BOARD MEETING DATE: August 6, 2004
AGENDA NO. 25
REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, July 16, 2004, and reviewed the proposed agenda for the August 6, 2004, Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, August 13, at 9:00 a.m. in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

Supervisor Roy Wilson, Vice Chair
Administrative Committee

Attendance: Present (via teleconference) was Vice Chair Roy Wilson. Present at AQMD was Member Jane Carney. Absent were Dr. William Burke, Mayor Beatrice LaPisto-Kirtley, and Mayor Ronald Loveridge.

ACTION/DISCUSSION ITEMS:

  1. Board Members’ Concerns: None.
     
  2. Chairman’s Report of Approved Travel: Dr. Barry Wallerstein, Executive Officer, stated that Cynthia Verdugo-Peralta will be traveling to Sacramento on October 5-7, October 18-20, and October 26-27 to attend the California Hydrogen Highway Network and California Fuel Cell Partnership Steering Team meetings.
     
  3. Approval of Compensation for Board Member Assistant(s): A contract for William Craycraft's Board Consultant, Gwen Ran'Cher, was approved for the period of July 1-9, 2004.
     
  4. Report of Approved Out-of-Country Travel: Dr. Wallerstein stated that William Craycraft will be attending the IBC International Conference titled "Asia-Middle East Natural Gas-CNG-NGV New Projects 2004" in Bangkok, Thailand on August 17-19, 2004.

AUGUST AGENDA ITEMS:

  1. Fiscal Year 2004-05 Budget Transfer Relating to Series 2004 Pension Obligation Bonds Debt Service: Rick Pearce, Chief Financial Officer, explained that at the June Board meeting, the Governing Board approved the issuance of approximately $47 million in pension obligation bonds. The sale of the issued bonds was completed on June 29. Staff is requesting the transfer of the first payment of $1,509,355 from the Salaries and Benefits Major Object, Retirement Account, into the Services and Supplies Major Object, Interest Expense Account. The issuance of pension bonds resulted in a first year savings of $1.9 million and a reduction in the retirement rate of 5.6 points. Less than a quorum was present for the discussion of this item; those Committee members who were present communicated their concurrence.
     
  2. Appropriate Funds from General Fund, Undesignated Fund Balance, to District Prosecutor's FY 2004-05 Budget: Peter Mieras, District Prosecutor, stated that the approval of the carryover of funds from the previous budget year in the amount of $298,843.86 will cover costs of the litigation enforcement case against BP West Coast Products, et al. Jane Carney asked why the amounts were broken down in categories, and Mr. Mieras answered that in order to spend the money, it is necessary to designate the money to certain accounts. Less than a quorum was present for the discussion of this item; those Committee members who were present communicated their concurrence.
     
  3. Amend Contract with Technical and Business Systems, Inc. to Provide Technical Support for AQMD Coachella Valley Meteorological Network: Laki Tisopulos, Assistant DEO/Planning, Rule Development, and Area Sources, stated this item has been withdrawn and will be included with the Report of RFPs and RFQs for August (Item #12).
     
  4. Revise AQMD Policy on Military Leave Pay and Sign Statement of Support for Reservist Employment Rights: Eudora Tharp, Assistant DEO/
    Administrative & Human Resources, explained that the current military leave policy for employees called to active duty provides for 30 days of full pay, in addition to military pay, followed by an additional 150 days of the difference between AQMD and military pay. Board member Antonovich has requested the period for receiving the difference in pay be extended from 150 to 690 days, for a total of 720 days of supplemental pay, due to the extended service time of recent deployments. AQMD has three employees currently called to active duty and this policy would apply to them and those called for service in the future. In addition, Board member Antonovich has recommended the Board sign a statement of support provided by the National Committee for Employer Support of the Guard and Reserve, pledging, as an employer, to support employment rights for military reservists. Debra Mendelsohn, Board Consultant to Board member Antonovich, has provided Ms. Tharp the name of the organization's California chair, who has offered to provide a copy of the statement ready for signing and to arrange for representatives from the various military branches to be present at the August Board meeting. Less than a quorum was present for the discussion of this item; those Committee members who were present communicated their concurrence.
     
  5. Execute Contract for Security Guard Services at Diamond Bar Headquarters: Ms. Tharp stated that the current contract for security guard services expires in September. The fifteen responsive proposals received were evaluated--based on criteria specified in the RFP and proposal cost—by a panel that included a Deputy Sheriff from Los Angeles County. The panel rated Contact Security highest. The total three-year cost for 24-hour coverage, plus additional protective services for special board meetings and events, is $1,100,015. Sufficient funds have been included in the budget to cover the $384,032 cost for this fiscal year. Contact, the current contractor, has provided AQMD reliable service and has been highly recommended by similar businesses. Ms. Carney asked how long Contact Security has had the contract, and Ms. Tharp responded that the current three-year contract is their first. Less than a quorum was present for the discussion of this item; those Committee members who were present communicated their concurrence.
     
