HomeMy WebLinkAbout1979-05-23; Encina Joint Advisory Committee Ad Hoc; Minutes'• • - • ••'--• -' •' v' •'••-:- -a- --• ^~n.---.y^:i!^jya^^
c o o
ENCINA JOINT POWERS
MINUTES OF THE JOINT ADVISORY COMMITTEE MEETING
HELD ON WEDNESDAY, MAY 23, 1979
AT THE,
ENCINA WATER POLLUTION CONTROL FACILITY CONFERENCE.ROOM
Ed Stiles, Chairman Stanley Mahr, Vice Chairman
1. CALL TO ORDER
Vice Chairman Mahr called the meeting to order at 9:04 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:
Buena Sanitation District
Guests ;
C M Engineering Associates
Carlsbad Journal
Encina Chief Operator
Encinitas Sanitary District
Leucadia County Water District
Lowry & Associates
San Marcos County Water District
Joe Zapotocky, Don Todd
A. J. Skotnicki, Mary easier
Bill Dominguez
Jim McKay, Stanley Mahr
Dick Hanson, Harold Henning
Mark Schneider, Jack Filanc
Jim Fraridsen
Ron Beckman
Roy H. Gann, Esq.
Les Evans, Mary Taylor
Ed Stiles
John Murk, Libby Tortorici
Jane Hunts
Clyde Dietrich
Jack Kubota
Eric Elliott, Regina Ash
Bob Hanson
Tony Lauricha
JOINT ADVISORY COMMIlC MlQ[NG
MINUTES - MAY 23, 1979
Chairman Mahr asked the JAC if they would refrain from speaking while
there were train or plane noises since it is most difficult to hear
the playback of the tape.
2. MINUTES OF APRIL 25, 1979 JAC MEETING
Chairman Mahr asked for the approval'of the April 25, 1979 minutes
as submitted.
Mr. Hanson referred to Page 9, Item 13, Paragraph 3 of the minutes.
For clarification purposes, he suggested adding the following at the
end of the sentence:
"and that approval of activating the onsite solids handling would have
to be obtained from the Regional Water Quality Control Board."
NOTE: The master of this particular sheet and the Official Minutes
Book at Encina have both been changed to reflect this addition.
Mr. Zapotocky moved that the minutes be approved as amended. Seconded
by Mr. Hanson, the motion carried.
3. MINUTES OF MAY 9, 1979 SPECIAL JAC MEETING
Chairman Mahr asked for the approval of the May 9, 1979 Special JAC
meeting as submitted.
•Mr. Zapotocky moved that the minutes be approved as submitted. Second-
• ed by Mrs. easier, the motion carried.
INFORMATION *
4. CONDITIONS OF THE ENCINA PRECISE DEVELOPMENT PLAN
Mr. Evans said that the Planning Commission took up our application for
a Precise Development Plan. They held a public hearing at which Dan
Carr represented JAC and explained to. them what we were about. We had
representatives from Altamira opposed because their concerns were if
we had more sewage, we would have more odor and they felt Encina should
solve the odor problems first. The Planning Commission did approve the
plan and recommended it to the Carlsbad City Council.. The Council will
also have to hold a public-hearing. The conditions proposed are on
pages 3 and 4 in the Agenda Packet.
He referred to Condition No. 7, adding that the City of Carlsbad had
standard conditions on noise control. They asked that we do a study
since we're between the railroad track and the freeway and to make sure
- 2 -
CO O OJOINT ADVISORY COMMITTEE MEETING . .
MINUTES - MAY 23, 1979
that we're not raising the ambient noise level.
Mr. Zapotocky asked when the study would be made.
Mr. Evans replied that the study will have to be made prior to con-
struction.
Mr. Evans referred to Condition No. 11 which stated that the City of
Carlsbad has standard conditions on off-site improvements. If you
develop a piece of property, you have to install improvements such
as curb gutters, sidewalks, half a street, extention of existing water
sewer drainage systems, etc. There is a 10 inch water line which would
need to be extended on Avenida Encinas from our northerly to our south-
erly property line.
