BOARD MEETING DATE: January 8, 1999 AGENDA NO. 27

REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, December 18, 1998, and reviewed the proposed agenda for the January 8, 1999 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, January 22, 1999, at 9:30 a.m., in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

Norma J. Glover, Chair
Administrative Committee

Attendance:
Present were Committee Chair Norma Glover, Committee Vice Chair James Silva, Committee Members Beatrice LaPisto-Kirtley, Mee Hae Lee (arriving at 9:36 a.m.) and Roy Wilson, who participated by videoteleconference. Chairman of the Board William Burke was also present, not voting, attending via videoteleconference.

DISCUSSION ITEMS:

1. Local Government and Small Business Assistance Advisory Group Report: Lupe Valdez, Deputy Executive Officer of Public Affairs and Transportation Programs, reported that the Advisory Group was not scheduled to meet in December. Ms. Valdez will present a comprehensive list of the Group’s goals and objectives to the Administrative Committee at its January 1999 meeting.

2. Chairman’s Report of Approved Travel: Referring to the Report which was included in the agenda package, Supervisor Silva advised that his travel destination to attend the ARB Board meeting on behalf of the District was Sacramento, not San Diego. Moved (LaPisto-Kirtley), seconded (Silva) and unanimously recommended for approval. (See end of report for detail.)

3. Approval of Compensation for Board Member Assistant(s): The Committee considered and recommended approval of the proposed compensation for Board Member Beatrice LaPisto-Kirtley’s two Consultants, Douglas Kim and Edric Guise. Both Mr. Guise and Mr. Kim’s compensation was confirmed at $45 per hour. Whether they will be contractors or employees and the amount of each contract (the total of both not to exceed the maximum of $30,000 in this fiscal year) are yet to be determined. Moved (Glover), seconded (Silva) and unanimously recommended for approval.

4. Out-of-Country Travel: None.

JANUARY AGENDA ITEMS:

5. Audit for FY Ended June 30, 1998: Rick Pearce, Director of Finance, introduced Richard Lopez, partner with the firm of Vargas, Lopez & Co., Certified Public Accountants. Mr. Lopez reported that the audit report was not finalized. When it is finalized, within the next two to three weeks, it will be delivered to Board Members. Based on the findings thus far, it is expected that the Agency will receive an unqualified opinion; Mr. Pearce explained that an unqualified opinion is the highest possible rating. Moved (Silva), seconded (LaPisto-Kirtley) and unanimously recommended for approval.
   (Committee Member Mee Hae Lee arrived at 9:36 a.m.)

6. Execute Contract to Purchase Scientific Computer: Dr. Vinita Mathur, Director of Information Management, informed the Committee this request is for authorization to purchase a scientific computer for AQMD’s air quality modeling. The computer currently in use is an increasingly insufficient resource to meet the District’s expanded modeling needs, since it is nearing maximum utilization. Funds for this purchase are provided in a PAMS U.S. EPA grant. Dr. Mathur assured the Committee the new scientific computer will meet the needs of the District. Moved (Lee), seconded (Silva) and unanimously recommended for approval.

7. Issue RFP to Prequalify Vendors for System-wide Hardware/Software Maintenance and Support Services: Dr. Mathur reported that AQMD is seeking to prequalify a list of vendors to provide system-wide hardware/software maintenance and support services. In approximately three months, the Committee will be provided with staff’s recommendation when the proposals have been evaluated. Moved (Lee), seconded (LaPisto-Kirtley) and unanimously recommended for approval.

8. Recognize and Appropriate Funds to Office of Public Affairs and Transportation for 1998 Clean Air Awards: Ms. Valdez explained this proposal is to recognize $19,745 in revenues received from sponsors and ticket sales from the 1998 Clean Air Awards ceremony and to appropriate $12,569 of that sum to the Public Affairs budget to cover the balance of the cost of the event. Mr. Pearce explained that the balance of the revenues will go into the General Fund, $5,000 of which will offset the budget item included in AQMD’s FY 1998-99 Budget to cover the costs of the awards and incidentals. The remaining $2,000 will partially reimburse the District for the staff time involved in organizing and coordinating the event. Moved (Lee), seconded (Silva) and unanimously recommended for approval.

9. Recognize and Appropriate Additional Funds from EPA for PM2.5 Program: Mel Zeldin, Director of Monitoring and Analysis, reported that EPA has provided $125,760 in revenue for the continuous monitoring portion of the PM2.5 program and one additional reference method monitor, and that staff is requesting the Board recognize those funds. A third portion from EPA Section 103 Grant funds is expected in March or April 1999 for the speciation program. The 18th and final monitoring site will be located in Palm Springs. Moved (Lee), seconded (Wilson) and unanimously recommended for approval.

