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APPENDIX F

NOTES OF MEETINGS
MERCURY MANAGEMENT SUBCOMMITTEE
FACILITIES LOADINGS SUBGROUP

FEBRUARY 22, 1996 TO DECEMBER 4, 1996

Notes from February 22, 1996

Attendees: Karen Rondeau, MWRA & Bob Gingras, Earth Tech - Co-Chairs; Ed Cummings, Beth Israel Hospital; Peter Yarossi, MWRA

Bob Gingras presented the following slate of issues for discussion:

• The quality of data to be reviewed (number of data points, number of institutions)

• The extent of data to be reviewed (institutions versus industry, other)

• The accuracy of flow data (if estimated, how? if measured, confidence?)

• Focus group (28 institutions: more or less?)

• Questionnaire to focus group

• SMART data only or other, as well?

• Review periods (monthly, quarterly, semi-annual, fiscal years, calendar years)

• How will we deal with ND data points or MDLs above 0.2 ppb?

• Should we employ "Olympic Scoring" to discount the highs and lows (statistics)?

During the meeting, consensus was reached on the following points:

• Only SMART data will be used in the evaluation.

• A range of loadings will be calculated by factoring NDs and elevated MDLs as both zero as well as the numerical value of the MDL regardless of sensitivity (e.g., MDL of 0.2, 1.0 or 5 ppb).

• Review periods will be as follows: Prior to and inclusive of Fiscal 1994 (baseline), Q1&Q2 Fiscal 1995, Q3&Q4 Fiscal 1995, Q1&Q2 Fiscal 1996, Q3&Q4 Fiscal 1996 (ending June 31, 1996).

The following assignments were made for completion by the next meeting on March 7, 1996:

• A draft questionnaire for distribution to the focus group will be developed by Bob Gingras for discussion. The questionnaire will request information on methods of flow measurement/estimation, SMART sampling locations, etc.. The questionnaire will be reviewed and discussed during the next meeting with distribution (by the MWRA) intended prior to the third meeting on March 21, 1996.

• The names of institutions that will comprise the focus group will be compiled by Karen Rondeau. This list (which will likely be expanded well beyond the Phase 1 participant list) will be reviewed, augmented and/or culled during the next meeting.

The next meetings of the Loadings Subgroup were scheduled for 8:00 AM on March 7 and 21, 1996, respectively, at the offices of the MWRA.

Notes from March 7, 1996

Attendees: Karen Rondeau, MWRA & Bob Gingras, Earth Tech - Co-Chairs; Peter Yarossi, MWRA

• Minutes from the February 22, 1996 meeting were reviewed and approved for distribution.

• Bob Gingras presented a draft of the wastewater questionnaire that had been assigned at the previous meeting. After inputting changes discussed and approved during the meeting, the final questionnaire was prepared (copy attached). The questionnaire will be issued by the MWRA following development of the list of affected mercury dischargers (next item).

• Karen Rondeau presented a printout of all 1,500 currently permitted Industrial Sewer Users (inclusive of category 1 - 3) within the MWRA Services Area. Due to its extent, it was agreed that the MWRA would pare down the list to include only the following names which will become be known as the "Hospital List": Institutions, Hospitals, Universities, Biotech Facilities, Analytical Laboratories, and Clinics. This will be accomplished by doing a search of the current MWRA data base and sorting Users according to SIC code, name and data contained in files (to be reviewed by MWRA staffers). This "Hospital List" (which is expected to encompass 150 to 200 Users) will be reviewed, augmented and/or culled during the next meeting. It is intended that the questionnaire will be distributed by April 1, 1995 with responses expected on or before April 15, 1996 (two weeks is considered reasonable). The Subgroup agreed that the entire "Hospital List", once approved, will received the Wastewater Questionnaire. Depending upon the initial response, telephone calls may be made to encourage data submission.

• Due to the priority being placed upon the preceding, its was agreed that a presentation to the Subgroup on flow monitoring devices by Flow Tech would be delayed until May 2, 1996. Mr. Southwick will be asked to limit his presentation to no more than 1 hour. Karen agreed to relay the above information to Flow-Tech.

The meeting that was scheduled for March 21, 1996 was canceled and the start time for all future meetings was changed to 8:30 AM. The next meetings of the Loadings Subgroup at the offices of the MWRA were scheduled for March 28, April 18 and May 2, 1996, respectively.

