BOARD MEETING DATE: January 21, 2000
AGENDA NO. 25

Administrative Committee

SYNOPSIS: 

The Administrative Committee met Friday, December 17, 1999, and reviewed the proposed agenda for the January 21, 2000 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, January 14, 2000, at 9:30 a.m., in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

Norma J. Glover, Chair
Administrative Committee

Attendance:
Present was Committee Chair Norma Glover, and participating via videoconference were Committee Members Cynthia Coad and Roy Wilson. Committee Chair Glover appointed Dr. William Burke, also via videoconference, as an ad hoc Administrative Committee member for the meeting of December 17, 1999 only. 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 Norma Glover’s two recent trips on behalf of the District. Ms. Glover attended the Roundtable Conference on Air Quality in Palm Springs, California on December 6 – 7, 1999, and attended the "Cleaning the Air – The Los Angeles Experience" Conference in Houston, Texas on December 7-9, 1999. Since Ms. Glover was a speaker at the Conference, the expenses related to the trip to Houston will be reimbursed by the event sponsors. Moved (Burke), seconded (Coad) and unanimously recommended for approval.
   
   
2. Approval of Compensation for Board Member Assistant(s): None
   
   
3. Out-of-Country Travel: None
   
   
4. Local Government and Small Business Advisory Group Report: Lupe Valdez, Deputy Executive Officer of Public Affairs and Transportation Programs, informed the Committee that the Group met on December 15, 1999 and staff provided a briefing on proposed Rule 1190 – Clean On-Road Vehicles for Government and Airport Operations, the toxics control plan, Rule 1401 - New Source Review of Toxic Air Contaminants, Rule 1402 - Control of Toxic Air Contaminants from Existing Sources, and provided an AQMP update. Committee Chair Glover, who had attended the meeting, mentioned that during the discussion of Rule 1190, several excellent questions and responses were addressed and that input will prove beneficial as staff proceeds with rule development.
   
   
5. Board Meeting Starting Time: Dr. Wallerstein referred to Board Member Beatrice LaPisto-Kirtley's request that the Board consider changing the starting time of the Board meetings from 9:30 a.m. to 9:00 a.m. Mayor LaPisto-Kirtley submitted a written request that the item be included on the January 2000, Board agenda. Dr. Wallerstein explained that the item will be placed under the Consent Calendar and that, in accordance with Board's operating procedures, any Board member may place an item on the agenda for a regular Board meeting, if the request to do so is made prior to or at the Administrative Committee meeting to review the agenda for that Board meeting.

JANUARY AGENDA ITEMS:

6. Award Contract for California Environmental Quality Act Analysis Assistance: Jack Broadbent, Deputy Executive Officer of Planning, Rule Development and Area Sources, reported that there are a number of projects that require contractor assistance to prepare CEQA and environmental impact analysis. These include the toxics rules and refineries undergoing modifications to remove MTBE. Four contractors were recommended: Chambers Group ($25,000), Environmental Compliance Solutions ($25,000), ENSR ($50,000) and Environmental Audit ($50,000). Mr. Broadbent advised that these firms have the appropriate technical skills as well as being the most cost-effective. Moved (Burke), seconded (Coad) and unanimously recommended for approval.
   
   Committee Chair Glover commented that at the Mobile Source Committee meeting earlier that morning, different parties contested AQMD’s selection of a contractor. She requested that staff make every effort to resolve the public’s concerns prior to committee consideration so a similar situation does not occur in the future
   
   
7. Execute Contract to Purchase Desktop Computer Hardware: Chris Marlia, Acting Director of Information Management, reported that approximately one-quarter of the District’s desktop computers are replaced annually to keep up with technology and more efficiently implement new software. Staff recommends awarding the contract for this purchase to Genesis Computer Systems, Inc., since the firm meets the minimum requirements at the lowest cost. Dr. Wallerstein commented that with the proposed contract, the District will be able to acquire Pentium II, 400 megahertz computers for $589 each. Moved (Burke), seconded (Coad) and unanimously recommended for approval.
   
