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MINUTESTEXAS ON-SITE WASTEWATER TREATMENT RESEARCH COUNCILThursday, September 25, 200310:00 a.m.Texas Commission on Environmental Quality (TCEQ)12100 Park 35 CircleBuilding A, 3rd Floor, Room 328Austin, Texas 78753The following Council members were present: Therese M. Baer, Karen S. Berryman, John R. Blount, SandraA. Cararas, Kosse Maykus, C. Montel Rutledge, Jim Spence, and Timothy N. Taylor. Cynthia D. Williamsand Franz K. Hiebert were unable to attend. Barr),D. Bedwell formally resigned on August 19, 2003.Agenda Item 1, Call to OrderChairman Blount called the meeting to order.Agenda ltem 2, Action on Minutes of June 12, 2003, MeetingMOTION: Mce-Chairman Rutledge moved to accept the minutes into the record. Mr. Taylorseconded the motion. The motion passed without objection.Asenda!'"*t'lr!;:#"n's Reporto ft ecognition of Warren SamuelsonChairman Blount welcomed everyone in attendance and presented Warren Samuelson, with a plaquefrom the Council and re,ada letter of recognition from a Harris County Judge. Mr. Samuelson retiredfrom the Texas Commission on Environmental Quality (TCEQ) at the end of August. He has servedas the Council's Executive Secretary since September 1994. Mr. Samuelson thanked everyone for theirgenerostty.A g e n d a t * r, t;:r#::; ,"lr X::; ;!{; :f, Stotus of Contructso )001 Annual Conference:y::;:::;;,"rosedcity orAastin stadyIn the absence of the Executive Secretary Annette Maddern" Manager of Administrative Services,provided a detailed written Executive Secretary's report. The following financial reports werediscussed: the Revenue Report (provided as Attachment A), Outstanding Fees Report (provided asAttachment B), and the Council's financial reports for FY2003/2004 (provided as Attachment C).Ms. Maddern reported that the Council has a total of $71,229 in uncommitted funds for Fiscal Year(FY) 2004 in the Professional Services budget category.Regardingah:"T#:'ffiHfl Tff i1;:*:il:'#;;,HtHT:f r.**ll"xil?*,.nandEvapotranspiration Capacity is progressing on schedule;The contract with The Wilkins Groupo Inc., which provides the hosting and maintenance forthe Council's website, is on target. All reports are posted and according to a report for the

On-site Wastewater Treatment Research CouncilMinutes, 9-25-03Page 2period of June 1 through August 31, 2003 (92 days)o the website received a total of 8,156visitors, which averages to 88 visitors per day;The contract with Texas Tech University for a study of the denitrification from fields treatedwith wastewater ended on August 31, 2003. Unfortunately, Dr. Clifford Fedler was unableto attend the meeting. The approval of his final report will be placed on the agenda for thenext Council meeting;Dr. Larry Wilding's study ofhydrological attributes andtreatment capabilities ofcaliche soilspertinent to on-site sewage facilities is progressing on schedule. His request for an adjustmentto his work plan and budget categories was approved by the Executive Secretary;The contract with the San Antonio Water Systems for a literature search on graywater endedon August3l,2003. A draft of the frnal report was provided for the Council's comments andrecommendations;Infinite Solutions Design Group, Inc., which publishes the Council's newsletter, Texas On-siteInsights, has published their first edition. A readers' survey card was included; andThe contract withthe City of Austin for the monitoring of residential on-site sewage facilitiesin Travis County is still on hold pending staffs review of the permit information on two ofthe sites selected for monitoring. The City ofAustin provided the plans for all four systems;however, only two ofthe plans provided enough information to determine ifthey met the rules.The City of Austin has been contacted and indicated that they would provide permitinformation on the other two sites.Ms. Maddern also reported that she met with TCEQ's Conference Coordinator, Diane Stallings,regarding the Council's 2004 Annual Conference to be held at the Waco Convention Center on Marchl-3,20A4. The topics and speakers have been selected and a copy of the agenda was provided to theCouncilmembers. TheregistrationbrochureswillbemailedoutonJanuary 5,2004,andthespeakers'papers are due to the conference planner by January 19,2004.Regarding the status of the request for proposal for a study of the "Impact of Past Council-fundedProjects," staffinvited Kerry Stennett, Manager of TCEQ's Procurements and Contracts Sectiorl todiscuss the procedural issues regarding this project. Ms. Maddern indicated that this would beaddressed under Agenda Item No. 7.Finally, Ms. Maddern reported that a proposal was submitted by Dr. Ken Rainwater with Texas TechUniversity for a *Review of Systems for Restaurant Wastewater Pretreatment." A copy of theproposal was provided. The proposal will be addressed under Agenda Item No. 12.Following the report, the Council asked if continuing education credits could be provided toprofessional engineers, architects, real estate inspectors, and registered sanitarians for their attendanceat the 2004 Annual Conference. Ms. Maddern indicated that she would contact the conferencecoordinator about setting this up. The past conferences have offered this credit to a number of licensedindividuals.Mr. Maykus also asked ifthe contract with Dr. Fedler did not allow for travel expenses to Council

