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BOARD MEETING DATE: May 14, 1999 AGENDA NO. 23

REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, April 23, 1999, and reviewed the proposed agenda for the May 14, 1999 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, May 21, 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 and Committee Member Beatrice LaPisto-Kirtley. Committee Chair Glover appointed Dr. William Burke (participating via videoteleconference) as an ad hoc Administrative Committee member for the meeting of April 23, 1999 only. Committee Member Mee Hae Lee, arriving at 10:50 a.m., was also present. Absent were Members Hal Bernson, Cynthia Coad and Roy Wilson.

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 there will be additional requests for Board Member travel to Sacramento in support of legislation for TAO reauthorization, when the bills come before the Assembly and Senate committees. Moved (LaPisto-Kirtley), seconded (Glover), and unanimously recommended for approval. (See end of report for detail.)

2. Approval of Compensation for Board Member Assistant(s): None.
   
   Dr. Burke, Chairman of the Governing Board, said that initially it was expected that Board Member Assistants and Consultants would work for the Board Members on a part-time basis. In some instances, however, the role has grown into a full-time position. Dr. Burke requested that staff investigate the possibility of providing health insurance benefits to Board Member Assistants and Consultants.

3. Out-of-Country Travel: None.

4. Local Government and Small Business Assistance (LG&SBA) Advisory Group Report: Lupe Valdez, Deputy Executive Officer of Public Affairs and Transportation Programs, distributed a handout which described the LG&SBA Advisory Group’s 1998 accomplishments, as well as future areas of focus. In addition, the Group is interested in reviewing AQMD’s internal policy regarding no-fault inspections and comparing it to EPA’s policy, and shows continued interest in the progress of the AB 2766 program.

MAY AGENDA ITEMS:

5. Execute Contract to Purchase Telemetry Computer: Chris Marlia, Acting Director of Information Management, reported that staff is requesting issuance of a purchase order to Computer Clearing House for the purchase of a DEC AlphaServer 4100 telemetry computer. Staff is not proposing to purchase the data loggers at this time and plans to replace them as they go down, one at a time. The current system has reached its maximum utilization, and can no longer be enhanced or upgraded.
   
   In response to Ms. LaPisto-Kirtley’s inquiry as to the cost of total replacement, John Higuchi, Manager of Monitoring and Source Test Engineering, explained that it would increase the approximate cost by an additional $300,000. It was decided that staff will investigate and evaluate other data logger replacement alternatives that are less expensive and more cost-effective. Moved (LaPisto-Kirtley), seconded (Burke) and unanimously recommended for approval.

6. Amend Contracts with Cordoba Corporation, Majesco Software, Metamor Information Technology Services and Sierra Cybernetics, Inc. to Provide Short- and Long-Term Systems Development and Maintenance Support: Mr. Marlia informed Committee Members that AQMD currently has task-order-type contracts with four companies for short- and long-term system development services. The contracts are amended as needed and this proposal is to amend four contracts as follows: $29,605 to Cordoba Corporation, $162,200 to Majesco Software, $51,800 to Metamor Information Technology Services and $85,000 to Sierra Cybernetics, Inc. Moved (Lee), seconded (Glover) and unanimously recommended for approval.

7. FY 1998-99 Budget Transfer for Purchase of Videoconferencing Equipment: Dr. Wallerstein explained that additional videoconferencing equipment is desired to expand the current capabilities from two sites to four; however, he recommended continuing the item one month to allow time to determine the cost-effectiveness of purchasing compared to leasing the equipment. An advantage to leasing the equipment would allow keeping up with the rapid changes in videoconferencing technology. Committee Chair Glover reported that the Mobile Source Air Pollution Reduction Review Committee (MSRC) has discussed allocating funds for videoconferencing. Although MSRC funds are not available to the District, they may be available to the public agencies with which Board Members are associated and which have expressed an interest in videoconferencing.
   
   Ms. LaPisto-Kirtley asked that staff check the systems being evaluated to determine if they have a delayed response time.
   
   Ms. Lee advised the Committee of her meeting with a representative of Meta Wire Company which provides a broad capacity of band width service at a greatly reduced cost, and she suggested staff contact him for more information.
   
   Dr. Burke informed the Committee that videoconferencing is possible from personal computers, and suggested exploring the possibility of providing all Board Members with computers with this capability. As long as the meetings are properly noticed, they can attend meetings through the computers.
   
   The Committee continued this item one month to allow time for further evaluation and follow-through.

8. Issue RFP for Management Firm to Operate Diamond Bar Headquarters Cafeteria: Eudora Tharp, Acting Director/AHRS, requested approval of the release of an RFP to solicit bids to secure a new three-year contract for the management and operation of AQMD’s cafeteria. Dr. Wallerstein explained there was limited response to this RFP three years ago, which was due to the relatively low number of District employees and employees from the surrounding business area who potential bidders perceived would be using the cafeteria. He indicated that the RFP would be amended to reflect the fact that approximately 1,000 additional employees are expected in this area when the buildings currently under construction across the street from AQMD are occupied. Moved (Lee), seconded (LaPisto-Kirtley), and unanimously recommended for approval.

