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HomeMy WebLinkAbout1979-08-22; Encina Joint Advisory Committee Ad Hoc; MinutesENCINA JOINT POWERS MINUTES OF THE JOINT ADVISORY COMMITTEE MEETING HELD ON WEDNESDAY, AUGUST 22, 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 9:05 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 Counsel Encina Joint Powers Guests: Blade Tribune Carlsbad Journal L. A. Times San Diego Union Brown and Caldwell City of Carlsbad C M Engineering Associates Encinitas Sanitary District Engineering Science League of Women Voters Leucadia County Water District Lowry & Associates Private Citizens Joe Zapotocky, Dan Carr A. J. Skotnicki, Mary Casler Ed Stiles, Bill Dominguez Jim McKay, Stanley Mahr Dick Hanson, Harold Banning Mark Schneider, Jack Filanc Jim Frandsen Roy H. Gann, Esq. Bob Goodman, Mary Taylor Jim Esterbrooks Lorrie Goreman Nancy Ray Lisa Sanderson Graham Fraser Ron Beckman John Murk Jack Kubota Greg McBain Jane Skotnicki, Ruth Honnold Regina Ash Dennis O'Leary, Bob Hanson, Harry Newport Lee Kahn, Charles Jean, Bill Bradley Catherine Clarke, Harold Clarke, Harold Shapiro, Don Caresio JOINT ADVISORY COM*EE MEETING MINUTES - AUGUST 22, 1979 Guests (cont'd.); San Marcos County Water District Tony Lauricha Times-Advocate Tony Knight 2. MINUTES OF JULY 25, 1979 JAC MEETING Chairman Stiles asked for the approval of the July 25, 1979 JAC minutes as submitted. Mr. Hanson said he had several possible corrections. He referred to page 5, paragraph 1 - change Mr. Gann to Mr. Carr. Also, page 5, paragraph 2, change Mr. Elliott to Mr. Frieling and the second line should be changed from Leucadia to C M. Mr. Mahr referred to page 7, last paragraph, and suggested adding the word "cost" after the 3% for clarification. Mr. Hanson referred to page 9 and asked the JAC to consider a correction or addition between the last and next to last paragraph by inserting a new paragraph as follows: Mr. Filanc stated that "it is that Leucadia, with their raw sewage plus the introduction of sludge from their satellite plant, that their contri- butions would still be less than other member agencies without satellite plants". Mr. Filanc said he remembered saying that but he thought he said "conceiv- ably" you'd have to measure the material. He wasn't sure of the position in the minutes, but he did recall saying it. Mr. Hanson said that this was verbatim off of the tape. Chairman Stiles said if Mr. Filanc recalled saying it and if we still have the tape, it would be checked out. Mr. Carr moved for approval with the changes as noted. Mr. Mahr seconded subject to the tape being transcribed verbatim. Mr. Skotnicki said he would vote to the affirmative subject to his own per- sonal review of the tape. Mr. Dominguez abstained due to the fact that he was not present at the meeting. Mrs. Casler abstained because she had not attended the meeting but added that she appreciated the detail of the min- utes. With all of the above changes, the motion finally passed. Note: The July 25, 1979 minutes have been amended per the above. - 2 - JOINT ADVISORY COMM^^E MEETING MINUTES - AUGUST 22, 1979 ACTION 3. REGIONAL SOLIDS HANDLING/LCWD FAILSAFE LINE (PUBLIC INTEREST CORRESPONDENCE CONCERNING LEUCADIA COUNTY WATER DISTRICT'S TREATMENT PLANT REACTIVATION ATTACHED) Mr. Skotnicki read verbatim from the transcript of the record of the City Council's action of August 21, 1979 on the Regional Solids Handling con- cept at the Encina WPCF. "COUNCIL ACTION: REGIONAL SOLIDS HANDLING - ENCINA WPCF Council instructed their representatives to JAC to take a position regard- ing conversion of the Encina Water Pollution Control Facility to a regional solids handling facility to agree to that conversion for the near term un- til the Phase III expansion has been completed provided that a suitable modification to the existing Joint Powers Basic Agreement is made to pro- vide for equitable use of the facilities by all parties of the contract; that appropriate safeguards be provided to the City of Carlsbad as host city of the plant in the case of any satellite treatment plants that trans- fer solids for treatment to the Encina Water Pollution Control Facility. AYES: Councilman Packard, Skotnicki, Anear and Councilwoman easier NOES: None ABSENT: Councilman Lewis" Mr. Skotnicki pointed out that there were two facts mentioned in the above position. First, the City of Carlsbad's position on the regional solids handling at this facility for the near term between now and the time Phase III is completed is that they were willing to agree that this facility be converted to a regional solids handling facility provided the qualifica- tions mentioned in the position are taken. Second, this