HomeMy WebLinkAbout1979-04-25; Encina Joint Advisory Committee Ad Hoc; Minuteso
ENCINA JOINT POWERS
MINUTES OF THE JOINT ADVISORY COMMITTEE MEETING
HELD ON WEDNESDAY, APRIL 25, 1979
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 9:03 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
Absent:
City of Carlsbad
Guests;
C M Engineering Associates
Encina Chief Operator
League of Women Voters
Leucadia County Water District
Lowry & Associates
San Diego Union
Times-Advocate
Joe Zapotocky, Dan Carr
Mary easier
Ed Stiles, Bill Dominguez
Jim McKay, Stanley Mahr
Dick Hanson, Stan Van Sickle
Mark Schneider, Jack Filanc
Bob Maynard
Ron Beckman
Roy H. Gann, Esq.
Les Evans, Mary Taylor
A. J. Skotnicki
John Murk
Clyde Dietrich
Ruth Honnold
Eric Elliott, Paul Duvel
Bob Hanson
Neil A. Ball
Tony Knight
JOINT ADVISORY COMMITTEJ^EETING
MINUTES - APRIL 25, 197?
2. MINUTES OF MARCH 28, 1979" JAC MEETING
Chairman Stiles asked for the approval of the March 28, 1979 minutes
-as submitted.
Mr. Zapotocky moved the minutes be approved as submitted. Seconded
by Mrs. Casler, the motion unanimously carried.
3. MINUTES OF THE MARCH 23, 1979 SPECIAL JAC MEETING
Chairman Stiles asked for the approval of the March 23, 1979 Special
-JAC meeting.
Mr. Zapotocky moved the minutes be approved as submitted. Seconded by
Mrs. Casler, the motion unanimously carried.
SPECIAL
ELEVENTH SUPPLEMENT TO THE BASIC AGREEMENT
Although this was not an item scheduled on the April 25, 1979 agenda,
it was brought up by Chairman Stiles when he said that he had just re-
ceived his copy of the Eleventh Supplement. He referred to Mr. Zapotocky,
: Chairman of the Management Subcommittee, to review this proposal and pre-
- sent the findings at the next meeting.
Mr. Zapotocky set a meeting for the Management Subcommittee on Monday,
• April 30, 1979 at 9:00 A.M. at Encina and Dick Hanson was added to the
committee. He gave out copies of his concerns on this supplement. He
said his concern was the relationship of the manager, if there is to be
one, to Leucadia. Also, if there should or should not be a manager. He
saw no need for a manager.
Mr. Schneider felt that this matter should be placed before the entire JAC
committee for guidance to the Management Subcommittee. He agreed with Mr.
Zapotocky that there was no need for a full .time manager.
Mr. Zapotocky felt that there was no reason to hire a manager except to
do the grants administration. The administration of the plant would be
Iieucadia's responsibility and to whom would a manager report and to whom
would he give direction.
Mrs. Casler said that the agreement was to have Mr. Evans continue on the
project until a new manager was hired. Carlsbad felt that there should
be a professional who could not only do the grant work but also manage
-the plant. She asked Mr. Evans how much of his time was spent in admin-
istrative work.
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cO:JOINT ADVISORY COMMr«*JE MEETING
MINUTES - APRIL 25, 1979
Mr. Evans said he was spending about 25% of his time on Encina which
added up to about 30 hrs. a week. Just keeping the grant administra-
tion going, he calculated as 22% of his time for the past three weeks.
He continued that a manager's responsibilities depended on what the JAC
wanted. If the JAC didn't want a manager talking at the RWQCB meetings,
reporting to the JAC on what's going on at the plant, do budgets, man-
agement construction contracts, etc., he felt you would only need a part
time manager. There were a lot of things he was going to do as manager;
i.e., updating a financial plan, updating the construction management
plan periodically and managing the capital projects we have at Encina.
If we had 'a part time manager here, we would still have to contract to
get some of these other things done. He didn't, however, see a manager
independent of Leucadia.
Mr. Mahr felt that Leucadia and the JAC should be involved in hiring of
the manager.
Mr. Hanson suggested that the applications be turned over to the Inter-
view Committee and that recommendation for hiring would be the joint
recommendation of the JAC with Leucadia doing the recruitment and hiring
of the individual. Leucadia would use whatever applications were being
held by the City of Carlsbad rather than start new recruitment in order
to meet the turnover date of July 1, 1979.
Mr. Van Sickle said, as a home owner, he would prefer to see the plant
over-staffed even if he had to pay extra sewage bills. He personally,
and not as a member of the Leucadia County Water District, was in favor
of having a full time manager.
