Bolinas Community Public Utility District
A Regular Meeting  Of  The Board  Of  Directors
October 24, 2012     270 Elm Road, Bolinas


1.   Call to Order.

    7: 32 p.m.

2.   Roll.

    Directors Amoroso, Bender, Kimball, Siedman and Smith present; director Siedman presiding.

3.   Manager’s Report.

--    Update on the Terrace Avenue Water Main Relocation Project; Amendments to Funding Agreement.

        A contract for the Terrace Avenue Water Main Relocation Project was awarded by the Board to W. R. Forde Associates for $362,998 at a special meeting on October 3, 2012.   Staff noted that the contract is for an amount much higher than the engineer’s revised construction cost estimate of $254,000 and, as such, the current loan amount ($365,000) won’t cover this and all of the other project costs (design,  engineering, environmental, permitting, etc.).  At the October 3rd special meeting, the Board directed staff to seek additional funding from the California Department of Public Health (“CDPH”), if possible to do so in a timely manner; otherwise, the Board stated that the district would fund the increased costs out of its reserves.  Staff initiated a funding increase request and the CDPH tentatively agreed to increase the loan amount by $100,000, subject to the district’s submittal of specific cost documentation.  In the meantime, staff has been in the field with the contractor to lay out the project and, as part of that effort, discovered that some revisions to the plans are required; the district’s engineers have made the changes to the plans and the contractor has calculated that the revisions will add $11,000 to the contract price.   As such, staff has determined that the total project cost is now $485,000 as detailed in the revised detailed cost estimate and revised Budget & Expenditure Summary in the Board binders.  Staff requested that the Board approve the increased loan amount and also a revised completion date of December 31, 2013 as amendments to the district’s loan agreement with the CDPH.

    B. Kimball/K. Bender        all in favor    to amend the district’s Funding Agreement with the CDPH to increase the loan amount to $485,000 and to extend the completion deadline to December 31, 2013.

        Staff reported that the operations staff has not be able to successfully pressure-test the existing water main between Rafael and Park/Terrace Avenues, which will become the main water line as a result of the relocation of the water main off of Terrace Avenue at Surfer’s Overlook.  The district was advised to pressure-test the line because its pressure will be increased as part of the water main relocation project; the test is to ensure that the existing line can handle the increase in pressure.  After conferring with the district’s engineers, staff believes that the problem is an improperly seating valve; after exercising all nearby valves, staff saw improvement in the test results, but was l not able to complete a successful test.  Staff is evaluating options at this time, including: (1) replacing the line before the project starts; (2) installing the project and conducting the pressure test at the end of the project when the new valves are installed (in which case staff will be prepared to perform an emergency repair); or (3) identifying an alternative means by which to accomplish a pressure test before the project starts.

-- Update on the Terrace Avenue Bluff Stabilization Project.

No update since the September regular Board meeting.

-- Update on the Wastewater Treatment Plant Pump Station and Electrical Upgrade Project.

No update since the September regular Board meeting.

Staff reported that the district received over 1 ½ inches of rain in the last week; however, the rain caused turbidity levels to rise in the Arroyo Hondo which impacts the operation of the water treatment plan and results in more staff time to monitor plant performance.  Out in the field, the staff located two long-lost valves on Mesa Road at Cedar -- they were two feet underground and covered with encroaching vegetation.

The district has experienced a number of problems with its billing software since the upgrade of the office computers;  these problems likely arise because the billing software is extremely old and is no longer supported by the original company.  After conferring with the district’s IT consultant, staff has concluded that it is a top priority to identify and install updated billing software. 

Staff directed the Board’s attention to a letter from ACWA/JPIA dated October 12, 2012, which is a follow-up to John Haaf’s recent site visit to the district and which makes several recommendations.  First, the district should implement a Heat Illness Prevention Program as part of its Illness & Injury Prevention Program; although heat rarely is an issue in coastal Bolinas, it is important to have a preventative program in place.  Second, the district should conduct an “arc-flash” analysis for its electrical systems and affix appropriate warning labels.  Third, the district should revise its confined space protocol for when the Bolinas Fire Prevention District personnel are unavailable for rescue.  Fourth, some barbed wire near the bike path should be removed (it already has been); and fifth, a damaged support post in the equipment bay should be replaced (which is in process).   Staff will submit a formal response to the ACWA/JPIA letter and confirm the district’s intent to comply with the recommendations.

On the wastewater side of operations, staff video-taped the sewer main on Terrace and Park Avenues and identified several locations where FOG (“fats, oils and grease”) had accumulated, so staff cleaned the main with the hydro-jet.  The cleaning went well, although at least two residences experienced toilet back-ups during the cleaning, which suggests the need for check valves on those sewer laterals.  Staff will investigate and follow-up with the homeowners.

