BOARD MEETING DATE: September 9, 2005
AGENDA NO. 25

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, July 15, 2005, and reviewed the proposed agenda for the September 9, 2005, Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, September 9, 2005 immediately following the Governing Board meeting, in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

S. Roy Wilson, Vice Chair
Administrative Committee

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

ACTION/DISCUSSION ITEMS:

1. Board Members’ Concerns: None.
    
2. Chairman’s Report of Approved Travel: None.
    
3. Approval of Compensation for Board Member Assistant(s): None.
    
4. Report of Approved Out-of-Country Travel: Dr. Wallerstein stated that Cynthia Verdugo-Peralta is traveling to London, England on October 1-6, 2005, to attend the 9^th Grove Fuel Cell Symposium. The organizer is paying the airfare and hotel costs.
    
   Dr. Wallerstein requested, with Dr. Burke's approval, that a staff member travel to Europe to attend a nano particle conference and meet with developers of new technology related to the use of particulate filters regarding locomotives. CARB's current efforts are to review the use of particulate filters on locomotives and their Technology Advancement Office is working with General Electric to coordinate efforts on interstate particulate trap development and demonstration to be used on a retrofit basis on new locomotives; Dr. Wallerstein stated he would therefore like staff to acquire a better understanding of issues related to public policy on this issue.

SEPTEMBER AGENDA ITEMS:

5. Amend Contract for Legislative Representation in Sacramento, CA: This item was also reviewed at the July 15, 2005, Legislative Committee meeting. Moved by Carney, seconded by LaPisto-Kirtley; unanimously approved.
    
6. Recognize, Appropriate and Reallocate Funds for PAMS, PM2.5, Special Toxics Study, and Execute Contract to Purchase Laboratory Equipment for PAMS and PM2.5 Programs: Henry Hogo, Asst. DEO/Technology Advancement Office, stated that this item is to recognize funds from U.S. EPA for the on-going PAMS and PM2.5 programs. Since actual funds for the 13^th year PAMS program were not received in FY 2004-05, a significant portion of the funds were not spent and this action is to appropriate unspent, unbudgeted funds and recognize revenue upon receipt of the award. In addition, this action is to recognize unspent funds for the PM2.5 and the Special Monitoring Study (slated for the first quarter of the current fiscal year). Staff is also requesting to issue purchase orders for two instruments for the laboratory--a gas chromatograph/mass spectrometer and carbon analyzer, which were discussed with and approved by U.S. EPA. Moved by Carney, seconded by Wilson; unanimously approved.
    
7. Amend Printing Equipment Lease: Eudora Tharp, Asst. DEO/Administrative & Human Resources, stated that in April the Board extended the lease for print shop equipment to permit staff to seek a new cost-effective lease for both printing equipment and walk-up floor copiers. However, the cost for replacing copiers was not included in the current budget. Because of the frequency of breakdowns, it is no longer efficient to try to maintain these 7- to 14-year old copiers. As a consequence, staff requests an additional extension of the lease to allow negotiation of a cost-effective printing equipment-copier lease. Ms. Carney asked if the print shop uses the low-emitting equipment. Ms. Tharp stated that it is difficult to obtain emissions information, but noted that the new RFP requests equipment manufacturers to provide data on emissions that can be used in evaluating proposals. Dr. Wallerstein said that rules staff would assist with evaluating equipment emissions. Moved by Carney, seconded by Wilson; unanimously approved.
    
8. Adopt Resolution Amending Expense Reimbursement Limit for Hearing Board Members and Alternates: Ms. Tharp stated that existing policy allows reimbursement to Hearing Board members for travel, meal, and lodging expenses when performing official duties. The current expense limit of $4,000 was set a decade ago. Given increases in costs, especially for gasoline, staff recommends increasing the annual limit to $5,500. Dr. Wallerstein added that this change would be retroactive to the beginning of this calendar year to allow reimbursement of costs for one member who had exceeded the limit provided that legal staff concurs with this change. Ms. Carney asked how expenses are incurred, and Ms. Tharp explained that Hearing Board members regularly travel to hearings at headquarters and occasionally have off-site training that involves lodging and meal expenses. Ms. LaPisto-Kirtley asked where the Board members reside, and Saundra McDaniel, Clerk of the Board, answered that one traveling farthest lives in Thousand Oaks and that meetings are three times a week. Dr. Wallerstein noted that AQMD is fortunate to have a physician who is willing to make this kind of commitment. Ms. LaPisto-Kirtley wanted to ensure documentation is provided to ensure reimbursement is for actual costs, and Ms. Tharp indicated Board members must follow the same procedures for filing receipts that apply to employees. Dr. Wallerstein added both he and the Board Chair approve attendance for off-site meetings and conferences. Rick Pearce, Chief Financial Officer, stated that mileage is reimbursed at the IRS-established rate, which has increased substantially over the years, currently being $.405 per mile. Supervisor Wilson concurred with the recommendation, noting increases in costs. Moved by Wilson, seconded by Carney; unanimously approved.
    
