Bolinas Community Public
Utility District
A Regular
Meeting Of The Board Of Directors
May 21, 2008 270 Elm Road, Bolinas
1. Call to Order
7:32 p.m.
2. Roll
Directors Amoroso, Kimball, McClellan, Siedman and Smith
present; director Siedman presiding.
3. Manager’s Report
Staff reported that the district has begun to receive calls from customers
complaining about the taste and odor of the district’s drinking water.
The taste and odor problems are due to the fact that the district is running
one of its four filters (i.e., 25% percent of its water) at the Woodrat Treatment
Plant on water from the Woodrat #1 reservoir as part of the GAC pilot project.
Staff has written an article for the Hearsay News explaining the situation
and suggesting that customers seeking to eliminate the taste and odor problem
at their tap can purchase an appropriate home filter at a relatively low
cost.
The GAC pilot project is well-underway; the lab test results look very good
for TOC removal, but the chlorine disinfection byproduct potential tests
are not encouraging. BCPUD staff is in discussions with staff from
the Inverness Public Utility District (“IPUD), the district’s engineer and
the California Department of Public Health about possible refinements to
the lab testing protocol.
Overall, water consumption in the district is showing a modest increase over
the same period last year. It is virtually certain that the district
will need to call for voluntary conservation this summer as there has been
no rain since February and creek flows already are low. Unfortunately,
the district continues to experience periodic leaks on its aging distribution
system; there was a big leak on Birch at Mesa Road last week, which was complicated
by the existence of underground phone lines in the area and a general mess
of patched-together pipe at this location.
District staff and the Bolinas Fire Protection District staff are conducting
a survey of the Bolinas Mesa to identify and prioritize the removal of significant
encroachments in the public rights-of-way. These encroachments pose
significant operational problems for both districts, as well as a threat
to public health and safety. BCPUD staff recently removed vegetative
encroachments on Cedar between Alder and Elm and on Larch between Ivy and
Kale. Although vegetative encroachment is probably the biggest problem
in most of the rights-of-way, BCPUD and BFPD anticipate the need to require
homeowners to remove trees, fences, storage containers and other non-vegetative
encroachments from the public rights-of-way where such encroachments impair
the BCPUD’s ability to access its water lines and/or the BFPD’s emergency
vehicle access to areas of the Mesa.
Staff noted that various regulatory report deadlines are
coming up: the 2007 Annual Report was submitted prior to the deadline
of April 30th (a copy is in the Board binders); staff is updating the district’s
Operations Plan and Emergency Response Plan; the district is scheduled to
report to the California Department of Public Health on the status of the
GAC pilot program by May 30, 2008; the 2007 Consumer Confidence Report is
due on June 30th; a federally-mandated sampling program pursuant to the Long-Term
2 Enhanced Surface Water Treatment Rule is due on July 1st; and the tri-annual
reports on the district’s water licenses are due at the State Water Resources
Control Board by July 1st, as well. Finally, staff has submitted a
Project Completion and Certification Report to FEMA to close out the two
disaster-related projects that were completed last Fall.
Staff has submitted Statements of Intent to the California Safe Drinking
Water State Revolving Fund Loan Program for proposals to construct a new
dam on the Arroyo Hondo Creek and to relocate the water main under Terrace
Avenue at Surfer’s Overlook. With regard to the deteriorating bluff
below Surfer’s Overlook, staff commented that during a recent trip to an
ACWA/JPIA conference in Monterey, it is quite noticeable that the eroding
bluffs in the Devil’s Slide area just south of Pacifica are being reinforced
with gunnite; the result is not unattractive and is no doubt quite effective
at halting further erosion. Perhaps this is a solution worth investigating
for Surfer’s Overlook?
On the wastewater side of operations, staff is preparing for spray season.