Chairman Stiles said that one of the important things of having a full
time manager was continuity. He also reminded the JAC that almost every
two years we have a member on the JAC who will come up with an idea which,
unfortunately, had been discussed many times before by the JAC. He felt
the need for the manager to be running the plant.
Mr. Hanson said he assumed the County was maintaining the pumping sta-
tions and, if that system was satisfactory, Leucadia would continue to
do so.
Mr. Gann pointed out one section of the agreement which he felt was un-
satisfactory for everyone. If the five members wanted Leucadia out, we
have provided that the five members can replace Leucadia and it would
take a unanimous vote to designate the replacement. Obviously, the effect
of that is to give Leucadia a veto vote so you could never replace them if
they didn't like the replacement. From a legal point of view, he felt that
there should be a percentage vote for replacement.
Mr. Carr said he was under the impression that the only reason the JAC was
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MINUTES - APRIL 25, 1979
seeking a change was for the economic savings and, unless that subject
was addressed, he thought VSD would have a hard time approving the sup-
plement.
Mr. Hanson said that if the agreement were to go forward prior to July
1, Leucadia would submit their overhead charges for this next fiscal
year to the JAC. He added that it would be less than the County.
Mr. Elliott said that Leucadia was probably talking about matching what
the County calls overhead charges which.are 40%. Leucadia could probably
provide those specific overhead figures in the neighborhood of 15% of
direct labor. Here again, what Leucadia proposes is not to talk about
percentage figures but to give a flat fee and actually outline what the
fee covers.
Mr. Gann said that the above was what the agreement provides; i.e. that
Leucadia would submit a flat dollar figure for the year's overhead to
each agency for their approval.
Mr. Van Sickle said with a fixed fee charge, there was a lot more oppor-
tunity to be innovative in doing things better and cheaper than if it
was being done on a percentage basis. He added there's very little in-
centive when you're being paid a percentage.
Mr. Zapotocky felt that the above discussions were quite beneficial to '
the JAC and the subcommittee who could now come back with some kind of
a meaningful report.
INFORMATION
4. MINUTES OF APRIL 10, 1979 DESIGN REVIEW COMMITTEE MEETING
Mr. Evans said the committee discussed the possibility of moving up the
construction of the fourth digester. Brown and Caldwell indicated that
it would be very difficult to build the fourth digester without building
all the gas management system and the heating systems that would make it
operate and felt that early construction would result in more problems
than it would resolve. The committee agreed that the digester should be
left in the construction sequence as recommened by the engineers.
5. CARLSBAD SPECIFIC PLAN STAFF REPORT
Mr. Evans said that tonight (April 25, 1979) at the regularly scheduled
meeting of the Planning Commission, the issue of the Precise Development
Plan would be before the Commission for public hearing. He would not be
surprised if the meeting resulted in a continued public hearing or for
referral to City Council for determination on policy questions.
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JOINT ADVISORY COMMll^^E MEETING
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The primary concern is the Environmental Impact Report on the project
which was prepared and certified in 1975. The Planning Commission is
concerned that the scope of the project may have changed and some of
the conditions that were examined in 1975 when the EIR was being pre-
pared may have changed.
He said that the Altamira Homeowner's Association was notified that this
was a Public Hearing and he expected there would be opposition to the ex-
pansion of the plant.
Mrs. Casler thought this was all settled.
«, . • •
Mr. Evans replied to the negative adding that, first of all, we had to
have a zone change before starting to process the Precise Development
Plan. You couldn't start the Plan until you got through with the design
of the project.
Mr. Zapotocky said that if the issue was presented to the Planning Com-
mission as one of upgrading rather .than expansion, it seemed that we were
asking for opposition. He felt that it should be stressed that what we
were doing is an upgrading and we're really bettering an existing situation.
Mr. Evans said the Planning Staff is aware that it is an upgrading and he
felt they would present it fairly to the Commission although there has
been quite a bit of feedback on this issue from the Commission. He would
not be surprised if this process took several months.
Mr. Evans asked that the JAC concur that since the EIR was prepared 1)
there had been no subsequent changes in the project which require a major
revision of the EIR due to involvement of new environmental impacts not
considered in the previous EIR; 2) there have been no substantial changes
occuring with respect to the circumstances under which the the project is
undertaken such as substantial deterioration in the air quality where the
project will be located which will require major revisions in the EIR;
3) no new information of substantial importance to the project has become
available.
"Mr. Beckman suggested that the JAC concur with Mr. Evans' request. The
only changes that have occurred in the project have been to eliminate
elements of concern; the elements of concern being that we have substi-
tuted activated sluge for biofiltration. The primary objections were
that the biofilters were visual obstruction and were a more prominent
source of odor.