Staff directed the Board’s attention to a notice from the San Francisco Bay Regional Water Quality Control Board announcing the discontinuation of the requirements for an annual report of sanitary sewer overflows (“SSO’s”) and an annual Sewer System Maintenance Plan audit.  In addition, the notice states that the State Water Resources Control Board is scheduled to consider amendments to the monitoring and reporting program of the Sanitary Sewer Order in early 2013. A consortium of statewide associations has commented on the proposed amendments and a copy of the comment letter is in the Board binders; in general, the consortium supports the amendments to the extent they streamline reporting and monitoring requirements and objects to the amendments to the extent they impose additional burdens on agencies that go beyond scope of the Sanitary Sewer Order. 

The Board reviewed a communication from Marin County’s Director of Finance, Roy Givens, to all special districts in support of a recent Marin County Civil Grand Jury report entitled “Death and Taxes:  For the Former There Are No Exemptions, But For The Latter There Are”.  Mr. Givens suggests that special agencies publish on their websites any possible tax exemptions, along with eligiblity requirements and answers to frequently asked questions, among other things.   Staff noted that the BCPUD does not impose taxes, but rather imposes annual fees that are collected by the County as a service to the district (for which the district pays the County) via the property tax bill. As such, the district does not have any tax exemptions to inform the public about; however, the district frequently receives questions about its annual service charges and staff volunteered to draft an FAQ about these charges for Board consideration at the November meeting.  The Board had no objection.

The Board reviewed other correspondence sent and received since the last regular Board meeting, including a notice from the Coastal Commission of a proposed permit waiver for the removal of unpermitted rip-rap on Bolinas beach.

-- Drainage Project Manager’s Report.

The Board reviewed a written report from Drainage Project Manager Lewie Likover.

4.    Community Expression.


5.   Public Hearing:  Proposed Speed Limit Reductions by CalTrans on Highway 1 Between Stinson Beach and Muir Beach (4-Mrn-1-PM 7.10 Muir Beach and 4-Mrn-1-PM10.31/11.43 Stinson Beach)

Director Siedman said the district is holding a hearing about the proposed speed limit reductions so that the local community has the opportunity to provide input; he asked if anyone was present to speak to the proposed reductions.  No one responded, so staff was directed to apprise CalTrans that no comment was made at the public hearing.

6.    Request from Wharf Road Residents for BCPUD Letter of Support to County of Marin for Installation of Speed Humps in Wharf Road Between 45 and 105 Wharf Road (S. Hirsch).

Sherry Hirsch, Joe Stratton, and Tina Ann were present on behalf of the Wharf Road residents.  Sherry Hirsch explained that when the BCPUD was working on the service saddle replacement project downtown, she learned that Wharf Road was going to be paved next year.  While the residents are pleased about the paving, they are concerned that vehicles will travel faster when the road is improved.  The neighbors met and decided to ask the County to install speed humps; Supervisor Kinsey’s office provided advice about how to present the request, including a recommendation to submit a petition signed by the neighbors as well as letters of support from the community.  Director Amoroso asked if any of the neighbors oppose the speed humps;  Sherry responded that the Rod & Boat Club expressed concern about the impact on people with mobility limitations and one neighbor stated she does not want a speed hump installed in front of her house – otherwise, the neighborhood is in full support.  Director Amoroso said that in Corte Madera, a neighborhood that previously wanted speed humps ultimately asked for them to be removed because of increases in traffic noise as drivers slowed down approaching each hump and then sped up after each hump.  Joe Stratton said that he has lived on Wharf Road since 2006 and has seen many “near misses” between cars and pedestrians; he said he supports the installation of the speed humps.  Director Siedman said he attended a neighborhood meeting on the speed hump topic and he feels the BCPUD should support the residents’ request.

K. Bender/B. Kimball        all in favor        to submit a letter of support to the County of Marin for the installation of speed humps on Wharf Road between 45 and 105 Wharf Road

7.    Letter Reporting Eucalyptus Tree Hazard On BCPUD property on Overlook Drive near Pathway to Wastewater Disposal Fields (J. Scutt).

The Board reviewed a letter from Jeff and Joanna Scutt expressing concern about hazardous trees on BCPUD property adjacent to their home on Overlook Drive.  Staff agrees the trees pose hazards and recommends the district remove them.  Four trees are involved:  one near the road and next to the path leading to the sprayfields, and another behind it into which two other trees have grown and intertwined.  The district received an estimate of $3,400–$4,000 to remove the four trees.  Jeff Scutt volunteered to contribute $200 toward the cost of removal.  After further discussion, it was agreed to pay for the tree removal from the district’s hazardous tree fund, unless there were insufficient funds to do so, in which case the Board will reconsider the source of funds for the work at the November regular meeting.

B. Kimball/K. Bender        all in favor        to remove the four hazardous trees on BCPUD property near Overlook Drive.

Janine Aroyan suggested that it would be helpful if a sign were installed at this same location to indicate that pedestrians and kids on bicycles are entering and exiting the path as it can be difficult to see them.  Staff agreed to inquire with the County Department of Public Works.

