LEGISLATIVE COUNCIL  July 8, 2003 1. ROLL CALL  The Legislative Council meeting was called to order at 10:16 am by Senator nd Taylor, Chairman, Legislative Council, in the Anchorage 2 Floor Conference Room and via teleconference. The roll was taken. In attendance were Council members: Taylor (via teleconference), Dyson, Ogan (via teleconference), Ben Stevens, Masek (via teleconference), Rokeberg, Stoltze, Lincoln and Berkowitz. Absent members were: Therriault, Cowdery, Kott, Coghill and Weyhrauch. Staff present were: Varni, Bannister, Collins, Clothier, Ford, Huber, Price and Schofield. 2. APPROVAL OF APRIL 23, 2003 AND MAY 23, 2003 MINUTES  Senator Ogan moved the minutes of April 23, 2003 and May 23, 2003 meetings be approved. YEAS: Taylor, Dyson, Ogan, Ben Stevens, Masek, Rokeberg, Stoltze, and Berkowitz NAYS: None ABSENT: Therriault, Coghill, Kott, Lincoln and Weyhrauch With no objection the motion was approved.   3. LATE TRAVEL REIMBURSEMENT REQUEST - REPRESENTATIVE  MIKE CHENAULT  Senator Ogan moved for approval of Representative Chenault late per diem. Pam Varni, Executive Director, Legislative Affairs Agency, presented a memorandum from Representative Chenault requesting travel per diem from November, June, and December. The request amount is $3,780.16. Discussion followed. Senator Lincoln joined meeting. Senator Lincoln requested a copy of the policy, and asked that copies be sent to all legislative offices showing where it states the time limit to submit per diem requests to Legislative Council, and a history of the late per diem policy. Discussion followed. Representative Berkowitz moved to not include the Calgary trip (page 2 of the request) in the reimbursement of Representative Chenault late travel per diem request. Discussion followed. YEAS: Taylor, Masek, and Berkowitz NAYS: Dyson, Ogan, Ben Stevens, Lincoln, Rokeberg and Stoltze ABSENT: Therriault, Coghill, Kott and Weyhrauch Motion failed 6 to 3. Representative Stoltze moved that Legislative Council approve all pages of the late travel reimbursement for Representative Chenault. YEAS: Taylor, Dyson, Ogan, Ben Stevens, Lincoln, Masek, Rokeberg Stoltze and Berkowitz NAYS: None ABSENT: Therriault, Coghill, Kott and Weyhrauch With no objection the motion was approved. Discussion followed. Representative Berkowitz would like the Legislative Affairs Agency to look into the travel cost to Calgary and report back to him. 4. IT SUBCOMMITTEE REPORT AND PLAN APPROVAL    Representative Stoltze moved that Legislative Council approve the IT Subcommittee three-year plan. Discussion followed. Pam Varni, Executive Director, Legislative Affairs Agency, stated that the 3-year plan didn't approve any funds, it just sets out the Agency mission statement and informs the Legislature on what type of desktop hardware and software the Agency is using. The 3-year plan also gives recommendations the Agency would like to see implemented. For example, how many computers will be cycled out and replaced. This written plan would be brought before Legislative Council every year. Also, the 3-year plan would assist the Data Processing Section in having a plan and policy set forth. Curt Clothier, Data Processing Manager, stated that there was nothing binding in the 3-year plan or any expenditures, it merely was an informational document for the Legislative Council as well as the user. Mr. Clothier affirmed it's a tool that Legislative Council can make comments on and the policy also helps the Data Processing Section in directing IT support efforts in the future. Mr. Clothier further stated the IT Resources Policy was last updated April 26, 2001. Since that time, software versions have changed and have been updated. The IT Resources Policy also includes procurement guidelines and standards for laptop computers that were never placed in the IT Resource Policy before and additionally puts language in the Resource Policy to assist legislators with their laptop computers and gives legislators access to the network. Discussion followed. Senator Stevens objected to Section 5, on page 5. Representative Masek moved that the 3-year plan be moved to the next Legislative Council meeting agenda. Discussion followed. Senator Lincoln requested that a page showing the estimate for costs to complete the task outlined on page 5 be presented at the next Legislative Council meeting. Chairman, Senator Taylor requested that information be shared with all members. YEAS: Taylor, Dyson, Ogan, Ben Stevens, Lincoln, Masek, Rokeberg Stoltze and Berkowitz NAYS: None ABSENT: Therriault, Coghill, Kott and Weyhrauch With no objection the motion was approved. Representative Masek moved for approval of the IT Resource Policy. YEAS: Taylor, Dyson, Ogan, Ben Stevens, Lincoln, Masek, Stoltze and Berkowitz NAYS: Rokeberg ABSENT: Therriault, Coghill, Kott and Weyhrauch Motion passed 8 - 1. 