west valley sanitation district€¦ · west valley sanitation district . of santa clara county,...

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WEST VALLEY SANITATION DISTRICT OF SANTA CLARA COUNTY, CALIFORNIA

AGENDA

BOARD OF DIRECTORS REGULAR MEETING

6:00 p.m., Wednesday, September 10, 2014

District Office -- 100 East Sunnyoaks Avenue

Campbell, California (408) 378-2407

Pursuant to California Government Code section 54953, members of the Board of Directors may attend this meeting via teleconference. Members of the public may attend and participate either at the address given above, or at the teleconference location: Grand Hyatt Denver, 1750 Welton St., Denver, CO 80202-3940. Board member Anstandig will attend by teleconference at this location. Chairperson: Evan Low Vice-Chairperson: Steven Leonardis Staff Recommendation 1. Roll Call. Confirm Quorum 2. Approval of minutes of previous meeting. Action

Staff Recommendation: Approve the minutes of the regular meeting of the Board of Directors of August 27, 2014. ORAL COMMUNICATIONS Information 3. This portion of the meeting is reserved for persons wishing to address the Board on any matter not on the agenda. WRITTEN COMMUNICATIONS Information 4. None.

REPORTS Action

5. California Association of Sanitation Agencies – Report of annual

conference held on August 20-22, 2014. Staff Recommendation: Note and file the report. UNFINISHED BUSINESS

6. None. All items on the agenda are subject to action or change by the Board of Directors. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the District Secretary at (408) 378-2407.

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WVSD Agenda September 10, 2014 (Continued)

PUBLIC HEARINGS

7. None.

CONSENT CALENDAR (Items to be taken in one motion) Action 8. Approval of payment of invoices, August 28, 2014 – September 10, 2014.

Staff Recommendation: Approve the payment of invoices.

9. Accepting Sewerage System Situated within West Valley Sanitation District of Santa Clara County.

Staff Recommendation: Adopt Resolution No. 14.09.21, RESOLUTION ACCEPTING SEWERAGE SYSTEM INSTALLED BY MTNRMT, LLC, AND SITUATED WITHIN THE WEST VALLEY SANITATION DISTRICT OF SANTA CLARA COUNTY, STATE OF CALIFORNIA, described as:

Sanitary Sewer Extension: Tract 10168 APNs: 517-18-066 thru 070 (formerly APN 517-18-048) Location: 20400 Hill Avenue, Saratoga Constructed by: MTNRMT, LLC 10. Quito Basin 5 & 7, Area 2 Sanitary Sewer Rehabilitation Project.

Staff Recommendation: Authorize staff to issue Amendment 1 to Task Order 13-01 to Brown and Caldwell for additional engineering services during construction, in the amount of $30,268.00 for a total not-to-exceed amount of $107,404.00.

NEW BUSINESS

11. None.

CLOSED SESSION

12. None.

DIRECTORS' ITEMS Information 13. Directors’ reports, announcements, and questions. 14. District Manager’s report. ADJOURNMENT 15. Adjournment. (Next meeting is scheduled for October 8, 2014.)

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AGENDA ITEM NO. 2 9 09/10/14


BOARD OF DIRECTORS MEETING

August 27, 2014 The Board of Directors of West Valley Sanitation District of Santa Clara County, California, convenes this day in regular session at 6:00 p.m. at the district office, 100 East Sunnyoaks Avenue, Campbell, California. Roll Call 1. Present: Directors: Marshall Anstandig, Chuck Page, and Ken Yeager. The meeting is

chaired by Vice-Chairperson Steven Leonardis. Absent: Evan Low, Chairperson. Staff: Jon Newby, District Manager and Engineer; Edward H. Oyama, Director of Engineering and Operations; Sarah Olinger, Deputy District Counsel; and Lesha Luu, Secretary.

Approval of Minutes of Previous Meeting 2. Approve the minutes of the Regular Meeting of the Board of Directors of June 25, 2014.

Mover/Seconder: Page/Yeager to approve the minutes of the previous meeting. Motion passed unanimously.

