South Coast Air Quality Management District

Administrative Committee

SYNOPSIS: 

The Administrative Committee met Friday, January 12, 2001, and reviewed the proposed agenda for the February 16, 2001, Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, March 9, 2001, 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, Board Members Ronald Loveridge, Beatrice LaPisto-Kirtley, and Roy Wilson (via videoteleconference). Absent were Board Chair William A. Burke and, Board Members Hal Bernson and Cynthia Coad. Mayor Loveridge joined the meeting at 10:08 a.m. Mrs. Glover appointed Board Member Cynthia Verdugo-Peralta 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: Beatrice LaPisto-Kirtley’s attendance at the 34^th Annual Sacramento Legislative Orientation Tour on January 8-9; Cynthia Verdugo-Peralta’s attendance at the Fuel Cell Partnership Steering Team meeting in Detroit, MI, on January 15-18; Dr. Burke’s attendance at Intertech’s Clean Fuels Conference in San Antonio, TX, on January 30-February 1; Norma Glover’s attendance at the International Retrofit Committee meeting and Diesel Emission Control Retrofit Users Conference in Pasadena, CA on February 5-7; and Jane Carney and Cynthia Verdugo-Peralta’s attendance at the Diesel Emission Control Retrofit Users Conference in Pasadena on February 6-7. Moved by LaPisto-Kirtley, seconded by Glover, and unanimously recommended for approval.
   
   
2. Approval of Compensation for Board Member Assistant(s): None.
   
   
3. Out-of-Country Travel: None.

JANUARY AGENDA ITEMS

4. Implement Student Intern Program: Dr. Wallerstein stated that Supervisor Antonovich suggested AQMD expand the Student Intern Program as a year-round internship program due to its success last year. Each Board Member will receive an allotment equal to 1,040 hours per year to utilize one or more Student Interns. The program will be enhanced to provide orientation to the Student Interns by executive management staff on a monthly basis and report the status and accomplishments of the program back to the Board at the end of the year. Mrs. Glover commented that more should be done to encourage female Student Interns to become involved in public policy. Dr. Wallerstein commented that another aspect of this program is to have staff determine the students’ greatest interests and match them up to the proper element of the agency, to provide greater exposure to public policy issues or solicit interest in elected office. Mrs. Glover stated that instilling and strengthening the ethical aspect of being an elected official should also be brought to their attention as an important value. Dr. Wallerstein suggested including these topics into discussions held with the Student Interns. Ms. LaPisto-Kirtley mentioned that students at her elementary school begin selecting their area of interest at a much earlier age than high school. Ms. Verdugo-Peralta suggested that a women’s conference or luncheon be held to encourage women’s interest in the environmental or technical fields. Mr. John Billheimer, Environmental Reality, suggested making note of AQMD’s successful recruitment of women in the Inspector series. Moved by LaPisto-Kirtley, seconded by Glover, and unanimously recommended for approval.
   
   
5. Issue RFP for Technical and Management Assistance for Implementation of Carl Moyer Program, School Bus Program and ZEV Incentive Program in the South Coast Air Basin: Dr. Chung Liu, DEO/Science & Technology Advancement, stated that $21 million will be received for the Carl Moyer Program, $22 million for the School Bus Program, and $18 million for the ZEV Incentive Program. Ms. LaPisto-Kirtley asked if additional vehicles would be purchased, and Dr. Liu answered that ARB will be discussing the expansion of this program on January 25, but AQMD will continue supporting this type of program and the $18 million will be used to purchase 2,000 full-size EVs for cities. Staff is recommending an RFP be issued to provide technical assistance to administer these programs. Moved by LaPisto-Kirtley, seconded by Wilson, and unanimously recommended for approval.
   
   
6. Submit Applications to ARB and California Energy Commission to Receive Funds for Implementation of Lower-Emission School Bus Retrofit and Replacement Program: Dr. Liu stated that this item is to submit applications to ARB to receive $5.5 million to retrofit school buses and $16.6 million from the California Energy Commission to replace school buses, which would include AQMD providing a 10% match of these funds (equaling $1.66 million). Moved by LaPisto-Kirtley, seconded by Wilson, and unanimously recommended for approval.
   