The district’s aerators have now been repaired, but the district continues
to experience on-going issues with the electrical control panels, which likely
needs to be upgraded. Staff also plans to do additional mowing to improve
the viability of the spray fields east of the primary ponds. As for
the collection system downtown, staff met recently with a representative
from a slip-lining company; after reviewing the video tape of the Wharf Road
sewer main and inspecting other aspects of the downtown collection system,
the company representative recommended patch-repairing the Wharf Road sewer
line and focusing the district’s efforts on a rehabilitation of the wetwell
at the lift station, which is badly deteriorated (much more so than the sewer
main under Wharf Road). Staff plans to meet with representatives from
different companies to obtain other opinions.
Staff has located several camping sites at the district’s
sewer pond property with cook stoves being used; staff posted no-camping
notices and gave the campers 48 hours to leave the premises.
The Board reviewed correspondence sent and received by
the district since the most recent Board meeting, including but not limited
to a notice from the Regional Water Quality Control Board notifying the district
of new two-hour reporting rules applicable to sewer spills and unauthorized
discharges.
-- Update on the Tomales Bay Watershed Council’s Integrated Coastal Watershed
Management Plan.
Staff reported that the State Water Resources Control Board has announced
its decisions with regard to the Proposition 50 funding applications it received
in January; unfortunately, the Tomales Bay Watershed Council’s application
was not recommended for funding. As such, the BCPUD will not be receiving
any grant funds for either its proposed disinfection byproduct water treatment
improvement project or its proposed drainage study. Notably, approximately
90% of the funds available ($50 million) were approved exclusively for projects
in Southern California.
-- Approve Concept Proposal for Proposition 84 Funding (Water Quality Improvement
Study and Implementation for Duxbury Reef Area of Special Biological Significance
(“ASBS”)).
Staff distributed a handout to the Board members detailing the terms of a
concept proposal prepared by staff and representatives of the County of Marin
and the Point Reyes National Seashore for a project proposal under Proposition
84 to improve water quality at Duxbury Reef. The project proposal is
quite similar to the once submitted by the Tomales Bay Watershed Council
under Proposition 50, but more extensive in terms of implementation projects.
Proposition 84 is focused exclusively on projects that improve water quality
entering Areas of Special Biological Significance, such as Duxbury Reef,
so staff is hopeful that the concept proposal will be well received.
It will be submitted to the state via a web-based application process on
May 22, 2008.
-- Update on the Americans with Disabilities Act (“ADA”) Accessibility of
the BCPUD Building.
Staff reported that since no further comments have been made by the Board
to the draft plans prepared by designer Steve Matson, staff will now request
that Steve finalize the plans for submittal to the County’s building department.
-- Drainage Project Manager’s Report.
The Board received a written report from Drainage Project
Manager Lewie Likover.
4. Community Expression
Ralph Camiccia informed the Board that the draft “locally preferred plan”
has been finalized and is out for public review. Ralph said it is a
good report prepared by a Working Group (which included several Bolinas representatives)
that focuses on the human influence on the lagoon. In particular, the
report examines the Pine Gulch Creek Delta and the accelerated rate at which
the delta is moving into the lagoon; restoring Kent Island is also on the
table. Ralph urged the Board to review and comment on the report; a
public meeting has been scheduled for Stinson Beach on June 11th and comments
on the plan are due on June 22, 2008
Director Amoroso said it was his understanding that only public property
in the Pine Gulch Creek delta will be affected if the report recommendations
are followed whereas the consent of private property in the area (i.e., Warren
Weber, the Bolinas School, the nursery, Don Murch) will be necessary before
anything would happen on private land.
Director Siedman directed staff to include an item on the June agenda for
the Board to discuss and comment on the report.
5. Request for Financial Relief from Quarterly Water Bill due
to Unintentional Water Loss (pursuant to BCPUD Resolution 553) – 308 Larch
Road (Sanders).
Sarah Sanders was present and requested relief from a recent water bill which
was much larger than usual ($125.00 rather than the usual $30-40) due to
a leak in the bathroom shower. She presented receipts and other information
about the prompt repair of the leak once it was discovered.
V. Amoroso/D. Smith all in favor to reduce
bill Sarah Saunders’ bill to $40.
6. Application for Expanded Water Use Permit – 350 Ocean
Parkway, Bolinas (Carlin).