8.    Request for BCPUD Letter to the County of Marin Regarding the Dissolution of the Bolinas Lagoon Technical Advisory Committee. (C. O’Connor).

    This matter was deferred per a request from Cela O’Connor.

9.    Letter Regarding Claim of Water Meter Formerly Located at 130 Laurel Road, Bolinas (L. Dollard).

Director Siedman noted that Ms. Dollard was present and advised her that the district has prepared a response to her claim for a water meter based on BCPUD Resolution 221, in which the district denied a claim very similar to hers.  Discussion ensued about the history of the district, old customer records, newer resolutions regarding suspension and abandonment of meters, and so forth.  Director Bender said she wanted to acknowledge all of the effort Ms. Dollard has devoted to her claim, but said that the district is bound by its precedent on claims for water meters. 

K. Bender/D. Smith    all in favor    to approve a letter to Ms. Dollard responding to her claim concerning a water meter at 130 Laurel Road.

10.     Amendment to BCPUD Resolution 247 – Water Service Termination Procedures.

Director Smith said this is the last item of business with regard to clarifying the district’s procedures regarding water service termination; specifically, the amendment would establish a reactivation fee of up to $200 in a new paragraph 12 to Resolution 247 as set forth in the draft language in the Board binders.  Director Bender suggested the language be simplified to establish a flat fee of $200 rather than include an additional administrative process to determine the amount of the fee on a case-by-case basis.  Director Smith concurred.

D. Smith/B. Kimball    all in favor    to adopt a new paragraph 12 to Resolution 247, as amended.

11.    Update on Water Supply Augmentation Project.

The Board reviewed a written update from consulting hydro-geologist Rob Gailey.  Director Smith said there really isn’t anything to assess until the rains start.

12.  Volunteer Committee Reports

-- Alternative Energy:  Nothing to report.

-- Bolinas Lagoon Technical Advisory Committee:  Cela O’Connor said that she has provided the Board with a packet of lagoon planning information that she would like each of the directors to read; she said the most meaningful part of the Local Coastal Plan Unit 1 was built from these documents, but the environmental policies in LCP Unit 1 have been removed during the current local coastal plan update process.  Cela urged the Board members to review the original purpose of the Bolinas Lagoon Technical Advisory Committee and then compare it to what the new Bolinas Lagoon Advisory Committee (“BLAC”) is supposed to do.  She said the two are completely different.  The BLAC is scheduled to meet for the first time in November, which is why she requested to defer her item until the November BCPUD Board meeting.  Director Siedman said the Board will include an item on the November meeting agenda as she requested.

-- Community Path Update:  Director Kimball reported that the planted median was irrigated in August, September and October and she is very pleased that it has started to rain this year.  New plantings will be installed around the PG&E poles in the near future.

-- Downtown Parking & Traffic Committee:  Nothing to report.

-- Resource Recovery:  Nothing to report.

-- West Marin Mosquito Control Coordinating Council:   Director Kimball said the Council will meet on November 5, 2012.

13.       Other Business

a.  Board Committee Reports

-- Finance:  Update on FY 2011-2012 Audit.  Staff reported that the audit field work was completed on October 4, 2012. 

    Director Kimball reminded the directors that at the recent special meeting on October 3, 2012, the Board agreed to identify a specific source of funds to pay for the temporary rental of construction equipment and hire of personnel to complete specific water and sewer system improvement projects as requested by staff.  Director Amoroso suggested that the district use funds from its water and sewer designated funds, as applicable, and director Kimball concurred.

 V. Amoroso/B. Kimball        all in favor    to expend funds from the district’s water and sewer designated funds, as applicable, to pay for the temporary rental of construction equipment and hire of personnel for specific water and sewer system improvement projects.

-- Legal:  Nothing to report.

-- Mesa Septic, Flood Control and Roads:  Nothing to report.
-- Operations:  Nothing to report.

-- Park and Recreation:  Nothing to report.

-- Personnel:  Nothing to report.

-- Sewer:   Nothing to report.

b. Minutes of the September 19, 2012 Regular Meeting; Minutes of the October 3, 2012 Special Meeting,

Director Kimball offered clarifying revisions to items 9 and 11 of the minutes of the September 19, 2012 regular meeting.

V. Amoroso/D. Smith    all in favor    to approve the minutes of the September 19, 2012  regular meeting, as amended.

Director Amoroso offered typographical corrections to items 6 and 7 of the minutes of the October 3, 2012 special meeting.

B. Kimball/D. Smith        four in favor, Bender abstaining        to approve the minutes of the October 3, 2012 special meeting, as amended.

c. Warrants

K. Bender/B. Kimball    all in favor    to approve the warrant list.

d. Scheduling of Next Meeting(s) 

    November 28, 2012 at 7:30 p.m.

    After a brief discussion, it was agreed that the annual BCPUD holiday party will be on December 13, 2012.

14.  Adjournment.

     9:12 p.m.