   
7. Execute Contracts for Analyses of Exhaust from Diesel- and CNG-Fueled Vehicles: Dr. Elaine Chang, Assistant DEO/Planning, Rule Development, and Area Sources, stated that this item is to execute three contracts to support toxic equivalency determination for diesel- and alternative-fueled vehicles. The first contract is for an ongoing study to collect exhaust samples with West Virginia University in an amount not to exceed $50,000. The second contract is with Desert Research Institute, in an amount not to exceed $65,000, to perform chemical analyses. The third contract is with UC Davis, not to exceed $52,000, to perform bioassay studies collected for both diesel and CNG vehicles. ARCO and CARB are currently performing similar studies. Dr. Wallerstein stated that he met with Dave Smith and Dr. Bunn, who are both participating with the Southern California Clean Air Partnership, who related the effort was going quite well and appreciated AQMD’s efforts, but indicated the studies may take a month longer to complete to ensure their accuracy. Ms. LaPisto-Kirtley asked if West Virginia University was the lowest bidder, and Dr. Chang responded that they represent a cost-effective sole-source, as they are the current contractor which has a mobile lab currently collecting samples. Moved by LaPisto-Kirtley, seconded by Verdugo-Peralta, and unanimously recommended for approval.
   
   
8. Approve Purchase of Excess General Liability Insurance: Eudora Tharp, Asst. DEO/Administrative & Human Resources, stated that staff is recommending additional insurance be obtained for AQMD general liability coverage, particularly for Technology Advancement projects and the California Fuel Cell Project. The cost to increase to $5 million in coverage is an annual fee of $56,700 with possible reduced premiums in the future based on an acceptable claims history. Moved by LaPisto-Kirtley, seconded by Verdugo-Peralta, and unanimously recommended for approval.

FEBRUARY AGENDA ITEMS

9. Authorize Purchase of Twenty-Eight Vehicles for AQMD Fleet: Ms. Tharp stated that staff is recommending the purchase of 28 dedicated CNG Camrys, based on the successful purchase of 29 Camrys last year. Moved by LaPisto-Kirtley, seconded by Verdugo-Peralta, and unanimously recommended for approval.
   
   
10. Execute Contract to Purchase Leased Business and Development Computers: Chris Marlia, Assistant DEO/Information Management, stated that staff is recommending to purchase the corporate and production development computers leased five years ago and upgrade as needed. Ms. LaPisto-Kirtley asked if the company discontinues producing the equipment, would they be able to provide a discount on compatible equipment. Mr. Marlia answered that the buyout amount is $60,000, when the initial purchase price was $1 million. Mr. Marlia stated that at such time as the equipment ceases serving AQMD’s needs, a new purchase would then be necessary. Moved by LaPisto-Kirtley, seconded by Verdugo-Peralta, and unanimously recommended for approval.
    
    
11. Recognize and Appropriate Funds for PM2.5 Program, and Add and Delete Positions: Mel Zeldin, Assistant DEO/Science & Technology Advancement, stated that this item was to recognize and appropriate $767,075 from EPA for the continuation of the federal PM2.5 monitoring program. This is the fourth year of funding provided to AQMD and is the largest received, due to the implementation of the base and speciation programs which will determine the components of PM2.5. In addition, at the onset of this program, the Board authorized eight positions to support the field and lab work necessary. Five individuals have been hired thus far for the base program. It is desired to delete the AQ Instrument Specialist I level previously authorized and replace it with an AQ Instrument Specialist II level position in order to perform the calibrations and repairs necessary. Moved by LaPisto-Kirtley, seconded by Verdugo-Peralta, and unanimously recommended for approval.
    
    
12. Report on Internal Control Review: Rick Pearce, Chief Financial Officer, stated that per staff’s request the Board hired a public accounting firm to review AQMD’s internal controls related to the conversion of the old finance system to the new Financial and Human Resources System. The review has been completed and there were no material findings. Mrs. Glover asked what methodology is used to audit rulemaking, and Mr. Pearce explained that AQMD has several audits performed annually. Mr. Pearce stated that the annual financial audit regarding the financial systems and statements is to assure the Board and public that its accounting records fairly represent the AQMD’s financial position. A performance audit is conducted for review of methodology of rules and mandates, where suggestions are provided and incorporated; and there are oversight audits by CARB and EPA regarding AQMD programs. Mr. Pearce stated this internal control review was essentially to show that the new financial and human resources system was properly implemented. Mayor Loveridge asked if this was a one-time review and Mr. Pearce answered yes. Moved by Verdugo-Peralta, seconded by LaPisto-Kirtley, and unanimously recommended for approval.
    