Oral Communications

3. None. Written Communications 4. None.

Reports (Items to be taken in one motion) 5. San Jose/Santa Clara Regional Wastewater Facility: Minutes of the May 15, 2014 and June

12, 2014 regular meetings of the Treatment Plant Advisory Committee. 6. Investment of District Funds: Reports on Comingled Funds Invested by the County of Santa

Clara for West Valley Sanitation District, as of May 31, 2014 and June 30, 2014; and report from County Controller as of June 30, 2014.

7. Consolidated Income and Expense Statements of West Valley Sanitation District for the

period ended May 31, 2014 and June 30, 2014.



August 27, 2014

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8. 2010 Sanitary Sewer Repair Project update as of June 30, 2014. Mover/Seconder: Page/Anstandig to accept the Reports, items 5-8. Motion passed

unanimously. Unfinished Business 9. None Public Hearings 10. None Consent Calendar (Items to be taken in one motion) 11. Approval of payment of invoices, June 26, 2014 – August 27, 2014. 12. Conflict of Interest Code Update. Adopt Resolution No. 14.08.20, RESOLUTION OF THE

BOARD OF DIRECTORS OF WEST VALLEY SANITATION DISTRICT OF SANTA CLARA COUNTY, CALIFORNIA, REVISING THE CONFLICT OF INTEREST CODE FOR OFFICIALS AND DESIGNATED EMPLOYEES AND RESCINDING FORMER RESOLUTION NO. 12.10.19.

13. Brown and Caldwell task order for trunk sewer condition assessment project. Authorize the

District Manager to issue Task Order 14-02 to Brown & Caldwell for a not-to-exceed amount of $212,549 for Trunk Sewer Assessment Project (Stage 4).

Mover/Seconder: Page/Anstandig to approve Consent Calendar items 11-13. Motion passed

unanimously. New Business 14. Strategic plan and objectives for Fiscal Year 2014-2015. Adopt the Annual Objectives for

Fiscal Year 2014-2015. Manager reported this fiscal year the District proposes 10 objectives and 15 action items in aligning with the District’s strategic plan. The focus of the objectives is to support the District’s goals to: (1) provide cost-effective, financially sustainable, and quality services through improved business and work processes; (2) promote continuous improvement of our services through the optimization of the maintenance and capital improvement programs; (3) enhance collaboration and communication to continuously improve the District’s understanding and responsiveness to customers and employees; and (4) continue to provide a safe work environment and meet the challenges of a changing workforce, retaining, attracting and motivating high quality staff. The annual objectives for this year are aggressive and ambitious, demonstrating a commitment to change and



August 27, 2014

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positioning the District to support the Cities’ commitment to improving the local communities’ quality of life.

Manager also reports of a need for the District’s sewer permits to be updated due to

significant changes that have occurred in the property use of commercial establishments. The District has learned that in the past a significant number of properties have undergone improvements without obtaining District permits, resulting in properties that do not conform to District code and do not have approved permits that correspond to their current uses. Currently, the District does not have a means for carrying out a comprehensive audit of its 1300 commercial connections. In response, the District has included the development of a work plan in the fiscal year’s annual objectives. The work plan will identify the budget, scope of work, schedule and resources needed to update the District’s permitting system to an electronic database. The work plan will focus on initially updating the information management systems to facilitate auditing of permits and to reduce the staff time required in preparing the annual tax roll. All questions and concerns of Board were satisfied by staff.

Mover/Seconder: Yeager/Page to approve the Annual Objectives for Fiscal Year 2014-2015.

Motion passed unanimously. Closed Session 15. None. Director’s Items 16. There are no Directors’ reports, announcements, and questions to come before the Board. 17. There is no District Manager’s report. Adjournment 18. There being no further items of business, the meeting was adjourned at 6:32 p.m. The next

board meeting is scheduled for September 10, 2014.

___________________________________ EVAN LOW, CHAIRPERSON

Attest: _________________________ Secretary

AGENDA ITEM NO. 5 09/10/14

WEST VALLEY SANITATION DISTRICT MEMORANDUM

DATE: September 2, 2014

TO: Board of Directors

FROM: on Newby, District Manager and Engineer

SUBJECT: Report on CASA Conference

Recommendation Note and file this report.

