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HomeMy WebLinkAbout1978-05-24; Encina Joint Advisory Committee Ad Hoc; Minutesc o CITY CLERK ENCINA JOINT POWERS MINUTES OF THE JOINT ADVISORY COMMITTEE MEETING HELD ON WEDNESDAY, MAY 24, 1978 AT THE ENCINA WATER POLLUTION CONTROL FACILITY CONFERENCE ROOM Ed Stiles, Chairman Stanley Mahr, Vice Chairman 1. CALL TO ORDER Chairman Ed Stiles called the meeting to order at 10:00 A.M. ROLL CALL Present; Vista Sanitation District City of Carlsbad Buena Sanitation District San Marcos County Water District Leucadia County Water District Encinitas Sanitary District County of San Diego JAC Administrator JAC Counsel Encina Joint Powers Guests: Blade Tribune Brown and Caldwell Calavera Hills Carlsbad Journal C M Engineering Associates County of San Diego Encinitas Sanitary District League of Women Voters Leucadia County Water District Joe Zapotocky, Dan Carr Mary Casler, A. J. Skotnicki Ed Stiles, Bill Dominguez Jim McKay, Stanley Mahr Dick Hanson, Eric Elliott Mark Schneider, Jack Filanc Chuck Oldsen, Jim Frandsen Ron Beckman Roy H. Gann, Esq. Les Evans, Mary Taylor Jim Esterbrooks Graham Fraser, Eric Mische Ted Donald Jan Stevens Jerry Frieling Dwight Smith Jack Kubota Jane Skotnicki, Ruth Honnold Regina R. Ash JOINT ADVISORY COMMITTEE MEETING MINUTES - MAY 3*"*^ 1978 2. MINUTES OF APRIL 26, 1978 MEETING Chairman Stiles asked for the approval of the April 26, 1978 meeting as submitted. Mr. Zapotocky moved to approve the minutes as submitted. Sec- onded by Mr. McKay, the motion carried. 3. MINUTES OF MAY 9, 1978 MEETING Chairman Stiles asked for the approval of the May 9, 1978 Special meeting as submitted. Mr. Zapotocky moved to approve the minutes as submitted. Sec- onded by Mr. Carr, the motion carried. INFORMATION 4. VSD LETTER ON ENCINA JOINT POWERS REORGANIZATION Chairman Stiles felt that the Encina Joint Powers Reorganization should be referred to the Management Committee which has been a standing committee for many years. He added that, in all fairness, since we had a late start on the JAC meeting and that the meeting should end by 11:15 A.M. because we had Mr. Oldsen to honor, he felt he wouldn't have the meeting prolonged nor would he belittle the efforts of anyone in the or- ganization by not giving them ample time for discussion. He suggested setting a date as early as possible. The Management Subcommittee will meet on Tuesday, May 30, at 9:00 A.M. at the Encina Water Pollution Control Facility Conference Room. ROUTINE REPORTS 5. OPERATIONS AND MAINTENANCE REPORT Chairman Stiles asked for Mr. Evans1 comments. Mr. Evans referred to the first page under "General Information". He felt that it would be a good time to cover some of the problems that we were having with the Brown and Caldwell contract for design services and the Brown and Caldwell contract for waiver of second- ary treatment. he State Water Resources Control Board has reviewed the contract "or design services and has reminded him that we presently have a - 2 - JOINT ADVISORY JJOMMITTEE MEETING MINUTES - MAY ( 1978 contract for design services which is VSD-100 and which was entered into in 1973. They would like words in the new con- tract that would explain why portions of VSD-100 are being superseded by this new contract. The reason is change in the scope of work and negotiating a lower price. VSD-100 orig- inally called for ASCE curve as the method of the compensation and would have been probably $1.6 million assuming a project cost of $26 million. The reason we are going away from the VSD-100 contract is because of a better defined scope of work and a change in the negotiated price. These words are going to have to be added to the contract. Mr. Evans asked Mr. Gann for his comments. Mr. Gann added that we are putting a firm time limit on the preliminary design phase rather than an estimated time limit. He said that if the time limit is not met, the district would be exposed to loss of grant. He said that we are also putting an absolute ceiling on the dollars that could be spent on the preliminary design. We are deleting the ceiling price on the Part 2 basic design in that we don't have a scope of work and we*re leaving it to a future contract. Once the scope of work can be defined, then we can put a dollar ceiling on it. He also mentioned that any compensation provisions in VSD-100 dealing with design would also be superseded. Mr. Zapotocky asked when the contract would be ready for adop- tion by Vista Sanitation District. Mr. Gann said it would be ready immediately. Mr. Zapotocky said that if any of the agencies have any prob- lems with the language, they should let him know about it be- fore June 7. Mr. Gann explained that he had not reviewed the contract in detail previously because he thought that Carlsbad had written the contract and he was not asked to review it. He assumed that it had been approved and did