HomeMy WebLinkAbout1978-09-27; Encina Joint Advisory Committee Ad Hoc; MinutesENCINA JOINT POWERS
MINUTES OF THE JOINT ADVISORY COMMITTEE MEETING
HELD ON WEDNESDAY, SEPTEMBER 27, 1978
AT THE
ENCINA WATER POLLUTION CONTROL FACILITY CONFERENCE ROOM
Ed Stiles, Chairman Stanley Mahr, Vice Chairman
1. CALL TO ORDER
Chairman Stiles called the meeting to order at 9:11 A.M.
ROLL CALL
Present:
Vista Sanitation District Joe Zapotocky, Dan Carr
City of Carlsbad Mary Casler, A. J. Skotnicki
Buena Sanitation District Ed Stiles, Bill Dominguez
San Marcos County Water District Stanley Mahr
Leucadia County Water District Dick Hanson, Stan Van Sickle
Encinitas Sanitary District Mark Schneider, Jack Kubota
County of San Diego Jim Frandsen
JAC Administrator Ron Beckman
JAC Counsel Roy H. Gann, Esq.
Encina Joint Powers Les Evans, Mary Taylor
Absent:
San Marcos County Water District Jim McKay
Guests;
Blade Tribune Gil Davis
Brown and Caldwell Graham T. Fraser
C M Engineering Associates John Murk
Leucadia County Water District Eric Elliott
Private Citizen Lee Kahn
JOINT ADVISOKfrsCOMMITTEE MEETING
MINUTES - SEP^'IBER 27, 1978
2. MINUTES OF SEPTEMBER 27, 1978 MEETING
Chairman Stiles asked for the approval of the September 27,
1978 minutes as submitted.
Mr. Zapotocky moved that the minutes be approved as submitted.
Seconded by Mr. Dominguez, the motion carried.
INFORMATION
3. NOTIFICATION OF APPLICATION FILING DEADLINES
FOR APPLICATION FOR MODIFICATION OF SECONDARY
TREATMENT REQUIREMENTS
Mr. Evans said that it was our intent to file an application
for modification of secondary treatment requirements on the
deadline date of September 24. However, the EPA has extended
the deadline because they have not put out the final regula-
tions governing the format of the application. The new dead-
line will be 3 months after the final regulations are published.
A statement of intention has been filed with the EPA as re-
quired by the Federal Register (excerpt which is in the agenda
packet). We are on record with the EPA as a potential applicant
for modification of secondary treatment requirements.
The County and consultants have essentially completed the ap-
plication in the form of the proposed regulations and, assum-
ing that the final regulations will be similar, we will be
ready to apply immediately.
4. SUMMARY OF CHEMICAL AND PHYSICAL TESTING
RESULTS FOR ENCINA WPCF RAW SEWAGE
Mr. Evans stated that, at the direction of the JAC, we have
been testing for heavy metals and other undesirables in the
influent. Also, the manhole immediately downstream from Bur-
roughs was tested rather than testing in the facility that
they provide on their property. We are also testing in the
various lines that come into the plant to determine if there
is anything unusual or unacceptable coming in and from where
it might be coming. So far, we haven't identified anything
that is a particular problem or anything that was unexpected.
We have had some high ammonium levels, which don't seem to
be causing problems at the plant, and those dischargers have
been notified.
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JOINT ADVISORY-COMMITTEE MEETING
MINUTES - SEPW«BER 27,1978
ROUTINE REPORTS
5. OPERATIONS AND MAINTENANCE REPORT
Digester Modification Program - Mr. Evans stated that the di-
gester was cleaned and the draft tube, which will be the main
part of the mixing system, has been inserted. We are now
waiting for our blowers, which were ordered on June 22, and
the new proposed date of delivery is late the week of Septem-
ber 25. We have added a few more things, as long as the di-
gester was open, such as more overflow devices to make it a
little more flexible. Hopefully, we will get the digester
closed up next week and start it back into operation.
