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Bayshore Sanitary District

Minutes

Regular Meeting of July 23, 2015 @ 7:00 P.M.

Opening of Meeting:  The meeting was called to order at 7:03 P.M.

Roll Call:

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

Public Hearing:

            The Public Hearing was opened at 7:04 P.M.

(1)  Approval of Sewer Service Charge Report for FY 2015-16; Resolution No. 2015-03 The total sewer service charge for budgetary purposes is $1,022,793, of which $953,972.10 is to be placed on the FY 2015-16 tax rolls.  There are also State Board of Equalization collections for the PG&E parcels and the railroad parcel. 
A motion was made by Director Swanbeck, seconded by Director Tonna and passed by the following roll call vote to adopt Resolution No. 2015-03:

 Ayes:                Gallagher, Quinteros, Rizzi, Swanbeck, Tonna
Noes:               None
Absent:            None

 (2) Approval of Collection of Delinquent Accounts on County Property Tax Roll
There are none for FY 2015-16.

(3)  Adoption of FY 2015-16 Annual Budget; Resolution No. 2015-04
The Clerk reported that the final amount for sewer service charge is a little more than anticipated.  The appropriate balancing adjustment has been made to contributions from the CIP Reserve Fund.  A motion was made by Director Swanbeck, seconded by Director Quinteros and passed by the following roll call vote to adopt Resolution No. 2015-04:

  Ayes:                Gallagher, Quinteros, Rizzi, Swanbeck, Tonna
Noes:               None
Absent:            None

            The Public Hearing was closed at 7:08 P.M.  There were no members of the public present and the Hearing was duly published in the San Mateo County Times on July 8 and 15.       

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

(4)  Communications from members of the public 
None
(5)  Communications from members of the District Board and Staff
The Clerk advised the Board that the audit will start on August 3.

(6) Acknowledgment of recent correspondence to the District
Correspondence was distributed in the meeting packets.  The Board was provided with a copy of a letter and bill from the SFPUC sent to the 27 Saddleback property owners formerly manually billed by the District.  The letter misstates that the District had been billing all of Saddleback.  It appears that these 27 property owners were billed for FY 2014-15 while many others were not. 

Consent Agenda:   (Any member of the Board or the public can request that an item be removed from the Consent Agenda.  If there are no objections all items are voted upon by one motion.)

(7) Minutes of the Regular Meeting of June 25, 2015
(8) Payment authorization for bills and compensation
(9) Accept 6/30/15 report on District’s current financial status
(10)  Accept June, 2015 checking account reconciliation

            A motion was made by Director Quinteros, seconded by Director Swanbeck and passed approving consent items 7-9.  President Gallagher abstained from voting on Item 7.

Board Reports – consideration of matters relating to:

(11)  President Gallagher

(a):   There was a meeting on July 15 at which there was discussion/decisions on the Los Trancos Water District, San Mateo County Harbor District and the Municipal Service Reviews (MSR) for the North County agencies.  President Gallagher attended representing the District as did the Maintenance Director and District Clerk.  During the Public Hearing consultants provided an overview of the MSRs; the Hearing was continued to September 16.  The meeting began at 1:30 P.M. and lasted until about 5:00 P.M.  President Gallagher made comments during the Public Hearing.  She indicated that the Status Quo of 0 was acceptable but commented that the wording seems to infer that the District should be dissolved.  Daly City Manager Pat Martell made it very clear that the City is not interested in annexing any additional lands or taking over other Districts, i.e. Broadmoor Police Department, Colma Fire and Bayshore Sanitary.

(b)  CSDA – Local Chapter:  The next meeting should be  August 4.