is a matter of policy and not a matter of who owns what. This instruction does not take any position on the technical aspects which certainly are part and parcel to the policy issue. The second part of this deals with necessary safe- guards for the City of Carlsbad since they would suffer the consequences. They would hope that such safeguards that are practicable, would be agreed to by all parties, whoever they may be, who desire to use the facilities at Encinas as part of their own satellite treatment plant. He said that they were reserving the right to re-examine the concepts of a regional solids handling facility for Phase III and thereafter. Mr. Gann said that he understood that what is being considered at this time is an interim program. Ownership, heretofore, has been determined on gallons of flow. The concentration of flow has not, heretofore, been addressed. The reason that an agreement could not be prepared by Mr. — 3 — JOINT ADVISORY COMM^^EE MEETING ' i MINUTES - AUGUST 22, 1979 Goodman, Mr. Ffaser and himself setting forth any of the measurements is simply that it's going to require a policy agreement among the parties as to the amount of use, the criteria, the vehicle to carry it down, the cost sharing and a redefinition of ownership. This is a special problem which will require discussions, technical data and direction from the JAC as well as the parent agencies so that we can develop an agreement. Mr. Goodman said that a redraft of the Basic Agreement or change of the Basic Agreement to take into account ownership cost transfers and a pri- mary plant revenue program is probably getting out of the scope of Brown and Caldwell's basic contract. That will become a Special Engineering Service. Mr. Hanson stated that, at the April JAC meeting, when he addressed the JAC for conceptual approval of the reactivation project, he also indicated at that time that they felt that there had to be some formal agreement to work out the allocation of cost for the handling of solids. The intent of requesting the JAC for conceptual approval was not to discharge solids per se - the request was to JAC because Leucadia felt they would then have to sit down and work it out as to the allocation of fees. Leucadia has always been agreeable to sitting down and working out the allocation of costs. After much discussion, Chairman Stiles appointed a Solids Handling Sub- committee consisting of Messrs. Gann, Skotnicki, Hanson, Filanc, McKay, Todd, Stiles and Goodman. This committee is scheduled to meet on Tuesday, August 28 at 9:00 a.m. Graham Fraser was also requested to attend. Chairman Stiles said there was a meeting of the Design Review Committee at 2 p.m. on August 22, 1979 and asked if that committee had the authority to approve Leucadia"s plans after they have been reviewed. Mr. Goodman said the plans had been revised in accordance with the Design Review Committee's direction of the June 29, 1979 meeting to provide a suitable cover. The design basically is at the same depth parallel to the existing pipeline and the design drawings delivered today will show the connection to our outlet structure. Carlsbad has separate approval authority through the planning process and building permit process. Mr. Mahr moved that the Design Review Committee be given the authority to approve the plans. Seconded by Mr. Dominguez, the motion carried. Chairman Stiles said he had a request from someone in the audience who wanted to make a comment. He asked that this person identify himself. Don Caresio introduced himself as a resident of Altamira who represented all three associations. They were starting a legal fund because of con- cern about the odor situation and they were going to be more active on this issue. - 4 - JOINT ADVISORY rOMMTf.E MEETING MINUTES - AUGUST 22, 1979 Mr. Goodman said we had received one odor complaint on July 26 and there were three odor complaints recorded during the month of August. We have found a plug valve on Digester No. 2, which was part of the initial in- stallation during construction, to be leaking methane gas. We have a new valve on order which should take care of any escaping gas. Mr. Goodman stated he had taken Mr. Caresio on a tour of the plant and no odors were detected. There was a representative of the SWRCB at the plant on August 21. His report shows that there is a slight musty odor at the outfall structure and a slight odor in the vicinity of Digester No. 2. His report further showed that there is no odor detected outside of the plant boundaries. Chlorine dosages have been increased at the influent and masking agent dosages have been increased for any dewatering that we do. In addition, we have done surface treatments around the