Discussion The Summer Conference of the California Association of Sanitation Agencies (CASA) was held on August 20-22, 2014 at the Marriott Hotel in Monterey, California. Representing the District were Board member, Ken Yeager, Engineering and Operations Manager, Ed Oyama, and District Manager and Engineer, Jon Newby.

The Conference this year emphasized financing with highlights including: • Overview and highlights of Proposed Water Bond • What the Water Bond Means for Water Agencies • Communicating to Rate Payers about the Water Bond • Implementation of the Water Infrastructure Finance and Innovation Act of 2014

The legislature, in passing the proposed Bond, worked tirelessly to the last minute of the deadline making changes. Thus, the details of the proposed bond measure are not widely known and are still in the process of being disseminated to the agencies. However, it is clear that the drought has increased interest in providing financing assistance in projects that increase water supply, recycle water, or increased conservation. These areas are tangential to the District's needs but could assists San Jose in further developing the water recycling program at the San Jose/Santa Clara Regional Wastewater Facility.

A second area that continues in the field of wastewater is resource recovery. The wastewater treatment facilities are moving towards greater recovery of resources including, water, energy, and nutrients. Cities and Districts are implementing projects and programs with goals to increase recycled water production and use, expand production of biogas thru introduction of food waste and grease recovery, generating facilities that allow export of electrical power, and biosolid beneficial use programs for using the biosolids as a consumer product or aiding in the reclaiming of superfund mining sites. These are key programs in pursuing sustainability in the field of wastewater.

CSRMA also sponsored a seminar titled, "The Tao of Ta-Da: Watch What Happens When Work Becomes Play". Joel Zeff, a motivational speaker, led the group through several exercises where the audience participates in small teams to demonstrate team dynamics. Joel provided practical techniques for supporting teams to become highly productive and perfon -ning. His highly energetic style kept the audience engaged throughout his entire workshop and provided useful tools to apply to the District's strategic plan implementation teams.

WVSD GL - Board Approval - Payments Wednesday, September 03, 2014 Page 1 of 2

31063 8/29/2014 RMC Water & Environment Residential Flow Analysis 5,512.50

31064 8/29/2014 San Jose Mercury News Subscription 45.50

31061 8/29/2014 Pure Health Solutions, Inc Water Purification System 343.36

31062 8/29/2014 RMC Water & Environment WVSD Model Updates 2013 16,830.25

31059 8/29/2014 Patrick Salandro Expense Reimbursement 72.44

31060 8/29/2014 Professional Cleaning Systems, Inc Janitorial Services and Supplies 1,822.39

31057 8/29/2014 Pacific Gas & Electric Los Gatos Pump Stations 102.83

31058 8/29/2014 Pacific Gas & Electric WVCWP Office Utilities 303.38

31055 8/29/2014 Kaiser Foundation Health Plan, Inc Retirees' Medical Insurance 4,249.71

31056 8/29/2014 Kaiser Foundation Health Plan, Inc Employee Medical Insurance 19,411.82

31053 8/29/2014 Health Net Retirees' Medical/COBRA Insurance 2,854.16

31054 8/29/2014 Kaiser Foundation Health Plan, Inc Retirees' Medical Insurance 733.94

31051 8/29/2014 Gary J. Batis Grade Certification Prep. Class 135.00

31052 8/29/2014 Health Net Employee Medical Insurance 16,711.66

31049 8/29/2014 Edward Oyama Expense Reimbursement 115.46

31050 8/29/2014 Gary Bamber Retirees' Medical Insurance 641.70

31047 8/29/2014 DATCO Services Corp Employee Quarterly Drug Testing 286.20

31048 8/29/2014 Diane Spiteri for WVSD Petty Cash Petty Cash Imprest Fund 330.50

31045 8/29/2014 CWEA Membership Renewal 156.00

31046 8/29/2014 CWEA Membership Renewal 312.00

31043 8/29/2014 City of Monte Sereno WVCWP Facilities Lease 1,000.00

31044 8/29/2014 County of Santa Clara Employee/COBRA Dental Ins. 2,931.12

31041 8/29/2014 City of Campbell Manhole Adjustments to Grade 3,680.00

31042 8/29/2014 City of Monte Sereno Sewer Manhole Adjustments 3,687.60

31039 8/29/2014 Center for Hearing Health, Inc Annual Employee Hearing Tests 525.00