On-site Wastewater Treatment Research CouncilMinutes, 9-25-03Page 3meetings. Chairman Blount suggested that all future contracts should include this. Ms. Maddernremarked that she would work with Dr. Fedler to arrange for his travel to the next meeting.Agenda ltem 5, Public CommentsNo comments.Agendo Item 6, FY2001 BudgetMs. Maddern reported that there were no changes at this time.Agenda ltem 7, TCEQ's Grants and Contracts ProceduresKe.ry Stenneff, Manager of TCEQ's Procurements and Contracts Section, provided a presentation,which covered the procedural methods for competitive contracting. She discussed the differencesbetween Request for Proposals (RFP), Request for Qualifications (RFQ), Request for Offer (RFO),Request for Information (RFI), Invitation for Bid (IFB), Best and Final Offers (BAFO), CompetitiveSealed Proposals (CSP) and the Texas Building and Procurement Commission's requirements.Regarding the RFP, RFO, RFQ, and RFI processes, Ms. Stennett remarked that the scope isundefined, the service is highly technical in nature (i.e., research, scientific studies, engineeringconsulting, architectural, etc.), is postedto the MarketPlace for at least 30 days, price negotiations areallowed, and terms and conditions may be adjusted. The process can take up to six months to complete.Regarding the IFB process, the prices are the primary consideration, the scope of work is defined, thereare no price negotiations allowed, and the processing time is usually shorter.The Council asked Ms. Stennett about professional engineers and the competitive contracting methods.The professional services procurement act prohibits licensed, professional engineers from participatingin a bid process. They can only provide their qualificationso etc. The cost is negotiated after theselection process. Ms. Stennett suggested that, when in doubf the Texas Board of ProfessionalEngineershould be contacted.Ms. Stennett was thanked for her comprehensive presentation and asked to stay and participate in thenext agenda item.Agenda ltem 8, Study of Impact of Past Council-Funded ProjectsMs. Maddern reported that the revised scope of work for this project was provided to the Council intheir handouts. The scope of work has been reviewed by the Council's attorney, Melissa Juarez,Assistant Attorney General. During the discussion that followed, the Council did not agree on whocould best perform this project. Chairman Blount felt that an engineer would be required to makecertain determinations. The Council determined that a committee should be formed to address theissues. Ms. Stennett also offered her assistance.MOTION: Ms. Baer moved to form a committee to evaluate the scope of work, determine if aprofessional engineer's services are required to perform the study, and to seek help from the Texas

On-s ite Wastewater Treatment Research CouncilMinutes, 9-25-43Page 4Board of Professional Engineers on determining the best method for competitive contracting. ViceChairman Rutledge seconded the motion. The committee members are: Therese Baer, John Blount,and Montel Rutledge. The motion passed without objection. The committee's findings on theproposed study will be placed on the next agenda.Agenda ltem 9, San Antonio Water System's oliterature Search on Graywater'Brian Lillibridge and Dr. Calvin Finch with the San Antonio Water Systems (SAWS) discussed theirdraft report provided to the Council for their comments and review. Mr. Lillibridge reported that theliterature search was performed with the assistance of the Texas Cooperative Extension, which is partof the Texas A&M University System, and The Center for Water Research at the University of Texasat San Antonio. The Council was also provided with a copy of an addendum entitlod, "Section VIIInternet Resources." Mr. Lillibridge provided a brief overview ofthe following: the process sunmaryswnmary of findings and state regulations, bibliogaphy, recommendations for future researcltrprotocol for evaluating graywater systems, and internet resources.During the discussion that followd, Dr. Finch suggested that SAWS could possibly co-fund a studyon graywatere-use with the Council. Chairman Blount remarked that the Council's funding wouldapply to research on graywatere-use associated with on-site sewage facilities; whereas, SAWS'sinterest in the project would include municipal wastewater systems. The chairman suggested that acommittee should address future research studies on graywatere-use.Mr. Lillibridge was thanked for the excellent draft report.MOTION: Mr. Spence moved to accept the draft frnal report subject to its finalization and theCouncil's requirements. Ms. Cararas seconded the motion. The motion passed without objection.Mr. Ken Graber with the TCEQ On-site Sewage Facilities Program remarkod that, since theLegislature passed legislation during this last session, which requires TCEQ to write rules regardinggraywatere-use, the rules should be developed by June 2004.Agenda ltem 10, Texns Cooperutive Extension's oon-Site Wastewater Treatmcnt Training CenterUpgradesoSince Dr. Bruce Lesikar was unable to attend the meeting, Vance Weynand and Valeen Silvy with theTexas Cooperative Extension provided a visual overview of the upgrades and repairs to the CollegeStatioq Weslaco, and El Paso Training Centers. New displays have been added and a virtual tour ofthe training centers has been added to the Texas Cooperative Extension's website.MOTION: Mr. Spence moved to accept the report pending the final written report. Ms. Cararasseconded the motion. The motion passed without objection.Agenda ltem 11, Texas Tech University's Stady on the nEvaluation af the Effect of Surfoce Applicationof Wastewater on Denitrification Rates and Determination of the DenitriJication Capacity of SelectedSoils"This item was tabled until the next meeting pending the final report.