(c)  Redevelopment Oversight Board:   (a) Daly City Library site.  There have been no meetings.  The next meeting will be in  September.  President Gallagher briefed District Counsel with regard to the status of the Daly City Library on Geneva Avenue.  At one time the District owned the building.  Once the Carlyle Pump Station was built, the building was sold to the City for $35,000.  This is one of the parcels the Oversight Board will eventually be selling.  The President polled the Directors as to their opinion about the possibility of the District purchasing the building.  Director Quinteros felt it would depend on the price.  Director Tonna doesn't think it's necessary.  Directors Rizzi and Swanbeck think it would provide visibility and a central location in the community--if it was a reasonable cost.  President Gallagher explained that the Library was an asset of Daly City but since it was placed into the Redevelopment District, it is now an asset for many other entities as well.

(12) Daly City:  Director Rizzi showed the Board a newsletter entitled Daly News which was recently issued by Daly City.  People can subscribe to an email edition which will be issued monthly; the District should subscribe.  They are willing to publish articles of interest.  The District may want to provide an article.

(13)  Brisbane:  There have been no CAG meetings for a while and no one attended the UPC presentation on July 22.

Staff Reports:

(14)      Maintenance Director – consideration of matters relating to:
(a)        Monthly report on District operations and maintenance:  The Carlyle Pump Station is operating properly.  A summary of service requests covering 1984 to the present was included in the monthly report.  Calls were down significantly this year.

(b)       Generator permit application update:  We have received confirmation of our application and were advised that it is being processed.

(15)      District Engineer – consideration of matters relating to:
(a)        June meter reading data:  The average flow was 248,000 gallons per day. 

(b)        SFPUC water quality sampling:  We had the SFPUC sample from the wetwell to determine if the testing results might be different.  The wetwell sampling quality is a little poorer and is pretty much in line with the contract estimates.  Starting August 1 testing will begin again using the old method - from the manhole.

(c)        2014-15 CIP:   Replacement of the two laterals on Schwerin Street is complete.  It was important that they be done first since the City will begin grinding the pavement on July 27.  The City took the rim and manhole covers off and temporarily paved.  President Gallagher asked if that is normal.  The Maintenance Director said they don't normally grind the street.  Typically manholes are paved over and then the contractor will go back and uncover the manholes.  The replacement at 964 Schwerin Street took longer than expected because there were utilities running over the existing lateral.  Stoloski & Gonzalez was able to place the lateral over the other utilities.  Paving will be complete July 24 and then they will move on to the Midway Village site.

The Maintenance Director reported that he received a call from Stoloski &  Gonzalez stating that there was a City inspector on site insisting that no permit had been issued for the work.  Mr. Landi advised the inspector to check with his office and that a permit had been taken out on June 30.  He added that he is very happy with the way the Stoloski & Gonzalez crew has done the job.

(d)        Additional Capacity Entitlement:  Five customers have been billed for additional capacity based on their water usage totaling $52,000.  They are the Alpine Inn, Subway Sandwich at 2665 Geneva, Royal Palace Motel, Town Motel and Brisbane landfill.  With regard to 2665 Geneva Avenue, they paid a connection fee  for 72 residential and 3 non-residential units.  That entitles the non-residential units to 210 gpd.  Subway Sandwich did not exceed that so the Engineer said the invoice will be withdrawn. 

Mr. Yeager received a call from the Royal Palace Motel.  Their billing for additional capacity is over $12,000 and their water usage has substantially risen.  The Motel has hired a professional inspector and is planning to replace toilets and shower heads.  They have asked for a six month extension to see the impact of those improvements.  They will be required to provide documentation that they have made improvements.  In these cases we have not charged the 10% penalty.  The Engineer will send the Motel a letter granting them a six month extension and request receipts/documents for any improvements made.

The Town Motel was billed $16,557 and the Engineer is surprised that he has not received correspondence or a telephone inquiry.  He sent the billing certified with a return receipt since the Motel has been unresponsive to other requests.  There is concern that they may ignore the bill.  If that is the case they will be rebilled including a 10% penalty and if that bill is ignored the appropriate amount will be placed on the FY 2016-17 property tax rolls.