not spend much time to re- view and analyze it because he thought the JAC might think he was spending time that he shouldn't. Encinitas Sanitary District and San Marcos County Water District indicated that they had adopted resolutions approving the contract. Mr. Dominguez indicated that is was on the Buena Sanitation Dis- trict's agenda for May 30. Mr. Zapotocky moved to approve counsel's recommendations on the contract changes. Seconded by Mr. Skotnicki, the motion carried. - 3 - JOINT ADVISORY COMMITTEE MEETING MINUTES - MAY/"S, 1978/•*>,, Mr. Hanson stated that, before Leucadia County Water District would approve it, they would need a copy of the contract with the exhibits. He indicated that he was was very happy to see these changes being imposed and that they were meeting on June 8. Mr. Gann said that the contract would be out today because he had all the language prepared and, as soon as it was typed, it could go out. Mr. Evans brought up the contract for application for modifi- cation of secondary requirements. He indicated that the EPA proposed procedures for application were becoming more and more confused. He and Eric Elliott had developed 11 tasks to be per- formed under the application. Some tasks were as simple as pro- viding a copy of the State Ocean Plan. Some of the tasks are as easy as saying there is no desalinization facility planned near the ocean outfall. Other tasks would necessitate extensive laboratory analysis and the services of a marine biologist. He indicated that the complexity of the application was depen- dent upon the testing of 65 Consent Decree toxic pollutants in the plant influent. The EPA rules indicate that they would pro- vide procedures for testing these pollutants. The Chief of Water Investigation, EPA Region IX, was contacted to determine the proper testing procedures and he indicated he was not fa- miliar with the application for modification. He did say that his office was tasked with developing testing procedures for the toxic pollutants but that many of the procedures had not as yet been developed, others were questionable and the EPA was having difficulty in finding laboratories to perform the tests. He summarized the status of the testing procedures as a "can of worms". Mr. Evans indicated that a Joint House Senate Committee was scheduled to hear testimony on the problems with the EPA pro- posed rules and regulations some time next week. He indicated that an off-the-record statement from the State Water Resources was that no treatment plant in California could meet the EPA standards for modification. In response to a question from Mr. Schneider as to what Mr. Evans would recommend, Mr. Evans answered that we should con- tinue to harass the EPA in trying to firm up the guidelines, that we should continue to collect our own information on ap- plication procedures rather than have Brown and Caldwell col- lect it for us. Mr. Evans indicated that he would like to see the Brown and Cald- well VSD-100 contract amendment adopted and have himself authorized _ 4 _ JOINT ADVISORY COMMITTEE MEETING MINUTES - MAY f^ 1978 to use certain parts of the contract as approved by the JAC. Mr. Schneider asked the deadline for application. Mr. Evans said it was September 24. Mr. Zapotocky suggested that we take it upon ourselves to in- form our elected officials as to what is going on. Mr. Evans said he would prepare a draft letter suitable for sending to legislators expressing our concern over the way the EPA is handling the modification rules. Mr. Skotnicki expressed his concern that, in the Areawide Water Quality Management Plan (the 208 Plan), Encina is looked upon as one of the possible reclamation agencies whch, if this is true, we may want to go to secondary treatment. Therefore, we would be at loggerheads with that if we pursued waiver of sec- ondary requirement while, at the same time, another plan in this region has us slated to go into reclamation which may re- quire secondary treatment* Mr. Evans agreed but added that, under the 208 Plan, we were identified as a source of 2 mgd so whether or not that would justify an 18 mgd secondary plant, he wasn't sure. Mr. Skotnicki agreed with the Chairman's recommendation that the confusion and chaos associated with the change in the law should be brought to the attention of the legislators. Mr. Hanson said that Leucadia County Water District's Board asked him to express their concern and dissatisfaction with regard to the difference in price for the Brown and Caldwell application for modification contract which was presented and the original fees which they proposed. He indicated that his Board was also dissatisfied with the method of estimating a cost ceiling which, essentially, gives Brown and Caldwell the right to ask for more money should their estimate be exceeded. Mr. Filanc indicated that he would rather have staff be autho- rized to contract for whatever service was necessary with what- ever firm could best provide it rather than having a contract with Brown and Caldwell. Mr. Evans explained that we don't have that kind of organiza- tion. Chairman Stiles moved that the Brown and Caldwell contract for modification of secondary requirements be subject to the Gen- eral Manager coming back to the JAC prior to any services or - 5 - JOINT ADVISORY^COMMITTEE MEETING MINUTES - MAY O 1978 expenditures being authorized. Mr. Schneider seconded the mo- tion and it carried. 