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BOARD MEETING DATE: July 21, 2000 AGENDA NO. 24




REPORT: 

Administrative Committee

SYNOPSIS: 

The Administrative Committee met Friday, June 9, 2000, and reviewed the proposed agenda for the July 21, 2000 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, August 11, 2000, 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, Members Beatrice LaPisto-Kirtley and Mayor Ronald Loveridge, and via teleconference, Board Chair William Burke. Absent were Members Hal Bernson, Cynthia Coad, and Roy Wilson.

DISCUSSION ITEMS:

  1. Chairman’s Report of Approved Travel: Chairman’s Report of Approved Travel: Barry Wallerstein, Executive Officer, reported that Chairman Burke will be submitting a request for travel to Sacramento on June 21-23 to attend the monthly CARB Board meeting. Ms. Glover requested staff develop a methodology in the annual budget to approve Dr. Burke’s monthly travel to CARB. Ms. Glover asked who paid for the travel pertaining to CARB, and Rick Pearce, Chief Financial Officer, answered that AQMD pays all the costs for Dr. Burke’s attendance at CARB Board meetings. He added that the Administrative Committee reporting was added when AQMD was audited for several years by the Air Resources Board and a recommendation was made that the Board review travel as part of the process. Dr. Burke also approved travel for Mayor Loveridge to attend the "Congress for the New Urbanism" on June 15-16 in Portland, Oregon. (Moved by LaPisto-Kirtley, seconded by Glover, and unanimously recommended for approval.)

  2. Approval of Compensation for Board Member Assistant(s): The proposals renewing twelve AQMD Board Member Assistant/Consultant contracts for FY 2000-01 were distributed prior to the meeting for review by the Committee Members. The proposed Board Assistants/Consultants for this fiscal year are Richard Alexander, Ruthanne Taylor Berger, Sarah Ewell, Julie Gilbert, Ruben Gonzalez, Aurora Tenorio Kerr, Douglas Kim, Debra Mendelsohn, Lysa Ray, Yvette Stevenson Salazar, and Sandor Winger. Ms. Glover requested a meeting be scheduled between the Board Members and their Assistants to be introduced to them. (LaPisto-Kirtley moved, seconded by Loveridge, and unanimously approved by the Committee.)

  3. Out-of-Country Travel: None to report.

JULY AGENDA ITEMS:

  1. Discussion Regarding Living Wage Issue: Eudora Tharp, Assistant Deputy Executive Officer of Administrative & Human Resources, explained that janitorial and landscaping service contracts are due to expire at the end of December, with RFQs needing to be released in August. She requested the Committee’s direction on whether "living wage" requirements should be included in the service-related RFQs. Some other local governments have specified that their contractors may pay specified wages, termed a "living wage." She added that, in 1997 and 1998, the Administrative Committee delayed the decision on janitorial and security services in order to review whether to adopt living wage rates, and that the Administrative Committee had asked that the issue be brought back for discussion before the next RFQ releases. Ms. Glover inquired whether current contracts include such requirements, and Ms. Tharp stated no. Ms. Tharp showed wages, with and without benefits, that certain other public jurisdictions are providing. Mayor Loveridge asked what the additional cost would be to include the living wage requirement for current contracts, and Ms. Tharp answered that, based on information provided by bidders in 1998, the cost is estimated to be around $150,000 annually for janitorial, landscaping, and security services.

    Dr. Wallerstein stated the Board had three options to release these RFQs:

    1. Not include any living wage requirement; receive bids based primarily on minimum wage
    2. Request proposers to bid both ways and allow the Board to decide which method to select
    3. Specify living wage requirement

    Mayor Loveridge suggested the living wage requirement could affect other contracts with an unknown cost increase. (Ms. Glover moved to continue the present policy, i.e., not include any "living wage" requirement, seconded by LaPisto-Kirtley, and unanimously approved by the Committee.)

  2. Discussion Regarding Role of Board Committees in Making Recommendations on Proposed AQMD Rules: Ms. Glover said she and Supervisor Wilson have been speaking with various groups on the issue of whether various committees should be able to make recommendations regarding rules on the Governing Board’s agenda. Mr. Loveridge stated every legislative body has committees where they make recommendations to go to the Board. He felt such a procedure would increase the accountability and responsibility of committees and places them on record regarding their position. Ms. Glover pointed out that District Counsel’s advice indicated different requirements apply to AQMD. Mr. Loveridge asked Dr. Burke if CARB has committee votes. Dr. Burke answered that CARB does not have Board Committees. District Counsel Barbara Baird stated she contacted ARB and three other APCDs and none have such a committee system. (Based on the opinion included in the memo sent by Ms. Baird on June 8, 2000, Glover moved to continue the present practice, seconded by LaPisto-Kirtley, and unanimously approved by the Committee.)

JULY AGENDA ITEMS:

  1. Remove Various Fixed Assets from AQMD Inventory: Mr. Pearce explained that AQMD has a policy to conduct a periodic review of inventory of fixed assets valued at more than $2,500 and to report the results to the Governing Board every two years. Currently AQMD has over 2,400 pieces of equipment valued in excess of $19 million, with 16 items to be removed from inventory valued at $1,120. Mr. Pearce stated items are salvaged throughout the year. Ms. LaPisto-Kirtley requested she be notified when donations are being made. Mr. Pearce added that Dr. Wallerstein has requested Chris Marlia, Assistant Deputy Executive Officer of Information Management, and himself to strengthen internal procedures, including working with the union to develop a policy to implement a sign-out sheet where employees would be liable for AQMD equipment and a procedure to inventory personal computers annually. Ms. Glover suggested the inventory be conducted every six months for personal computers. Ms. LaPisto-Kirtley requested employees become more accountable and reimburse AQMD for equipment not returned because public dollars are affected. Dr. Wallerstein reiterated that surplused items should be donated. (LaPisto-Kirtley moved, seconded by Glover, and unanimously approved by the Committee.)