(e)        Annual Sewer Service Report:  Discussed during the Public Hearing.
(f)        SFPUC 2014-2015 flow/water quality data:  This was data we reported to the SFPUC.  The pumped flow was greater this year than last year because of the December, 2014 rainfall event.  That month was about equal to two dry months.  The non-pumped flow was somewhat less this year; probably due to water conservation.  The COD and suspended solids were higher this year.   The Engineer isn't sure if this is related to the drought.

(g)        SFPUC connection fee:  The District's agreement with the SFPUC states that in addition to the connection fee levied by the District, the SFPUC will charge a connection/capacity fee for new properties or for properties where there is an addition, modification or change in use.  They had a formula in the agreement that was based on the size of the sewer discharge line and the type of business.   They have change that formula and are now basing it on the size of the water meter.    The Engineer has had discussions with District Counsel to determine if this applies when we charge for increased capacity.  The SFPUC doesn't look at a change in flow.  With regard to 2665 Geneva Avenue, they paid for three non-residential hookups.  General commercial usage falls into the SFPUC  group #4.  A sandwich shop is in group #4.  Therefore, Mr. Yeager believes the connection paid in 2007 covered a non-commercial discharger up to 210 gallons per day.  Counsel and the Engineer agree there are no connection fees due the SFPUC this year.  There are many new developments being proposed and they would trigger a connection/capacity fee by the SFPUC.  The Engineer needs to correspond further with the SFPUC with regard to how to calculate the connection/capacity fee.  The District is responsible for collecting the SFPUC fee.  In response to a question from the Maintenance Director, Engineer Yeager said the SFPUC fee for a ¾” meter is approximately $4,500.  We also need to get clarification on how the calculation should be made in the case of properties where Daly City requires a 1" meter to allow for a fire line.  The Engineer thinks the fee should be based on that portion of the 1" meter that provides domestic water.
In the case of 2665 Geneva Avenue, they are talking about reconfiguring the bottom floor.  It would be converted to 3 non-residential spaces and 7 residential units using a 1¼" line.  In that case the connection/capacity fee would be approximately $12,000 for the 7 units.
With so many inquiries and preliminary plans in the works, the Engineer wants to be sure he understands the SFPUC's methodology.

(h)        District Connection Fee calculations:  The connection fee is based on cash reserves and the District's physical assets.  The June 30 cash reserves were $4,500,000.  The other assets increased about $100,000.  Last year it was decided not to use the cash reserves in the calculation; just the other assets.  Using the total of both, the fee for FY 2015-16 would be $5,025; using just the physical assets it would be $3,695.  Given the burden of preparing for and conducting Prop 218 hearings, there was consensus that the current fee of $3,414 per equivalent dwelling unit and $17.07 per gallon per day will continue for the next fiscal year.

(i)         Point Martin:  The Daly City process is that the developer prepares a tentative plan which is issued for comment.  Point Martin is a 16 lot development adjacent to Steve Coulter Way, west of Carter Street on the hillside.  The development will have private roads dedicated to the homeowners association.  Our comments pertain to the District's requirements for sewers to be on a hard service not an inaccessible easement.  They plan to place the sewer line deep enough so that homeowners will not need pumps.
There is another 44 home development that has not gotten very far along in the planning stages.  Both of these are in addition to the redevelopment of the Robertson School site.

(j)         2665 Geneva Avenue:  The Engineer discussed how they plan to reconfigure the street level floor.

(k)        Development of GIS map:  Mr. Yeager met with Murgreen Environmental (ME).  The map is almost complete.  There are a couple data problems to resolve.  One pertains to the database we provided of all sewer lines and the autocad maps.  We also want to identify all the lines that have been televised since 2007.  The manhole naming system changes and the Engineer needs to work with ME.  That will complete Phase 1.  The map will be loaded into the District and Engineer's computer.  You will not be able to edit the information; that would take software or an outside service. 