The road would be built outside of our fence line. It will be used
for access to the southerly part of the plant and Brown and Caldwell
has built this into their design. The railroad has agreed to dedicate
the property so half of the ultimate road would be on railroad property
and half would come from Encina. There wi.ll be internal roadways and
the main entrace of the plant will be immediately north of the flood
control channel which will be straightened out.
Mr. Zapotocky asked if these off-site improvements were grant eligible.
Mr. Evans was not sure but we were working with the State at the present
time. He was nearly sure that the extension to the flood control chan-
nel would be grant eligible.
Mr. Hanson asked what this would cost and Mr. Evans replied that the
contract was being worked on at the present time. It should be ready
for submission to the State the week of May 28 but the cost information
wouldn't be ready for about a month.
Mr. Evans referred to Condition No. 17 adding that the Planning Commis-
sion was very concerned with sludge disposal. We have several alterna-
tives which Bill Dominguez was going to pursue. Sam Mahr has been pur-
suing an alternative through Prohoroff. The Planning Commission has
asked that we prepare a disposal study and we're already working in
that direction.
Mr. Evans said that this would be before the Council on June 5 for a
public hearing.
5. CONSTRUCTION MANAGEMENT - ALLOWABLE PROJECT COSTS
Mr. Evans said that an EPA auditor gave us the advantage of doing a pre-
contract audit of Lowry & Associates Construction Management Contract.
- 3 -
JOINT ADVISORY COMMI
MINUTES - MAY 23, 1979
MfiQlNG O Q
6.
The auditor met with Lowry & Associates and Construction Management *
Services and went through their books. He also went through our files
at Encina, looked at the negotiating process and told us in advance
where our problems might be if any. He identified some areas and we
will be slightly amending the Construction Management contract. One
thing that came out of this is that the policy of the EPA in dealing
with utilities are not grant eligible , all the dealings . with the rail-
road and getting permission to bore under their considerable right-of-
way and railroad tracts out here or the relocation of a high pressure
gas main, the relocation of the telephqne company's major lines and
significant power lines - all of this work is not grant eligible.
Since April 1, Mr. Evans has let Bob Hanson and Brown and Caldwell
handle all relations with utility companies. Prior to that date, he
was only involved in meetings and coordination. If the JAC wanted to
do this in-house since we're not going to be reimbursed for it, the
JAc has to decide now who is going to do it. He asked Mr. Hanson how
much time it would take. •
Mr. Hanson said it was difficult to tell but it could take from now
until the first contract was let or about 10 to 20 hrs./week.
Mr. Evans said the biggest problem was with the railroad because it
takes a lot of meetings and negotiations. He suggested that Lowry &
Associates and Brown and Caldwell continue with this work because it
was within the scope of their present contracts even though it will
not be grant eligible. .
Mrs. Casler asked what this would cost.
Mr. Evans estimated it at about $40 to $45/hr. and it would probably
run through the end of summer which would run approximately $5,000
depending upon the type of problems encountered.
Mrs. Casler moved that Lowry & Associates and Brown and Caldwell con-
tinue with this work. Her reasoning being that we have now been with-
out a General Manager for two months. Seconded by Mr. Skotnicki, the
motion carried.
4
POTENTIAL SOLIDS LOADING TO ENCINA WPCF FROM
SATELLITE FACILITIES -CM ENGINEERING REPORT
Chairman Mahr called upon Mr. Murk for this report.
Mr. Murk referred to Figure #4 of the report. He felt that if these
projections were to hold up, it would be a very difficult decision to
make whether or not they would have any affect. It was their opinion
- 4 -
JOINT ADVISORY COMMITTEE MEETING
MINUTES - MAY 23, 1979
that the quantity of solids coming to Encina from the satellite treat-
ment plant would not be of major significance to either the performance
or size of any process systems at Encina.
Mr. Evans stated that this assumes that the Lake Calavera Hills plant
is planning on having its own digestion system.
Mr. Schneider asked how we would apportion these cost for this addi-
tional sludge handling.