  2. ARB’s Subvention Program Audit of AQMD for FY 1998-99: Mr. Pearce stated an annual audit was performed on AQMD’s subvention program, which was deemed fully qualified and properly expensed. (LaPisto-Kirtley moved, seconded by Glover, and unanimously approved by the Committee.)

  3. Issue RFP to Audit AB 2766 Fee Revenue Recipients for FYs 1997-98 and 1998-99: Mr. Pearce explained state law requires an AQMD audit of recipients of AB2766 revenue every two years, where a total of approximately 48 to 53 audits will be conducted of 19 small recipients, four large recipients, and five joint power agreements. A compliance audit is conducted by AQMD auditors for entities that receive $100,000 or more from the fund that do not conduct an audit themselves. In addition, a sampling (10% of the cities and counties which provide AQMD with a program report and financial audit) of small recipients is audited. Also, twelve randomly selected MSRC projects and the AQMD will receive an audit for compliance review regarding AB 2766.

    Mayor Loveridge asked what the results were of AQMD’s audit last year and Mr. Pearce replied there were "no findings" for AQMD and MSRC, but some cities have exceeded their administrative cap of 5% or didn’t allocate interest to the fund, or expenditures couldn’t be substantiated with time cards or contracts. Once resolution of these inadequacies occurs (by repaying the fund or taking corrective action), AQMD reports the status to the Governing Board. Ms. Glover requested the status of quantifying emissions of AB 2766, and Lupe Valdez, Deputy Executive Officer of Public Affairs, stated improvement has been gained through the internal technical assistance effort established in 1999, which has improved city and county use of subvention funds and enables an upward trend in quantifying better projects. She noted that, by statute, projects cannot be denied even though they are not quantifiable. Ms. Valdez explained that a staff of four provides aid to cities requesting assistance, such as providing on-line registration services from home or office instead of having them travel to AQMD to obtain applications, but verifying the reduction of emissions is difficult unless one is able to specifically determine miles traveled. Dr. Wallerstein explained that in discussions with the City of Los Angeles in complying with the Rule 1190 series, the bulk of AB 2766 money was used for traffic signalizations, but it was suggested that this money be used for alternate fuel vehicles in the future. (Glover moved, seconded by LaPisto-Kirtley, and unanimously approved by the Committee.)

  4. Report on Major Projects for Information Management Scheduled to Start During First Six Months of FY 2000-01: Mr. Marlia stated that these are the major projects that will be initiated the first six months of FY 2000-01 with moneys identified in the budget. Ms. Glover noted that the Administrative Committee requested this status report be prepared to inform Committee members of upcoming projects. (LaPisto-Kirtley moved, Glover seconded, and unanimously approved by the Committee.)

  5. Authorize Re-appropriation of Funds from Undesignated Fund Balance and Amend Contract with Sierra Cybernetics, Inc. to Provide Short- and Long-Term Systems Development and Support Services: Dr. Wallerstein stated that this item is being withdrawn because a no-cost contract amendment could be initiated under his signature.

  6. Authorize Purchase of Eight Vehicles for AQMD Fleet: There was no discussion on this item. (LaPisto-Kirtley moved, Glover seconded, and unanimously approved by the Committee.)

  7. Review July 21, 2000, Governing Board Agenda: Dr. Wallerstein informed the Committee of the following changes to the agenda:

    DELETION

ADDITION

Regarding draft agenda item #2474, Mayor Loveridge asked if shorter timelines will be included in the report regarding inventorying personal computers and Dr. Wallerstein agreed.

Ms. Glover mentioned she was pleased Mr. Loveridge joined the Administrative Committee.

JUNE AGENDA ITEMS:

  1. Execute Contract to Conduct Performance Audit of AQMD for FY Ending June 30, 2000: Mr. Pearce stated AQMD is required by state law to contract with an audit firm every 3 years to conduct a performance audit. Four proposals were received, with two being technically qualified. The two proposals were reviewed by a panel, which recommended to the Governing Board that Thompson, Cobb, Bazilio & Associates be awarded a contract for $139,860. (Glover moved, LaPisto-Kirtley seconded, and unanimously approved by the Committee.)

  2. Other Business: Dr. Burke raised the issue of Board Members being reimbursed in compliance with the Administrative Code and the wording in the policy, i.e., "meeting for two hours or more or to meet with 10 people or more." He asked if other Board Members were being compensated for attending meetings with outside groups. Mr. Pearce answered that Board Members are being compensated for attending Board meetings, Committee meetings, meetings with AQMD staff, meetings with regulated industries, or meetings regarding air quality issues with a group of 10 or more people for two or more hours. Dr. Burke requested Board Members be briefed on the correct procedure for compensation. Dr. Wallerstein suggested he send a memo to each Board Member and follow-up personally with them regarding the existing policy, then have staff develop a policy to be discussed and clarified at the next Administrative Committee meeting. Also to be discussed are expenses that are reimbursable, such as cell phones used by Board Members and Assistants.

    Dr. Wallerstein presented Jackie Dix with a watch and ring set for her 35 years of AQMD service.

  3. Public Comment: None.

Chair Glover adjourned the meeting at 10:40 a.m.

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This page updated: August 19, 2004
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