BOARD MEETING DATE: April 4, 2003
AGENDA NO. 26

Administrative Committee

SYNOPSIS: 

The Administrative Committee met Friday, March 14, 2003, and reviewed the proposed agenda for the April 4, 2003, Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, April 11, 2003, at 8:00 a.m. in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

Dr. William A. Burke, Vice Chair
Administrative Committee

Attendance: Present were Vice Chair Dr. William Burke and Members Roy Wilson, and Beatrice LaPisto-Kirtley (via videoteleconference). Absent were Chair Hal Bernson and Member Ronald Loveridge.

ACTION/DISCUSSION ITEMS:

1. Board Members’ Concerns: Dr. Burke expressed concern regarding a policy of hiring only people with college degrees. Dr. Burke requested this policy be reviewed and asked Ms. Tharp why this issue was not brought up to the Board. Ms. Tharp stated AQMD does not have a policy of requiring degrees for all jobs, but that certain classifications that have been approved by the Board have degree requirements. Dr. Burke asked why the Public Affairs Manager position would require a degree when it is a political position and many politicians do not have degrees. Ms. Tharp stated that comparable positions in other public agencies for this level of position involving technical and legislative analysis typically require degrees and that AQMD tries to match standard business practice. Dr. Burke asked if this policy was established prior to this job being recommended. Dr. Burke directed withdrawal of this item and suggested a committee of Board members be established to review the policy.
   
   
2. Chairman’s Report of Approved Travel: Elaine Chang, DEO/Planning, Rule Development & Area Sources, stated that a travel request was approved for Cynthia Verdugo-Peralta to attend the CARB meeting regarding "Steps to a Hydrogen Economy in California" and the California Fuel Cell Collaborative meeting to be held on March 24-25 in Sacramento and the California Fuel Cell Partnership Steering Team meeting to be held on April 21-23 in Sacramento; Mayor Loveridge to attend the 9^th National Clean Cities Conference & Exposition to be held on May 18-20 in Palm Springs; and Mayor Loveridge's Board Assistant Virginia Field to also attend 9^th National Clean Cities Conference & Exposition to be held on May 18-20 in Palm Springs.
   
   
3. Approval of Compensation for Board Member Assistant(s): Barbara Baird, District Counsel, stated that approval is being requested for Board Consultant Larry Rhinehart, who will be assisting Leonard Paulitz. The item was moved by LaPisto-Kirtley, seconded by Wilson and unanimously approved by the Committee.
   
   
4. Report of Approved Out-of-Country Travel: None.
   
   
5. Discussion Regarding Accomplishments for 2002 & Draft 2003 Goals and Objectives: Oscar Abarca, Assistant DEO/Public Affairs, stated that at a previous Administrative Committee meeting, staff was requested to work with advisory groups to prepare a list of accomplishments and goals and objectives for the Local Government & Small Business Assistance Advisory Group, Ethnic Community Advisory Group, and the Home Rule Advisory Group, respectively. Mr. Abarca continued that the lists are included in the package for Committee members’ consideration. Bea LaPisto-Kirtley suggested that the Ethnic Community Advisory Group's activities be tied to AQMD’s outreach group and serve as a "litmus test" as related to outreach. Mr. Abarca stated that the advisory groups report and obtain direction from the Administrative Committee for their activities for upcoming year. He requested either approval or further discussion regarding the list of goals and objectives if they are consistent with what was requested by the Committee members.
   
   
6. Discussion Regarding Records Retention Policy: Ms. Baird stated that staff was asked to report back on what the recommendations would be to reduce expenditures for the records retention program. Chris Marlia, Assistant DEO/Information Management, reported that at last month’s meeting an approval was being sought for off-site storage, but Councilman Bernson asked why AQMD documents were needed to be stored off-site and electronically, and recommended removal of the documents from the off-site storage facility. Mr. Marlia stated that AQMD’s current records retention policy requires paper to be stored off site and others to be destroyed after a period of time or kept permanently. The policy was issued in 1981. There are 7,000 boxes stored off-site, with half being in electronic format. Mr. Marlia stated that District Counsel’s office is reviewing the legality of the records retention policy which may take a while because of several programs that were established after the policy was implemented. Ms. Baird stated that there is statutory authority to allow the Board to adopt the policy to destroy paper copies and keep electronic records, but first, records need to be inventoried and the policy revised. Dr. Burke asked how much were storage costs and Mr. Marlia responded that the cost to store paper records are $25,000-30,000 per year at the off-site facility with an additional $12,000 to retrieve and return boxes as needed during the year. Tapes are also backed up monthly at the same facility. Ms. Baird stated that a revised policy will be brought back to the Board.

APRIL AGENDA ITEMS:

7. Execute Contract for Maintenance and Management Services for Fast Fill Compressed Natural Gas Fueling Station at AQMD Headquarters: Gary Dixon, Quality Assurance Manager, stated that AQMD has upgraded its natural gas fueling station to accommodate the growing alternative fuel vehicle fleet. The station requires periodic preventive maintenance and service as well as management services to ensure efficient and continuous operation of the station. Pinnacle CNG Company, the vendor of the CNG fueling equipment, is recommended to provide CNG maintenance and management services. The item was moved by LaPisto-Kirtley, seconded by Wilson and unanimously approved by the Committee.
   
   
8. Recognize, Appropriate and Reallocate Funds for PM2.5 Program: Henry Hogo, Assistant DEO/Science & Technology Advancement, stated this item is to recognize the funds for the PM2.5 Monitoring Program from the FY2001-02 federal funds and carryover funds of $77,402 to be incurred to AQMD's FY budget. The item was moved by LaPisto-Kirtley, seconded by Wilson and unanimously approved by the Committee.
   