    
13. Revise Procurement Policy and Procedure: Mr. Pearce stated that in January 1999 the Government Accounting Standards Board issued new requirements for state and local governments regarding the depreciation of fixed assets. This action will raise AQMD’s definition of a fixed asset from $2,500 to $5,00, which will streamline compliance with new reporting requirements. This recommendation is consistent with fixed assets values at other state, local, and federal agencies. Moved by LaPisto-Kirtley, seconded by Verdugo-Peralta, and unanimously recommended for approval.
    
    
14. Report of RFP/Qs Scheduled for Release in February: Mr. Pearce stated that four items--Issue RFP for Medical Services Providers, Issue RFQ for Quotations for Business Computer Hardware Upgrade, Issue RFQ for an Inductively Coupled Plasma Mass Spectrometer System, and Issue RFQ to Purchase a Gas Chromatograph System for Laboratory--be recommended for approval. Moved by Verdugo-Peralta, seconded by LaPisto-Kirtley, and unanimously recommended for approval.
    
    
15. Review February 16, 2001, Governing Board Agenda: Dr. Wallerstein reviewed the agenda. While the agenda was being reviewed, the link to videoteleconference was lost to Supervisor Wilson and Dr. Burke’s offices.
    
    Mayor Loveridge asked what the role of the Board was in terms of the Executive Officer’s Proposed Program Goals/Objectives for FY 2001-02. Dr. Wallerstein explained this is the initial step in preparation of the budget with the Board Members, and allows the public to provide their input prior to the final Board letter being prepared. Mayor Loveridge asked why the Administrative Committee does not review this material and Dr. Wallerstein answered there is no legal requirement to bring this material to the Board or public, but it has been past practice to provide the information to the Governing Board at a public hearing. Mayor Loveridge stated that the item should be reviewed by the Administrative Committee to monitor goals that are adopted, and to ensure accountability in reviewing last year’s performance with corresponding goals. Dr. Wallerstein suggested a presentation be made at the next Committee meeting to provide the members with a review of last year’s performance so that amendments can be included in the final Board letter. Ms. LaPisto-Kirtley concurred it would be advantageous to follow up on performance with stated goals. Mr. Pearce stated that support documents include additional information.
    
    
16. Other Business: None.
    
    
17. Board Member Concerns: Mrs. Glover requested this item be placed as the first item on future Administrative Committee agendas so that Board Members who are not members of this Committee may comment or articulate their issues and recommendations. Ms. Verdugo-Peralta expressed her concern regarding the annual amount available to pay Board Assistants, and requested the cap be raised by utilizing money that has been recouped by AQMD. She stated she is having difficulty in locating someone with technical expertise at the current pay level. Mrs. Glover stated that an analysis was provided at the last Committee meeting, which will be provided to Ms. Verdugo-Peralta. Dr. Wallerstein asked for clarification regarding this issue because he felt the previous issue raised was the hourly wage paid to Board Assistants/Consultants, which was provided to the Administrative Committee and reflected as part of the report last month. He asked if the issue was different in terms of total available dollars provided annually, and Ms. Verdugo-Peralta answered that an individual may be paid at the highest hourly rate, but the annual cap limits the caliber of individuals that can be hired. Ms. LaPisto-Kirtley stated that this position is still a part-time position and, therefore, it is not appropriate to pay a higher rate for a part-time position as it is not an appropriate use of public funds. Mayor Loveridge asked whether it is difficult to locate an individual due to the pool of people or the amount of money available. Ms. Verdugo-Peralta answered that staff has provided information on AQMD’s web-site, but the caliber of individuals responding have been at the administrative clerk level, thus lacking the technical background. Ms. LaPisto-Kirtley suggested Ms. Verdugo-Peralta request assistance from environmental groups in locating an individual. Mrs. Glover suggested providing Ms. Verdugo-Peralta with the hourly rate comparison provided at last month’s Administrative Committee meeting. Mayor Loveridge asked if Ms. Verdugo-Peralta had contacted local universities regarding her need. Ms. Verdugo-Peralta answered that the California State University system has been provided with applications, but not much response has been received. Mrs. Glover stated she has hired her Assistants, such as Ruben Gonzalez, through contacts in Sacramento. Dr. Wallerstein suggested inquiring with Dr. Jane Hall or Dr. Puri, of Cal State Fullerton, as they work in the environmental field and may be aware of graduate students interested in this type of work.
    
    
18. Public Comments: Debra Mendelsohn, Board Consultant to Supervisor Michael Antonovich, expressed appreciation on behalf of Supervisor Antonovich regarding the development and implementation of the Student Intern Program, which is similar to one implemented at the County of Los Angeles.

Bea LaPisto-Kirtley left at 10:44 a.m.

Meeting adjourned at 10:46 a.m.

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