BOARD MEETING DATE: October 8, 1999 AGENDA NO. 26




REPORT:

Administrative Committee

SYNOPSIS: 

The Administrative Committee met Friday, September 17, 1999, and reviewed the proposed agenda for the October 8, 1999 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is Friday, October 15, 1999, at 9:30 a.m., in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

Norma J. Glover, Chair
Administrative Committee

Attendance:
Present were Committee Chair Glover, and Committee member Roy Wilson (via videoconference). Absent were Members Hal Bernson, Cynthia Coad, Beatrice LaPisto-Kirtley and Mee Hae Lee.

DISCUSSION ITEMS:

  1. Chairman’s Report of Approved Travel: Barry Wallerstein, Executive Officer, reported on the approved travel of Vice Chairman Norma Glover to Washington, DC, with representatives from the Home Rule Advisory Group to meet with U.S. EPA Assistant Administrator Bob Perciasepe regarding LAER issues. The trip will also include meetings with representatives from the White House, DOE, and various congressional offices.
  1. Approval of Compensation for Board Member Assistant(s): The Committee considered the proposed compensation for Board Member S. Roy Wilson’s Consultant Aurora Tenorio-Kerr, as consultant-employee status for FY 1999-00. Since less than a quorum of Committee Members was present, Dr. Wallerstein recommended this item be forwarded to the full Board at its next meeting rather than wait until the next Administrative Committee meeting.
  1. Out-of-Country Travel: No out-of-country travel to report.
  1. Paperwork Reduction—Consolidated Set Hearing Board Letter: At the request of the Administrative Committee, staff has been reviewing different options to reduce the amount of paper used in the Board and Committee Agenda packages, as well as other paper reduction possibilities. Dr. Wallerstein reported that reducing all pages except the Board letter itself to half size, two to a page, and consolidating "Set Hearing" letters to one advisory letter would achieve approximately a 50% reduction of the volume of a Board agenda package. He presented a condensed version of the July 1999 Board package as an example and explained the steps that were taken to reduce the number of pages in the package:

    1) Currently, for each Set Hearing item, rule language, the staff report, and other attachments are included. Staff indicated that a summary report could be prepared for the rules that are set for hearing, including one or two paragraphs explaining the issues involved. This procedure would be similar to the monthly Report of RFPs and RFQs that no longer require individual Governing Board approval. The bulky staff report and attachments that are currently attached would be eliminated; however, those documents would be available to any Board Member or member of the public requesting them.

    2) All Board letter attachments could be reduced so two pages are printed on 8-1/2" x 11" page. Committee Chairman Glover commented that those documents would be more difficult to read. Dr. Wallerstein agreed that this has been a concern expressed in the past, but was presenting the option to the Board for its consideration.

    3) With regard to the Board packages, Committee Chairman Glover said the volume of information they contained was helpful, especially for the general public. Her concern, with respect to paper reduction, was more directed toward the number of faxes received daily from AQMD and she indicated she would prefer to receive information via e-mail attachments, rather than via fax. Dr. Wallerstein indicated staff will ascertain which Board Members and Assistants wish to receive information via e-mail and begin using this service to reduce the amount of paper distributed to Board Members and Assistants.

    Supervisor Wilson approved of the summary report for the Set Hearings items, with the proviso that the staff reports and other attachments be made available, including on the AQMD website.

    Dr. Wallerstein said the full range of options, including the Committee members' suggestions, will be forwarded to the Board at the October meeting for consideration and possible action.

OCTOBER AGENDA ITEMS

  1. Amend Contract with Mikon Computer Systems, Inc. for New Integrated Financial and Human Resources System: Acting Director of Information Management Chris Marlia reported that on April 10, 1998, the Board awarded a contract for new financial/human resources software (PeopleSoft), hardware and implementation services to Mikon Computer Systems, Inc. The implementation project was not completed when the implementation subcontractor ("The Firm") walked off the site on June 25, 1999. Staff recommends amending the agreement with Mikon Computer Systems to increase funding by $82,300 to complete implementation and also adding PeopleSoft Support Group and DataStudy Inc. to the list of prequalified vendors for post-implementation PeopleSoft Support. Dr. Wallerstein added that, as noted in the Board letter and as directed by the Board, staff is pursuing litigation against the original subcontractor to recover all damages caused by their failure to implement the project. Mr. Marlia said that the budgeted funds for post-PeopleSoft implementation support would be used for this effort. Finally, Dr. Wallerstein noted that since PeopleSoft is the manufacturer of the software, staff is confident they can complete the implementation. Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.
  1. Establish List of Prequalified Providers of Temporary Employment Services: Eudora Tharp, Acting Director of Administrative and Human Resources Services, informed the Committee that this item is routinely brought to the Board every two years to approve the list of temporary employment services providers as prequalfied to provide these services, as needed, through June 30, 2001. Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.
  1. Establish Lists of Prequalified Counsel to (1) Represent the AQMD in Environmental Law Litigation; (2) Represent and Advise the AQMD Hearing Board; and (3) Represent the AQMD in Tort Liability Litigation: Barbara Baird, District Counsel, reported that this action is to establish three lists of pre-qualified counsel; one to represent the AQMD in environmental law litigation, one to represent the AQMD Hearing Board in environmental areas, and one to represent the AQMD in tort liability litigation. The Hearing Board is appointed by the Governing Board to hear permit appeals and variances. Ms. Baird explained that staff is proposing to establish two lists, one for the AQMD and one for the AQMD Hearing Board, of prequalified outside counsel with expertise in environmental law and related issues. For the AQMD, the firms ranked number one and three were selected: Shute, Mihaly & Weinberger and Best, Best & Krieger. For the AQMD Hearing Board, the firms ranked two and four were selected: Strumwasser & Woocher and Myers, Widders, Gibson & Long. It is also proposed to establish a list of prequalified counsel having expertise in general liability matters consisting of the two top scoring firms: Dunbar & Associates and Jackson & Lewis, each with slightly different expertise although both are highly qualified. Hearing Board attorney member Laurine Tuleja and AQMD Sr. Deputy District Counsel Gloria White-Brown served on the selection panel for the environmental law RFP and were present to respond to any questions. Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.
  1. Recognize, Appropriate and Reallocate Funds for PAMS Program: Mel Zeldin, Assistant Deputy Executive Officer in Science & Technology Advancement, reported that EPA has provided Section 105 grant funds to AQMD for the seventh year of the PAMS air monitoring network program. This action is to: 1) recognize $854,953 for the seventh year of the program and appropriate these funds to the FY 1999-00 Budget, and 2) recognize, appropriate and reallocate $669,952 from the fourth, fifth and sixth years, which was unexpended, to the FY 1999-00 Budget for the PAMS program.

