Oct 26, 2016 Minutes
Published 2019-01-14 07:43:15
1902 – Serving Our Community for over 110 Years – 2016
WEST BAY SANITARY DISTRICT
MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD
WEDNESDAY, OCTOBER 26, 2016 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, Dehn, Walker, Otte, Thiele-Sardiña
BOARD MEMBERS ABSENT: None
STAFF MEMBERS PRESENT: Scott, Condotti, Ramirez
Others Present: Marva Sheehan – HF&H, Dave Richardson – RMC,
Mike Kelly and Gino Gasparini – Recology
3. Communications from the Public: None
4. Consideration of Setting a Public Hearing Date for January 11, 2017 to Review Proposed
Refuse Collection Rates for the Year 2017 and Providing Staff Direction by Minute Order
Regarding the Collection Rate Adjustment for 2017 and the Mailing of the Proposition
218 Notice for a Public Hearing
Motion by: Walker 2nd
by: Thiele-Sardiña Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: Marva Sheehan of HF&H presented to the Board the rate study and discussed
the rate options. Board consensus was to set public hearing with rates presented in the
report but note in the public notices beginning in 2018 the rate for 20 gallon and 32 gallon
containers will be the same as 32 gallon in order to keep up with the cost of service and rates
for 2017 are proposed as: 20% increase in 20 gallon container and 7% increase in 32 gallon
container.
5. District Manager’s Report
1) CIP Project:
a) Sausal Vista Phase I is complete. Phase II is 95% complete.
b) Received notice from Town of Atherton for Marsh Road project that additional $16,000
is due.
2) Affiliate Agency/Association News:
a) CWEA: October 21 Board meeting
b) CMPK: Working on RFP for Baylands Recycled water feasibility study.
c) Bank of the West: DM Scott met with branch manager to see if they can match the
higher rates the District is getting with LAIF. She will let DM Scott know and he will
report back to the Board.
3) Upcoming Events:
a) November 9 Board meeting, November 23 cancelled , Special meetings
November 2 at 8am and November 30 at 7pm. Thanksgiving luncheon November 14
and Holiday luncheon December 8.
4) Misc./Action Items from Previous Meeting:
a) SSOs: 6 SSO year to date. 2 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.
6. Consent Calendar
A. Approval of Minutes for Regular meeting October 12, 2016
B. Approval of the Withdrawal Order Authorizing Payment of Certain Bills
and Salaries and Consideration of Other Financial Matters for October 26,
2016
C. Consideration of Resolution Consenting to Annexation of Territory to the West Bay Sanitary
District by the San Mateo County Local Agency Formation Commission – 25 Kiowa Court,
Portola Valley (077-242-110), Lands of Lin
D. Consideration of a Resolution of Intention to Annex Certain Territory (25 Kiowa Court –
Lands of Lin) to the West Bay Sanitary District On-Site Wastewater Disposal Zone and to
Establish the Date and Time of Public Hearing
E. Consideration of a Resolution of Intention to Annex Certain Territory (250 Shawnee Pass –
Lands of Keri Nicholas Trust) to the West Bay Sanitary District On-Site Wastewater Disposal
Zone and to Establish the Date and Time of Public Hearing
F. Consideration of Authorizing the District Manager to Consent to the Relocation of Public
Utility Easement at 40 Minoca Road, Portola Valley Pg. 6F-1
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR
Comments: Secretary Dehn asked for the minutes to be pulled to discuss correction in
sentence in item 10. Consent Calendar was accepted with minutes as corrected.
7. Consideration to Approve First Quarter Internal Financial Statements & Analysis of Financial
Position as of Quarter End September 30, 2016
Motion by: Dehn 2nd
by: Thiele-Sardiña Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: President Moritz asked if the increase in labor costs was due to new employees.
DM Scott replied it was due to adding new employees and the cost of living increase outlined
in the MOU.
8. Consider Approval To Establish a Recycled Water Facility Cash Flow Reserve
Motion by: Thiele-Sardiña 2nd
by: Walker Vote: AYE: 5 NAY: 0 Abstain: 0
Comments: DM Scott presented the item to the Board. Board consensus was to move
forward with Recycled Water Facility Cash Flow Reserve as presented with $8M.
9. Consider Approval of Issuance of RFP for Design Build Delivery of West Bay Sanitary
District Recycled Water Project – Sharon Heights
Motion by: 2nd
by: Vote: AYE: NAY: Abstain:
Comments: Board consensus was to continue this item to November meeting and have RFP
and DB contract in Board package.
10. Report: Update & Discussion on Recycled Water Project and Update on Negotiations with
Sharon Heights Golf Course on Long-Term Agreement
Comments: DM Scott updated the Board on Negotiations with Sharon Heights Golf Course
on Long-Term Agreement stating there has been an agreement on quality and the quantity
discussion is continuing with the main topic being the need for more water during off-peak
season. Special meetings with recycled water item will be held November 2 at 8am and
public hearing on November 30 at 7pm for Adoption of a Resolution for Application to LAFCo
for Activation of Latent Powers to Provide Recycled Water Service Within West Bay Sanitary
District Service Area– Sharon Heights.
11. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Comments: Secretary Dehn reported that the next meeting will be on October 27.
12. Report & Discussion on Silicon Valley Clean Water (SVCW) and Discussion on SVCW
CIP Program
Comments: President Moritz reported on the recent Commission meeting and the approval of
a $2M aerator system. He discussed Commissioner Lieberman and Grassilli commented they
preferred to have the item on CIP spending to have been tabled at last meeting. A meeting will
be scheduled with President Moritz and Commissioner Lieberman to discuss the CIP program.
13. Closed Session
A. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION
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
issue)
Entered closed session at 9:15p.m. Left closed session at 9:34p.m.
Reportable action: None
14. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Comments: None
15. Adjournment Time: The meeting was adjourned at 9:35 PM
/s/ Fran Dehn
Signature