9. Audit Report of AB 2766 Fee Revenue Recipients for FYs Ending June 30, 2002 and 2003 and Set Public Hearing October 7, 2005 Regarding Final Resolution of Unresolved Audit Findings and Recommendations: Mr. Pearce explained that state law requires that AQMD select an auditor every two years to audit the use of AB 2766 program moneys with this being the 6^th biennial audit. AQMD's use of AB 2766 money was audited with no findings. He explained in detail the number of contracts, cities and local governments audited, along with Council of Governments' (COG) money which is passed through from COG member cities. Based on the responsiveness of the various entities, it is unlikely that there will be a public hearing at the October 7 Board meeting. Ms. Carney asked whether, in the event that any money is misspent, the money is returned to AQMD. Mr. Pearce answered that the entity reimburses the respective fund and the auditors ensure the moneys are reimbursed. Staff is requesting this item be forwarded to the September 9 Board meeting for approval. Moved by Carney, seconded by LaPisto-Kirtley; unanimously approved.
    
10. Revise Procurement Policy and Procedure: Mr. Pearce stated this item has been postponed to the October 7, 2005 Governing Board meeting.
     
11. Report of RFPs and RFQs Scheduled for Release in September: Mr. Pearce stated the following RFPs are scheduled for release: Obtain Technical and Functional Support for Upgrading PeopleSoft HRMS/Payroll Management System Software, Lease Printing Equipment and Copiers, and Investment Consultant Services.
     
12. Recommendation to Approve Local Government & Small Business Advisory (LG&SBA) Group Member: Pompom Ganguli, Public Advisor, stated that approval of a new member for LG&SBA is being requested—Eric Busch, Councilmember of El Segundo, from the South Bay Cities COG. Moved by Carney; seconded by LaPisto-Kirtley; unanimously approved.
     
13. Ethnic Community Advisory Group Minutes for May 11, 2005: Attached for information are the Ethnic Community Advisory Group minutes for the May 11, 2005 meeting.
     
14. Review September 9, 2005, Governing Board Agenda: Dr. Wallerstein stated that the rules for refinery flares and cement manufacturing operations will be postponed. Also, a set hearing for Reg. XXV on railroad operations is being scheduled in the near future. He stated that there is an urgent need for BP settlement money to be used for the dry cleaner conversion fund which has been depleted, and this item will be added to the agenda.
     
    Regarding the public hearing items – the more controversial item is Rule 1401.1 – Requirements for New and Relocated Facilities Near Schools – which has enhanced risk requirements for siting near existing schools. Dr. Wallerstein stated that environmental groups are seeking a more stringent rule regarding potential exposure.
     
    Mr. Hogo explained that proposed amendments to Rules 1186.1 and 1196 will extend sunset dates for an additional year, for affected fleet operators to request an exemption to purchase non-rule compliant vehicles if there is no alternative fueling station within a 5-mile radius of vehicle storage or maintenance yards. Moved by Carney; seconded by LaPisto-Kirtley; unanimously approved.
     
15. Other Business: Ms. LaPisto-Kirtley suggested separating Local Government and Small Business Assistance into two groups to invite more participation from local government. Ms. Carney suggested there be dialog regarding appropriate mechanisms for local government to have more participation in the work of this agency. Dr. Wallerstein recommended this item be added to the next Administrative Committee agenda for discussion and consideration.
     
    Dr. Wallerstein said the first hydrogen-fueled Toyota Prius has been delivered, having a gas-powered engine converted to run on hydrogen. Five vehicles will be received later this year to be distributed to five cities, and will be on display for Board members at the September Board meeting.
     
    Supervisor Wilson asked what the status is on the fueling stations. Mr. Hogo answered that a couple of cities are getting fuel provided to them and will be operable shortly. Dr. Wallerstein suggested an update of the hydrogen strategy be made at the next Mobile Source Committee meeting.
     
16. Public Comment: John Billheimer, Enviro-Reality, stated that Small Business has four members, with two serving long-serving individuals who are shortly ending their terms. He raised the question of whether mentors are in place to groom newcomers.

Meeting adjourned at 9:50 a.m.

Attachments (DOC* 43kb)

Ethnic Community Advisory Group Minutes for May 11, 2005

*

/ / /