9. Report of RFPs and RFQs Scheduled for Release in May: Rick Pearce, Chief Financial Officer, reported that in an effort to further streamline AQMD business practices, individual RFPs and RFQs over $50,000 for budgeted services and supplies will be summarized in one single, monthly report. The objective of the report is to reduce paperwork and streamline operations. This month the report includes only one request, which is to issue an RFQ to prequalify vendors for computer, network, printer, and related services. Moved (LaPisto-Kirtley), seconded (Lee) and unanimously recommended for approval.

10. Adopt Executive Officer’s FY 1999-00 AQMD Budget and Work Program: Since the Governing Board Workshop on the Budget was scheduled for later that day, Mr. Pearce provided the Committee with a brief summary. The proposal includes:

• An $86 million expenditure, which is $6.8 million less than what was approved last year and a decrease of approximately $11.1 million from current budgeted expenditures. The major reason for this decrease reflects the pending loss in state funding for AQMD’s Clean Fuels program.
• Estimated revenues of $85 million. Again, the reason for the decrease from the previous year is the pending loss of funding for the Clean Fuels program.
• A fee increase of 2% consistent with the change in the state Consumer Price Index and approximately $900,000 from the Fund Balance to make up for the revenue shortfall.
• Establishment of the Clean Fuels Special Revenues Fund to which the balance in the clean fuels reserve will be transferred to close out existing projects over the next two-to-three years.

Moved (Lee), contingent upon possible changes resulting from the Governing Board Budget Workshop, seconded (LaPisto-Kirtley) and unanimously recommended for approval.

11. Amend Rules 301; 303; 304; 304.1; 306; 307; 307.1; 308; 309; 311; and Rescind Rules 301.2 and 310 (This item will also be reviewed at the Stationary Source Committee on April 23, 1999. The Regulation XVI portion was reviewed at the Mobile Source Committee on April 16, 1999.) Jack Broadbent, Deputy Executive Officer of Planning, Rule Development & Area Sources, explained proposed amendments to Regulation III; the fee rules that fund the Agency. The costs associated with implementing the recommendations from the Fee Study and the Permit Streamlining Task Force were not reflected in the amendments. These recommendations will be implemented and an assessment of the resulting cost reductions and other costs associated with implementation will be reflected in next year’s fees. Mr. Broadbent reviewed proposed clarifications regarding spray booth fees, proposed fees for asbestos/lead demolition, and mobile source emission reduction credits. Overall, the fiscal impact for the fees being proposed, along with the CPI increase, represents an approximate $1.4 million increase. There are a number of clarifications in the fee rules, however, which will result in a decrease or deferral that represents an approximate $2 million reduction in fees. Therefore, the proposed fee rules represent a net decrease of approximately $.6 million, which is included in the budget. Moved (Lee), seconded (LaPisto-Kirtley), and unanimously recommended for approval.

12. Review May 14, 1999 Governing Board Agenda: Dr. Wallerstein reported the following changes to the agenda:
    Addition to Consent Calendar

• Participate in MIT’s Proposal to Link Various Air Quality Planning Models – Dr. Wallerstein explained the proposed project would link the District’s socioeconomic model, SCAG’s model, the ARB Emissions Inventory model, and, potentially, the UAM model used for ozone predictions. This new, cutting-edge type of linkage would allow data files to move back and forth between the models allowing the Agency to run scenarios in a much quicker manner than has ever been achieved before. Having access to better information more rapidly could assist the Governing Board in making policy decisions. No funding is involved.

Continue

• #2010 – FY 1998-99 Budget Transfer for Purchase of Videoconferencing Equipment – continued one month, pursuant to discussion noted previously.

Item #1998 – Execute Memoranda of Understanding with Councils of Governments for Outreach Assistance to Local Jurisdictions Utilizing AB 2766 Subvention Funds - Ms. LaPisto-Kirtley expressed her concern stating she was not convinced that the Council of Governments have the expertise to utilize the funds in a proper manner. Ms. Valdez reported that the amount of unspent funds provided to the cities through the AB 2766 program continues to go down each year. Committee Chair Glover explained it is being proposed that the total amount not to exceed $100,000 be distributed to the Council of Governments rather than using that amount for a consulting firm since the technical part of the program will be done in-house. Ms. LaPisto-Kirtley will share her concerns at the Governing Board meeting.

Item #2025 – Approve Issuance of Six RFPs for TCM Programs and Programmatic Outreach as part of the Fiscal Year 1999-2000 AB 2766 Discretionary Fund Work Program – Deputy Executive Officer of Science and Technology Advancement Dr. Chung Liu said that the number of RFPs will be changed from six to five.

Dr. Wallerstein recommended revising the order of the Public Hearings as follows:

#2021 – Adopt Executive Officer’s FY 1999-00 AQMD Budget and Work Program, to be heard jointly with

#2026 – Amend Regulation III – Fees and Rescind Rule 301.2 – Amnesty for Unpermitted Equipment and Rule 310 – Fee Schedules

#2011 – Amend Rule 1113 – Architectural Coatings

#2006 – Amend Rule 462 – Organic Liquid Loading

#2019 – Amend Rule 218 – Continuous Emission Monitoring and Adopt Proposed Rule 218.1 – Continuous Emission Monitoring Performance Specifications

13. Other Business: None.

14. Public Comment: None.

Committee Chair Glover adjourned the meeting at 10:30 a.m.

Report on Board Member Travel Authorized by the

Chairman (March 19 – April 23, 1999):

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