Mr. Evans said that years ago Chuck Oldsen and Leucadia's engineer fig-
ured out how. much it would cost to process solids here, figured out what
Leucadia was going to add and came up with some figure. He expected
that we would have to go through this same exercise again and it would
be some kind'of contractual arrangement.
Mr. Murk said that Brown and Caldwell would like to see as much untreated
sludge as possible come to the plant because it would help their energy
balance here at the plant. They would like to see the sludge in its
most primitive form so they could put it into the digesters to generate
methane and, subsequently, power. When the sludge is transported, it's
basically very inert so it's not going to give any odor problems. Be-
cause it is a very clean sludge, it would be easier to treat it if it
came down undigested.
w
Mr. Filanc asked if it would take more water to transport it undigested.
Mr. Murk said it depended on where you are in the trunk line. You would
probably have to get it to a sewer main that was flowing with other sewage.
Mr. Frandsen said the County could go either way; undigested sludge or
sludge digested on site depending upon the economics.
Mrs. Casler expressed concern that it was really a policy issue which
had to be determined as to whether or not we should allow satellite plants
come in here. Further, she was concerned that those agencies which were
.not proposing satellite treatment plants might come in for additional
costs which might ordinarily not be theirs.
Mr. Henning stated that Leucadia received approval from the RWQCB on
May 22 and the approval for reactivating that existing plant was for the
operation of that plant without sludge handling. He continued that the
RWQCB is well aware that Leucadia intends to put the sludge in line and
pump it to Encina.
Mr. Gann stated that, if we were going to change the capacity, we would
then require unanimous agreement. If we're going to have someone coming
on line or change what they're putting into the plant, which will increase
— 5 —
[T-Ci MEWOJOINT ADVISORY COMMITlW MEWCNG
MINUTES - MAY 23, 1979
the cost to the other agencies, then we would have to enter into con-
tractual arrangement to take care of that cost. Basically, he felt
the question was whether or not we were going to increase our capacity
into the plant.
Mr. Evans said there was a problem in the Basic Agreement where it ad-
dresses reclamation. He said that it says that even though you reclaim
upstream and the water never reaches the plant, you pay for the sewage
you reclaim upstream as if it came to Encina. He felt that section of
the Basic Agreement should be rewritten. Also, as long as we were re-
writing the reclamation section and amending the contract, perhaps we
should put- in some words which would limit the amount of solids that
any agency could discharge to the plant and figure out some method of
payment.
Mr. Hanson thought that Mr. Murk provided JAC with a report which was
very enlightening and that it very specifically indicated that the
planning that he sees us leaning toward today for this plant to handle
the solids through 1990 with those agencies who are planning satellite
treatment plants. This plant not only will have the capability of doing
so but it's actually advantageous to handle it and if we can read that
to-mean that Phase III enlargement is going to be able to handle that,
he felt we should move ahead to an Engineering Committee to consummate
the agreement that the plant be used in this manner. When we get to
Phase IV and there's future planning by some of the agencies, maybe at
that time we could* take into consideration additional solids handling
at the plant. He didn't know if anything additional was needed in Mr.
Murk's report. He felt that they, as engineers, gave an indication
that there's not going to be any problem until 1990 based on what they
have reported today.
Mr.. Zapotocky moved that matter be referred to the Engineering Subcom-
mittee for a recommended amendment to whether it's the Basic Agreement .
or some subsequent amendment to allow for solids handling and to develop
some criteria for determining on what proportion or ration the solids
would have to be represented in the total flow.
"Mr. Skotnicki said he would go along with the motion provided that the
effects of sludge handling as referred to in the' C M report be forwarded
to Brown and Caldwell for their assurance to the JAC that the solids
from Leucadia's reactivation of its plant and the sludge from any of
the potential satellite treatment plants be considered in their design
of Phase III to insure the capacity and capability of caring for that
sludge whether it's treated or untreated, primary or secondary.
Mr. Evans said that Brown and Caldwell have a copy of the C M report and
suggested that they attend this first meeting to see if we have a problem.
- 6 -
JOINT ADVISORY CoHMITTSS MEETING
MINUTES - MAY 23, 1979 .
