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REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, February 19, 1999, and reviewed the proposed agenda for the March 12, 1999 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, March 19, 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 Dr. Burke (participating via videoteleconference), who appointed himself as ad hoc Administrative Committee Chair/Member for the meeting of February 19, 1999 only; Committee Chair Norma Glover (arriving at 9:40 a.m.); Committee Members Beatrice LaPisto-Kirtley; Mee Hae Lee (arriving at 9:47 a.m. via videoteleconference); and Roy Wilson (via videoteleconference). Absent was Committee Member Hal Bernson.

DISCUSSION ITEMS:

1. Chairman’s Report of Approved Travel: Referring to the Report on Board Member Travel Authorized by the Chairman, Executive Officer Dr. Barry Wallerstein reported that the legislation to re-authorize the AQMD’s Clean Fuels Program is scheduled for the Senate Transportation Committee hearing on March 2, 1999. He indicated that Vice Chair Norma Glover has agreed to travel to Sacramento to testify on behalf of AQMD on this issue. Also, Dr. Wallerstein advised Committee members of the "Statewide Air Quality Conference for Local Elected Officials" sponsored by CARB on March 17 and 18, 1999 in Sacramento. Moved (Wilson), seconded (LaPisto-Kirtley) and unanimously recommended for approval. (See end of report for detail.)

2. Approval of Compensation for Board Member Assistant(s): The Committee considered and recommended approval of the proposed compensation for Board Member Cynthia Coad’s Assistant, Lysa M. Ray. Ms. Ray’s compensation was confirmed at $25 per hour as an Assistant (employee status) not to exceed the maximum of $30,000 in this fiscal year. Moved (Wilson), seconded (LaPisto-Kirtley) and unanimously recommended for approval.
   
   Committee Chair Norma Glover arrived at 9:40 a.m.,
   and assumed Chairmanship of the Committee.

3. Out-of-Country Travel: None.
   
   Mee Hae Lee arrived (via videoteleconference).

4. Local Government and Small Business Assistance Advisory Group Report: LaRonda Bowen, Public Advisor, advised that the LG&SBA Advisory Group drafted a list of goals and objectives, but not all Advisory Group members have had an opportunity to comment on that document prior to this Administrative Committee meeting. Since the Advisory Group wished to allow all its members an opportunity to review and comment on the draft goals and objectives, Ms. Bowen reported that this item will be presented to the Administrative Committee next month.

MARCH AGENDA ITEMS:

5. Execute Contract to Purchase Instruments for Automatic Gas Calibration Systems: John Higuchi, Source Testing Manager in Monitoring and Analysis, provided Committee members with the background regarding the request. Based upon its assessment of the bids, the evaluation panel has recommended the firm of Environics, Inc. for the purchase of 10 automatic gas calibration systems for the ambient air monitoring network and to support the PAMS program. Moved (Glover), seconded (LaPisto-Kirtley) and unanimously recommended for approval.

6. Execute Contract for Travel Agency Services: Rick Pearce, Director of Finance, reported that Bonneville Travel Agency, the District’s designated travel agency for the past five years, elected not to submit a bid to continue providing AQMD with travel services under the current terms and conditions of its contract. Recent changes in the travel industry have resulted in the reduction in commissions from the airlines to the travel agencies; therefore, the travel agencies now charge a fee of $10 to $15 for each transaction. At the close of the bidding process, only one proposal had been received which was from Avenida Travel Services located in Irvine, California, with a branch office in Diamond Bar. Since the bid was acceptable, staff is recommending approval of Avenida for one year, with the option of extending it to two years, based upon performance. Dr. Burke inquired if staff had investigated which travel agencies are used by Los Angeles County and the other counties within the South Coast District. Mr. Pearce described the various efforts undertaken to solicit additional bids and to determine if there were travel agency agreements with other governmental agencies that were available to AQMD; however, there were none. Moved (LaPisto-Kirtley), seconded (Wilson) and unanimously recommended for approval.

7. Amend Contract with Ecotek for Privatization of Portions of Annual Emissions Report Program: Dr. Elaine Chang, Director of Planning and Policy, reported that for three years AQMD has privatized portions of the Annual Emissions Report (AER) Program. Privatization has significantly enhanced the overall program efficiency and enabled staff to more effectively conduct engineering audits of the emission reports resulting in the discovery of under- and over-payments, and also provide support for other AQMD programs. The money recovered by staff audit significantly exceeded the contract amount. Ecotek has successfully performed all the required tasks specified and staff is recommending the Board authorize the second-year contract renewal option with Ecotek, Inc. and increase the funding from $250,000 to $275,000 due to the need for AER software update and maintenance. Moved (LaPisto-Kirtley), seconded (Glover) and unanimously recommended for approval.

