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Oct 12, 2016 Minutes

Published 2019-01-14 07:40:37

1902 – Serving Our Community for over 110 Years – 2016
WEDNESDAY, OCTOBER 12, 2016 AT 7:00 P.M.
1. Call to Order
President Moritz called the meeting to order at 7:02 PM
2. Roll Call
BOARD MEMBERS PRESENT: Moritz, Dehn, Walker, Otte, Thiele-Sardiña
STAFF MEMBERS PRESENT: Ramirez, Condotti, Kitajima, DM Scott phone in for items 5 & 9.
Others Present: Marva Sheehan – HF&H
3. Communications from the Public: None
5. Discussion and Status Update on the Solid Waste/Recycling Collection Draft Rate Study
for the Year 2017
Comments: Marva Sheehan presented to the Board various rate scenarios. Board
consensus was to set public hearing date at the next Board meeting for January 11, 2017 with
proposed rate increase 20% for 20 gallon bin, 7% increase for 32 gallon bin, no increase to 64
or 94 gallons bins with a reduction of 5% for commercial customers effective April 1, 2017.
9. Report: Update & Discussion on Recycled Water Project and Update on Negotiations with
Sharon Heights Golf Course on Long-Term Agreement
Comments: DM Scott reported that negotiations include the possibility of a springing lien, as
a portion as security instead of letter of credit, on parcel 28 which is 3.6 acres and value needs
to be determined. Board consensus was to proceed with appraisal of property at District
expense to determine value.
4. District Manager’s Report
1) CIP Project:
a) Sausal Vista Phase I is complete. Phase II is 80% complete.
2) Affiliate Agency/Association News:
a) CWEA: October 21 Board meeting
b) CMPK: Working on RFP for Baylands Recycled water feasibility study.
3) Upcoming Events:
a) October 26 Board meeting
4) Misc./Action Items from Previous Meeting:
a) SSOs: 5 SSO year to date. 1 in October.
b) Claims: 775 Menlo Ave. #2, Menlo Park (sewer backup claim), 1068 Tehama Ave.
5) Resource Sharing:
a) Town of Los Altos Hills: Beginning new contract year of cleaning and TV. 1 SSO to date this
calendar year.
b) Town of Woodside: District assisting with Pump station rehabilitation planning. Performing
routine cleaning.
c) Town of Portola Valley: met with Town Manager re; ongoing communication and SVCW.
6. Consent Calendar
A. Approval of Minutes for Regular meeting September 28, 2016
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for October 12,
C. WBSD Operations and Maintenance Report – September 2016
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD – September 2016
E. Consider to Ratify and Approve Report on District’s Investment Portfolio Including the
Transactions of Assets Described Therein as of 9-30-16
F. Consideration of Resolution Consenting to Annexation of Territory to the West Bay Sanitary
District by the San Mateo County Local Agency Formation Commission – 250 Shawnee
Pass, Portola Valley (077-341-030), Lands of Keri Nicholas Trust
G. Consider Authorizing the District Manager to Approve Class 3 Permits Related to the Zayo
LLC Fiber-Optic Bore Program
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: Secretary Dehn asked to pull item 6B (minutes) in order to consult with legal
counsel if those absent at last meeting may vote on this item. DC Condotti stated they are not
disqualified from voting, the vote on minutes approves what has occurred at last meeting.
Item 6B Motion by: Thiele-Sardiña 2nd
by: Dehn Vote: AYE: 5 NAY: 0 Abstain: 0
7. Consideration of Authorizing the District Manager to Call for Bids for the Construction of
New Metal Storage Building Located at the Flow Equalization Facility
Motion by: Thiele-Sardiña 2nd
by: Dehn Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: None
8. Consideration to Accept the Performance Merit Pay Program Results Oct. 1, 2015 to Sept. 30,
2016 and Authorize the District Manager to Disburse the Final Payout
Motion by: Dehn 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: President Moritz outlined the results of the program which totaled 98.25% of the
goals achieved and a final payout to each full time employee of $4,892.85.
10. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: Secretary Dehn reported that the damage from the recent fire at the Shoreway
facility is being assessed, and due to the fire, the plant will not be fully operational until March
or April 2017, but 3 different facilities are taking the JPA’s material for now. In addition, the
first set of meetings with the negotiating committee for extending collection services will begin
next month and may go through February 2017.
11. Report & Discussion on Silicon Valley Clean Water (SVCW) and Discussion on SVCW
CIP Program
Comments: President Moritz reports that next Commission meeting is October 13 and he
expects to discuss the District’s view on slowing CIP spending until next year in order to help
stabilize District sewer service charges. Upcoming items include approval to upgrade aeration
system which will save money long term.
12. Closed Session
Significant exposure to litigation pursuant to Cal. Govt. Code §54956.9(d)(2)
Number of potential case 1: (1) 845 Harvard Ave., Menlo Park (sewer main easement
Entered closed session at 9:00p.m. Left closed session at 9:25p.m.
Reportable action: None
13. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: None
14. Adjournment Time: The meeting was adjourned at 9:30 PM
/s/ Fran Dehn