31040 8/29/2014 City of Campbell Manhole Adjustments to Grade 17,710.00

31037 8/29/2014 Business Card Misc. Conferences & Office Expense 2,053.02


31035 8/29/2014 Brown & Caldwell Quito Basin 5 and 7 ESDC 1,962.00


31033 8/29/2014 American Valley Waste Oil, Inc Waste Oil Disposal 35.00

31034 8/29/2014 Bay Area Clean Water Agencies BACWA Membership FY 14-15 2,280.00

31031 8/29/2014 A Tool Shed, Inc Equipment Rental 204.05

31032 8/29/2014 Airgas NCN, Inc Gloves - Operations Department 437.03

31029 8/29/2014 A Tool Shed, Inc Equipment Rental 163.90

31030 8/29/2014 A Tool Shed, Inc Propane for Tank 65.35

Agenda Payments for Board Approval

Board Date: 9/10/2014

Agenda Item No. 8

Payment

AmountCheck No Pay Date Vendor Payment Description

Encroachment Permit FY 14-15 Repairs

WVSD GL - Board Approval - Payments Wednesday, September 03, 2014 Page 2 of 2

31079 9/5/2014 State Distribution Unit Garn: payroll 8/18-8/31/14 1,058.77

51 Checks Total Amount to Approve: 159,033.72

31077 9/5/2014 Hartford Life insurance Co Def Comp: payroll 8/18-8/31/14 10,654.66

31078 9/5/2014 State Distribution Unit Garn: payroll 8/18-8/31/14 732.46

31075 8/29/2014 XL Vehicle Graphics & Digital Prints T-Shirts 105.45

31076 9/5/2014 CalPERS Retirement: payroll 8/18-8/31/14 24,416.14

31073 8/29/2014 Verizon Wireless Cell Phone Service 1,075.43

31074 8/29/2014 Western Contract Interiors Office Furniture 1,757.08

31071 8/29/2014 United Administrative Services Employee Life Insurance 2,234.26

31072 8/29/2014 Verizon Communications WVCWP Office Telephones 251.76

31069 8/29/2014 The Gardensmith Gardening Services 334.00

31070 8/29/2014 Town of Los Gatos 714.76

31067 8/29/2014 Stepford Inc Printer Repair 314.23

31068 8/29/2014 TelePacific Communications Office Telephones, Faxes, Modem 531.38

31065 8/29/2014 Shape Inc Parts for Pump Stations 168.27

31066 8/29/2014 Slingshot Connections, LLC WVCWP Temporary Staffing 2,463.44

Payment

AmountCheck No Pay Date Vendor Payment Description

Jon wby, District Ma ger and Engineer 4/ear


WEST VALLEY SANITATION DISTRICT

MEMORANDUM

DATE: August 27, 2014

TO:

Jon Newby, District Manager and Engineer

FROM: Alan K r Engineer

SUBJECT: ACCEPTANCE OF SEWERAGE SYSTEMS — 20400 HILL AVENUE, TRACT 10168, SARATOGA

Recommendation

Adopt Resolution No. 14.09.21, RESOLUTION ACCEPTING SEWERAGE SYSTEM INSTALLED BY MTNRMT, LLC, AND SITUATED WITHIN THE WEST VALLEY SANITATION DISTRICT OF SANTA CLARA COUNTY, STATE OF CALIFORNIA, described as:

Sanitary Sewer Extension: 20400 Hill Avenue, Tract 10168, Saratoga APNs: 517-18-066 thru 070 (formerly APN 517-18-048) Location: 20400 Hill Avenue, Saratoga Constructed by: MTNRMT, LLC.

Background

The 20400 Hill Avenue sewer extension project consisting of 60 lineal feet of 8-inch sanitary sewer main for a residential development located at 20400 Hill Avenue, Saratoga has been completed. It was inspected and verified by District staff to be constructed in accordance with approved plans and District standards. The sewerage system is ready for the District to assume its ownership and maintenance responsibilities.

Recommend approval.