6. FLOW REPORT Chairman Stiles asked Mr. Evans for a report on the flows. Mr. Evans noted that the Vista and Carlsbad flow figures had been transposed and corrected copies had been issued. Mr. Zapotocky expressed his continuing dissatisfaction with the way that the EDUs were calculated. Messrs. Beckman and Hanson were added to the EDU Committee and a meeting was set for May 30 following the Management Committee meeting. 7. SULFIDE CONDITION REPORT There were no comments made on this report. 8. EXPENDITURE REPORTS Mr. Evans referred to the Expenditure Reports and noted that the operations budget was underspent by about $49,000 of which $25,000 was contingency and the remainder mostly salary services. He said we were still in good shape even though the JAC has authorized expenditure of the contingency funds for the digester cleaning. Mr. Zapotocky asked when the digester would be cleaned and Mr. Evans replied that the cleaning would take place in July. Mr. Schneider asked if we had authorization to install the mix- ing equipment. Mr. Evans indicated that we are proceeding under the Carlsbad open-market procedure and both Taylor & Hoover and Thibodo were expected to submit bids. ACTION 1978-79 BUDGET - SUBCOMMITTEE RECOMMENDATION Mr. Evans referred to the list of recommendations from the Bud- get Subcommittee and indicated that the most significant change was the deletion of the majority of the rerate capital outlay for future consideration and only the conversion of Digester No. 1 to a fixed cover, the cleaning of Digester No. 1, the re- furbishing of the bar screen and removal of the cutthroat flume remained. - 6 - JOINT ADVISORY .fiQMMITTEE MEETING MINUTES - MAY Q 1978 Chairman Stiles asked if the capital outlay items could be shown specifically on the budget as a one-time-only expendi- ture. He said otherwise it would reflect as an overall ex- penditure and that then next year if the budget is only $900,000 or $785,000, you'll say: "see, it's less than it was last year, when actually it's more operating expense". Mr. Evans stated that we didn't have a budget format which will separate capital outlay and operating expense. He added that the Budget Subcommittee recommended adding $25,000 contingency to the capital outlay budget. Mr. Evans explained that $580 was deleted from the Travel and Conferences portion of the budget because the conferences were to be held locally. Mr. Evans said that the Budget Subcommittee had recommended additional funds for purchasing doughnuts for the JAC meet- ings and coffee for the operations personnel. Mr. Skotnicki indicated that, in this day and age with tax- payers up in arms, he would have to object to any expendi- ture for doughnuts, coffee and the Christmas Party. The other agencies were asked what their procedure was on coffee for personnel. Mr. McKay stated that San Marcos County Water District paid for the coffee for the Board meetings and personnel. Mr. Zapotocky and Mr. Hanson agreed with Mr. McKay's statement in that their respective agencies paid for the coffee. Mr. Schneider stated that he was in favor of providing funds for the purchase of doughnuts and coffee for the JAC meetings and didn't feel it was wasting the taxpayer's money. Mr. Mahr said that he was on the Budget Subcommittee and didn't feel it was any different than any other fringe ben- efit. Mr. Skotnicki asked Mr. Evans to explain the $4,200 allocated for the JAC meetings. Mr. Evans stated that the $4,200 represented $3,600 per year for attendance of the JAC meetings with the exception of extra meetings which, according to the Seventh Supplement, the JAC memebers would be paid up to a maximum of $50/month for at- tendance. The money for the Christmas Party and the purchase of coffee for the JAC meetings is included in Office Expense. He figured $132 for coffee for the JAC meetings and other - 7 - JOINT ADVISORY J»"WMITTEE MEETING MINUTES - MAY *nf 1978 meetings plus paper cups, sugar and Cremora. The doughnuts, according to Mrs. Taylor, will run about $65. He guessed that the coffee for the operating personnel would run $400. However, if it's free, it might run more than that but he wasn't sure. That was about what was being spent at the present time. A question from the floor was asked whether the $400 included the coffee for the JAC meetings. Mr. Evans said that it did not and that it only included