We're still on schedule and have until October 1 to file a
letter with the RWQCB which says that we have completed the
work on Digester No. 2.
Excess Rags and Grit - Mr. Zapotocky asked whether the excess
rags and grit seemed to be a new problem and if there was any
indication as to where the debris was originating. Also, if
there was a possibility that it was being introduced at the
Oceanside connection.
Mr. Evans said that we are sure it wasn't coming from the
Oceanside connection and there were a lot of alternatives on
this and we have checked them out. We're not sure where it's
coming from. It's got to be inside the major pump stations
because these rags are not coming through a pumping station.
For a few days, we were getting rags and heavy material late
in the afternoon almost every day. It almost looked like
something that would be caught on an upstream barscreen or
something that would be discharged from cleaning a digester.
Obviously, we were suspect because we were discharging from
sick digesters back into our own headworks. We're still not
absolutely sure it wasn't us.
Septage Haulers - Mr. Carr asked about the procedure used in
collecting from haulers who do not pay. Mr. Evans replied
that they have been turned over to the City of Carlsbad and
they, evidently, pursue them through Small Claims Court.
6. SULFIDE CONDITION REPORT
Mr. Evans stated that this report is routine and we have re-
ceived no complaints from our usual summer problem areas.
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JOINT ADVISOR^^OMMITTEE MEETING
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7. EXPENDITURE REPORT
Mr. Evans stated that this report, at this particular time of
the year, is not too meaningful. The most meaningful is Page
1, which gives the flows, since we no longer have the old flow
document.
Mr. Zapotocky said that Vista's ground water was staying up
unusually high.
Mr. Skotnicki asked if tests have been conducted on the pro-
peller meter. Mr. Evans answered that 3 tests have been con-
ducted and all of them have been close to the error factor
we have been using which is a 7% increase in the readings.
All were in the + or - 2% range.
Mr. Sknotnicki asked whether the RWQCB was satisfied with our
reports. Mr. Evans replied to the affirmative, adding that
the RWQCB has been accepting our reports as submitted.
ACTION
8. MODIFICATION OF DIGESTERS 1 AND 3
Mr. Evans reported that the JAC had authorized C M Engineering
to prepare plans and specifications to convert Digesters 1 and
3 to fixed cover digesters and add mixing and heating to Di-
gester 3 to give it the capabilities of a primary digester.
The project has been advertised and bid opening is scheduled
for October 4. Only the Digester 1 work is included in the ap-
proved budget amount of $132,000. Since the Engineer's estimate
for the total contract is $215,000, the bid documents are written
to reject the Digester 3 work. The Manager recommended, that
should the bids for the total project (Digester 1 and 3) be no
more than the $132,000 budgeted plus the $25,000 capital outlay
contingency, that the JAC authorize the Carlsbad City Council
to award both contracts.
Mr. Dominguez moved to the General Manager's recommendations.
The motion was seconded by Mr. Mahr.
Chairman Stiles asked if all this is necessary to do the proper
job and if it is all done, what will be accomplished.
Mr. Evans replied that the cleaning and conversion of Digester
1 to a fixed cover digester is part of the solving the odor
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JOINT ADVISOI^PMMITTEE MEETING
MINUTES - SEPTO1BER 27, 1978
problem and part of our schedule with the RWQCB. The clean-
ing and modifications to Digester 3 are part of the recom-
mendations of C M Engineering to enable us to utilize our
full solids handling capabilities. When we first discussed
this, Mr. Evans had recommended that we just do the Digester
1 portion of the project and the JAC felt that they would
like to develop plans and specifications for upgrading the
entire solids handling system. C M Engineering is also do-
ing some work on the dewatering section and he felt that,
within a month, they will come up with a recommendation
which will mean money that is not within the budget.
Chairman Stiles asked Mr. Murk for clarification as to what
will be accomplished.
