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REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, September 18, 1998, and reviewed the proposed agenda for the October 9, 1998 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, October 23, 1998, at 9:30 a.m., in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file this report.

Norma J. Glover, Chairman
Administrative Committee

Attendance:

Present were Committee Vice Chairman James Silva, Committee Members Mee Hae Lee, Nell Soto (arriving at 9:49 a.m.), 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 Committee Chair Norma Glover and Committee Member Richard Alarcón.

DISCUSSION ITEMS:

1. Chairman’s Report of Approved Travel: Acting Executive Officer Dr. Barry Wallerstein informed the Committee that since the Report of authorized travel was distributed, Chairman Burke had approved Board Member Ronald Loveridge’s attendance at the Transportation, Land Use and Air Quality Connection Symposium at Lake Arrowhead, California, from October 25-27, 1998. Moved (Wilson), seconded (Silva) and unanimously recommended for approval. (See end of report for detail.)
2. Approval of Compensation for Board Member Assistant(s): Dr. Wallerstein reported there were no proposals to be considered; however, newly appointed Board Member Paul Woodruff may be submitting a proposal for Board Member Assistant/Consultant services to the full Board at its October 9, 1998 meeting.
3. Out-of-Country Travel: There was no out-of-country travel to report.

OCTOBER AGENDA ITEMS:

4. Adopt Resolution Amending Compensation for AQMD’s Hearing Board Vice Chairman; Reinstating Hearing Board’s Authority to Hold Single-Member Hearings; and Clarifying Hearing Board Members’ Attendance: Dr. Wallerstein reported that the Hearing Board Chair recommends that the Vice Chair be paid $100/day when presiding over the daily calendar in the absence of the Chair. The Chair’s daily salary will be reduced by the same amount; therefore, there will be no additional cost to the District.
   
   In the past, as the compensation of the Hearing Board was amended by resolutions of the Governing Board, the provision for single-member hearings, pursuant to the conditions set forth in Health and Safety Code Section 40501.3, was inadvertently deleted. It is recommend that authority be reinstated. Moved (Lee), seconded (Wilson) and unanimously recommended for approval.
5. Authorize Twelve New Positions and Transfer of Funds for Enhanced Compliance Inspections Program for Gasoline Dispensing Facilities: Jack Broadbent, Assistant Deputy Executive Officer of Stationary Source Compliance, distributed a handout to the Committee which provided the background, compliance action plan, and recommendations regarding adding 12 new positions to implement an enhanced compliance inspection program for gasoline dispensing facilities. Supervisor Wilson inquired as to the revenue source to fund the requested positions, and Mr. Broadbent responded that the Board has approved an additional per-nozzle annual compliance assessment fee for the gasoline dispensing facilities in the basin. The Board allocated $1,000,000 from these additional fees to fund the enhanced program.
   The proposed new positions are:
   

   No. of Positions
   1	Air Quality Inspector III
   9	Air Quality Inspector II
   2	Office Assistant

   
   Moved (Lee), seconded (Wilson) and unanimously recommended for approval.
6. Issue RFQ to Acquire Scientific Computer: Dr. Vinita Mathur, Director of Information Management, explained that AQMD is currently using one scientific computer to perform air quality modeling. Staff is proposing to issue an RFQ to obtain an additional scientific computer to provide newer computer technology that would run models four-to-ten times faster than the current system. Funds for this contract are included in the budget for the PAMS Program, utilizing EPA Section 103 and 105 grant funding. Moved (Lee), seconded (Wilson) and unanimously recommended for approval.
7. Establish List of Prequalfied Vendors to Provide Library Services and Supplies: Dr. Mathur reported that as a result of successful responses to the RFP, six vendors were identified as capable of providing library services and supplies, and staff is requesting approval of these vendors for a period of two years. Moved (Lee), seconded (Wilson) and unanimously recommended for approval.
8. Authorize Purchase of Forty Vehicles for AQMD Fleet: Director of Administrative and Human Resources Services Joe Contaoi informed the Committee that replacement of vehicles (sedans) used by compliance and air monitoring network staff were last made in 1991. The average mileage per vehicle in the current fleet is 80,000. In accordance with the AQMD’s Equipment Replacement Plan, up to forty vehicles are needed to replace vehicles that are no longer cost-effective to maintain and repair. The AQMD has participated in cooperative purchase agreements with the California Department of General Services to purchase vehicles at lower costs to achieve economies of scale. The purchase of fifteen alternative-fuel Honda Civic CNG sedans and twenty-five flex-fuel Ford Contour sedans is being recommended. Moved (Lee), seconded (Wilson) and unanimously recommended for approval.

(Committee Member Nell Soto arrived at 9:49 a.m.)