Mr. Zapotocky amended his motion to include that Brown and Caldwell be»
in attendance at the Subcommittee meeting. The motion, as written in
paragraph 4 on page 5 of the minutes and continued in this paragraph,
was seconded by Mr. Hanson. It was unanimously carried.
C M ENGINEERING OPE'RATIONS REPORT ,
Chairman Mahr called upon Mr. Murk for the Operations Report.
Mr. Murk stated that the plant is operating extremely well, the digesters
are working well and the operators are doing a good job in maintaining
the plant.
Mr. Dietrich indicated that we had received no odor complaints and on
May 22, an attempt was made to spread some of the remaining sludge on
site. One other thing he pointed out was that, during the week of May 14,
the fields to the south of us and directly across the highway from Alta-
mira were spread rather heavilly with chicken manure and the smell was
very strong and, of course, we were blamed.
Mr. Evans said that the people in Altamira are still complaining to the
newspapers that the odors are still strong. He thought that what the news-
papers are probably doing is asking Altamira residents to notify them when
they have odors and the newspapers are going out to Altamira to verify it.
*
Mr. Murk-continued that the grease sample was still in the refrigerator
and, to date, they have not come up with a meaningful method of analysis
but they will continue trying.
As far as the modificaion on Digester #3 was concerned, the contractor
had the beams in place but had some problems because the field measure-
ments taken on the digester indicated a different dimension than that
shown on the drawings. This necessitated re-working the support colums
which had been prefabricated in the interest of time. Hopefully, the
completion date for this modification will be the first or second week
of June.
The interim water system bids will open sometime the week of May 28 and
after the bids are evaluated, action can be taken as directed by the JAC.
Mr. Hanson commented that we are going to continue to get odor complaints
even if we don't have odors. He continued that it was very disheartening
to realize that the newspapers are getting involved with respect that
people are going to call them if they smell something even though it's
unrelated to Encina. Assuming that we're going to have good operation
now through the records that are kept, through analyses, etc., he ques-
tioned how long we would have to operate satisfactorily before we can
expect the RWQCB to rescind the Cease and Desist Order. He also asked
JOINT ADVISORY COMMI
MINUTES - MAY 23, 1979
TTBfe MEJMTNG V^r *&
if we could start thinking about rerating once the order is rescinded.
Mr. Evans said he expected the Cease and Desist Order to be rescinded
on June 25 and, as far as rerating was concerned, it would be up to the
JAC to recommend same.
ROUTINE REPORTS . . .
8. OPERATIONS AND MAINTENANCE REPORT
•
Mr. Evans referred to Lowry & Associates' time schedule, adding that we
have six prepurchase equipment contract and five construction contracts.
The secondary collector equipment, the belt filter presses equipment and
the bar screen equipment prepurchase contracts have essentially been pre-
pared. The secondary collector and belt filter press contracts have been
forwarded to the State for their review. The barscreen prepurchase docu-
ments are to be forwarded today. He expected to get a grant offer on
Items 1, 2 and 5 by June 30, 1979.
The first construction contract is the site preparation, drainage, exca-
vation and is also being being prepared and will be ready for the State's
review shortly. That contr-act will be submitted for State's approval and
he expected to get a grant offer prior to June 30, 1979.
9
June 30 is the key date because after that date, the rules change again.
We have to submit a revised financial plan and revenue program which will
'probably not be ready in the new format until August.
Brown and Caldwell are essentially on schedule with their design and, if
we can get the three prepurchase contracts and the construction contract
out, we're still on schedule.
One of the minor problems is authorization of the 10th Supplement to
the Basic Agreement authorizing Vista Sanitation District to enter into
prepurchase contracts and advertize for bids, etc. If we get a grant
offer on June 30, then the next step is for Vista to advertise for con-
tracts. We need the 10th Supplement -to be submitted to the various
boards for approval as soon as possible. The supplement has been amended
according to the various comments received from the City of Carlsbad and
Leucadia and has been resubmitted. He was hopeful that the supplement
would be approved by June 30 so that Vista would not be held up in adver-
tising for bids.