8. Issue RFP to Prequalify Temporary Employment Services Providers: Eudora Tharp, Acting Director of Human Resources, reported that the current list of prequalified providers of temporary employment services expires June 30, 1999. Staff is requesting authorization to issue an RFP to solicit proposals for these services for the next two-year period. Moved (Wilson), seconded (LaPisto-Kirtley) and unanimously recommended for approval.

9. Amend Authorized Purchase of Vehicles for AQMD Fleet: Dr. Burke indicated that he would abstain from voting on this item because of a potential conflict of interest. Ms. Tharp explained to the Committee that the previous Board letter regarding this purchase specified exact makes and models of the vehicles to be purchased. Subsequently, it was learned that the trunk size of the specified vehicles would not be sufficient for some inspectors who are required to carry equipment in the field. The modified letter provides more flexibility in the selection of the vehicles and the ability to purchase vehicles from the State of California Dept. of General Services or through local car agencies for an equivalent or lower price. In addition, Monitoring and Analysis included $65,000 in the FY 1998-99 Budget for the purchase of three vehicles, of which $25,000 is funded by EPA for the PAMS project. Moved (LaPisto-Kirtley), seconded (Wilson) and unanimously recommended for approval.

10. Establish List of Prequalified Vendors to Provide System-wide Hardware/Software Maintenance and Support Services: Dr. Vinita Mathur, Director of Information Management, reported that as a result of successful responses to the RFP issued in January 1999, four vendors were identified as capable of providing the required support services: Microlink Enterprise Inc., Micro Controls International, GTE California Incorporated and Compaq Computer Corporation. Staff is requesting approval of these vendors. Moved (Glover), seconded (LaPisto-Kirtley) and unanimously recommended for approval.

11. Recognize Revenue from CENCO Refining Company and Issue RFP to Provide Temporary Engineering Services: Carol Coy, Assistant Deputy Executive Officer of Stationary Source Compliance, explained that the Hearing Board issued a stipulated Order for Abatement to CENCO Refining Company imposing requirements for the refinery to demonstrate compliance prior to the start-up of the refinery. Outside engineering services with expertise in refinery operation are necessary to assist in reviewing and analyzing such compliance demonstrations. CENCO has entered into a contractual agreement with AQMD to reimburse all costs associated with such engineering services. The Board is being asked to recognize $200,000 from CENCO, appropriate $200,000 from the Undesignated Fund Balance to the SSC’s Professional/Special Services, and approve the release of an RFP for temporary engineering services. Moved (LaPisto-Kirtley), 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: Kurt Weise, Sr. Deputy District Counsel, addressed the Committee regarding the request to adopt the proposed resolution which will (a) codify in the Administrative Code the claims procedures followed by staff, (b) clarify staff’s authority to process and settle claims, and, (c) provide standardized claims procedures and a statute of limitations for claims exempted from the Tort Claims Act. Moved (Glover), seconded (Burke) and unanimously recommended for approval.

13. . Review March 12, 19999 Governing Board Agenda: Dr. Wallerstein informed the Committee that Item No. 1871, Execute Contracts for AQIP Proposals Received During Third Quarter of 1998, is delayed one month.
    
    Regarding Item No. 1726, Set Public Hearing April 9, 19999 to Amend Rule 1158 – Storage, Handling, and Transport of Coke, Coal and Sulfur, Ms. LaPisto-Kirtley stated that she wanted to ensure that the impacted cities and community groups have been notified of the meetings on this issue so they can participate. Ms. Coy assured her that all interested parties have been notified, a public consultation has been conducted, and additional efforts are planned following the "set hearing" item in March and the hearing itself in April.

14. Other Business:
    Mr. Pearce gave a presentation in response to Committee Chair Glover’s request at the January Administrative Committee meeting for information about EPA funding of AQMD programs and also with reference to the $25,000 funded by EPA for the PAMS project to be applied toward the purchase of District vehicles. The presentation included information regarding the funding provided by EPA to California and AQMD’s portion of that federal allocation for Federal Fiscal Year 1998 and 1999. Mr. Pearce also provided the cost of the AQMD programs mandated by the federal government, and the amount of EPA funds that have actually been received to implement the mandates. Mr. Pearce stated that it was important to recognize that AQMD would be implementing many if not all of the programs supported with EPA funding even if they were not mandated. Discussion followed regarding grant fund allocation and total cost of the programs compared to the total grant drawdown. Committee Chair Glover expressed concern regarding the amount of the shortfall.

15. Public Comment: None
    

Committee Chair Glover adjourned the meeting at 10:25 a.m.

Report on Board Member Travel Authorized by the
Chairman (January 22 – February 19, 1999):

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