Jon Carlin explained that he is in the process of legalizing an existing
garage and second-unit that were red-tagged several years ago (the garage
and second-unit were built in 1996-97); he
thought he had resolved all issues with the County years ago, but evidently
that is not the case and he is working with the County now to conclude the
legalization process. The Board concurred that the expanded water use
permit should be conditional given the extent of the building project and
engaged in discussion about the appropriate basis upon which to calculate
a maximum quarterly amount to be set in the permit – current consumption,
or consumption back in 1996-97, before the construction occurred? After
some discussion, director Kimball proposed that the Board grant a conditional
expanded water use permit, using the water system average consumption level
plus 50% (which is what is done when the district does not have representative
usage information). Director McClellan said that per BCPUD Resolution
173, the permit should allow the system average plus 50%, or plus 500 cubic
feet, whichever is less.
B. Kimball/D. Smith all in favor
to grant Jon Carlin a conditional expanded water use permit
with a maximum quarterly allowance of the system average of 2500 cubic feet,
plus either 50% or 500 cubic feet, whichever is less.
7. Application for Expanded Water Use Permit – 345
Walnut Road, Bolinas (Blackman/Eichhorst).
Jennifer Blackman explained that she is enclosing an existing
upper roof deck (190 sq feet) which is leaking into the bathroom below during
rainy weather and adding a staircase (94 square feet) to access the enclosed
space from the first floor. She requested an unconditional expanded
water use permit and noted that her household average daily water consumption,
at less than 100 gallons per day, is very low for full-time family of four
with a garden. In fact, it is anticipated that water consumption at
the property will decline because a water catchment system will also be installed
to collect and store rainwater for landscape irrigation.
V. Amoroso/D. Smith all in favor to grant
an unconditional expanded water use permit.
8. Request from the Bolinas Fire Protection District for
Expansion of Fire Hydrant System at Poplar Road between Grove and Kale.
After reviewing a letter submitted by Fire Chief Anita Tyrrell-Brown requesting
the expansion of the fire hydrant system at Poplar Road between Grove and
Kale, the Board authorized staff to work with Anita to work together to determine
the best location for the new hydrant.
9. Issuance of Notice to Proceed to SPG Solar (discussion
and possible action item).
Director Smith explained that the solar projects are running up against deadline
problems because the district does not yet have the coastal permits to proceed
with the projects, yet the deadline for the solar arrays to be up and running
at both sites (to preserve the district’s favorable state rebate level) is
November 21, 2008. The contractor previously has said it needs six
months to complete the installations; the contractor can probably work more
quickly than that, but needs to get going. Director Smith proposed
that the BCPUD issue a limited notice to proceed to the solar contract to
begin the work necessary to complete the system design and obtain the building
permits for the projects, subject to a cap of five (5) percent of the project
cost, or $36,060. Director Smith recommended that the district wait
to issue even this limited notice to proceed until the County staff reports
on the coastal permits are issued; assuming the reports recommend approval
of the district’s coastal permit applications, the limited notice to proceed
could be issued.
Director McClellan moved to approval director Smith’s proposal and director
Kimball seconded the motion. Director Amoroso expressed concern about
the proposal given that the district already has spend approximately $18,500,
plus staff and director time. He noted that even if the coastal permits
are issued, they could be appealed to the Coastal Commission, which would
take considerable time to resolve. Director Smith agreed that it was
possible the projects could collapse completely; if so, the district will
lose the $36,060, as well as the other money that has been spent. He
noted it was also possible that the contractor will not be able to complete
the installations by October 15th, which is the time limit tentatively set
by the County for the district to complete all field work. If that
happens, the district will have to wait until summer 2009 to complete the
installation, will drop to next rebate level and will lose about $36,000
as a result. Director Siedman said it was clear that there are risks
in proceeding as director Smith recommends, but they are worth taking; director
Amoroso said that the risks would not be worth taking but for the fact that
this is a very important green energy project.
J. McClellan/B. Kimball all in favor
to delegate the authority to director Smith and staff to issue a limited
Notice to Proceed to SPG Solar, Inc., based on a positive staff report from
the County concerning the district’s coastal permit applications, to proceed
with design and building permit work, subject to a cap of 5 percent of the
project cost, or $36,060.