One problem we also have is that the City Clerk at Vista goes exactly by
the book and she wants a original signed document from the agencies in
. her hands before she will get Mayor Rappaport to sign on behalf of Vista.
JOINT ADVISORY COMMIT^!*! MEETING W*.
MINUTES - MAY 23, 1979
Mr. Evans asked that the agencies either send the signed documents to
Mary Taylor or Jean Brooks at Vista. He continued that we were having
the same trouble with the 2nd Amendment to the Brown and Caldwell con-
tract.
Mr. Evans has told Brown and Caldwell to proceed' even though the 2nd
Amendment has been approved by the agencies but not signed by Vista
because all agencies have not submitted to the official documentation.
He didn't think it was going to be a problem now but it could become
a problem 5 years from now when the EPA auditor is going through the
books and sees the date that Mayor Rappaport signed the agreement and
the dates ton the billings from Brown and Caldwell.
He stressed that it was extremely important that the agencies get the
signed documents either to Mary Taylor or Jean Brooks as quickly as
possible to avoid any problems.
Value Engineering - Mr. Evans said the first stage of the value en-
gineering took place the first week of May and he attended the first
morning and wrap up sessions. It was his first experience with value
engineering and Bob Hanson got to attend the-wrap up meeting. He
thought the approach was interesting.
We should be expecting a report back from the VE team and then, shortly
after that, a response from Brown and Caldwell. After this, the Design
Review Committee will meet.
9, EXPENDITURE REPORT
Mr. Evans said that the first page of the three page Expenditure Report
is the flow report which summarizes the flow for each of the agencies
for. the entire fiscal year. He noted that the flows were dropping be-
cause we had no rain in April and expected that we would be experiencing
real dry weather flows in the future.
Mr. Todd said that Vista's flows as reported for the next 30 to 60 days
would probably be unreliable because the County has installed a bar
screen at the meter station. This is a temporary measure while they're
by-passing the plant and would probably affect their flow records.
Mr, Evans said that we were under what we had estimated for total ex-
penditure but, actually, this year we're under by the contingency amount
and that's about it. We have spent closer to our budget this year be-
cause of all of our problems. He thought when the audit report is in,
we will find that this has been a very bad year indeed although we did
not exceed the approved budget.
He said the .final page was the breakdown for the agencies provided by
the County for the consulting work they have done for each agency for
_ 9 -
JOINT ADVISORY COMMITT
MINUTES - MAY 23, 1979
JEtf MEETING . • ^ ^*.
industrial waste monitoring. Again, it's either within budget or very
close.
ACTION
10. ENCINA FISCAL YEAR 1979-80 BUDGET
Mr. Evans said that at the April meeting, the JAC had actually approved
the budget subject to some minor changes and we had mailed out corrected
pages. It^was brought to our attention that we had made a mathematical
error. The two pages contained in the May Agenda Packet are the cor-
rected budget summaries and are the official figures. These two sheets
should replace any other materials sent out previously.
OTHER BUSINESS
11. ELEVENTH SUPPLEMENT TO BASIC AGREEMENT
Mr. Zapotocky said that VSD would act on the'Eleventh Supplement on Tues-
day, May 29. Mrs. easier said that Carlsbad would also act on May 29.
Mr. Frandsen said that the County would approve on June 19.
Mr. Hanson stated that the Selection Subcommittee met prior to the JAC
meeting to discuss the procedures of hiring.a new manager. He contin-
ued that they would again meet on Friday, June 25 to go over the appli-
cations and the recommendations made by the consulting firm to the City
of Carlsbad. They would try to set up interviews on Thursday, May 31.
He said that, based primarily on discussions at the Special JAC meeting,
Leucadia was proceeding on the assumption that the Eleventh Supplement
was going to be approved. They were doing some work to set up meetings
with the Encina personnel, working on the budget, salaries, fringe ben-
efits, etc.
v
.One important concept, that he would like approved by the JAC, is in
Section 10 of the Eleventh Supplement. This section provides that Leu-
cadia County Water District assume operations July 1, 1979 and that,
beginning fiscal year beginning July 1, 1980, they will get into the
procedure of having the JAC agree at a time near which the budget is
approved as to the overhead charge that is going to be assessed by
Leucadia for the administration/operation of the facility. He assumed
that, for this fiscal year, Leucadia will primarily operate within the
constraints of the approved budget and they would not come back to the
.JAC prior to July 1, 1979 with an overhead figure for JAC's ratification.
