BOARD MEETING DATE: September 7, 2007
AGENDA NO. 13

PROPOSAL:

Add and Delete Positions in FY 2007-08 Budget and Appropriate Funding for Insurance Tracking System

SYNOPSIS:

To provide enhanced oversight of contractor compliance with insurance requirements for Technology Advancement’s Carl Moyer Program projects, this action is to add an Office Assistant position in Administrative and Human Resources and to appropriate funding for an automated insurance certificate tracking system. Also, this action is to add a Systems and Programming Supervisor position in Information Management and to delete a vacant Information Systems Training Specialist position. The cost of these actions, based on current annual top-step salaries and benefits, is approximately $156,763. The fully burdened cost of the Office Assistant position and the automated insurance tracking system, which is approximately $78,950, would be funded by the State’s Carl Moyer Program.

COMMITTEE:

Administrative, July 20, 2007, Recommended for Approval

RECOMMENDED ACTIONS:

1. In Administrative and Human Resources, add an Office Assistant position; in Information Management, delete a vacant Information Systems Training Specialist position and add a Systems and Programming Supervisor position.
2. Appropriate $156,763 from the General Fund, Undesignated Fund Balance: $77,813 to Information Management, Salary and Employee Benefits Major Object; $62,950 to Administrative and Human Resources, Salary and Employee Benefits Major Object; and $16,000 to the Capital Outlays Account in District General for purchase of an automated, customized insurance tracking system. Costs in the amount of $78,950 will be reimbursed from Carl Moyer Program funding.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Technology Advancement administers AQMD’s Carl Moyer Program, under SB 1107 and AB 923, which involves management of a large volume of projects and contracts and annual reports to the State to demonstrate timely implementation of the program. Under the Moyer-funded Fleet Modernization Project, AQMD provides approximately $6 million in funding annually for approximately 100-120 trucks, each under a three-year contract. Additionally, another 80-100 port vehicles are funded per year, each under a five-year contract. Other Moyer projects have contract terms up to 15 years. The terms of these contracts require vehicles to be insured and for AQMD, as lien holder, to be named as co-insured. To contain the significant risk exposure if this insurance requirement is not met, AQMD needs to collect and manage contractor insurance certificates over the terms of these contracts.

With respect to Information Management, the volume of systems development work has increased significantly, in particular with respect to major permit streamlining and PeopleSoft projects and migration to new computers. At the same time, the need for employee computer training has decreased significantly over the years, as most job applicants come with considerable training and experience with computers and current software. As a result, agency needs can be more efficiently met by adding a Systems and Programming Supervisor position and deleting a vacant Information Systems Training Specialist position.

Proposal

This action is to add an Office Assistant position in Administrative and Human Resources to assist the Risk Manager in overseeing contractor compliance with Science and Technology Advancement insurance requirements for Carl Moyer Program projects. This action would also appropriate funding for purchase, through a competitive RFQ process, of an automated customized insurance certificate tracking system for scanning certificate data, tracking certificates, generating automatic letters to contractors with deficient coverage, and providing up-to-the minute exposure reports.

Additionally, this action is to add a Systems and Programming Supervisor position in Information Management to address the high volume of systems development work throughout the agency and to delete a vacant Information Systems Training Specialist position.

Resource Impacts

Based on current Board-approved top-step salaries and benefits, the annual cost of the added Office Assistant position is approximately $62,950, and the cost of a customized insurance certificate tracking system is estimated not to exceed $16,000. The net annual cost to delete an Information Systems Training Specialist and add a Systems and Programming Supervisor is approximately $77,813. Of this $156,763 total cost, the Moyer-related costs, estimated to be approximately $78,950, would be reimbursed from State Carl Moyer Program funds.