   
8. Recognize and Allocate EPA 105 Grant Funds and Approve Purchase of Paperless Chart Recorder Data Acquisition Systems: Mel Zeldin, Assistant Deputy Executive Officer, Science and Technology Advancement, advised the Committee that each of the air monitoring stations requires a strip chart recorder to record the data coming off the instruments and with evolving technology, computerized strip chart recorders can be used. The first five paperless chart recorder data acquisition systems were purchased from Yardley Instruments and have proven to be accurate and reliable. Recognizing the benefit of paperless records as a replacement for aging mechanical records, the EPA has provided funding through Section 105 Grant funds for the purchase of additional computerized recorders. Staff recommends that the Board recognize and appropriate $42,500 in redirected Section 105 Grant funds for the purchase of the systems; approve a sole-source purchase from Yardley Instruments in the amount of $108,045 for 35 recorders; and approve the purchase of an additional ten systems with advanced mathematical function capability and ten additional data storage media from Yardley Instruments, Inc., on a sole-source basis, in an amount not to exceed $33,455. Moved (Burke), seconded (Coad) and unanimously recommended for approval.
   
   
9. Recognize Revenues from California Department of Health Services for Development of Mobile Asthma Van: Ms. Valdez reported that staff is pleased to request that the Board recognize and appropriate $200,000 from the California Department of Health Services to acquire a mobile asthma unit and to implement a one-year asthma outreach program in accordance with Action Item No. 5 of the Children’s Air Quality Initiatives. She noted that AQMD was fortunate that Assemblyman Marco Firebaugh personally requested funds from the Governor’s budget. AQMD plans to provide $100,000 from a Supplemental Environmental Project through the AQMD’s Prosecutor’s Office in co-funding toward the $300,000 that is required to manufacture, operate, maintain, and staff the unit for one year. Finally, staff requests that the Chairman be authorized to execute a sole source contract with the Asthma and Allergy Foundation of America (AAFA) to procure, operate and maintain the unit and implement the asthma outreach program for one year. Ms. Valdez explained that AAFA has a unique relationship with the USC Medical Center, which provides part of the staffing to ensure appropriate language is spoken within the communities they are serving. Moved (Burke), seconded (Coad) and unanimously recommended for approval.
   
   
10. Report on Major Projects for Information Management Scheduled to Start During last Six Months of FY 1999-00: Mr. Marlia briefed Committee members on the projects scheduled for the last six months of the current fiscal year, adding that the Board will be provided with a monthly status report on each project. Moved (Coad), seconded (Burke) and unanimously recommended for approval.
    
    
11. Report of RFPs and RFQs Scheduled for Release in January: Mr. Pearce reported on the five items listed on the report: (1) Issue an RFP for Employee Relations Litigation and/or Negotiation Services, which is to contract with private legal firms for advice on employee relations issues, when needed; and for equipment for the air monitoring network: (2) Issue RFQ to Purchase Instruments for Automatic Calibration Systems, (3) Issue RFQ to Purchase Continuous Oxides of Nitrogen Analyzers for the Ambient Air Monitoring Network, (4) Issue RFQ to Purchase Meteorological Sensor Systems, and (5) Issue RFQ to Purchase Clean Air Generation Systems. Moved (Wilson), seconded (Coad) and unanimously recommended for approval.