Phase 2 will accurately locate all manholes.  The manholes are located based on the current paper mapping which is fairly close but not exact.  There are advantages to going into precise locations.   This phase will put the institutional knowledge on the record.  The Engineer recommends spending the $18,000 budgeted for Phase 2.  The map will last about 20 years; a small investment for people who will be working in the District in the future.  A motion was made by Director Swanbeck to proceed with Phase 2.  The motion was seconded by Director Tonna and unanimously passed by voice vote.

(l)         SSMP Audit and Recertification:  The State has not issued their guidance manual.  One thing we should do is identify a responsible party to sign the SSMP.  The Engineer said that could be the President, Maintenance Director or another individual.  This person is responsible for the oversight of the collection system.  A motion was made by Director Swanbeck designating the Maintenance Director as the responsible party.  The motion was seconded by Director Quinteros and unanimously passed by voice vote.

(m)      Town Motel:  The Engineer explained the methodology used in determining the $42 charge for rain water that entered the system via the roof drain.  Since the Motel ignored all correspondence and requests to meet with the owner, that amount was placed on the tax rolls as a surcharge.
Mr. Yeager said that Fred Webber, EDS, is phasing out and has handed his work to another group.  They are doing all the County work.   This year the Engineer began with Fred and is now working with the new group.

(16)      District Counsel – consideration of matters relating to:

(a)        Enforcement re failure to disconnect roof gutter:  This was discussed at the last meeting and it should have been noted that Counsel felt it didn't make sense to spend time researching enforcement for a $42 bill.  However, the District does have options to handle a circumstance like this.

(17)      District Clerk – consideration of matters relating to:           
The Clerk reported that the District's bill for dsl and phone service has risen $10 to $107.  She got a quote from Comcast for internet and telephone service.  The price quoted was for a 3 year commitment and included cable TV service.  Comparing both services over a 3 year period, costs would be comparable.  However, a couple Directors have Comcast and have experienced problems with slow internet and lost telephone service.  Since the District's emergency alarm system uses a phone line, it was felt that AT&T is more reliable.  The Clerk will call AT&T again and see if there is any room for negotiating a lower price since we plan to add a second line for the alarm system.

Old Business:

(18)      General discussion of Director and Contract Staff succession planning - schedule Special meeting Because we get to this topic so late in the meeting, perhaps we should schedule a special meeting.   Upon further discussion, it was decided that the focus should be on community outreach.
(19)      Community outreach
The President apologized for not having talked to Parle re costs for the magnet designed by Director Rizzi.  The Adhoc Committee, Directors Gallagher and Swanbeck and the Clerk, will meet in the next couple weeks.

New Business:

(20)      Resolution No. 2015-05 allocating funds to District Reserve, Contingency and Cash Flow Accounts for FY 2015-16
The CIP Reserve account represents monies collected for connection and capacity fees and must be used for projects and funds may NOT be transferred out to another account.   The CIP Account, while earmarked for projects, may be used for other purposes.  Counsel and the Clerk agreed that the CIP Reserve account is spent down to $0 and then any overage on projects is taken from the CIP Account.
A motion was made by Director Swanbeck to adopt Resolution No. 2015-05.  The motion was seconded by Director Quinteros and passed by the following roll call vote:

Ayes:                Gallagher, Quinteros, Rizzi, Swanbeck, Tonna
Noes:               None
Absent:            None

(21)      Agreement for November 3, 2015 election services
Since the agreement only refers to costs, the Clerk contacted the County and received estimated costs.  The cost for a regular election would be about $5,200 and an all-mail election would be $3,500.  She will note those estimated costs on the agreement.  The President will sign the agreement on behalf of the District.  If all special districts in the County agree, the November election will be an all-mail election with costs borne by the State since this is a pilot program.

(22)      Reports on other matters:  no action will be taken

Adjournment:

            A motion was made by Director Swanbeck, seconded by Director Quinteros and passed to adjourn the meeting at 9:07 P.M.  The next Regular Meeting is August 27, 2005 at 7:00 P.M.

 

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