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REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, March 20, 1998, and reviewed the proposed agenda for the April 10, 1998 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, April 17, 1998, at 9:30 a.m., in Conference Room CC8.

RECOMMENDED ACTION:

Approve this report.

Norma J. Glover, Chairman
Administrative Committee

Attendance:
Present were Norma Glover, Vice Chairman James Silva, and Committee Members Wayne Nastri, Nell Soto, and Roy Wilson (attending via teleconference from Larson Justice Center, 46200 Oasis Street, Suite 318 - Conference Room, Indio, CA 92201, a facility which is available to the public and at which location a copy of the agenda had previously been posted, in accordance with the Brown Act). Absent were Richard Alarcón and Mee Hae Lee. Councilmember Leonard Paulitz was present, not voting.

DISCUSSION ITEMS:

1. Chairman’s Report of Approved Travel: Moved (Nastri), seconded (Silva) and unanimously recommended for approval. (See end of report for detail.)

2. Approval of Compensation for Board Member Assistant(s): None

3. Out-of-Country Travel: Acting Executive Officer Dr. Barry Wallerstein informed the Committee that Joe Cassmassi, Sr. Meteorologist in Planning & Policy, has been invited by the air pollution control agency in Chile, South America to visit their country to provide technical assistance with their air pollution problems. Mr. Cassmassi’s travel expenses will be paid for; therefore, the only expense to the District will be his time. He is expected to be there for approximately seven days and will provide the Committee with a report upon his return. Moved (Silva), seconded (Nastri) and unanimously recommended for approval.

APRIL AGENDA ITEMS:

4. Recognize and Appropriate Funds from U.S. EPA to Implement Local Program for 1998 Earth Day National Town Meeting: Moved (Wilson), seconded (Nastri) and unanimously recommended for approval.

5. Transfer Funds Within FY 1997-98 Budget to Purchase Vapor Recovery Analyzers: Moved (Nastri), seconded (Silva) and unanimously recommended for approval.

6. Amend Contracts with COMSYS Technical Services, Cordoba Corporation, Majesco Software, Inc., and Sierra Cybernetics, Inc. for Short- and Long-Term Systems Development and Maintenance Support: Director of Information Management Dr. Vinita Mathur briefed the Committee regarding the proposed amendments to four task-order type contracts to provide additional funding for system development services. The 18 task orders are: 7 for permitting systems; 5 for compliance systems; 2 for finance systems; 2 for Public Affairs & Local Government office systems; 1 for emissions system; and, 1 for system architecture. Moved (Soto), seconded (Nastri) and unanimously recommended for approval.

7. Execute Contract to Lease Radio/Cellular Telephones for AQMD Field Staff and Authorize Surplus and Disposal of Obsolete Radio Communications Equipment: Dr. Wallerstein explained to the Committee that expenses for cellular telephone usage will be monitored. Telephone bills will be audited for each individual to whom a cellular phone is assigned to ensure there is no unwarranted usage. Moved (Soto), seconded (Nastri) and unanimously recommended for approval.

8. Execute Contract for New Integrated Financial System: Dr. Mathur provided a slide presentation regarding the proposed upgrade of the District’s financial system software, computer hardware, and implementation and migration services. An upgrade is required to ensure proper system operation in and after the year 2000. A list was distributed of public sector customers of PeopleSoft, the recommended software company. Staff was directed to include in the Board letter a cost comparison with other comparable government agencies which are undertaking the conversions to address the year 2000 problem.

   Referring to the total cost of the system, Board Member Leonard Paulitz advised the Committee that upgrading a system is very costly and this proposal did not seem out of line with the usual cost of such an undertaking. Mr. Paulitz again noted that the proposal not only provides the needed system upgrade to keep the District current but also provides the required millennium date change conversion. Ms. Glover expressed concern regarding the high cost of this proposal and stated that she wants to be certain the District is very conservative in the area of managing information systems. She further advised that, if approved by the Board, she will continue to have an interest in the implementation and functionality of the new system to ensure that it is operating properly.