Mr. Carr moved that the JAC concur eith Mr. Evans1 request. Seconded by
Mr. Mahr, the motion unanimously carried.
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6. RWQCB STAFF REPORT •«
The RWQCB met on Monday, April 23, 1979 and staff reported the progress
we were making under our Cease and Desist Order. They agree there have
been diminished odor problems and the odors which were occuring now were
more of digested and not raw sludge and seem to be related to the clean-
ing of Digester No. 3 which was completed on April 18.
He continued that the operators have the plant running the way it should
be and that very shortly, the digestion system will be modified to the
system that C M Engineering designed. Hopefully, this will prevent the
problems we have had during the past few years of losing all of the di-
gesters at the same time.
The Regional Board was very understanding but felt they couldn't lift
the Cease and Desist Order at this time. They asked us to come back to
the June 25, 1979 meeting and again report on odor complaints and RWQCB
inspections. .
7. C M ENGINEERING OPERATIONS REPORT
Mr. Murk explained that there were two problems which occurred in April;
1) low temperatures in Digesters 1 and 2 and, after much discussion, it
was decided that the malfunction was in the boiler room. The necessary
parts are on order at the present time; 2) when Digester 3 was taken put
of service for cleaning, the grease was put to Digesters 1 and 2. During
the next several days, the digesters started to get upset but this has
been corrected. No grease is being fed to the digesters and an agreement
has been worked out with one of the sewage haulers to haul it away. They
are going look at what is in the grease to cause this upset since grease
is usually considered a benefit.
Mr. Dietrich said the grease was being hauled to Otay twice a week to a
total of 36,000 gallons.
ROUTINE REPORTS
8. OPERATIONS AND MAINTENANCE REPORT
Mr. Evans said that the only highlights of this report had been covered
by Mr. Murk and Mr. Dietrich.
9. EXPENDITURE REPORT
Mr. Evans pointed out that we should start getting more meaningful flow
now that the rains seemed to have stopped.
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ACTION
10. TEMPORARY DEWATERING DEVICE
Mr. Evans referred to the letter from C M Engineering Associates which
was attached to their Operations Report. Last year.about this time,
.C M Engineering had made some recommendations which included conversion
of the three digesters to primary digesters, upgrading the heating and
mixing system all of which is now essentially complete. They also recom-
mened that we needed some kind of backup system for the existing dewater-
ing device to facilitate any rerating of the plant.
We included a budget item in the 1978-79 budget to purchase or lease such
a device. The Budget Committee felt that this put the budget up so high
that we should delete it and perhaps take it up as a contingency item
later in the year.
The digester modification has nearly been completed. C M has done some
investigation and has determined that we could purchase or lease a de-
watering device with an installation cost as high as $40,000.
Mr. Evans felt he needed a recommendation from the JAC on 1) whether they
were interested in going ahead with a dewatering device now; or 2) whether
they wanted to wait until Phase III which will take care of the dewatering
problem. Also, if the JAC wants to go ahead with this prior to Phase III,
did they want 1) to proceed now utilizing the contingency funds; or 2)
' to wait until the budget is adopted for the next fiscal year.
Chairman Stiles asked if this were crucial that we do this.
Mr. Evans replied that our centrifuge has been worked right into the ground
and needs to be taken out of service and completely overhauled. He doubted
whether our centrifuge would last until Phase III. The operators here
would feel more comfortable having a backup device. Also, some of the
agencies have indicated they would- like to apply for rerating as soon as
the Cease and Desist Order is lifted.
If we made a decision now and purchased a piece of equipment and wanted to
make sure it was compatible with Phase III, then Brown and Caldwell might
have to specify some kind of specific equipment and we might have to pay a
premium price for this compatible equipment.
Mr. Van Sickle said that he had read that the City of Los Angeles was put-
ting their completely digested sludge into the ocean outfall.
Mr. Murk said that they had two separate outfalls; one of which is a sludge
outfall and goes seven miles out and down.
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JOINT ADVISORY COMMITTaQflEETING
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Mr. Mahr asked who would be responsible for the repair of the lease de"-
vice and Mr. Murk said that we would be responsible.
Mr. Zapotocky moved that we authorize contingency funds and begin making
arrangments for the installation and lease of a dewatering device immedi-
ately. The lease would have to be •cancellable on short notice. Seconded
by Mr. McKay, the motion unanimously carried.
Mr. Evans said we would ask the Carlsbad Purchasing Department to get bids
on the lease on a monthly basis with the 30 day cancellation notice. The
lease money would be applied to the purchase.
11. ENCINA FISCAL YEAR 1979-80 BUDGET
Chairman Stiles stated that a Budget Subcommittee had been held and the
budget in the Agenda Packet is the one proposed by the Subcommittee.
