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Administrative Committee

SYNOPSIS: 

The Administrative Committee met Friday, January 14, 2000, and reviewed the proposed agenda for the February 18, 2000 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next month’s Administrative Committee meeting was held Friday, February 11, 2000.

RECOMMENDED ACTION:

Receive and file.

Norma J. Glover, Chair
Administrative Committee

ATTENDANCE:
The meeting began at 9:30 a.m. Present was Committee Chair Norma Glover, and participating via videoconference were Committee Members Cynthia Coad and Roy Wilson (joining at 9:35 a.m.) Absent were Members Hal Bernson, Beatrice LaPisto-Kirtley, and Mee Hae Lee.

DISCUSSION ITEMS:

1. Chairman’s Report of Approved Travel: Barry Wallerstein, Executive Officer, reported on Board Member Beatrice LaPisto-Kirtley’s trip to Sacramento to initiate contacts with Assembly and Senate representatives regarding the 2000 Legislative Session. Several contacts were made, which should prove helpful to working relationships during the upcoming session. Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.

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

3. Out-of-Country Travel: None
    (Supervisor Wilson joined at 9:35 a.m., via videoteleconference.)

FEBRUARY AGENDA ITEMS:

4. Execute Contracts for Short- and Long-Term Systems Development and Support Services: Chris Marlia, Acting Director of Information Management, reported that, based on the evaluation of the bids received, it was recommended to execute contracts for systems development services with Majesco Software,
R. Systems Inc., and Sierra Cybernetics, in the amount of $100,000 for each firm. Staff is evaluating the possibility of holding a portion of the total amount of $300,000 in reserve; therefore, the actual dollar amount could change in the final Board letter. Committee Chair Glover advised Mr. Marlia that there had been computer-related issues discussed at the Recordkeeping Task Force meeting, which Information Management will need to address.

5. Audit for FY Ended June 30, 1999: Rick Pearce, Chief Financial Officer, introduced Richard Lopez, Managing Partner of Vargas, Lopez and Company, Certified Public Accountants and independent auditors who report directly to the Board. Mr. Lopez reported that the auditor’s report for FY ended June 30, 1999 was an "Unqualified" opinion, the highest rating obtainable, with no material, reportable findings.

Mr. Pearce provided the Committee with a brief summary of the auditor’s recommendations for improved or enhanced internal control procedures:

• Improve cut-off procedures at year-end in order to obtain all costs for services rendered or performed prior to year-end close.
  
  
• File W-4 forms in each employee’s folder in Human Resources, rather than filing them by year as they are currently retained in Finance, to ensure better tracking and recordkeeping.
  
  
• Update customer databases to ensure the most current information, including area codes and phone numbers.
  
  
• Improve communications with customers to facilitate awareness and understanding of their responsibilities and obligations for reporting of emissions.

Regarding the recommendation to improve cut-off procedures at year-end, Supervisor Coad suggested giving vendors and contractors a specific timeline within which to submit year-end invoices; Mr. Pearce agreed with the suggestion and said it would be implemented.

1. Review February 18, 2000 Governing Board Agenda: Dr. Wallerstein informed the Committee of the following recommended changes to the agenda:

ADDITIONS

Consent Calendar (to be added as the first and second items under "Budget/Fiscal Impact")

• Approve Compensation Packages for Designated Deputies
  
  Dr. Wallerstein explained that it was recommended to continue this item from January to February to avoid a possible perception among staff that only management issues are being addressed, and in view of the fact that another item will be presented in February that deals with represented employees.
  
  
• Approve Classification and Compensation Recommendations

Consent Calendar (to be added as the last item under "Information Only/Receive & File")

• Inter-District Transfer of Emission Reduction Credits to Antelope Valley Air Pollution Control District
  
  Two aerospace companies have made a specific request to transfer ERCs from SCAQMD to the Antelope Valley APCD.

Committee Chair Glover asked for additional information regarding the transfer of the emission reduction credits (ERCs) and Dr. Wallerstein explained that Carol Coy, Deputy Executive Officer of Engineering & Compliance, has the lead responsibility on this issue and is consulting with economists in Planning, Rule Development and Area Sources. Analysis is being conducted to determine the potential impacts on market availability and the price of ERCs. Since the recommendation may be to approve or disapprove, Dr. Wallerstein suggested the item be added to the Board Calendar section of the agenda, rather than the Consent Calendar, and said that staff will provide a brief presentation at the Board meeting. Committee Chair Glover agreed with placing the item under the Board Calendar and added that a presentation would be beneficial to provide Board Members with a better understanding of this issue.

During the review of the February 18 Agenda and Item 2357 – Public Affairs Report, Supervisor Coad asked if Town Hall meetings were scheduled as part of AQMD public outreach or in response to requests from the community. Dr. Wallerstein responded that they are scheduled for both reasons. In the case of the Town Hall meeting at Rio Vista School, LaRonda Bowen, Public Advisor, explained that staff had provided information regarding air monitoring near Rio Vista School at the school. Following that outreach, the school requested the Town Hall meeting.

Regarding Item No. 2359 – Receive Public and Board Member Input on Executive Officer’s Priority Goals for FY 2000-01, John Billheimer, Small Business Coalition, suggested that copies of the Goals and Objectives (G&O) be made available at the Public Information Center (PIC) and also be included in the AQMD Rules and Regulations. The affected public would then have easy access to the G&O throughout the year.

Mr. Billheimer made a brief presentation on the analysis he distributed of the profile of small operations, which constitute 80% of the permits issued.

Regarding the G&O, Dr. Wallerstein commented that there was a Set Hearing item on the January 21 Board Agenda for a Hearing that will be held at the February Board meeting regarding the proposed G&O, which provides the public with at least 30 days to review and comment. In addition, G&O, both in draft and final form, will be placed on the AQMD website for easy accessibility and copies will also be available at the PIC. Mr. Pearce added that the G&O are included in the AQMD budget documents.

1. Other Business: Dr. Wallerstein presented 10-Year Service Pins to Barbara Baird, District Counsel, and to Jack Broadbent, Deputy Executive Officer of Planning, Rule Development and Area Sources. He noted that both Peter Mieras, District Prosecutor, and Mel Zeldin, Assistant Deputy Executive Officer of Science and Technology, who were not in attendance, had also earned their 10-Year Service Pins and that he had received his earlier in the week.

It was noted that, upon Supervisor Wilson’s arrival, a quorum of the Committee was present and Committee Chair Glover requested a motion on the agenda items that had been reviewed:

• Execute Contracts for Short- and Long-Term Systems Development and Support Services: Moved (Wilson), seconded (Coad) and unanimously recommended for approval.
  
  
• Audit for FY Ended June 30, 1999: Moved (Glover), seconded (Coad) and unanimously recommended for approval.

8. Public Comment: None

Committee Chair Glover adjourned the meeting at 10:05 a.m.

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