    In response to Committee Chairman Glover’s concern regarding whether AQMD is receiving appropriate funding from EPA from the 103 Grant, Mr. Zeldin assured the Committee that funding has been allocated for the PM2.5 Program. He explained that the PAMS Program is under a Section 105 Grant, which is a matching grant. AQMD typically provides the staff resources and EPA provides the funds for the operating equipment and equipment maintenance. Dr. Wallerstein agreed that the agency has received funds for the PAMS and PM2.5 programs; however, other programs have not received sufficient federal funding through the subvention process. For example, Title V and LAER implementation require a tremendous amount of staff resources.

    Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.

  1. Recognize, Appropriate and Reallocate Funds for PM2.5 Program: Mr. Zeldin reported that this program is fully funded by EPA under the 103 Grant Program. This action is to: 1) recognize $31,670 additional funds for the PM2.5 program upon receipt, and appropriate these funds to the FY 1999-00 Budget; and 2) recognize, appropriate and reallocate $562,761, which were unexpended, to the FY 1999-00 Budget for the PM2.5 program. Mr. Zeldin noted significant additional funding is expected to continue the program through the year 2000. Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.
  1. Appropriate and Reallocate Funds for Children’s Health Study: Mr. Zeldin said that AQMD assumed operation of four ARB monitoring sites and enhanced three existing sites as part of the Children’s Health Study. This action is to appropriate and reallocate $109,528 of ARB funds, which were unexpended, to the FY 1999-00 Budget. Mr. Zeldin pointed out that the amount stated is not the figure that will be indicated in the final Board letter since that amount is still being determined. He estimated it would be about $15,000 less, since that approximate amount has been expended. Normally the funds are allocated on an annual basis. Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.
  1. Recognize and Appropriate Grant Funds from EPA for Boiler Tune-Up Outreach Program: LaRonda Bowen, Public Advisor, informed the Committee that this request is for the Board to recognize and appropriate $100,000 in grant revenue from the U.S. EPA for a Boiler Tune-up Outreach Program. The goal of the program is to measure the effectiveness of education and outreach in reducing air emissions. Program participants include the Small Business Assistance Programs in California, Hawaii, Nevada, and Arizona, as well as EPA Region IX, CARB, and private sector representatives. The project manager is the SCAQMD. Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.
  1. Report of RFPs and RFQs Scheduled for Release in October: Nancy Covey, Contracts Manager, reported that one RFP is scheduled for release which is for short- and long-term systems development and maintenance support in Information Management.

    Dr. Wallerstein advised that one additional RFP will be added to the report. Staff has had discussions with Western States Petroleum Association regarding modifications that will be required at their refineries to replace MTBE in accordance with the Governor’s Executive Order. An RFP will be issued for consultants to assist AQMD in the preparation of CEQA documents. Those documents will be necessary for the permitting process to move forward for the MTBE replacement and comply with the schedule requested by the Governor.

    Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.
  1. Approve Classification and Salary Recommendations and Add and Delete Positions: Ms. Tharp reported that AQMD has not conducted a systematic review of its classification and salary levels for over a decade. During that time period the District underwent two major reorganizations and downsized significantly, which has had an impact on the duties and responsibilities of the remaining positions. This is the first in a series of recommendations that is expected to be brought to the Board with respect to changes in different areas of the organization. Ms. Tharp explained the recommended actions regarding establishing new classifications, revisions to classification specifications, deletion of two vacant positions, and reclassification recommendations. Dr. Wallerstein added that these recommendations include several requests from the MSRC, which are funded in the MSRC annual budget. Committee Chairman Glover asked if staff was aware of the letter from Mayor Loveridge concerning staffing needs, which needs to be addressed. Dr. Wallerstein responded that both he and Carol Coy, Deputy Executive Officer of Engineering and Compliance were aware of the letter. Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.
  1. Review October 8, 1999 Governing Board Agenda: Dr. Wallerstein informed the Committee of the following changes to the draft agenda:

    ADDITIONS:

    • Make Findings Regarding Board Member Assistant/Consultant (Budget/Fiscal Impact), as discussed by the Committee under Item #2.

    • Status Report on Paperwork Reduction Efforts (Consent Calendar), as discussed by the Committee under Item #4.

    CLARIFICATION:

    • #2165 Technology Committee (Technology Committee did not meet in September.)

  1. Other Business: 

     

     

  1. Public Comment: None.

    Committee Chair Glover adjourned the meeting at 10:18 a.m.

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