On-site Wastewater Treatment Research CouncilMinutes, 9-25-03Page 5Agenda ltem 12, Texas Tech University's Proposal for a Literature Search on Grease Traps and HighStrength lTastewaterMr. Spence reported that the committee looked into finding someone to perform a study on highstrength wastewater associated with restaurants that requires pretreatment for the reduction of fats,oils, and greases (FOGs) prior to discharge into the on-site sewage facility system or a municipalsystem. Surcharges are assessed on restaurants with high FOG levels. Research should be performedto attempto develop design criteria for a system that would reduce the level of FOGs discharged intothe on-site sewage facility or an organized collection system with central wastewater treatment. Mr.Spence indicated that Houston's Restaurant in Austin has volunteered to participate in the study.At Warren Samuelson'suggestion, Dr. Ken Rainwater was contacted regarding this project. Aconference call was arranged betweenDr. Rainwater, Warren Samuelson, AnnetteMaddern, ChairmanBlount, Mr. Spence, and John McCullouch of the City of Austin's Industrial Waste Department todiscuss the project.Dr. Rainwater submitted a proposal for $33,988 for an eight-month study, which would have thefollowing objectives: gather information about current FOG pretreatment systems for restaurantsthrough a survey of professional publications and promotional materials from manufacturers; performa desktop evaluation of FOG pretreatment systems for relative expmse, flexibilify, and potential forretro-fitting; recommend one or more FOG pretreatment systems for demonstration in restaurantsselected by the Council; and compile a report summarizing the findings.The Council was concerned abouthe indirect costs (46.5% or $10,788) associated with the proposaland the length of time requested to perform the project. Ms. Baer suggested a more detaild scope ofwork and suggested that Dr. Rainwater be requested to justify the personnel cost included in hisproposal.MOTION: Mr. Maykus moved to approve the proposal from Texas Tech University with thestipulation that a subcommittee negotiate with Dr. Rainwater for a more defined scope of work, timeframe, and budget. Vce Chairman Rutledge seconded the motion. The subcommittee members areJim Spence, Montel Rutledge, and Therese Baer. The motion passed without objection.Agenda ltem 13, Committee's Report on Conference Agenda DevelopmentMs. Baer reported that the committee did not meet since the agenda was already developed. Mr.Samuelson and stafffinalized the agenda for the September I deadline. Mr. Samuelson remarked thatthe opinion from the Office of the Attorney General's Office played into the decision to proceed withthe agenda to prevent any suggestion of a conflict of interest since three members of the Council canclaim to be the president of the Texas On-site Wastewater Association (TOWA) at one time oranother.Mr. Taylor suggested that, since the 2004 Annual Confere,nce agenda has already been developed,TOWA could participate more in 2005. Ms. Baer remarked that TOWA should be recognized at theconference and that they should be involvement with the conference planning but in areas that wouldnot suggest a conflict of interest.

On-site Wastewater Treatment Research CouncilMinutes, 9-25-03Page 6Agenda Item 14, Generation and Development af Possible Topics for Fature ProjectsThe Council was urged to provide staffwith possible graywater research topics.Agenda ltem 15, Scheduling of Next MeetingThe next scheduled meeting will be held at 10:00 a.m. on Thursday, December 11,2003, at theTCEQ's Park 35 Complex, 12100 Park 35 Circle, Building A,Znd floor, Conference Room 202,Austin, Texas.Agenda ltem 16, AdjournmentChairman Blount adjourned the meeting.Respectfu lly submitted,Annette M. Maddern, Managen Administrative ServicesJohn R. Blount, Chairman