South Coast Air Quality Management District

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Administrative Committee

SYNOPSIS: 

The Administrative Committee met Friday, October 13, 2000, and reviewed the proposed agenda for the November 17, 2000 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, December 8, 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, Beatrice LaPisto-Kirtley, Ronald Loveridge and, via teleconference, Board Member Roy S. Wilson. Absent were Board Chair William A. Burke and Board Members Hal Bernson and Cynthia Coad. Vice Chair Glover appointed Leonard Paulitz as an ad hoc committee member for this meeting only.

DISCUSSION ITEMS:

1. Chairman’s Report of Approved Travel: Barry Wallerstein, Executive Officer, reported that Chairman Burke approved the following travel: Dr. Burke’s request to attend the Vehicle In-Use Compliance Testing Conference in Berlin, Germany on October 14-18; Vice Chair Norma Glover’s request to travel to Lake Arrowhead on October 22-24 to attend UCLA’s Growth and Quality of Life Symposium; and Leonard Paulitz’ request to attend the grand opening of the fuel cell facility in Sacramento, CA on October 31-November 1. Moved by LaPisto-Kirtley, seconded by Glover, and unanimously recommended for approval.
   
   
2. Approval of Compensation for Board Member Assistant(s): The Committee considered the proposed volunteer agreement for Board Member Jane Carney’s Consultant, Esther Hays, for FY 2000-01. Moved by LaPisto-Kirtley, seconded by Glover, and unanimously recommended for approval.
   
   
3. Out-of-Country Travel: Dr. Wallerstein reported that Lisa Mirisola was attending the 17^th International Electric Vehicle Symposium & Exposition in Montreal, Canada on October 14-18; Kevin Durkee is making a presentation on air quality forecasting at the Clean Air Initiative Workshop in Santiago, Chile on October 23-26 at the organizer’s expense; and Elaine Chang was attending the 2000 Kaohsiung Conference in Taiwan on October 28-November 4 at the organizer’s expense. Dr. Wallerstein stated that information exchange programs have been established with Chilean and Taiwanese governments. Mayor Loveridge requested staff prepare a memo relative to out-of-country trips taken, which Dr. Wallerstein stated reports are provided to the Board when these types of trips occur. Moved by Glover, seconded by LaPisto-Kirtley, and unanimously recommended for approval.

OCTOBER AGENDA ITEMS:

4. Modify Executive Management Agreement for District Counsel: The formation of District Counsel and Chief Prosecutor’s offices and titles from 1981 to present was reviewed. Leonard Paulitz asked why the office was being bifurcated again. Ms. Glover noted that the current arrangements had worked well over the last nine months while Peter Greenwald was on sabbatical. Dr. Wallerstein added similar changes in personnel had occurred over the years and the proposal will generate savings by eliminating the position of General Counsel. Dr. Wallerstein continued that the contract for the position of District Counsel is proposed for modification such that the Board would be the appointing authority, but Peter Mieras would continue reporting to the Executive Officer. Moved by Wilson, seconded by LaPisto-Kirtley, and unanimously recommended for approval.
   
   
5. Execute Contract for Coordinator for International Conference on Air Quality Technology and Education to Implement Board Initiative From Millennium Retreat: Lupe Valdez, Deputy Executive Officer of Public Affairs and Transportation, explained that a second RFP was sent out to obtain bids to ensure the proposers would be able to initiate an international conference with an incentive to gain a percentage of the sponsorships after the costs of the conference have been met, which will minimize AQMD’s costs. Cerrell Associates is being recommended for the contract, including the task of obtaining funds to enable AQMD to achieve this type of conference to be held in October 2001, by utilizing their own staff and resources, with Dr. Chung Liu as a technical advisor. Ms. Anita Saunders, Director of Special Events of Cerrell Associates, explained her previous experience implementing several international trade conferences. Mayor Loveridge requested a breakdown of the panelists who reviewed the RFP, and Ms. Valdez described the panel. Mayor Loveridge requested that, in the future, names of panelists be listed on Board letters instead of ethnic composition; Ms. Baird concurred pending further input. Moved by LaPisto-Kirtley, seconded by Wilson, and unanimously recommended for approval.