Mr. Murk explained that we would lower the levels of Digesters
1 and 3 where we would have an acceptable detention time to
accomplish the digestion of the sludge with enough space be-
tween the surface of the sludge and the roof so if foaming
did occur, it would not get up to the roof and come out or
get sucked into the gas recirculation system. The second
part was that if we heated and mixed Digester 3 that would
take the sludge that overflowed by gravity and keep that sludge
alive. The concept was to seal Digesters 1 and 3 so that you
would have the flexibility to operate at a time when you might
be receiving a slug dose of something that would potentially
kill Digesters 1 and 2. It also gives you the flexibility of
handling solids in that you can fill Digesters 1 and 3 should
the centrifuge go down. What you are really getting for your
money is reliability and flexibility. Also, for the future
rerating, you have this excess capacity of digestion.
Mr. Skotnicki asked if all of this was known when this was
discussed during the budget process originally, why was it
struck and why are we bringing it back now.
Mr. Evans replied that, during the budget subcommittee meetings,
all of the rerating items were stricken with the understanding
that, after C M Engineering had finished their report, JAC and
the individual agencies would reconsider various rerating items
and decide whether or not to proceed with them. Then, at a
regular JAC meeting, the JAC authorized C M Engineering to pro-
ceed with the design of not only the bugeted Digester 1 modi-
fications but also the unbudgeted Digester 3 modifications.
Mr. Hanson asked if it was the Consulting Engineer's and staff's
determination that Items 1 through 4 are essential to get us out
from under the cease and desist order.
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JOINT ADVISORY^COMMITTEE MEETING
MINUTES - SEPTEMBER 27, 1978
Mr. Evans replied that Items 1 and 2 are essential to get us
out from under the cease and desist order. Items 3 and 4
are more related to rerating possibilities.
Mr. Hanson suggested that, if the bid came in under $157,000,
we could immediately authorize the General Manager to accept
same. He further suggested that, if the bid came in over
$157,000, we have a special JAC meeting to meet and authorize
what portions of the bid project should be awarded.
Mr. Skotnicki asked Mr. Gann about the legality of exceeding
the scope of the budgeted project. Mr. Gann said that, it
was his understanding at the time the budget was discussed,
the Digester 1 project was specifically approved but the
other matter was within the scope of further consideration
and was not precluded. The JAC agreed that this was the case.
Chairman Stiles asked for the vote and Mr. Dominguez1 motion
passed.
9. COUNTY CONTRACT FOR OPERATION
Chairman Stiles called on Mr. Frandsen to address the JAC re-
garding the County contract for operation.
Mr. Frandsen said he was sure that most of the agencies were
aware that the contract had expired in 1967. At the last JAC
meeting, the problem of hiring personnel was brought up; A
letter was sent to Lucille Moore, the Chairman of the Board
of Supervisors, requesting filling operator vacancies.
Mr. Frandsen said that he would like to have a committment
from JAC to accept these employees should they decide to ter-
minate the County Operations Contract. He continued that the
County is encouraging them to reduce personnel and they have
a ballot proposition now to limit employees to one employee
for 160 residents. He asked the JAC when they were going to
take over the operation of the plant. They could then better
plan their reduction of personnel.
Mr. Zapotocky said that he had heard the Department of Sanita-
tion and Flood Control is not too anxious to remain in the
business of operating sewer plants.
Mr. Zapotocky moved that a meeting of the Management Subcommittee
be called as early as possible to consider 1) the question of
whether or not to remain with the County and enter into a new
contract and 2) explore the possibilities of employing outside
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oJOINT ADVISORY COMMITTEE MEETING
MINUTES - SEPTEMBER 27, 1978
contracting personnel to operate the plant and 3) to come
back with a report to the full JAC committee before the
next JAC meeting.
Mr. Skotnicki said that, so long as we are willing to dis-
cuss a switch in operation and so long as we have some rea-
sonableness amongst ourselves, then we will arrive at a
solution. Carlsbad is interested in a solution of this
management problem and has been since its inception. Carls-
bad, however, has not been willing to be dictated to as to
what that solution was going to be. We are willing to nego-
tiate a solution to that problem.