10. Establish List of Prequalified Vendors to Provide Supplemental Source Testing Services: Mr. Zeldin informed the Committee that this request is to establish a list of prequalified source testing firms to supplement AQMD emissions testing and the development of test protocols and/or test methods, as needed, for a one-year period. Moved (Lee), seconded (Wilson) and unanimously recommended for approval.

11. Establish Lists of Prequalified Vendors to Provide Legal Notice Publishing and Advertising Services, Mailing Services, and Miscellaneous Office and Consumable Computer Supplies: Mr. Pearce explained that this action is to establish a list of prequalified vendors from which purchases are made for the above services and supplies. In response to Dr. Burke’s inquiry as to when this list was last established, Mr. Pearce responded that it is done every year and suggested establishing the list for a two-year period. Ms. Lee asked if the expanded mailing list that was developed a couple of years ago will be used to which Mr. Pearce responded in the affirmative. Ms. Lee moved the item with the lists of prequalified vendors to remain in effect for a two-year period, seconded (Wilson) and unanimously recommended for approval.

12. Adopt Resolution Revising Claims Procedures in AQMD Administrative Code and Establishing Claims Procedures for Claims Exempted from Tort Claims Act: Committee Chair Glover advised the item had been deleted from the January 1999 agenda.

13. Report on Major Projects for Information Management Scheduled to Start During Last Six Months of FY 1998-99: Dr. Mathur provided the Committee with a report on major automation contracts and projects to be initiated by Information Management during the next six months. Dr. Wallerstein added that earlier that morning at the Permit Streamlining Task Force meeting it was suggested it might be appropriate to have an outside contractor review our computer systems relative to the permitting operation. Ms. Lee moved the item with the amendment to include the selection of a contractor as suggested, seconded (LaPisto-Kirtley) and unanimously recommended for approval.

14. Review January 8, 1999 Governing Board Agenda: Dr. Wallerstein explained the following amendments to the agenda:

• ADD: Petitions for Regulation XII Hearing on CENCO Refining Company’s Request for Reinstatement and Applications for Change of Ownership of Permits for Refinery Formerly Owned by Powerine Oil Company. The United Association of Journeymen and Apprentices of the Plumbing and Pipefitting Industry of the United States and Canada, Local 250, and the Communities for a Better Environment have petitioned the Board to consider conducting a Regulation XII hearing relative to the CENCO Refinery matter. As the Board was informed the previous week, the Hearing Board issued a stipulated order of abatement that was agreed to by staff and the operator that had a number of safeguards. The petitions request that the Board take over the permitting responsibility that is normally handled by staff.

• ADD: Provide AQMD Board with Update Aggregate Recycling Systems in Huntington Park (also known as La Monta�a). In response to the Board’s request at the December Board meeting, staff will provide a report with additional information regarding this issue.

• CONTINUE TO FEBRUARY, 1999: Execute Contract to Provide Outreach Assistance to Basin Cities Regarding Low-Emission, Clean Fuel Vehicle Technologies. Item is being delayed to provide additional time to review the bids.

• CONTINUE TO FEBRUARY, 1999: Adopt Resolution Revising Claims Procedures in AQMD Administrative Code and Establishing Claims Procedures for Claims Exempted from Tort Claims Act. This would require a change to the AQMD Administrative Code procedures; therefore, staff needs additional time to review the issue with the represented employees, since they will be affected.

The request for the Regulation XII hearing will be placed on the January 8 agenda under Other Business. With regard to the staff report regarding dust mitigation efforts associated with aggregate recycling systems in Huntington Park, Ms. Lee suggested a presentation be prepared since the Board has considerable interest in this issue, and that staff incorporate related reports to the Environmental Justice Task Force, and place the item on the Board Calendar section of the Agenda. In addition, Ms. Lee requested staff confirm that there is no school within 1,000 feet of the La Monta�a site.

During the general review of the Agenda, Ms. Lee referred to Item 1853 – Issue RFP for PM10-Efficient Street Sweeper Testing, and inquired if staff was working with the cities on the street sweeper issue since it affects the maintenance departments of the cities. Dr. Chang confirmed that the RFP was developed with local government participation.

Dr. Burke asked for clarification regarding Item 1827 – Recognize and Appropriate Funds to Office of Public Affairs and Transportation for 1998 Clean Air Awards. District Counsel Barbara Baird explained that when the District receives money from sponsors, the Board must formally appropriate that sum into the budget and confirmed there was no expenditure of public funds for the event.

15. Other Business: None.

16. Public Comment: None.

Committee Chair Glover adjourned the meeting at 10:03 a.m.

Report on Board Member Travel Authorized by the
Chairman (November 20 – December 18, 1998):

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