BOARD MEETING DATE: May 6, 2005
AGENDA NO. 28

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, April 8, 2005, and reviewed the proposed agenda for the May 6, 2005, Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, May 13, 2005, at 9:00 a.m. in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

William A. Burke, Chair
Administrative Committee

Attendance: Present were Committee Chair William Burke and Vice Chair Roy Wilson (via videoteleconference). Present at AQMD were Committee Members Jane Carney and Ronald Loveridge. Member Beatrice LaPisto-Kirtley was absent.

ACTION/DISCUSSION ITEMS:

1. Board Members’ Concerns: Jane Carney suggested the September 2 Governing Board meeting be rescheduled due to the long-holiday weekend, and Dr. Burke recommended staff review and reschedule the meeting in September.
    
2. Chairman’s Report of Approved Travel: Dr. Wallerstein stated that Supervisor Wilson testified on behalf of AQMD regarding the Romero bill in the Senate Environmental Quality Committee on April 4, 2005, in Sacramento, CA, which passed.
    
3. Approval of Compensation for Board Member Assistant(s): None.
    
4. Report of Approved Out-of-Country Travel: Dr. Wallerstein stated that Joe Cassmassi, Sr. Meteorologist, has been invited by the government of Portugal to conduct training on modeling/meteorology issues from June 20 to July 2, 2005. Travel, lodging, and conference fees will be paid by the government of Portugal.

MAY AGENDA ITEMS:

5. Execute Sole Source Contract with Los Angeles County Agricultural Commission Department of Weights and Measures for Gasoline Vapor Recovery Inspections and Testing: Carol Coy, DEO/Engineering & Compliance, explained that staff is recommending approval of a contract in the amount of $70,000 with L.A. County Weights & Measures to augment AQMD's service station inspections. For the 2004 calendar year, 773 air quality facility inspections were completed by Weights and Measures staff during the normal county inspections, which increases the AQMD presence at stations and has significantly improved the level of compliance from 80 to 94% through this joint participation. Stationary Source Committee suggested staff contact the other three counties to determine whether they would be interested in a similar type of contract arrangement; staff is currently following up on this request. Moved by Wilson; seconded by Carney; unanimously approved.
    
6. Adopt Resolution Adopting Records Retention Policy and Records Retention Schedule: Barbara Baird, Principal Deputy District Counsel, stated that staff is requesting Board approval for adoption of a revised records retention policy and records retention schedule. Public agencies are required to specify the type of records to be retained, the time frame, and what may be destroyed. The revised policy defines electronic storage as the preferred means of long-term storage instead of documents being kept permanently, which will decrease the vast amount of documents stored off-site and ultimately be a cost savings for AQMD. Permanent records are now primarily categorized as permit and enforcement related. Moved by Loveridge; seconded by Carney; unanimously approved.
    
7. Revise Public Records Act Implementation Guidelines: Chris Marlia, Asst. DEO/Information Management, stated the guidelines were last revised in 2001, but due to changes in law and the 2003-04 EJ work plan adopted in September 2003, further review of the public records policies was requested. A working group was established; their comments were incorporated into the proposed guidelines, and they also suggested information be made more accessible to the public. Staff is requesting approval of the revised guidelines. Moved by Loveridge; seconded by Wilson; unanimously approved.
    
8. Amend Contracts to Provide Short- and Long-Term Systems Development and Support Services: Mr. Marlia stated this item is to add $95,000 for systems development for outsourcing contracts which is done periodically. Moved by Loveridge; seconded by Carney; unanimously approved.
    
9. Approve Contract Extension with U.S. Department of Defense to Demonstrate Feasibility of Measuring Low-Level Pollutant Concentration: Henry Hogo, Asst. DEO/Science & Technology Advancement, stated that AQMD has received an award from the Department of Defense (DOD) to conduct additional field demonstration of instructments to measure low-level pollutant criteria. The award of $876,000 would agument an existing contract with U.S. DOD. Staff is requesting approval of an extension of this contract to conduct additional field instrumentation testing. Staff will bring to the Board early next fiscal year with a specific work plan and budget. Moved by Carney; seconded by Wilson; unanimously approved.
    
10. Report of RFPs and RFQs Scheduled for Release in May: Dr. Wallerstein, reported that an RFP – Proposal to Hire Outside Counsel – will be issued for District Counsel for litigation purposes and also for the Hearing Board.
     
11. Ethnic Community Advisory Group Minutes for February 9, 2005: Attached for information are the Ethnic Community Advisory Group minutes for the February 9, 2005, meeting.
     
12. Local Government & Small Business Assistance Advisory Group Minutes for February 11, 2005: Attached for information are the Local Government & Small Business Assistance Advisory Group (LG&SBA) minutes for the February 11, 2005, meeting.
     
13. Review May 6, 2005, Governing Board Agenda: Dr. Wallerstein stated that the May Board meeting will be lengthier as two items have been carried over from the last Board meeting, including proposed Rule 1401.1 related to protective requirements for new or relocated facilities siting near existing schools, as well as amendments made to RECLAIM.
     
    Dr. Wallerstein commented that Dr. Burke received a letter from Senator Dunn regarding a pending permit being issued to a plating business located across the street from an elementary school. Dr. Wallerstein stated this item was just brought to his attention without prior notification of meetings held with parents of students attending the school and Senator Dunn's staff, but he will review how this issue relates to existing plating rules and other regulations to address the situation. Dr. Wallerstein stated that he will be visiting Senator Dunn personally to discuss this issue and has asked staff to hold off on issuing the permit until all the facts have been determined.
     
14. Other Business: None.
     
15. Public Comment: None.
     

Meeting adjourned at 9:17 a.m.

Attachments

1. Ethnic Community Advisory Group Minutes for February 9, 2005
2. Local Government & Small Business Assistance Advisory Group Minutes for February 11, 2005

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