  6. Establish More Cost-Effective Employee Recognition Program: Ms. Tharp stated that this item is being withdrawn from the agenda. The Board released an RFQ in April to solicit vendors to supply employee recognition gift awards for employees with 20, 25, 30, or 35 years of service. After reviewing the responses, staff concluded awards could be purchased directly through AQMD's procurement unit at a significantly lower cost than that proposed by middleman vendors. The program will be administered in-house under the Executive Officer's authority within the amount approved in the budget. Less than a quorum was present for the discussion of this item; those Committee members who were present communicated their concurrence.
     
  7. Execute Purchase Orders for Portable Low-Level Pollutant Analytical Instruments to Demonstrate Feasibility to Measure Low-Level Pollutant Concentrations: Henry Hogo, Assistant DEO/Technology Advancement Office, stated that this item is to purchase two portable gas chromatograph/mass spectrometers to support the U.S. DOD project at a cost not to exceed $241,000; purchase two automatic chemical agent detection and alarm systems at a cost not to exceed $57,240; purchase two natural gas fueled cargo vans to house the equipment not to exceed $56,000. John Billheimer, Enviro-Realty, stated that CARB is trying to measure a 0.07 ppm level in ozone standards and asked how close can this equipment measure with accuracy? Mr. Hogo answered that these instruments can measure to a fraction of that number, such as parts per billion or trillion. He continued that the equipment will be used to measure hydrocarbons and other compounds which are precursors to ozone. Ms. Carney asked what other chemicals could be measured, and Mr. Hogo answered toxic compounds that are carbon based. In addition, Ms. Carney asked how the equipment will be used when they are not deployed under emergency situations. Mr. Hogo replied that the equipment will be field-tested at various locations near emission sources to determine how low-level pollutant concentrations could be measured. Less than a quorum was present for the discussion of this item; those Committee members who were present communicated their concurrence.
     
  8. Report of RFPs and RFQs Scheduled for Release in August: Rick Pearce stated that this is a standard item with this month's RFPs/RFQs – Provide Technical Support for the AQMD Coachella Valley Meteorological Network; Establish List of Prequalified Vendors for Automotive Service and Repair; and Establish List of Prequalified Vendors for Mailing Services.
     
  9. Ethnic Community Advisory Group Minutes for May 12, 2004: Attached for information are the Ethnic Community Advisory Group minutes for the May 12, 2004.
     
  10. Local Government & Small Business Assistance Advisory Group Minutes for May 14, 2004: Attached for information are the Local Government & Small Business Assistance Advisory Group (LG&SBA) minutes for the May 14, 2004, meeting.
     
  11. Review August 6, 2004, Governing Board Agenda: Dr. Wallerstein stated that there have been a few items added to the agenda, including a set hearing for RECLAIM amendments where the Board may need to conduct additional evaluations of this rule (i.e., special Board meeting), and reissue RFP for demonstration of natural gas vehicle fueling stations. Items of interest are the livestock waste emissions rule and the flaring operations report. Dr. Wallerstein stated that he has been conversing with WSPA on whether this last item should be heard at the August meeting. Lastly, he stated that there are two requests concerning the lack of an Environmental Impact Report for pending permits being issued for a Conoco-Phillips project for ultra-low sulfur diesel installation. In August the Board will determine whether a hearing should be held on this issue. Barbara Baird, District Counsel, stated that if the Board grants a hearing, it will be held as an evidentiary hearing where CBE and the Pipefitters as well as AQMD staff will present testimony, subject to cross-examination, before the Board on issuance of a Negative Declaration instead of an EIR for this project. The Board has discretion whether to grant a hearing. Petitioners are claiming they have a right to a hearing but staff recommends against such a hearing because the Health & Safety Code states the Executive Officer is responsible for issuing permits, the Board does not. If the Board grants a hearing on Regulation XII, a decision will need to be made on CEQA as well. Ms. Carney asked if a response will be prepared for the Board, and Mr. Mieras stated that he will advise the Board on staff's recommended position on this issue. Dr. Wallerstein stated the details of this issue will be discussed at the August 6 Board meeting.
     
  12. Other Business: None.
     
  13. Public Comment: None.

Meeting adjourned at 9:37 a.m.

Attachments

  1. Ethnic Community Advisory Group Minutes for May 12, 2004
  2. Local Government & Small Business Assistance Advisory Group Minutes for May 14, 2004

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