Dr. Burke asked Mr. Pearce about Schedule B of the monthly report on investments for October 1999, which was recently sent to each Board member. Dr. Burke asked for clarification on the amount indicated as the investment gain of $5 on investments of over $8 million. Mr. Pearce explained that he did not have the report in front of him but that Schedule B is from the County of Los Angeles’ Treasurer’s Office and that possibly three zeros had been omitted from the figures indicated; thus, the amounts that appeared in millions are actually billions of dollars. The investment balance of $5, therefore, should represent $5,000, which he believed to be the gain for the entire pool. The report from the Treasurer’s Office is for the County’s approximately $8 billion pool, in which the SCAQMD is a small participant. Mr. Pearce said that the District received approximately 5.35% on the AQMD investment in the County pool for October 1999 and said that he would provide Dr. Burke with information regarding what the normal rate of return is currently from a bank. He advised that the Board has chosen the County as the treasurer for the District but there is no legislative requirement to do so.

(Subsequent to the December 17, 1999 meeting, Mr. Pearce reviewed Schedule B from the Los Angeles County Treasurer’s October 1999 report. The report showed an investment balance for the total pool of $8,950,400,933. The $5 gain Dr. Burke referred to represents a gain in the pool as a result of the monthly amortization of one long-term investment in a Federal Home Loan Mortgage Corporation security. This one security, which is made up of a package of home loans, does experience slight changes monthly between the principal and interest portions of the coupon payment to the County as a result of the change in payoffs expected and the amount actually paid. Even though these changes are very small, the County system does track and make the corrections to the investment reports to reflect all realized gains and losses.)

Dr. Burke requested that staff do a comparison study of San Bernardino, Riverside, Orange, Los Angeles, Ventura, and Alameda counties as well as other counties in the State to determine the rate of return they are getting from their investments. Committee Chair Glover said that the City of Newport Beach has invested most of its funds in the California State Treasurer’s Local Agency Investment Fund and offered to provide the figures to Dr. Burke. Supervisor Coad said she would provide a report on the interest rates earned by Orange County and requested a copy of the SCAQMD's Investment Policy Statement. Committee Chair Glover suggested that staff study the four Counties in the District as well as the larger cities and those Board Members that represent cities could provide staff with the rate of return they are getting from their investments.

12. Review January 21, 2000 Governing Board Agenda: Dr. Wallerstein informed the Committee of the following recommended changes to the agenda:

ADDITIONS

Following Opening Comments:

• Swearing in of Reappointed Board Members
  
  
• Presentation of Retirement Award to Peter Tong
  
  Following Item 2267: Minutes of December 10, 1999 Board Meeting
  
  
• Set Public Hearing February 18, 2000 to Receive Public and Board Member Input on Executive Officer’s Priority Goals for Fiscal Year 2000-01
  
  Following Item 2295 - Inter-District Transfer of Emission Reduction Credits to Antelope Valley Air Pollution Control District
  
  
• Modify Board Meeting Schedule for Calendar Year 2000

CONTINUE

• Item 2295: Inter-District Transfer of Emission Reduction Credits to Antelope Valley Air Pollution Control District

Dr. Wallerstein noted that several Designated Deputy contracts expire in January 2000 and he will be bringing recommendations to the Board at the January meeting. In response to Dr. Burke, Dr. Wallerstein said that there are a total of 17 Designated Deputy contracts and another 5 are scheduled to come before the Board in July 2000.

Dr. Burke suggested having all the contracts that expire during Calendar Year 2000 be considered by the Board at one time. On motion of Dr. Burke, seconded by Supervisor Coad, the Committee approved advancing those executive management agreements for renewal consideration that are otherwise going to expire during Calendar Year 2000 to January, 2000. An item will be added to the agenda under the Consent Calendar, Budget/Fiscal Impact, requesting approval of contracts for executive personnel whose contracts expire in Calendar Year 2000.

During Committee Chair Glover’s review of the January agenda, Dr. Wallerstein reported that the Mobile Source Committee recommended that Item #2155 – Execute No-Cost Contract for Rule 2202 Employee Transportation Coordinator Training Services, be delayed based on the discussion regarding contractor selection.

13. Other Business: None
    
    
14. Public Comment: None

Committee Chair Glover adjourned the meeting at 10:35 a.m.

/ / /