Sept 14, 2022 Minutes
Published 2022-10-18 10:29:51
1902 – Serving Our Community for over 115 Years – 2022
WEST BAY SANITARY DISTRICT
MINUTES OF THE REGULAR MEETING OF THE DISTRICT BOARD
WEDNESDAY, SEPTEMBER 14, 2022 AT 7:00 P.M.
1. Call to Order
President Dehn called the meeting to order at 7:01 PM
Roll Call
BOARD MEMBERS PRESENT: President Dehn, Secretary Walker,
Director Moritz, Director Otte
BOARD MEMBERS ABSENT: Treasurer Thiele-Sardiña
STAFF MEMBERS PRESENT: Ramirez, Hulsmann, Scheidt and Condotti by Zoom,
Fisher by Zoom
Others Present: Rich Laureta – Freyer & Laureta
2. Communications from the Public: None.
3. Consent Calendar
CONSIDERATION OF ITEM(S) REMOVED FROM THE CONSENT CALENDAR
Discussion/Comments: None.
A. Approval of Minutes for Regular Meeting August 10, 2022
B. Approval of the Financial Activity Report Authorizing Payment of Certain Bills and
Salaries and Consideration of Other Financial Matters thru August 31, 2022
C. WBSD Operations and Maintenance Report – August 2022
D. Town of Los Altos Hills Operations and Maintenance Report for Work Performed by
WBSD – August 2022
E. Town of Woodside Operations and Maintenance Report for Work Performed by
WBSD – August 2022
F. Consider Approval of Resolution Authorizing District to Implement Teleconferenced
Public Meetings Pursuant to Assembly Bill 361
G. Consider to Approve Resolution of Intention to Annex Certain Territory (0 Alpine Road,
Portola Valley) to the West Bay Sanitary District On-Site Wastewater Disposal Zone
and to Establish the Date and Time of Public Hearing
H. Consider to Approve Resolution of Intention to Annex Certain Territory (20 Shoshone
Place, Portola Valley) to the West Bay Sanitary District On-Site Wastewater Disposal
Zone and to Establish the Date and Time of Public Hearing
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
4. General Manager’s Report
Discussion/Comments: General Manager Ramirez reported that Ethics Training for Board
members is now available and should be completed by October 10th. He also reported that
the Bayfront Sewer Project bids are due on October 18th. He continued to report he will be
scheduling a Master Plan Committee meeting to discuss updates to the District’s Master
Plan. General Manager Ramirez informed the Board that the annual audit is underway. He
also discussed about an easement encroachment in Atherton where a developer damaged
a District sewer main near Walsh Road. General Manager Ramirez reported that Recology
is interested in using 3 acres at the District’s FERRF facility to storage bins and carts.
General Manager Ramirez reminded the Board the next Board meeting is scheduled for
September 28th. The complete General Manager’s written report is in the September 14,
2022 agenda packet.
5. Consider Approving Investment Policy and Resolution
Motion to Approve by:_Moritz 2nd by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: General Manager Ramirez reported that this is an annual update to
the Investment Policy and no substantive changes were made.
6. Consider Approving Purchase Card Policy
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: None.
7. Consider Adopting Resolution Recognizing the Achievement of a Five Years Safety
Record Without a Lost Time Accident by West Bay Sanitary District Employees
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: General Manager Ramirez reported this item is to recognize West
Bay employees’ outstanding efforts in not having a loss time accident for 5 years.
8. Presentation and Direction on District Performance Merit Pay Program for FY
2022/2023
Discussion/Comments: Operations Superintendent, Robert Hulsmann, provided an update
and proposed to the Board of Directors two new goals to the program for fiscal year 2022-23
and a change in the payout totals. The Board provided feedback and the item will be
brought back for consideration at the September 28th Board meeting.
9. Consider Authorizing General Manager to Enter into a Purchase Order Agreement
with Owen Equipment for a Vactor 2100i Hydro-Jet/Vacuum Combination Sewer
Cleaning Unit
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: General Manager Ramirez reported this purchase was budgeted for
$500,000 and due to increased costs and estimates an additional $100,000 is needed for
the purchase.