NOVEMBER AGENDA ITEMS:

6. Execute Contract to Purchase Private Data Network Services to Support Emissions Reporting System: Chris Marlia, Assistant Deputy Executive Officer of Information Management, stated that this contract will continue service to support telecommunication and data processing needs associated with the Emission Reporting System requirements for RECLAIM. Since the inception of RECLAIM in 1994, NDC eCommerce has been providing services for under $50,000 per year, but is currently proposing to triple their charges. The selected contractor, Pacific EnviroSystems, Inc., will be allowed a 6-month lead time in order to bridge over from one system to another, and the costs will be reduced even while providing maintenance a year after implementation. Moved by LaPisto-Kirtley, seconded by Wilson, and unanimously recommended for approval.
   
   
7. Execute Contract to Purchase Ingres Relational Database Management System Software: Mr. Marlia explained that applications relating to permit applications, finance revenue receiving, and NOV resolutions are included on the database software used for the Clean Air Support System (CLASS). This item will enable AQMD to execute a five-year contract with the sole bidder, Computer Associates International, Inc., for licenses, support, and maintenance for an annual cost of $210,629, or a total of $1,053,145, using identical software currently available on the system. Dr. Wallerstein explained that a comprehensive study was previously conducted, when Ingres was selected, to determine the best software to implement CLASS. Ms. Glover requested the Five-Year Information Management Strategic Plan be updated to ensure AQMD has adequate hardware and software support. Leonard Paulitz asked if using Oracle would allow AQMD to operate more efficiently, and Mr. Marlia answered not at all. Dr. Wallerstein added if Oracle was selected, between conversion costs and the annual licensing fees, the contract would be considerably higher than the current provider’s. Moved by LaPisto-Kirtley, seconded by Glover, and unanimously recommended for approval.
   
   
8. Execute Contract for Management Firm to Operate Diamond Bar Headquarters Cafeteria: Eudora Tharp, Assistant Deputy Executive Officer of Administrative & Human Resources, explained that this item is brought to the Board every three years to obtain cafeteria services through the RFP process. The current provider has again been selected to begin January 2001. Vice Chair Glover requested that a stipulation be added to the contract regarding outside caterers be allowed to use the kitchen facilities for various functions. Mayor Loveridge asked why more contractors were not interested in bidding on this item, and Ms. Tharp answered that some of the vendors could not meet the $5 million liability insurance requirement and some could not provide quality services without a considerable subsidy to run the operation, which AQMD could not provide. Dr. Wallerstein informed Committee members that the vendor will be approached regarding making a modification to their contract for limited use of caterers for special events. Moved by Paulitz, seconded by Glover, and unanimously recommended for approval.
   
   
9. Establish List of Prequalified Vendors to Provide Printing Services: Ms. Tharp stated this item is to prequalify 14 vendors for printing services. Ms. LaPisto-Kirtley suggested AQMD consider use of a Duplo machine, which could be cost effective especially when printing large items such as Board packages. Ms. Tharp stated that staff will come back to the Board in December for authorization to reissue the RFP with an amendment clarifying the types of jobs available and making it easier for smaller businesses to bid. Moved by Glover, seconded by Paulitz, and unanimously recommended for approval.
   
   
10. Issue RFP for Workers’ Compensation Claims Third-Party Administrator and/or General Liability Adjusting Services: Ms. Tharp explained that the current contract does not expire until October 2001, but the current contractor informed AQMD that they can no longer continue to provide the service level required without additional cost. Moved by Loveridge, seconded by LaPisto-Kirtley, and unanimously recommended for approval.
    
    
11. Review November 17, 2000, Governing Board Agenda: Dr. Wallerstein noted the addition of the Investment Oversight Committee report to the agenda, to be included on page 5 after item #2697 (Mobile Source Air Pollution Reduction Review Committee).
    
    
12. Other Business: Leonard Paulitz requested a Personnel Committee be established as an oversight committee for the Board to take responsibility relative to personnel actions regarding hiring high-level positions such as the Executive Officer and District Counsel. He requested this item be placed on the November 3 Administrative Committee agenda. Mr. Loveridge stated that such a committee was not necessary, and Mrs. Glover, Ms. LaPisto-Kirtley, and Mr. Loveridge agreed that additional research will be conducted prior to the item appearing before the committee. Mr. Wilson added that the item should be included on the agenda and research conducted.
    
    Mr. Paulitz noted that the Board currently does not have a mechanism for evaluating the performance of individuals reporting to the Board. He requested such a mechanism be developed to evaluate the performance of the Executive Officer and District Counsel, and included for discussion at the Administrative Committee. Mr. Loveridge agreed the item be included on a future agenda and suggested that the evaluations occur on an annual basis.
    
    
13. Public Comment: None.

Chair Glover adjourned the meeting at 10:36 a.m.

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