   
9. Issue RFQs to Purchase Oxides of Nitrogen Analyzers for Air Monitoring Network and Various Laboratory Instruments: Mr. Hogo stated this item deals with federal funds under the PAMS Program. Staff is reallocating some of the funds from professional services to capital expenditures to upgrade AQMD’s existing instruments at the monitoring stations. Staff is also recommending the purchase of equipment for the laboratory. The item was moved by LaPisto-Kirtley, seconded by Wilson and unanimously approved by the Committee.
   
   
10. Authorize Purchase of Digital Signal Processing Upgrades for AQMD Radar Wind and Temperature Profiler Network: Laki Tisopulos, Assistant DEO/Planning, Rule Development & Area Sources, stated that staff would like to request authorization for a sole-source purchase of digital signal processing upgrades for the profilers to increase the data return and improve radio interference rejection from Vaisala Inc. The upgrades will be funded with federal funds under the PAMS Program. The item was moved by LaPisto-Kirtley, seconded by Wilson and unanimously approved by the Committee.
    
    
11. Issue RFP for Management Firm to Operate Diamond Bar Headquarters Cafeteria: Eudora Tharp stated that staff is requesting issuance of an RFP to solicit proposals from firms interested to operate the AQMD cafeteria, a solicitation which is conducted every three years. Ms. LaPisto-Kirtley asked if there is assurance of quality of food. Ms. Tharp stated that facilities operated by vendors submitting proposals are visited to assess the quality of food. The item was moved by LaPisto-Kirtley, seconded by Wilson and unanimously approved by the Committee.
    
    
12. Establish Classification and Add and Delete Positions: Dr. Burke requested this item be withdrawn from the April 4 Board agenda until further review of the educational requirements for the position of Public Affairs Manager.
    
    
13. Amend Contracts to Provide Short- and Long-Term Systems Development and Support Services: Chris Marlia stated this is to amend contracts for software development work for various divisions at AQMD. Staff is requesting the amendments be executed to Applied Knowledge, Inc., Baton Rouge International, Inc., and R Systems, Inc. Dr. Burke asked if there were any California firms to perform this work, and Mr. Marlia answered that Baton Rouge International is an international company with an office in Orange County which will be completing the work for AQMD. The item was moved by LaPisto-Kirtley, seconded by Wilson and unanimously approved by the Committee.
    
    
14. Authorize Executive Officer to Contract for the Installation of Microturbines: Chung Liu asked to allow the Executive Office to authorize a contract for the purchase and installation of microturbines. Marty Kay, Program Supervisor, stated that the original contractor is not able to complete two installations. Also, the microturbines would be upgraded to a UL listing and the warranties reset. Dr. Burke commented that this issue has been a long-term project, and Mr. Kay answered that various start-up problems have arisen to delay this project, related to issuance of building permits, location or site elements, or incentive issues by LADWP. Mr. Kay stated that the energy crisis has faded somewhat and this project has been currently harder to sell. Dr. Burke asked how far AQMD is from completing the program, and Mr. Kay answered that one year is necessary to complete the project due to technical issues. Dr. Liu stated that AQMD staff has a lot of experience with Capstone, but Mr. Kay stated there have been problems regarding the auxiliary equipment. Dr. Burke stated that this should ensure the microturbines work in order to determine technical issues involved in establishing future programs. The item was moved by Burke, seconded by LaPisto-Kirtley and unanimously approved by the Committee.
    
    
15. Report of RFPs and RFQs Scheduled for Release in April: Rick Pearce, Chief Financial Officer, stated an RFQ is being issued for a Scientific Computer to enhance modeling performance and timelier execution , cost to be paid by U.S. EPA. The item was moved by Wilson, seconded by LaPisto-Kirtley and unanimously approved by the Committee.
    
    
16. Ethnic Community Advisory Group Minutes for January 15, 2003, and Recommended Appointments/Reappointments for Membership: Mr. Abarca stated that Board member Cynthia Verdugo-Peralta, Chair of ECAG, is forwarding four individuals’ names for consideration for appointment or reappointment for membership, which are as follows: Fernando Del Rio (Hispanic Caucus), Mike Gipson (African-American Caucus), Jon Bowles (African-American Caucus), and Pamelalee Bailey-Shimizu (Asian-Pacific Islander Caucus). Dr. Burke asked whether Ms. Peralta had discussed the appointment of Ms. Bailey-Shimizu with Board member Carney prior to submitting the resume and regarding expediting the appointments. Dr. Burke requested Mr. Abarca discuss this issue with Ms. Peralta ensuring that the program is continued per Ms. Carney’s request for review of the appointment/reappointment policy and for these groups to include geographic balance. Ms. LaPisto-Kirtley requested postponement of Mr. Gipson’s resume for appointment in order to receive additional information prior to consideration. The item was moved by LaPisto-Kirtley, seconded by Wilson and unanimously approved by the Committee.
    
    
17. Local Government and Small Business Advisory Group Minutes for January 17, 2003, and Recommended Appointments/Reappointments: Mr. Abarca stated this is a written report with no action required.
    
    
18. Review April 4, 2003, Governing Board Agenda: Dr. Chang stated that this item (Establish Classification and Add and Delete Positions) will be removed per earlier discussion.
    
19. Other Business: None.
    
    
20. Public Comment: None.

Meeting adjourned at 8:48 a.m.

Attachments

Ethnic Community Advisory Group Minutes for January 15, 2003, and
   Recommended Appointments/Reappointments for Membership

Local Government and Small Business Advisory Group Minutes for
   January 17, 2003, and Recommended Appointments/Reappointments

/ / /