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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. - 2 - 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. — 3 — JOINT ADVISOR^^OMMITTEE MEETING MINUTES - SEPTEMBER 27, 1978 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 - 4 - 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. — 5 — 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 - 6 - 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. — 7 — 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 - 8 - 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 - 9 -