Attendees: Karen Rondeau, MWRA & Bob Gingras, Earth Tech - Co-Chairs; Peter Yarossi, MWRA

• Final changes to the wastewater questionnaire were made in anticipation of Karen Rondeau being unavailable after April 12, 1996. The questionnaire will be issued by the MWRA not later than April 5, 1995 following finalization of the list of affected mercury dischargers (next item). MWRA will be responsible to attach a cover letter to the questionnaire to explain its purpose and the advantages to be derived by responding.

• Karen Rondeau and Peter Yarossi presented a pared down list of permitted industrial users including Institutions, Hospitals, Universities, Biotech Facilities, Analytical Laboratories, and Clinics which will now become known as the "Hospital List". The names on the Hospital List will be entered into a spreadsheet format so responses to the questionnaire (above item) can be logged upon receipt. Responses will now be due on or before April 26, 1996.

• The presentation to the Subgroup on flow monitoring devices by Flow Tech will remain scheduled for May 2, 1996 and Bob Gingras is to confirm Mr. Southwick’s participation during the prior week.. He will be asked to limit his presentation to no more than 1 hour.

Due to the above schedule change (item 2), the meeting that was scheduled for April 18, 1996 was canceled. The next meeting of the Loadings Subgroup at the offices of the MWRA was scheduled for 8:30 AM on May 2, 1996.

Loadings Subgroup

By:

Bob Gingras, Co-Chair

Notes from May 2, 1996

Attendees: Les Zenack, MWRA & Bob Gingras, Earth Tech - Co-Chairs; Peter Yarossi, MWRA

• Les Zenack volunteered to serve as the Loadings Subgroup Co-Chair until Karen Rondeau returns from maternity leave. His involvement will help to relieve some of Peter Yarossi’s responsibilities who had been filling in as acting Co-Chair for the past month. The Subgroup welcomed Les’ active participation.

• A presentation on types of flow meters, their applications, relative accuracy and selected regulatory implications was made by Mr. Ken Southwick of Flow-Tech, Inc..

• Peter Yarossi reported that, as of the time of the meeting, 91 responses out of the 232 questionnaires that had been issued on April 10, 1996 had been returned (nearly a 40% response rate) but had not yet been catalogued. Response information will now begin to be logged into the Subgroup’s data base for analysis. Depending upon the Subgroup’s initial review of the data, and after identifying those who have not yet submitted a response, an attempt to recontact selected sites to obtain their completed questionnaire will be discussed. Bob Gingras is to develop a spreadsheet format for use with the Subgroup’s database which, while data is being encoded, will simultaneously calculate a basis for current hydraulic loadings from each point of discharge reported by the individual respondents. This spreadsheet is to be forwarded to Les Zenack on or before May 9, 1996 so he may subsequently incorporate it into the database before beginning data entry. Subsequent meetings will be used to augment, modify and manipulate data contained in the database to achieve the Subgroup’s goals.

The next three meetings of the Loadings Subgroup were scheduled for 8:30 AM at the offices of the MWRA on May 30, June 13 and June 27, 1996, respectively.

Loadings Subgroup

By:

Bob Gingras, Co-Chair

Notes from May 30, 1996

Attendees: Les Zenack, MWRA & Bob Gingras, Earth Tech - Co-Chairs; Peter Yarossi & Chip Topjian, MWRA

• Les Zenack reported that approximately 140 of the 232 questionnaires that were originally issued had been returned. Of those that remain outstanding, Chip Topjian has identified the facilities that reportedly discharge in excess of 1,000 gallons per day (MWRA database) and is calling facility points-of-contact to help elicit their response. It was agreed that this effort would likely continue until June 14, 1996 at which point the data gathering phase would be deemed closed and data manipulation would commence in earnest.

• Questionnaire Non-respondents will have whatever flow information is currently available from the MWRA internal database (including inspection reports) applied to their facilities. Questionnaire Respondents and/or Non-respondents without historical mercury monitoring results in the existing SMART database will have some form of "Qualified Respondent Group Average (QRGA)" applied to their discharge depending upon facility type. Some discussion ensued about culling outlyers (anomalous peaks and valleys) from the respondent database in developing the applicable QRGA but was left unresolved pending further debate at the next few meetings.

• It was agreed that the formula for estimating flows based on fixture count would be changed from subtracting to adding volumes contributed by NCCW sources, unsegregated sanitary sources and water treatment system for reasons explained in Bob Gingras’ communication of May 15, 1996.

• It was agreed that the formula for estimating flows based on reactor sizing would be standardized around an 8 hour operational day.

• The formula for estimating flows based on fixture count may be modified as follows: for facilities having 50 fixtures or less, each fixture will rate at 10 gph; for facilities having between 50 and 100 fixtures, each fixture will rate at 7.5 gph; for those facilities having in excess of 100 fixtures, each fixture will rate at 5 gph. This will be further discussed at upcoming meetings.