5. APPROVAL OF CAPITAL PROJECTS  Pam Varni, Executive Director, stated that the Legislature and Governor approved $405,000 in the capital budget for security cameras, generator upgrades, and upgrading and replacement of elevators and fire alarms. Ms. Varni, requested approval for the solicitation, award and expenditure for these projects. Representative Masek moved that Legislative Council approved the solicitation, award and expenditure for legislative capital projects not to exceed $405,000. Discussion followed. Senator Lincoln moved to amend Representatives Masek's motion from $405,000 to $345,00 for the approval of the solicitation, award and expenditure for legislative capital projects. Discussion followed. YEAS: Lincoln and Berkowitz NAYS: Taylor, Dyson, Ogan, Ben Stevens, Rokeberg, Masek and Stoltze ABSENT: Therriault, Coghill, Kott and Weyhrauch Motion failed 7 - 2. Representative Masek moved that Legislative Council approved the solicitation, award and expenditure for legislative capital projects not to exceed $405,000. YEAS: Taylor, Dyson, Ogan, Ben Stevens, Rokeberg and Masek NAYS: Lincoln, Stoltze and Berkowitz ABSENT: Therriault, Coghill, Kott and Weyhrauch Senator Lincoln requested that the record reflect the reason for her no vote was because the above three expenditures were estimates and not exact figures for the capital projects. Motion failed 6 - 3. 6. COUNCIL OF STATE GOVERNMENTS 2004 CONFERENCE UPDATE  Pam Varni, Executive Director, informed Legislative Council that the Host Committee had several meetings and staff gave various committee reports. Linda Perry-Shafer from the Office of the Governor, spoke on pulling in the Executive Branch involvement, especially since Governor Murkowski is President-Elect and will be President during the 2004 Conference. The conference dates are set for September 24 - 29, 2004 in Anchorage. Ms. Varni, stated that three Delaware Legislators and CSG staff will visit Anchorage on August 18 - 19, 2003. Delaware will host the CSG Meeting in 2005 and are visiting the Anchorage site because they will be having an event during the Anchorage conference. Ms. Varni, also updated Legislative Council on the Pittsburgh Conference which will be held October 23 - 26, 2003. Ms. Varni, further stated Alaska will have an exhibit booth and will be hosting a reception and entertainment one night in Pittsburgh. 7. APPROVAL OF 'REQUEST FOR PROPOSAL' FOR ANCHORAGE  OFFICE SPACE - EXECUTIVE SESSION  Representative Stoltze moved that Legislative Council go into Executive Session under Uniform Rule 22(B)(3) discussion of a matter that may, by law, be regarded to be confidential. Representative Rokeberg objected for discussion purposes. The current landlord had a presentation for the Council. Discussion followed. YEAS: Taylor, Dyson, Ogan, Rokeberg, Masek and Stoltze NAYS: Lincoln and Berkowitz ABSENT: Therriault, Coghill, Ben Stevens, Kott and Weyhrauch Motion failed 6 - 2. Bob Acree, Landlord for the current Anchorage legislative office space made an unsolicited offer to the Council. He asked Council to utilize AS 36.30.083 and extend our current lease up to a maximum of 10 years. Mr. Acree furnished additional background information in regards to his current and new proposed offer for the Anchorage office space. Discussion followed. Representative Stoltze moved that Legislative Council move into Executive Session to review the draft RFP proposal package and other Legislative Council interests and to hear legal counsel. YEAS: Taylor, Ogan, Dyson, Ben Stevens, Rokeberg, Masek, Stoltze and Lincoln NAYS: None ABSENT: Therriault, Berkowitz, Coghill, Kott and Weyhrauch With no objection the motion was approved. Legislative Council came out of Executive Session. Representative Stoltze made a motion to issue the RFP for the Anchorage office space as amended. YEAS: Taylor, Ogan, Ben Stevens, Rokeberg, Masek, Berkowitz, Stoltze and Lincoln NAYS: None ABSENT: Therriault, Dyson, Coghill, Kott and Weyhrauch With no objection the motion was approved. A lease extension under AS 36.30.083 was not approved because the current one-year agreement was entered into under Sec. 040 and was not competitively bid. 8. OTHER BUSINESS  Representative Masek moved that Legislative Council approve the solicitation, award and expenditure not to exceed $35,000 for the extension of the DHL contract. YEAS: Taylor, Ogan, Ben Stevens, Rokeberg, Masek, Stoltze, Berkowitz and Lincoln NAYS: None ABSENT: Therriault, Coghill, Kott, Dyson and Weyhrauch With no objection the motion was approved. Representative Stoltze requested that Ms. Varni, send a memorandum to all legislative staff reminding them that they need to display correct Alaska license plates per Alaska Statute 28.10.121. The meeting was adjourned at 12:38 pm.