10. Consider Authorizing General 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: General Manager Ramirez reported that on-call engineering staff
augmentation is necessary for 16 weeks until the vacant Associate Engineer position is
filled.
11. Consider Authorizing General Manager to Execute the Agreement for Engineering
Services from Freyer & Laureta, Inc. for the Permitting and Agency Coordination
for the Flow Equalization & Resource Recovery Facility Levee Improvement Project
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: General Manager Ramirez reported this agreement is to continue
and finalize the permitting and agency coordination for the Flow Equalization & Resource
Recovery Facility Levee Improvement Project. He stated the Capital Assets Fund allocated
a total project amount of $6,000,000.00. The original work was anticipated to be $375,791
plus $37,579 for contingency (10% for additional work) resulting in a total estimate amount
of $413,370. This additional agreement is not to exceed $238,400.
12. Consider Authorizing the General Manager to Accept a Proposal from Precision
Engineering to Perform an Emergency Sewer Replacement in Linfield Oaks, Menlo
Park
Motion to Approve by: Moritz 2nd by: Otte Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: General Manager Ramirez reported that District Closed Circuit
Television Inspection crews have televised these sewer mains and found the pipeline
segments to have severe damage and that the City of Menlo Park is planning to pave the
area in the next two months. Staff has obtained an estimate from the District’s current
contractor, Precision Engineering, who is concluding the North Bay Road And Ringwood
Project in Menlo Park. The estimate includes an alternative option to install reclaimed water
pipe as part of this work. The replacement cost is estimated to be $425,000. The Reclaimed
Water Pipeline will be an additional $111,000 for a total of $536,000. The project will be paid
for from the Capital Asset Funds.
13. Consider Authorizing the General Manager to Accept a Proposal from Precision
Engineering to Perform an Emergency Sewer Replacement in Bay Shore Park, East
Palo Alto
Motion to Approve by: Moritz 2nd by: Walker Vote: AYE: 4 NAY: 0 Abstain: 0
Discussion/Comments: General Manager Ramirez reported the estimate is to perform full
pipe-burst replacement of the two damaged pipeline segments using trenchless methods.
Freyer and Laureta Inc. will prepare basic specifications and maps for the contractor to use.
The project includes the replacement of 309 feet of six inch Vitrified Clay Pipe with eight
inch High Density Poly Ethaline (HDPE) pipe. The replacement cost is estimated to be
$197,707. Funds will be used from the Capital Asset Fund.
14. Report and Discussion on Sharon Heights Recycled Water Plant
Discussion/Comments: General Manager Ramirez reported 9.2 million gallons a day (MGD)
was treated in August and 8.1 MGD delivered. Avy & Altschul pump station is moving
forward with an appraisal of the easement.
15. Discussion and Direction on Bayfront Recycled Water Project and Status Update
Discussion/Comments: General Manager Ramirez reported that SRF funding for the
project was not awarded to the District. He also reported on an upcoming meeting with
Meta to discuss them funding a portion of the project.
16. Report & Discussion on South Bayside Waste Management Authority (SBWMA)
Discussion/Comments: President Dehn reported the next meeting is on September 22nd.
She also reported from the Legislative meeting and noted that there are a number of state
bills on the Governor’s desk for consideration including AB 2440 Responsible Battery
Recycling Act of 2022, SB 1215 Electronic Waste Recycling Act: Battery-Embedded
Products, and AB 1985 Organic waste: recovered organic waste product procurement
targets.
17. Report, Discussion & Direction on Silicon Valley Clean Water (SVCW) and Discussion on
SVCW CIP Program and Financing
Discussion/Comments: None.
18. Closed Session
Entered closed session at 9:45 p.m. Left closed session at 9:46 p.m.
A. Public Employee Discipline/Dismissal/Release (Government Code §54957)
B. LIABILITY CLAIMS
No. of Cases: 1
Claimant: Albano
Claim Against: West Bay Sanitary District
Reportable action: None.
19. Comments or Reports from Members of the District Board and Consider Items to be
Placed on Future Agenda
Discussion/Comments: None.
20. Adjournment Time: The meeting was adjourned at 9:47 PM
/s/ David A. Walker
Secretary