The next two meetings of the Loadings Subgroup were scheduled for 8:30 AM at the offices of the MWRA on June 13 and June 27, 1996, respectively.

Loadings Subgroup

By:

Bob Gingras, Co-Chair

Attendees: Les Zenack, MWRA & Bob Gingras, Earth Tech - Co-Chairs; Peter Yarossi & Chip Topjian, MWRA 

• Les Zenack reported that 142 of the 232 questionnaires that were originally issued had been returned. Chip Topjian indicated that he expects to receive 4 to 5 more replies by the stipulated cutoff date of June 14, 1996 so our final response percentage should be nearly 65%.

• Les Zenack then presented an analysis of flow estimates that had been calculated by fixture count versus those that had been reported by meter or facility estimate. He then explained certain anomalies and inconsistencies that would result as a function of variable flow allocation, e.g. rating fixtures at various gph values, unless the formulas being used were adjusted. Following his explanation, as is further embellished in communication dated June 3, 1996, it was agreed that the formula for estimating flows based on fixture count would be modified as follows: for facilities having 30 fixtures or less, each fixture will rate at 10 gph; for facilities having in excess of 30 fixtures, each fixture will rate at 5 gph.

• Finally, Les presented a limited printout of his current efforts at SMART mercury data manipulation as a function of review period (copies were not available for distribution as it is a work in progress). The current spread sheet sorts SMART mercury data according to respective Fiscal 1996 semi-annual review period {both Q_1-2, and Q_3-4 ) then calculates the average mercury discharge concentration by facility discharge point allocating both 0 and the MDL to values reported below the MDL. The "average" concentrations produced on this spreadsheet will eventually by multiplied by the flow values being compiled on the flow database (discussed above) in order to calculate mass based mercury loading by facility to the MWRA sewerage system. Additional fields which will be used to identify discharge locations by type will be added to enable more detailed data sorts and to allow the computation of "Qualified Respondent Group Average (QRGA)" (refer to May 30, 1996 meeting minutes } for survey non-respondents.

• It was agreed that this calculation would be performed for the following 4 six month periods (according to MWRA Fiscal quarters):

Q_1-2 , Fiscal 1995 July 1, 1994 thru December 31, 1995

Q_3-4 , Fiscal 1995 January 1, 1995 thru June 30, 1995

Q_1-2 , Fiscal 1996 July 1, 1995 thru December 31, 1995

Q_3-4 , Fiscal 1996 January 1, 1996 thru June 30, 1996

Due to the amount of data encoding and spreadsheet construction now necessary, it was agreed that the meeting that had been scheduled for June 27, 1996 could be canceled. The next two meetings of the Loadings Subgroup were scheduled for 8:30 AM at the offices of the MWRA on July 31 and August 29, 1996, respectively.

Loadings Subgroup

By:_______________________

Bob Gingras, Co-Chair

Attendees: Les Zenack, MWRA & Bob Gingras, Earth Tech - Co-Chairs; Peter Yarossi, MWRA

An abbreviated meeting of the LSG was held on Wednesday, July 31, 1996 during which Les Zenack reported that manipulation of data, according to the parameters previously established, was proceeding according to schedule. To help facilitate data comparisons, Bob Gingras transmitted uncoded copies of the Phase 1 Hospital data base (Fiscal, 1994; and Q₁Q₂, Fiscal, 1995 & Q₃Q₄, Fiscal, 1995 to Les during the meeting.

The next meeting of the Loadings Subgroup was scheduled for 8:30 AM on August 29, 1996 at the offices of the MWRA.

Loadings Subgroup

By:

Bob Gingras, Co-Chair

Notes from August 29, 1996

Attendees: Les Zenack\Karen Rondeau, MWRA & Bob Gingras, Earth Tech - Co-Chairs; Peter Yarossi & Ana Echaniz MWRA

• Copies of data summaries for Fiscal, 1995 & 1996, in six month increments were reviewed. It appeared that certain "holes" were present in the tabulations which would need to be filled before the spreadsheets could yield final data for interpretation by the Subgroup. Specifically, Les was asked to fill in Qualified Group Respondent Averages (QGRA) and certain flow values before the Subgroup could view the documents as final. Les agreed to accomplish this task prior to the next meeting.

• Where efforts to fill flow "holes" fail, it was decided that they will be left indeterminate but listed along with reported mercury discharge values. The rationale employed here was that, perhaps, a reported discharge location had been disconnected during the review period but after a data point had been generated. Without specific knowledge of a particular facility, it would be impossible to arbitrarily assign a flow value.