centrifuge area to make sure if there was any spillage, the odors would be neutralized. CLEAN WATER ACT 301(h) WAIVER OF SECONDARY TREATMENT Chairman Stiles stated that Mr. Skotnicki assured JAC that he could get the former manager, Mr. Evans, to prepare the report. Mr. Skotnicki said that both he and Mr. Beckman had spoken with the City Manager. Mr. Beckman explained that Mr. Evans could, in fact, impart the knowledge that he had on how to prepare the report to the present manager in about 20 hours. Mr. Evans didn't know exactly how long it would take to pre- pare the report because of the huge amount of instructions which he hadn't read as yet. He is willing to work with present management staff to fa- cilitate the preparation of the application and will do so upon request. Mr. Goodman said that, at the last JAC meeting, it was discussed that it would probably take more than a full time effort for people who are fully knowledgeable of the regulations and the intent of the words within the regulations. He had reviewed the tape of the meeting and the tape did approve the submission concurrent with the design. However, it said that it should be at his direction to achieve this. He had also spoken to both Mr. Evans and Mr. Elliott and also pursued discussions of the waiver with the SWRCB. The State's initial position was that if we proceeded concur- rently with a waiver application, the State would place into suspense all Step 3 grant application process. He pointed out that we had already talked to EPA on telephone and with their permission to record the con- versation, EPA stated they would not withhold the grant application. The State then agreed that they would not then withhold any grant application if we went in for a concurrent waiver. However, if we go in with the waiver application and we accept the grant offers, we must proceed with the work as rapidly as possible. There is a 12 month period during which - 5 - JOINT ADVISORY COMM^^EIE MEETING MINUTES - AUGUST 22, 1979 funds granted must be obligated under a contract award. If we start any work on a Step 3 grant toward construction of secondary facilities, we could not inactivate any portion that has been grant authorized even if the waiver is granted. If there is any inactivation of grant funded pro- cess, the entire construction that is grant funder and has been inacti- vated will be ruled ineligible. The local agencies must then assume 100% funding for the inactivated facilities. Mr. O'Leary of Lowry & Associates said he was working on the San Diego submission of the waiver and they had a team of 10 professional people, about a half dozen clerical people and 3 sub-consultants working on the waiver. This modified application on which there were working would probably weigh 65 Ibs. because of the enormous amount of paper work. He added that it was a very comprehensive, highly technical and highly com- plex document. Mr. Zapotocky moved that the JAC cease all further efforts toward the secondary waiver at this time because of cost/time constraints. Sec- onded by Mr. Schneider, the motion carried. INFORMATION 5. STATUS OF VALUE ENGINEERING Mr. Goodman said the State approved splitting our Phase B (60-75%) study into two individual studies. One session taking care of Bid Packages #1 through #9 was completed in the early part of August. Arthur Beard En- gineers expect to submit their written report on August 24. A second re- view be held in November to review the balance of all of the design. The VE team would be prohibited in November from looking at Bid Packages #1 through #9. Mr. Goodman reviewed the items discussed during the VE closeout briefing. A Design Review Committee meeting will be set up after we receive the VE report and Brown and Caldwell's comments. 6. INTERIM DEWATERING DEVICE Mr. Goodman said that the belt filter press was available at the factory. The construction contract has been advertised and bids will be opened Tuesday, August 28, at Encina. He questioned if he had the authority, after reviewing the bids, to proceed with the award without having to come back to the JAC at the next JAC meeting. Chairman Stiles and the JAC agreed that the General Manager had the au- thority. JOINT ADVISORY COMMI^lE MEETING MINUTES - AUGUST 22, 1979 Mr. Goodman said he anticipated the award would be made in September and the contractor should finish up in mid-October. 7. FINANCIAL PLAN AND REVENUE PROGRAM Mr. Goodman said the Financial Plan and Revenue Program has been submitted to each of the agencies for review and submission of comments. The Finan- cial Plan and Revenue review is scheduled for August 29 at 1 p.m. at Encina. Any revisions will be incorporated with a target date of September 1 for submission to the State. The State has been provided a copy concurrently and understands that, if there are any changes, we will substitute our document for the one that is up there. 