Mr. Beckman said that the term of the original contract was
for one year but there is a provision in the contract that
it will be extended on a year to year basis. Therefore, the
County is working under the terms of a valid contract. The
other point was that, several years ago, we sent a letter to
the County on behalf of the JAC indicating to the County
that we would retain qualified personnel in effect.
Chairman Stiles asked Mr. Frandsen if a letter with the same
content would be satisfactory to the County. Mr. Frandsen
replied that it would be helpful to the employees.
Mr. Dominguez asked Mr. Frandsen if the vacancies would be
filled providing the County can have some assurances that
the Civil Service coverage will be sustained for a period
of time. Mr. Frandsen replied to the affirmative.
Mr. Zapotocky asked that the Management Subcommittee meet and
explore these questions at that time. A Management Subcommittee
was set for Wednesday, October 11 at 9:00 A.M. at the Encina
plant.
Mr. Gann passed out the draft of the reorganization agreement.
10. PHASE III DESIGN CONTRACT
Mr. Evans said that we were in the preliminary stages of de-
sign for Phase III and the Design'Review Committee has been
meeting regularly and has made some very productive imput into
the design process and has given Brown and Caldwell enough in-
formation to proceed with developing a cost ceiling for the
actual preparation of plans and specifications. He said that
we're going to have a problem because the State has notified
him they want to make a grant offer before the Federal fiscal
year ends which is September 30, 1979. They want us to be in
a position to apply for the actual grant for the construction
of our Phase III project. This means we will have to have our
design nearly complete at that time.
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JOINT ADVIS01^:OMMITTEE MEETING
MINUTES - SEPTEMBER 27, 1978
Mr. Evans asked if Vista Sanitation District wants to have
the cost ceiling price ratified by each of the agencies. If
so, a special meeting will have to be held so that ratifica-
tion can be done in a week to ten days.
Mr. Zapotocky said that they had established something of a
precedent in having -all the boards ratify the agreements en-
tered into by Vista Sanitation District. Under the Basic
Agreement, there is no requirement that this be done but,
last time, Vista asked that it be done. He referred this
question to Mr. Gann.
Mr. Gann said that if the figure were going to be less than
the figure originally discussed, there would be no necessity
for going back to the agencies. However, the approval should
not stand with an increased figure.
Mr. Evans asked when we could start negotiating. Mr. Fraser
felt it could be the week of October 9.
Mr. Evans said if the Negotiating Committee negotiates a price
for cost ceiling, which it feels is reasonable and the price
is within $1.2 million, the recommendation for approval should
be made to the Vista Sanitation District.
11. CONSTRUCTION MANAGEMENT PLAN
Mr. Evans presented a revised copy of the plan based on com-
ments received from the State, several member agencies, Brown
and Caldwell and several construction management firms.
Mr. Evans asked the JAC for authorization to submit this pre-
liminary Construction Management Plan to the State. He also
asked for authorization to request proposals for construction
management services. During the construction at Encina, we
will need to develop a staff to do inspection including qual-
ity control and management of the project.
Mr. Carr moved to authorize the General Manager to submit
the preliminary Construction Management Plan to the State and
to request proposals for construction management services.
Seconded by Mr. Skotnicki, the motion unanimously carried.
OTHER BUSINESS
12. LABORATORY SCALE
Mr. Evans reported that our $1,000 top-loading balance scale
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JOINT ADVISOR£"V)MMITTEE MEETING
MINUTES - SEPTEMBER 27, 1978
has been missing since August 31, 1978 and has been reported
to the Carlsbad police.
Mr. Schneider moved that the JAC authorize the General Mana-
ger to replace the missing scale. Seconded by Mr. Skotnicki,
the motion carried.
ADJOURNMENT
There being no further business, the meeting adjourned at 10:45 A.M.
The next regularly scheduled JAC meeting will be on Wednesday, Octo-
ber 25, 1978 at 9:00 A.M. at the Encina Water Pollution Control Facil-
ity.
Respectfully submitted,
M. Gunn Taylor
Secretary to the JAC
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