He wanted to know if this was the consensus of opinion of the JAC or
if the JAC wanted a firm overhead figure agreed upon prior to the time
- 10 -
JOINT ADVISORY CWrtMITHE MEETING
MINUTES - MAY 23, 1979 _
W
that Leucadia would assume administration/operation.
Mr. Filanc asked if what Mr. Hanson meant was that Leucadia would use
the County's figure for the first year.
Mr. Hanson replied that they would use the County's figures for the
first year but would work within the 'constraints of the budget.
' *
Mr. Zapotocky said that, somewhere in Leucadia's accounting process,
they were going to have to bring in a figure from July 1 forward. He
asked if Mr. Hanson had any idea what that figure might be.
Mr. Elliott said that they did not intend to crank in a figure or a
percentage figure but actually accrue the costs and to so note those
to the JAC. That was the concept of an overhead charge vs. an over-
head rate. They would actually delineate what the JAC was paying for
at that time so it would not be a figure that would be applied on
July 1 in terms of a percentage override.
Mr. Schneider thought that the reason we were going to Leucadia was
because the overhead costs are lower and we were going to save some
money.
Mrs. Casler asked if, at the end of the year, the JAC would receive a
rebate. , •
Mr. Elliott said that probably Leucadia wouldn't charge the JAC until
the end of the year. They would charge as the charges would be de-
veloped.
Mr. Skotnicki said that, in essence, what Leucadia was doing was go-
ing through a trial or test period to see what, in fact, it does cost.
He asked if this was the point.
Mr. Hanson replied that he hoped JAC would all concur because July 1
was coming up very soon and they may .not be able to make the transi-
tion exactly at that time. He agreed that they were going into it
cold but that they would like the ability to operate during that
fiscal year within the constraints of the budget. He didn't feel
he had any problem in telling the JAC that it would be less as re-
lated to the overhead charge assessed by the County. Leucadia was
still talking about not to exceed 15% but it would be.very difficult
to tell the JAC what the overhead charge would be prior to July 1,
1979. He added that, after a full year of operation, it would be
very easy to come up with a figure.
Mr. Gann said that if we are going to require Leucadia to come up
with a flat figure at this time, Section 10 would have to be changed
- 11 -
JOINT ADVISORY COMMITW idQiNG W W
MINUTES - MAY 23f 1979
to read "July 1, 1979" rather than "July 1, 1980", The first time
that Leucadia (as Section 10 is now written) would have to come up
with a flat figure in advance would be July 1, 1980.
Mr. Filanc sarid that he would like to see just how much time it's
taking. He felt this information could be obtained.from the records
.kept by the staff here, by both Mr. Hanson"and Mr. Elliott and the
office.
Mr. McKay said that San Marcos had adopted the Eleventh Supplement
with the understanding that the overhead charges wouldn't start until
fiscal year 1980. He felt that Section 10 should go through as written.
Mr. Gann said that the above discussions came about because someone
thought that the July 1, 1980 date in Section 10 was in error but it
was not an error. He wanted to make sure there wouldn't be any in-
consistency when the agencies adopted the supplement. It should
either reflect the 1979 or the 1980 date.
Chairman'Mahr said that it would not be necessary for a motion and
Section 10 of the Eleventh Supplement would remain as originally
written.
12. INTRODUCTION OF TONY LAURICHA
t
Mr. McKay introduced Tony Lauricha who is the Superintendent of Re-
' clamation for the San Marcos County Water District.
ADJOURNMENT
There being no further business, the meeting was adjourned at 11:02 A.M.
The next regularly scheduled JAC meeting will be held on Wednesday,
June 27, 1979 at 9:00 A.M. at the Encina Water Pollution Control
Facility.
Respectfully submitted,
.ylor
to the JAC
- 12 -