8. DESIGN STATUS There will be a Design Review Committee meeting at Encina August 22. Plans for the Operations Building have been made available for review by member agencies. Additionally, other contracts will also be reviewed. 9. GRANT APPEAL FILED BY SAN DIEGO COUNTY Mr. Goodman said that this was for $27,941.77 and San Diego County is ap- pealing it on the basis that cost allocation plan ground rules, that are in effect now, were not in effect when the Step 1 was first accepted so we ought to be able to continue on the basis of the intial grant application as opposed to the revised rules. It will also affect the cost allocation plan for Step 2 and Step 3 so it is an important item to resolve at the EPA level as to how San Diego County, as the financial administrator, will be able to charge off the indirect costs. If the EPA does not grant fund those, each of the member agencies must pay that portion. We paid San Diego County $1,000 to make this application for the final appeal. 10. SCALE MODEL Mr. Goodman said that this had been discussed at the last two meetings. Brown and Caldwell were looking into this concurrently with Mr. Skotnicki talking to somebody he knows. He passed around photographs of two models which had been constructed for other facilities. He had discussed with the State if this would be a grant eligible cost. If we can put together a good enough letter to justify that this is a required model for showing to the general public so as to keep public support during the grant appli- cation process without attempts to stop the project, then this could then become a grant eligible item. Mr. Carr moved that the letter requesting grant eligibility for the scale model be written to the SWRCB. Seconded by Mr. Zapotocky, the motion carried. 11. ODOR SNIFFING DEVICE JOINT ADVISORY COMM3(^:E MEETING MINUTES - AUGUST 22,Tf979 Mr. Skotnicki said he had lost the piece of paper on the odor sniffing de- vice. », % 'vv. Mr. Goodman saiS he had spoken to both Arthur Beard and Brown and Caldwell. They would get back to him with any information they could find. Mr. Hanson, Lowry & Associates, said that their engineers had found a con- stant recording H S device for their plant. This would cost $10,000 to $12,000 to record within the range that we would have to have. He would make this information available to Mr. Goodman. ROUTINE REPORTS 12. OPERATIONS AND MAINTENANCE REPORT Mr. Goodman said that there was nothing outstanding in this report and most of it had been covered in previous discussions. He did point out that VSD was offered and accepted grant offers totaling $4,559,625 during July. 13. EXPENDITURE REPORT Mr. Goodman said that this was received from the County at 8:55 this morn- ing and he has not had a chance to look at it. OTHER BUSINESS 14. INDUSTRIAL WASTE MONITORING Mr. Goodman said that the County proposed to terminate this service on October 1, 1979. The budget included approximately $11,000 for industrial waste monitoring by the County. If we take this over with a full time em- ployee, it would increase the cost and that has to be incorporated in the budget. 15. MINUTES A discussion was held on the detail contained in the minutes. Since the tapes are kept for one year, Chairman'Stiles approved abbreviated minutes. 16. REALLOCATION OF FUNDS IN THE BUDGET FOR 1979-80 Chairman Stiles said that Mr. Skotnicki and Mr. Schneider were supposed to review the reallocation of funds in the 1979-80 budget. It seemed to him that it was rather unusual to change a budget that was approved. Mr. Hanson felt it would be very prudent to attempt to change the budget because the JAC had authorized the purchase of rolling stock and he felt - 8 - JOINT ADVISORY COMM^llE MEETING MINUTES - AUGUST 22, T*979 that should be represented in the budget. After LCWD acted on the bud- get, they would sit down with Mr. Skotnicki and Mr. Schneider. 17. REGIONAL SOLIDS HANDLING SUBCOMMITTEE Mr. Skotnicki requested a meeting of the Regional Solids Handling Sub- committee prior to the City of Carlsbad's council meeting on August 29. Chairman Stiles scheduled a Regional Solids Handling Subcommittee meet- ing for Tuesday, August 28, at 9:00 a.m. at the Encina Water Pollution Control Facility. ADJOURNMENT There being no further business, the meeting was adjourned at 11:04 a.m. The next regularly scheduled JAC meeting will be held on Wednesday, Sep- tember 26, 1979 at 9:00 a.m. at the Encina Water Pollution Control Fa- cility. Respectfully submitted, M. Gunn (Taylor Sedretary to the JAC - 9 -