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Bayshore Sanitary District

Minutes

Regular Meeting of March 26, 2015 @ 7:00 P.M.

Opening of Meeting

The meeting was called to order at 7:01 P.M.

Roll Call:

Present:           Gallagher, Quinteros, Rizzi, Swanbeck, Tonna
Absent:            None
Also:                Maintenance Director Landi, District Engineer Yeager, Clerk Landi, District Counsel Quint, and Jeff Tarantino

Oral and Written Communications

(Concerning matters not on the Agenda; no action will be taken nor will extended discussion be permitted.)

  1. Communications from members of the public 
    None
  2. Communications from members of the District Board and Staff
    None
  3. Acknowledgment of recent correspondence to the District

    Provided in monthly meeting packets.

Old Business:

  1. Minutes of the Regular Meeting of February 26, 2015
  2. Payment authorization for bills and compensation
  3. Accept February, 2015 report on District’s current financial status
  4. Accept February, 2015 checking account reconciliation

            A motion was made by Director Quinteros, seconded by Director Swanbeck  and passed approving consent items 4-7.

The Agenda was taken out of sequence.

  1. District Counsel – consideration of matters relating to:
    a.   2014-15 CIP indemnification :  Jeff Tarantino, Freyer & Laureta (F&L), was in attendance to respond to any questions with regard to the indemnification issue.  Engineer Yeager reviewed the scope of the CIP.  The language of the indemnification clause was discussed at the February meeting.  When we contract with consultants we ask that they agree to accept the upfront defense costs.  This is not a large contract and F&L is not a large engineering firm.  The cost is prohibitive for them to secure that type of insurance.  The District takes on a little more risk, i.e. if we were sued we would have to front the costs.  F&L agrees to reimburse for their percentage of culpability.  District Counsel checked with Alliant (the District's broker) and we do have protection through our insurance and could submit a claim under most circumstances.  Jeff thanked the Board for the opportunity to provide services to the District.  In the unlikely event there is something F&L is responsible for, their insurance would support the District in a claim.  The fee for the CIP is $22,800.  Engineer Yeager said it is very unusual for a suit to be brought against an engineering contractor.  In his opinion we are ready to proceed.
    A motion was made by Director Swanbeck to accept the contract with Freyer & Laureta.  The motion was seconded by Director Rizzi and unanimously passed by voice vote.  The contract will be executed this evening.
    President Gallagher asked Counsel if there is language that can be drafted for instances such as this.  Counsel said that the coverage is sometimes included in a contractor's insurance.  Should the District encounter this type of matter in the future, Counsel can provide some language specific to the project.

Board Reports

– consideration of matters relating to:

  1. President Gallagher
  2. LAFCo:   The March 18 meeting was for the sole purpose of adopting the FY 2015-16 budget.
  3. CSDA – Local Chapter:    The next meeting should be in early May.
  4. Redevelopment Oversight Board:   The next meeting is April 20.
  5. Daly City:  Director Swanbeck told the Board that the San Francisco Transportation Department will have a meeting at Saddleback regarding the two proposed street traffic changes for Geneva Avenue which would eventually serve development at Hunters Point, Candlestick Point, the Schlage Lock property and the Baylands.
  6. Brisbane:  President Gallagher said that Universal Paragon has opened an office on Visitacion Avenue.  She believes they will be hosting meetings there.

Staff Reports:

