BOARD MEETING DATE: October 3, 2003
AGENDA NO. 25

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, September 12, 2003, and reviewed the proposed agenda for the October 3, 2003, Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, October 10, 2003, at 9:00 a.m. in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

Dr. William A. Burke, Chair
Administrative Committee

Attendance: Present were Committee Chair William Burke and Members Roy Wilson and Beatrice LaPisto-Kirtley (via videoteleconference). Also present at AQMD was Ronald Loveridge.

ACTION/DISCUSSION ITEMS:

1. Board Members’ Concerns: None.
    
2. Chairman’s Report of Approved Travel: Barry Wallerstein, Executive Officer, stated that Cynthia Verdugo-Peralta attended a meeting with Department of Energy and staff in Washington, DC on September 9-11; and Ronald Loveridge and Roy Wilson will be attending the UCLA Symposium related to transportation issues on October 19-21, 2003, in Lake Arrowhead. Dr. Wallerstein mentioned that Roy Wilson, Jane Carney, and Ron Loveridge will be traveling to Sacramento on September 16 to meet with Alan Lloyd regarding the AQMP. Approved by Burke.
    
3. Approval of Compensation for Board Member Assistant(s): Dr. Wallerstein stated that approval is being requested for Amy Jonesco to report to Dr. Burke as a Board Consultant. Moved by LaPisto-Kirtley, seconded by Wilson.
    
4. Report of Approved Out-of-Country Travel: None.
    
5. Report on Childcare Center: Ms. LaPisto-Kirtley stated that the status report regarding the childcare center shows that the tenant is delinquent in making utility and lease payments. She requested this item be brought to the Board for discussion of possible termination of the lease as of June 2004, or if payments are not made, sooner. Dr. Burke asked for a legal review to see whether this would be possible under the terms of the lease agreement. Barbara Baird, District Counsel, stated that staff would review the contract and indicated the item could be placed on the Board's agenda for discussion in October. Dr. Burke asked that the childcare center operator be notified in writing that the Board is scheduled to discuss the lease at the October meeting.

OCTOBER AGENDA ITEMS:

6. Enter into Agreement with Brain Tumor and Air Pollution Foundation Regarding Annual Report of Results Achieved and Compensation of Board Members: Dr. Wallerstein stated a proposal is being brought forth to provide a $100 per diem and mileage allowance for the three individuals that are non-AQMD Board members, which would cost approximately $900 annually. Moved by LaPisto-Kirtley; seconded by Wilson.
    
7. Execute Contract to Purchase Continuous Oxides of Nitrogen Analyzers for Ambient Air Monitoring Network: Chung Liu, DEO/Technology & Science Technology, stated that the 22 new monitoring analyzers would replace the older models, to be funded by U.S. EPA. Dr. Burke asked the age of the existing analyzers and if they can be used by another foundation. Mr. Liu explained that the analyzers are 7-8 years old and the purchase clause includes the return of the older machines for salvage. Moved by Wilson; seconded by LaPisto-Kirtley.
    
8. Execute Contract to Perform Analyses of PAMS Network Data for South Coast Air Basin: Laki Tisopulos, Assistant DEO/Planning, Rule Development, Area Sources & Transportation Programs, stated that staff has been compiling extensive meteorological and monitoring data as required by U.S. EPA to provide information that is used to develop various policies and plans. Moved by Wilson; seconded by LaPisto-Kirtley.
    
9. Appoint Trustee for Deferred Compensation Self-Directed Brokerage Account Program: Eudora Tharp, Assistant DEO/Administrative & Human Resources, explained that AQMD has, since 1987, offered employees an IRS-approved deferred compensation plan that allows employees to defer a portion of their earnings and invest it for retirement purposes. This recommendation is to broaden investment options available to employees by establishing a self-directed brokerage account program offered by Hartford through Charles Schwab. According to IRS rules, a trustee for this type of program is required. Staff recommends Allfirst Trust, which currently provides this service for Hartford clients, has already developed an administrative system, and will waive the administrative fee for AQMD. A modest annual amount is charged to each participant in the program, with no cost to AQMD. Dr. Burke asked how this type of program ties into AQMD's retirement program. Ms. Tharp answered that this program is separate from the San Bernardino County Retirement System for AQMD employees. Dr. Burke asked if Allfirst Trust is associated with San Bernardino's retirement program. Ms. Tharp answered negatively. Moved by Wilson; seconded by LaPisto-Kirtley.
    
10. Approve Leasing-Out of Individual Workstations: Ms. Tharp stated this action would authorize the Executive Officer to lease out workstations on a month-to-month basis in response to individuals who have requested space at AQMD. The rate to be charged is comparable to commercial buildings in this area, and AQMD would have the ability to end leases if an appropriate tenant were interested in leasing a larger portion of the facility. Moved by LaPisto-Kirtley; seconded by Wilson.
     
11. Amend Contracts to Provide Short- and Long-Term Systems Development and Support Services: Chris Marlia, Assistant DEO/Information Management, explained this is an item brought to the Board twice a year to support AQMD's software systems. Approval is being requested for the contractors to bid in a competitive manner on the five tasks listed. Dr. Burke commented that upgrading technology is a very important issue to him. Moved by Wilson; seconded by LaPisto-Kirtley.
     
12. Report of RFPs and RFQs Scheduled for Release in October: Rick Pearce, Chief Financial Officer, stated the following RFQ/Ps are being requested for approval -- Purchase Compressed Pure Gases and Cryogenic Liquids, Janitorial Services at Diamond Bar Headquarters, and Insurance Brokerage Services. Moved by LaPisto-Kirtley; seconded by Wilson.
     
13. Ethnic Community Advisory Group Minutes for July 9, 2003, and Recommended Appointments/Reappointments for Membership: Attached for information are the Ethnic Community Advisory Group minutes for the July 9, 2003, meeting. There were no appointments/reappointments.
     
14. Review October 3, 2003, Governing Board Agenda: Dr. Wallerstein stated that a revised agenda was distributed showing the addition of the election of the Chair and Vice Chair of the Governing Board, along with deletion of the issue related to Peter Greenwald's position which was approved at last Friday's Board meeting.
    
    Ms. LaPisto-Kirtley asked about the outcome of the Environmental Justice meetings held with cities. Dr. Wallerstein stated several meetings had been held and the AQMD guidance discussed at the meeting was not mandatory but rather advisory. The Environmental Justice item will be heard at the October Board meeting. Ms. LaPisto-Kirtley requested the word "voluntary" be in included in all caps to be emphasized. Approved by consent.
     
15. Other Business: None.
     
16. Public Comment: John Billheimer, Enviro-Reality, commented on "Amending Governing Board Procedures Regarding Receipt of Public Testimony" as it relates to requiring speaker cards prior to the beginning of the Board meeting. He stated that it would not be fair to the individuals that appear late to the Board meeting due to fog, commuting, or rain and would not be able to testify. This amendment would not allow small businesses access to the Board because they usually arrive only for their item in question. Mr. Billheimer stated he acknowledges the Board's wish to expedite meetings, but asked that the revisions not be made.

Mayor Loveridge arrived at 9:25 a.m.

Meeting adjourned at 9:25 a.m.

Attachment

Ethnic Community Advisory Group Minutes for July 9, 2003

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