout, based on whether
any exceptions would be granted to having SSO’s by others count against the performance
measures: Option 1 – “No Exceptions” Payout to be based on 84.85% or $4242.50 per FTE.
Option 2 – “One SSO Exception” Payout to be based on 91.65% or $4582.50 per FTE. Option
3 – “Two SSO Exceptions” Payout to be based on 98.25% or $4912.50 per FTE. The Board
ultimately chose option 3.
14. Consideration of Adopting Resolution Honoring the Service of Richard Kinder to the
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None.
15. Discussion and Direction on Recycled Water Projects – Sharon Heights & Bayfront
Comments: 3 Design/Build (DB) Proposals received October 4. Held RFP
Interviews/Presentations October 9. Commencing Negotiations with highest ranked team.
Proposed DB costs significantly higher than estimated in Dec 2015. Lot Line Adjustment work
was reported as conditionally approved by City of Menlo Park Planning.
16. Report & Discussion on South Bayside Waste Management Authority (SBWMA) and
Negotiations for Restated Franchise Agreement
Comments: Met with Recology and drafted franchise agreement changes. Have legal review
proposed changes. No October meeting will meet in November. Annual audit is beginning now.
Curbside collection of household hazardous waste and batteries is being discontinued in
January 2018.
17. Report & Discussion on Silicon Valley Clean Water (SVCW) and Discussion on SVCW CIP
Comments: October 5 meeting approved Phase 1 of gravity pipeline project.
18. Closed Session
(Cal. Govt. Code §54956.9(d)(2))
Claim of Jacobs (25528 Hidden Springs Court, Los Altos Hills)
Significant exposure to litigation pursuant to Cal. Govt. Code §54956.9(d)(2): 1
Entered closed session at 9:09 p.m. Left closed session at 9:23 p.m.
Reportable action: None
19. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: None
20. Adjournment Time: The meeting was adjourned at 9:24 PM
/s/ Fran Dehn
Secretary (pro-tem)