the additional coffee for the operations personnel. Mr. Schneider moved that the 1978-79 budget as recommended by the Budget Subcommittee be approved. Seconded by Mr. Hanson, the motion carried. Mr. Dominguez suggested that, since every year, we go through a differnet process or a different format for a budget layout, we adopt or have one of the subcommittees adopt a format. Mr. Dominguez noticed some of the labor provided by the Federal programs is not included. Mr. Evans said that none of the labor provided by Federal programs is included since we don't know what labor is going to be approved. We still don't have approval for the Force Account labor or any grant offers. Mr. Dominguez asked whether Mr. Evans could make some sort of projection to which Mr. Evans guessed would be about $10,000. Mr. Dominguez suggested that it be included because he felt that when you looked at any budget, all expenses should be in- cluded regardless of from where the money came. Chairman Stiles said that he would like to work with Mr. Evans on the proposed budget format. Mr. Zapotocky was also asked to work on this committee. 10. SAN DIEGO WATER REUSE STUDY - ENCINA PROJECT Chairman Stiles asked Mr. Evans for his comments. Mr. Evans stated that, as Mr. Skotnicki had previously mentioned, the Encina treatment plant has been identified as a potential "near term" reclamation project and they are suggesting that 2 mdg could be reclaimed at Encina for use in landscape irriga- tion. Norm Magnusson, County Staff Person for the Joint San Diego City/County Water Reclamation Study, has asked if we want them to evaluate the project. The matter was referred to the Reclama- tion Subcommittee which consists of Messrs. Hanson, Zapotocky, - 8 - JOINT ADVISORY MITTEE MEETING MINUTES - MAY iff 1978 McKay, Schneider, Beckman and Frandsen. SPECIAL REPORTS 11. RECLAMATION SUBCOMMITTEE The Reclamation Subcommittee met on May 3 to consider a proposal from the City of San Marcos to utilize the ocean outfall as fail- safe. It was the unanimous opinion of the Subcommittee that neither they nor the JAC should consider use of the outfall by the City of San Marcos. Mr. Zapotocky suggest that it might be well to not consider any more of these systems until they have been approved. Mr. Skotnicki mentioned that Carlsbad was already the recipient of at least one proposal for a major satellite treatment plant with possibilities for reclamation. He added that a failsafe system using the outfall may be the only viable way for a satel- lite treatment plant to go. Mr. Beckman explained that the Reclamation Subcommittee did not address the issue of satellite treatment plants but only self- contained package systems that are outside the operational au- thority of our agencies. 12. VALUE ENGINEERING SUBCOMMITTEE Mr. Evans reported that the Value Engineering Subcommittee had met to hear a proposal from Arthur Beard Engineering of Phoenix, Arizona and that the firm's experience, personnel and approach to the problem, as well as the level of effort and the cost of the complete study, were reviewed. The Subcommittee again met prior to the JAC meeting to review Mr. Evans' findings on the references provided by Arthur Beard Engineering. Mr. Evans indicated that he had contacted all but one of the client references. Without exception, the clients felt that Arthur Beard Engineering had done a good job, had saved them considerable money and would be hired again to per- form such a study. Based on the evidence, the Subcommittee and Mr. Evans recommended that Arthur Beard Engineering be contracted with to perform the value engineering study. Mr. Dominguez moved that the Manager be authorized to ask JAC counsel to prepare a contract with Arthur Beard Engineering JOINT ADVISORY^SIMMITTEE MEETING MINUTES - MAY V^ 1978 for the value engineering services. Seconded by Chairman Stiles, the motion carried. Mr. Skotnicki asked why this expertise is so scarce. Mr. Evans explained that he could have gotten more proposals but that he was trying to stick to smaller, local firms who had this exper- tise. Mr. Evans felt that Arthur Beard is one of the most qualified VE firms and they provide the teaching seminars for the State Water Resources Control Board and also provided the initial value en- gineering introduction for the EPA. Mr. Schneider asked if the value engineering takes place at the 10% design level. Mr. Evans stated that it would take place twice; around the 10% and around the 50%/60%/70%. The price is $57,500. OTHER BUSINESS 13. NEXT MEETING Chairman Stiles announced that the next regularly scheduled JAC meeting is scheduled for Wednesday, June 28, 1978 at 9:00 A..M. at the Encina Water Pollution Control Facility Conference Room. There being no further business, Chairman Stiles adjourned the meeting to the Wayside Inn at 11:20 A.M. Respectfully submitted, M. Gunn Tjaylor Recording Secretary - 10 -