   It was discussed that the primary motivating factor for acquiring the new finance system is Year 2000 compliance. Most agencies have to upgrade their computer system to ensure correct computer function beginning in 2000, and this recommendation provides for an upgraded system in conjunction with the millennium date conversion. Dr. Mathur said she will keep the Board apprised of the progress as the implementation of the new system is progressing.

   Wayne Nastri related that he had heard of class action lawsuits filed against the software manufacturers claiming product defect for not anticipating the millennium, and suggested that the District join or take our own action to possibly offset some of the cost of the new system. Dr. Mathur was directed to investigate that possibility. Moved (Wilson), seconded (Soto) and unanimously recommended for approval.

   Ms. Glover also noted that, at the last Administrative Committee meeting, she had requested that a five-year plan relative to managing information systems be prepared and she expects to see it forthcoming shortly.

9. Issue RFQ for Security Guard Services at Diamond Bar Headquarters: Director of Administrative and Human Resources Joe Contaoi explained that staff will present the evaluation results and provide the Board with the lowest responsive and responsible bid and will include living wage information for the Board’s consideration. Moved (Soto), seconded (Nastri) and unanimously recommended for approval.

10. Program Fee Adjustment for FY 1997-98 for Implementing the Air Toxics "Hot Spots" Information and Assessment Act (AB 2588): Assistant Deputy Executive Officer Jack Broadbent advised the Committee that the transfer of $100,000 from the AB 2588 Air Toxics Fund will mitigate fee increases for major program sources for FY 1998-99. Without this adjustment, the major sources will experience an approximate increase of 25% over last year’s fees. Moved (Nastri), seconded (Soto) and unanimously recommended for approval.

11. Report on the Air Quality Assistance Fund (AQAF): Public Advisor La Ronda Bowen provided the Committee with an overview of the AQAF including background of the program, current status, outreach efforts, and proposed alternatives and procedures.

Public Comment:

Curtis Coleman addressed the Committee on behalf of the California Manufacturers Alliance Air Quality Association and the California Aerospace Environmental Association, stating there could be an increased demand for this type of service as a result of new BACT and LAER; however the approval process needs to be streamlined.

With the Administrative Committee’s concurrence, Gene Beck, representing the Small Business Coalition, distributed the Coalition’s AQAF Proposal and presented the program concept. Ms. Glover requested Mr. Beck make a similar proposal presentation before the Local Government and Small Business Assistance Advisory Group.

John Billheimer, representing the Small Business Coalition, suggested a tab run by SIC code that categorizes District-permitted equipment to identify areas of need for loan guarantees. Dr. Wallerstein replied that was a viable suggestion.

12. Review April 10, 1998 Governing Board Agenda: Dr. Wallerstein advised that there are a number of designated deputies whose contracts need to be brought current to ensure equity as to benefits and he may add an item to the April agenda to address these.

Dr. Wallerstein explained that the first item under Public Hearings, 1997 Annual Report, FY 1998-99 Cost Estimate, and Fee Offsets for FYs 1997-98 and 1998-99 Air Toxics "Hot Spots" Information and Assessment Act (AB 2588) was continued from the March 13, 1998 Governing Board, pursuant to Board meeting procedures. Board Agenda Item #1223: Program Fee Adjustment for FY 1997-98 for Implementing the Air Toxics "Hot Spots" Information and Assessment Act (AB 2588), is a subpart of the continued item and had been reviewed and approved earlier in this meeting. [Subsequent to the Committee meeting, the title for Item #1223 was deleted from the Board agenda. The Public Hearing item is the item the Committee approved.]

Peter Greenwald, General Counsel, advised that the Committee had been provided with a handout regarding a change to the title and synopsis of an item. The corrected title is: Recommendation from Executive Search Firm on Executive Officer Qualifications.

13. Other Business: None

14. Public Comment: None, other than referenced above.

Chairman Glover adjourned the meeting at 11:12 a.m.

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