• In addition to the current breakdown of information, Les will identify the number of analytical data points used to calculate individual group averages. It was deemed unnecessary to provide this level of detail in the supporting spreadsheets but the total numbers should be reflected somewhere in our summary information.

• The Subgroup’s Report will likely consist of a 4 to 5 page summary (inclusive of introduction\mission statement; assumptions and discussion) to be augmented by charts and graphs which will serve as a cover to four (4) Appendices: 1. flow database; 2. mercury concentration database; 3. data manipulation (mass balance calculations and grouping of facilities according to type); and, 4. meeting minutes. Bob Gingras agreed to prepare a draft of the introduction\assumptions section of the Report. Les was charged with finalizing the first 3 Appendices. Both components (if possible to be distributed ahead of time) will be discussed at the next meeting during which components of the findings and discussion section will be developed.

The next meeting of the Loadings Subgroup is scheduled for 8:30 AM on September 19, 1996 at the offices of the MWRA.

 If changes to the above are required, please contact the undersigned.

Loadings Subgroup

By:

Bob Gingras, Co-Chair

Notes from September 19, 1996

Attendees: Les Zenack\Karen Rondeau, MWRA & Bob Gingras, Earth Tech - Co-Chairs

Copies of the following completed documents were distributed by Les Zenack during the meeting:

• Fiscal 1995 & 1996 summaries (both tabular and graphical) of total mercury loadings to the MWRA Sewer System by the "Hospital List" according to subcategory (clinical, research, incinerator, laundry and other);

• "Qualified Respondent Group Averages" for Fiscal 1995 & 1996;

• "Data Manipulation" spreadsheet for Fiscal 1995 & 1996; and

• Abbreviated "Flow Database" for the "Hospital List" sorted according to subcategory.

The following documents remain to be provided by Les:

• Flow database;

• Mercury concentration database for Fiscal 1995 & 1996; and

• "Data Manipulation" spreadsheet for the 28 original Work Group members for Fiscal 1995 & 1996.

It was decided that the final versions of the above mentioned documents will have the names of the facility\institutions suppressed. This will allow their inclusion in the final Report while preserving the anonymity of the source of information.

A preliminary working draft of the Subgroup’s final report was provided by Bob Gingras. Comments, additions and remaining sections will be discussed at the next meeting which was scheduled for 8:30 AM on November 7, 1996 at the offices of the MWRA.

If changes to the above are required, please contact the undersigned.

Loadings Subgroup

By:

Bob Gingras, Co-Chair

Attendees: Les Zenack\Karen Rondeau, MWRA & Bob Gingras, Earth Tech - Co-Chairs

An updated preliminary draft of the Subgroup’s final report (dated November 4, 1996) was provided by Bob Gingras. Missing components of the document, as prepared and submitted by Les Zenack on September 26, 1996, were furnished by Les & Karen on disc and will be incorporated by Bob into the next version of the draft document. Once the final draft, inclusive of all appendices, is compiled, copies will be circulated to Les, Karen and Bob for final editing.

Comments and additions to the document will be discussed at the next meeting which was scheduled for 8:30 AM on December 4, 1996 at the offices of the MWRA. Following that meeting, a final report will be prepared and released to the Mercury Management Subcommittee.

If changes to the above are required, please contact the undersigned.

Loadings Subgroup

By:

Bob Gingras, Co-Chair

Attendees: Les Zenack\Karen Rondeau, MWRA & Bob Gingras, Earth Tech - Co-Chairs

Comments on the *Preliminary Draft Report* (dated November 11, 1996) were presented and discussed. Finally agreed upon language will be incorporated into the *Final Report* which is targeted for issuance on December 20, 1996 (see below). To help improve the readability of the final document, Les Zenack agreed to make selected formatting modifications to Appendix A, C and D (Fiscal, 1995) and provide Bob Gingras with original printouts (double sided) on or before December 9, 1996. Bob will concurrently check the document for typos and consistency of nomenclature.

Karen will check with Peter Yarossi and Joanne Grandchamp (Mercury Management Subcommittee Co-Chairs) and Kevin McManus, by December 13, 1996, as to whether it would be acceptable for the LSG to submit the final document to the Steering Committee at its next regularly scheduled meeting. If these parties see no reason not to, Bob will proceed to compile the document in final form for distribution to the Steering Committee on December 20, 1996. It was agreed that third party or peer review might occur once the Final Report is handed over to the Steering Committee.

If changes to the above are required, please contact the undersigned.

Loadings Subgroup

By:

Bob Gingras, Co-Chair

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