Director Smith advised the Board that the term of the Clean Renewable Energy
Bonds the district plans to sell to finance the solar projects has been reduced
by the United States Treasury from 17 year to 15 years. (It seems that
as interest rates go up, the term of the CREBs goes down, because of a specific
ratio required by law.) Director Smith wants the Board to be aware
of this as it will affect the finances of the project if the term remains
at 15 years by the time the district is ready to sell its bonds.
10. Resolution 562: Amending Resolution No. 548 and
Approving the Award of a Sole-Source Contract for the Installation of the
BCPUD Bike Path to Brent Harris Construction.
Director Smith explained that the resolution is necessary because Jim Jacobsen,
the expert path installer the district previously identified to install the
bike path, now works for Brent Harris Construction, so the contract needs
to be revised to reflect that Brent Harris Construction is the other party;
Jim Jacobsen will remain the responsible supervisor and he cannot be replaced
during the term of the contract. Director Smith has applied for an
additional $19,000 in grant funding to buy sufficient gravel (the biggest
single expense) to properly construct the project and the additional amount
to be paid under the contract will also be reflected in the revised agreement.
B. Kimball/V. Amoroso all in favor to
adopt resolution 562.
11. Volunteer Committee Reports
-- Alternative Energy: Nothing further to report.
-- Bolinas Community Plan Review Committee: Director Amoroso reported
that two persons from the Regenerative Design Institute wish to apply to
serve on the committee; director Siedman directed staff to agendize their
applications for decision at the June Board meeting.
-- Bolinas Lagoon Technical Advisory Committee: Nothing further to
report.
-- Community Paths Group: Nothing further to report.
-- Downtown Parking and Traffic: Nothing to report.
-- Resource Recovery: Nothing to report.
-- Terrace Avenue/Alternative Access Road Committee: Nothing to report.
-- West Nile Virus Task Force/West Marin Mosquito Control Coordinating Council:
Director Kimball reported that the Council submitted an article which has
been published by both West Marin newspapers; director Kimball also
summarized the recent customized 2007 service report of the Marin/Sonoma
Mosquito & Vector Control District and said she was impressed by the
comparatively low number of treatments conducted in Bolinas (all of which
were consistent with the West Marin agreement). The treatment areas
were primarily on publicly-owned property: the lagoon, roadside ditches
and the district’s sewer pond property.
12. Other Business
a. Board Committee Reports
-- Finance: Receive Third Quarter Financial Report; report from Finance Committee
on Second Draft of FY 2008-09 Budget. Staff presented the third quarter
financial report, which contained some inadvertent errors due to a classification
problem with certain accounts; a revised report will be presented at the
June meeting.
Director Kimball reported that the Finance Committee met
again on May 15th to discuss the fiscal year 2008-09 draft budget; no changes
were made at that meeting, so the service charge increases set forth in the
district’s Proposition 218 notice remain the same. One budgetary item
is under review at this time – the proposed slip line of the Wharf Road sewer
main as it may be preferable to prioritize other system repairs ahead of
this (i.e., the rehabilitation of the lift station wet well). The committee
also reviewed the district’s outstanding debt and best practices for amounts
the district should have in reserve. The Committee is comfortable with
the district’s current financial status at this time.
-- Legal: Nothing to report.
-- Mesa Septic, Flood Control and Roads: Nothing to report.
-- Operations: Nothing to report.
-- Park and Recreation: Director Siedman reminded those present that
the Mesa Park parcel tax proposal will be on the June 3rd ballot.
-- Personnel: Staff reported that the district is in the final stages
of the selection process for a new, full-time shift operator.
-- Sewer: Nothing to report.
b. Minutes of the April 16, 2008 Regular Meeting.
Directors Amoroso and Smith requested small revisions
to the minutes
B.K./D.S. all in favor
to approve the minutes, as amended.
c. Warrants
V.A/B.K. all in favor
to approve the warrant list.
d. Scheduling of Next Meeting(s).
June 18, 2008 (public hearing on the
budget)
13. Adjournment