Mr. Evans stated that, in the original budget, we revise our contract
with Walker and Gann to reflect $75/hr. for legal fees which would be
more in accord with what other agencies are paying for the same service.
The Budget Committee felt that the raise from $50 to $75/hr.'in one in-
crement was excessive. Mr. Evans spoke with Mr. Gann and Mr. Gann pro-
posed that the time spent at JAC meetings would be at $60/hr. and the
time spent preparing agreements, writing supplements, reviewing Brown and
Caldwell agreements and contractual documents would be at $75/hr. Mr.
Evans proposed this as a change to the budget before the JAC.
A motion was made by Mr. Dominguez to change the budget to reflect a
legal fee of $60/hr. for Mr. Gann's attendance at JAC meetings and a
fee of $75/hr. for Mr. Gann's other activities.
Seconded by Mrs. easier, the motion carried unanimously.
The additional dewatering devise was discussed and assuming that we could
get a lease for $2,000/mo., Mr. Carr moved that we change the $50,000 al-
located in the proposed budget to $24,000.
He further moved that the JAC approve the 1979-80 Encina Facilities Bud-
get if the above two motions were incorporated into the budget.
Seconded by Mrs. easier, the motions unanimously carried.
OTHER BUSINESS
12. THINGS WHICH COULD DELAY PHASE III
a. Coastal Permit Conditions - Mr. Evans said that before we can get any
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construction grants and before any constructions can start, we have
to comply with the conditions of the Coastal Permit. These condi-
tions apply to both Carlsbad and Leucadia and they are aware of same.
b. Air Quality Condition - There is also an air quality condition imposed
on us by the Environmental Protection Agency. Mr. Evans passed out a
letter which was an inquiry from'the SWRCB to the CPO for comments on
how we .have complied with these air quality conditions. Verbally,
everybody seems to be satisfied that this isn't going to be a hold up
but, eventually, the EPA is going .to- have to sign off that we have
complied with the air quality maintenance strategy condition.
c. Brown and Caldwell Financial Plan - Mr. Evans said as the project
keeps dragging on and on, there have been many changes in the laws
and rules and the financial plan, which was prepared by Brown and
Caldwell in 1975 and. updated since then, is no longer in compliance
with the rules. It will have to be revised before we can receive
the grant offer for Step 3.
d. Specific Plan - This is a building permit through the City of Carls-
bad and is still pending,
13. REACTIVATION OF LEUCADIA'S -EXISTING WATER RECLAMATION FACILITY
Mr. Hanson said this is a 750,000 gal./day facility and will not be oper-
ating in excess of that. Leucadia has appeared before the Coast Region
Commission and, by unanimous vote, gave their approval for that location
for the development permit. The RWQCB will tentatively hear their appli-
cation for waste discharge requirements on May 21. An integral part of
that reactivation concept, with regards to solids handling, is that those
solids be diverted to the Encina facility for treatment. Mr. Hanson con-
tinued that they knew Leucadia would have to consummate an agreement and
negotiate a fee and asked the JAC to give conceptual approval.
Mr. Schneider asked Mr. Hanson is the operator of the plant determines
that Encina is having a sludge problem, would Leucadia have the capability
of activating their digester.
Mr. Hanson answered to the affirmative adding that it would take a little
time to do so.
Mr. Evans said that this had been discussed in general terms by the En-
gineering Committe and they reported that it would be feasible if Encina
was to become a solids handling facility. As far as handling solids now
when the JAC was interested in rerating, he asked Mr. Murk how it will
affect the plans for the rest of the agencies to get more capacity.
Mr. Murk said the solids handling system should not be affected at all.
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He added that without looking at the numbers, it probably wouldn't make
any difference.
Mr. Dominguez felt that Mr. Murk should work up the numbers for the re-
assurance of the committee.
Mr. Beckman thought it would be advisable if we're looking for rerating
because basically we're talking about 16 mgd of sludge in this plant
plus an additional 750,000 gals, from Leucadia. If our concern is the
limitation of the solids handling facility > he thought we should be able
to assure ourselves and the Regional Board that we can handle it.
Mr. Mahr thought that Mr. Murk should look at the overall picture as to
what's going to happen if this becomes a sludge disposal plant as far as
the rest of agencies are concerned.
JAC unanimously gave Leucadia County Water District conceptual ap-
proval for reactivation of their existing water reclamation facility.
ADJOURNMENT
There being no further business, the meeting was adjourned at 11:15 A.M.
The next regularly scheduled JAC meeting will be on Wednesday, May 23, 1979
at 9:00 A.M. atthe Encina Water Pollution Control Facility.
Respectfully submitted,
i. Gunn [Taylor
Secretary to the JAC
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