  1. Maintenance Director – consideration of matters relating to:
    a.  Monthly report on District operations and maintenance:  On March 1 the Maintenance Director responded to a power failure at Carlyle Station at about Noon.  We did not receive an alarm or a call from PG&E.  The Clerk found the situation upon arriving to do some work on the District's computer. There were multiple PG&E trucks and staff on scene and the chain securing the Station had been cut.  The failure occurred on February 28, approximately 14 hours earlier.  PG&E claimed that the problem was caused by a lightning strike.
    The level of the wetwell had reached about 11 feet when Mr. Landi arrived.  The generator was running but there was no power.  Obviously the station was not without power following the lightning strike.  A number of manholes throughout the District were checked; no overflows were found.  This lightning strike apparently also damaged the District phone line; it was replaced the next day by AT&T.
    The diesel fuel supply in the generator was replenished.
    The Maintenance Director reported that no trespassing and keep out signs have been posted at the abandoned pump station.
    The Board watched a slide presentation of work recently done to Pump #1.  This is the pump that had not been functioning to capacity.  The pump was pulled and a large mass of shredded debris was removed.  A new suction ring was fabricated by Pump Repair Service and the pump has been put back into service.  It is now operating properly.
    There was a follow-up visit to the Town Motel.  Mr. Landi spoke to the person on duty and asked that the general manager be told that he/she needed to contact the District as soon as possible.
    Very little inspection was necessary for the Daly City water line installation; they had inspectors on site.  The line was flushed.  We need to contact Cratus and find out how many gallons were discharged into the District's system.
  2. District Engineer – consideration of matters relating to:
    a. February meter reading data:    We had only one rainfall event in February.   Pumps 2-3-4 are pumping between 1800-1850 gallons per minute; that is the optimum.  By monitoring the flow rate, if the rate is off it indicates a problem with the pump.  This helps to monitor pump performance.
    b. Kinder Morgan tank farm:  The permit has been signed.
    c. Cratus, Inc.:  The permit was executed.  The discharge was done on March 23; they will be billed based on the volume discharged.
    d. SFPUC water quality sampling:  We requested they move the location of the sampling point.  It has been in the manhole immediately outside the front door.  The last series of water quality reports don't make a lot of sense.  The COD is too high.  The Engineer requested that they place the sampler in the wetwell.
    e. Midway Village resident notifications:  The notices were sent to residents by the onsite Manager.
    f. SSMP audit and recertification:  There hasn't been much done on this since the last report.  The District also needs to update the CIP Plan.  The last document was compiled in 2008 and typically should be done every 5 years.  Mr. Yeager would like to include the condition of the Carlyle Pump Station, i.e. what should we be doing with regard to planning.  The Maintenance Director gave an example of the cost to have parts fabricated--an impeller would cost about $8,000.  At some point it will be difficult to find parts.  The Engineer reiterated that we need to document what needs to be done and have a good plan going forward.
    g. Daly City Schwerin Street paving and waterline projects:  Repaving of Schwerin Street will start in July.  We should be able to get a contractor on Board before July so that the two laterals on Schwerin Street can be replaced before the paving begins.  If not, those two pieces of the CIP will have to be expedited and handled separately.
    h. 2014-15 CIP:  Discussed earlier in the meeting.
    i. Town Motel:  Discussed under 11(a).
    j. Proposal for developing GIS map:  Murgreen Environmental took no exceptions to the contract.  The Engineer requests approval of Phase 1 which is development of the GIS map at a cost of $5,200.  A motion was made by Director Swanbeck, seconded by Director Quinteros and unanimously passed by voice vote authorizing the President to execute the contract.
  3. District Clerk – consideration of matters relating to:           
    a. Telecommunications, AT&T vs. Comcast:   The Clerk said that she will arrange for a second line with AT&T.  Will try to synchronize that installation with the annual service call by Telstar.
    She reminded Board and Staff to submit their Form 700s so that they can be transmitted to the County.

Old Business:

  1. General discussion of Director and Contract Staff succession planning
    President Gallagher suggested that the Board consider holding additional meeting(s) for the sole purpose of discussing succession planning.  The Board agreed and a second meeting will be scheduled for May.
    The Maintenance Director told the Board that he had a conversation with Tom Piccolotti, Daly City Collection System Manager.  Mr. Piccolotti indicated that next week he will be meeting with Patrick Sweetland, Water & Wastewater Manager, and the Assistant City Manager to discuss the idea of providing preventive and emergency service to the District's collection system.  He did indicate that they are interested and also that the City would have to charge the District the same rate that is charged for their residents.  Mr. Landi believes he will get an update after that meeting.  It is his vision to remain as Maintenance Director at a lesser contract rate.  He would maintain the Carlyle Station and monitor the performance of whoever takes over the flushing and emergency service.
  2. Community outreach 
    The Clerk had an email exchange with Mt. View Sanitary District with regard to how they commemorated their 90th anniversary.  They are a larger District with multiple functions and assets which provided them with a wide array of presentations for their users.   Not being sure of the level of interest, perhaps we should undertake a more modest way to celebrate the District's 90th year of providing service.  Something like a newsletter and a magnet with vital phone numbers or a pen with the District's telephone number, email address, etc.  Director Rizzi volunteered to work on a magnet design.  We would also like to display a banner for 1-2 months, perhaps in two locations.  The Clerk will check with the City of Brisbane to see if there are any restrictions with regard to banners.
    The Clerk said that we have received and responded to, a few more information requests from the LAFCo consultant conducting the District's Municipal Service Review.

New Business:

  1. AB 2028 All-Mail Ballot Pilot Program
    Counsel has reviewed the bill.  The "pros" are that it is cheaper, statistically often results in higher participation and the postage would be prepaid.  The only "con" is that there could be some voter confusion.  It does, however, sound like the County is going forward with the program.  If we are willing to participate we must adopt a resolution 88 days before the November election.  There is a meeting on April 9; the Clerk will attend on behalf of the District.
  2. Impact analysis of holding even numbered year elections for 4 San Mateo County Special Districts
    The requesting districts want to have elections when there are State and national elections.  The thinking is that will drive up voter participation.  The Board of Supervisors cannot actually deny the request.  The cost to districts remaining on the odd year election cycle will increase.  Counsel doesn't believe there is much that we can do.
  3. Reports on other matters:  no action will be taken

            None


Adjournment:

            A motion made by Director Swanbeck, seconded by Director Quinteros and passed to adjourn the meeting at 8:28 P.M.  The next meeting is  April 23, 2015.

 

 

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