RE: 20400 Hill Avenue, Saratoga Tract 10168 APN 517-18-048

RESOLUTION NO. 14.09.21

RESOLUTION ACCEPTING SEWERAGE SYSTEM INSTALLED BY MTNRMT, LLC, AND SITUATED WITHIN THE WEST VALLEY SANITATION

DISTRICT OF SANTA CLARA COUNTY, STATE OF CALIFORNIA

WHEREAS, MTNRMT, LLC, being the sole and exclusive owner(s) of the sewerage system described as follows:

Install approximately 60 lineal feet of 8-inch sewer main and its appurtenances along Hill Avenue, Saratoga, all in accordance with the plans and specifications prepared by Westfall Engineers, Inc., Job No. 2012-017.

have constructed said sewerage system in accordance with the provisions of West Valley Sanitation District of Santa Clara County Ordinances and Specifications; and WHEREAS, the District Manager and Engineer of said West Valley Sanitation District of Santa Clara County has caused to be inspected said sewerage system, and finds said sewerage system to be constructed in compliance with said Ordinances and Specifications, and does recommend to this Board that said sewerage system be accepted and thereby be included within the sewerage system of West Valley Sanitation District of Santa Clara County; and WHEREAS, the owner (s) of said sewerage system have offered to convey and transfer to West Valley Sanitation District of Santa Clara County, subject to the terms and conditions of said offer, all of the said owners’ rights, title and interest in and to said sewerage system; and WHEREAS, said owners do, in their offer, declare and warrant that they are the sole and exclusive owners in and of said sewerage system;

NOW, THEREFORE, BE IT RESOLVED AND IT IS HEREBY ORDERED that West Valley Sanitation District of Santa Clara County, acting by and through its Board of Directors, does hereby accept the offer of the owner (s) of the above-described sewerage system, subject to the terms and conditions expressly stated in said offer.

AND IT IS FURTHER ORDERED THAT from and after this date said sewerage system shall be, and it is hereby, made a part of the sewerage system of West Valley Sanitation District of Santa Clara County.

PASSED AND ADOPTED by the Board of Directors of West Valley Sanitation District of Santa Clara County, State of California, this 10th day of September, 2014, by the following vote: AYES: Directors NOES: Directors ABSENT: Directors ____________________________________________ Chairperson of the Board of Directors of West Valley Sanitation District of Santa Clara County, State of California (District Seal) ____________________ Secretary of said Board B-39 Rev. 12-28-83 3-22-88 5-03-96


WEST VALLEY SANITATION DISTRICT MEMORANDUM

DATE: August 27, 2014

TO: Jon Newby, District Manager and Engineer

ale2, FROM: Alan41 , Senior Engineer

SUBJECT: QUITO BASIN 5 & 7, AREA 2 SANITARY SEWER REHABILITATION PROJECT — BROWN AND CALD WELL AMENDMENT 1 TO TASK ORDER 13-01

Recommendation

Authorize staff to issue Amendment 1 to Task Order 13-01 to Brown and Caldwell for additional engineering services during construction associated with the Quito Basin 5 & 7, Area 2 Sanitary Sewer Rehabilitation Project in the amount of $30,268.00 for a total not-to-exceed amount of $107,404.00.

Background

At the May 8, 2013 Board meeting the District's Board of Directors authorized staff to issue Task Order 13-01 to Brown and Caldwell for engineering services during construction associated with the Quito Basin 5 & 7, Area 2 Sanitary Sewer Rehabilitation Project (Project) for a not-to-exceed amount of $77,136.00.

Subsequent to this authorization and when the majority of sewer rehabilitation work had been substantially completed, the Contractor submitted a request for additional compensation, in the amount of $436,511.29, for costs related to pipe bursting operations. The basis of the Contractor's request is their contention that some of the soil conditions encountered were different than the conditions depicted in the bid documents, resulting in additional effort (time and cost) needed to install portions of the project's sewers.

The proposed services to be performed by Brown and Caldwell under Amendment 1 to Task Order 13-01, is an analysis of the Contractor's request for additional compensation. Brown and Caldwell is uniquely qualified for this role since they are the design engineers of the Project and have been involved in the Project during construction. Staff has reviewed the scope of services and has determined it is consistent with the services required and that the cost is reasonable for those services.

Recommend approval.

Jon Newby, District Manager and Engineer

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