9. Amend Contract with Pacifica Interchange for Lease of South Bay Field Office: Mr. Contaoi informed the Committee that the South Bay field office is used by inspectors who have responsibility for compliance inspections at oil refineries in the area. It is a convenient location from which inspectors can respond quickly to incidents at refineries. Mee Lee asked if the proposed lease rate is at the bottom of the current lease market for the area, and Dr. Wallerstein responded affirmatively stating that staff has negotiated a renewal rate of $1.30/square foot with an increase to $1.36/square foot on the 18^th month. Moved (Lee), seconded (Silva) and unanimously recommended for approval.
10. Execute Contract for Third-Party Workers’ Compensation and Liability Adjusting Services: Mr. Contaoi reported that the proposals submitted in response to the RFP were evaluated based on technical and cost criteria. The evaluating panel is recommending a three-year contract be awarded to JT² Integrated Resources to provide third-party workers’ compensation and liability adjusting services. Moved (Lee), seconded (Wilson) and unanimously recommended for approval.
11. Recognize and Appropriate Funds, and Execute Contract with National Oceanographic and Atmospheric Administration to Provide Upper Air Wind and Temperature Monitoring Services: Dr. Elaine Chang, Director of Planning and Policy, informed the Committee that during the 1997 Southern California Ozone Study, the National Oceanographic and Atmospheric Administration (NOAA) provided supplemental upper air wind and temperature monitoring services for the Basin. Staff is proposing to execute a contract with NOAA to maintain a network of four upper-air radar profilers in the Basin for a one-year period. It is proposed to recognize $175,000 from ARB and appropriate $175,000 from the Undesignated Fund Balance to co-fund the total cost of the contract with NOAA, not to exceed $350,000. Supervisor Silva asked if the ARB had approved this project, and Dr. Chang responded affirmatively. Moved (Lee), seconded (Soto) and unanimously recommended for approval.
12. Recognize Revenue from California Energy Commission and Execute Contract to Establish Electric Vehicle Charging Infrastructure Network: Mike Nazemi, Electric Vehicle and Transportation Research Manager, reported that the California Energy Commission funding of $122,000 which was allocated for expenditure during FY 97-98 needs to be appropriated to the FY 98-99 Budget, and re-directed toward an electric vehicle (EV) charging infrastructure network for Southern California. Mr. Nazemi assured the Committee that the proposed action would be at no cost to the District. Staff’s recommendation was duly moved, seconded, and unanimously approved.
13. Issue RFP for Demonstration of Electric Vehicle Rental Program: Mr. Nazemi said this action is to solicit proposals for demonstration of electric vehicles in a rental program. AQMD’s contribution shall not exceed $200,000. The ARB will co-fund the project with $100,000 in funds and $100,000 in-kind services, and AQMD will act as a pass-through for the ARB funds. Mr. Nazemi advised the Committee that all contracts issued in Technology Advancement Office are cost-shared.
    
    Ms. Lee asked how the EV Rental Program would work, and Mr. Nazemi explained that participating car rental companies will be encouraged to promote EVs to the public by providing incentives. The Program will be a positive outreach tool providing visibility, convenient availability of EVs to the general public, and the opportunity to experience the benefits and attributes of these vehicles. Electric vehicles have evolved and are now being mass produced and are user-friendly. Moved (Lee), seconded (Soto) and unanimously recommended for approval.
14. Implement Recommendations to Modify AQMD Policies and Procedures for New Finance and Human Resources Systems: Director of Finance Rick Pearce informed the Committee that the implementation subcontractor retained by Mikon Computer Systems, provider of new financial/human resources software, hardware and implementation services, has recommended the following changes to our current business practices to streamline our processes and make the best use of the new system’s capabilities:

    • For all RFQs and RFPs for budgeted items over $50,000, except for those which deviate from approved AQMD policies and procedures, provide the Board with a single monthly report listing all RFQs and RFPs scheduled to be released within the next month.

    • Define fixed assets as those items having a total acquisition cost of $2,500 (instead of the current fixed asset definition of $1,500). A survey disclosed that the limit at both Riverside and Orange Counties, and the federal government, is $5,000; at Los Angeles County, $3,000; and at San Bernardino County, $500.

    Moved (Lee), seconded (Soto) and unanimously recommended for approval.

15. Amend Contract with Vargas, Lopez and Company LLP for Independent Audit Services: Mr. Pearce reported that this request is to extend the contract with the firm for one year for additional audit services and amend it to include consulting services during conversion to the new financial system to ensure that appropriate internal controls are in effect to support the changes necessary. Referring to the financial crisis in Orange County, Supervisor Silva asked for assurance that the contract includes insurance. Mr. Pearce responded the contract contained the standard language, including insurance provisions, and that he would look into the matter and provide Supervisor Silva with specific information if it deviated from our standard language. Moved (Lee), seconded (Soto) and unanimously recommended for approval.

    (Board Member Paul Woodruff arrived at 10:02 a.m.)

16. Issue Request for Qualifications to Prequalify Source Testing Firms to Provide Supplemental Source Testing Services: A replacement Board letter was distributed to Committee members, and Director of Monitoring & Analysis Mel Zeldin explained that this request is to issue a Request for Qualifications (rather than a Request for Quotations) to establish a list of prequalified vendors for supplemental source testing services on an as-required basis over a twelve-month period. Moved (Lee), seconded (Soto) and unanimously recommended for approval.
17. Review October 9, 1998 Governing Board Agenda: Supervisor Silva inquired if those present had any comments regarding the proposed agenda, and Dr. Wallerstein noted there will be an additional Set Hearing item added to the agenda for a November Public Hearing regarding amending Rule 1610 – Old-Vehicle Scrapping.
    
    Dr. Wallerstein advised that the Chairman of the Legislative Committee has scheduled a meeting immediately preceding the October 9 Board meeting, at 8:30 a.m., to review the performance of the current contractors for legislative representation in Washington, DC, and Sacramento, CA. The item, Amend Current Contracts or Issue RFPs for Legislative Consulting Services in Washington, DC, and Sacramento, CA, will be before the Board as indicated on the Consent Calendar.
    
    At Councilmember Soto’s recommendation, a report from the Home Rule Working Group will be made to the Stationary Source Committee in October for inclusion in the November agenda.
    
    Supervisor Silva adjourned the meeting at 10:08 a.m.

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