BOARD MEETING DATE: July 13, 2007
AGENDA NO. 22

REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met on Friday, June 8, 2007, and reviewed the proposed agenda for the July 13, 2007 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is scheduled on Friday, July 20, 2007 at 9:00 a.m. in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

S. Roy Wilson, Vice Chair
Administrative Committee

Attendance: Present at AQMD were Jane Carney and Dennis Yates. Vice Chair Roy Wilson attended by videoconference, and then by teleconference. Committee Chair William A. Burke and Ronald Loveridge were absent.

ACTION/DISCUSSION ITEMS:

1. Board Members’ Concerns: None.
    
2. Chairman’s Report of Approved Travel: Supervisor Wilson stated that Tonia Reyes Uranga served as a moderator at the California Contract Cities Association Seminar in Indian Wells, CA on May 17-20; he (Roy Wilson) will attend the California Fuel Cell Partnership Steering Team meeting in Lake Arrowhead, CA on June 18-20; and Ms. Reyes Uranga will be attending the Air Quality Institute Briefing scheduled for Congressional members and their staff in Washington, DC on June 24-26.
    
3. Approval of Compensation for Board Member Assistant(s): None.
    
4. Report of Approved Out-of-Country Travel: None.
    
5. Presentation on Draft Media Office Workplan for July-December 2007: Sam Atwood, Media Office Manager, reintroduced Scott Smith from Westbound Communications, which the Committee approved for media outreach work. Mr. Smith thanked the Committee for selecting his firm and stated that Westbound Communications has three strategies to promote regarding the leaf blower program: (1) public service announcements and paid advertising on the radio using the slogan "What Wakes You Up in the Morning;" (2) Distributing flyers at nurseries, lawnmower service shops, and public dumps; and (3) Media relations using Spanish-speaking morning radio and possibly TV coverage to promote this program. Mr. Yates suggested contacting homeowners' associations or city contacts regarding commercial lawnmowing contracts. He also asked whether a relationship with Home Depot has been established for this program. Chung Liu, DEO/Technology Advancement Office, stated that last year's outreach was accomplished by staging one major event with a low dollar amount where the registration for this program was filled up in a relatively short period of time. Dr. Liu also stated that the actual leaf blower dealership is the party with whom staff worked. Mr. Atwood stated his office will utilize Westbound Communications for other programs, including the HEROS (High Emitting Repair or Scrap) Program related to remote sensing, which has begun on freeways at various on-ramps. Since the Orange County Register ran a story regarding this issue, more media attention will be drawn to this program. Mr. Atwood stated that key image messages will be prepared regarding remote sensing so that residents are aware that this program is voluntary. Ms. Carney commented that she liked Westbound Communication's ideas related to outreach.

Lost videoconference connection from 9:23 – 9:31; Supervisor Wilson connected via teleconference.

JULY AGENDA ITEMS:

6. Execute Sole Source Contract for One-Year Service Agreement for AQMD On-line Legal Research Service: Kurt Wiese, District Counsel, stated, on Peter Mieras' behalf, that this item was to contract for database services from LexisNexis at a flat rate service of $25,000 per year for 17 licenses. Moved by Carney; seconded by Yates, and unanimously approved.
    
7. Issue RFP for Administrative Assistance in Organizing Health Effects Related to Air Quality Conferences: Chung Liu, DEO/Science & Technology, stated that staff is proposing two health related conferences—Air Toxics to highlight MATES III and an International Asthma Conference on Ultrafine Particulates and Goods Movement & Ports. This item is to request approval to secure a consultant to organize the two conferences. Ms. Carney asked when the MATES Study would be released, and Dr. Liu answered that the modeling aspect is being completed, and the MATES report should be released by the end of this year. Moved by Carney; seconded by Yates, and unanimously approved.
    
8. Execute Sole Source Contract for Three-Year Maintenance and Service Agreement for AQMD Headquarters Energy Management System: Eudora Tharp, Asst. DEO/Administrative & Human Resources, stated that staff is seeking approval for a three-year service agreement with Siemens for the building's energy management system, which includes the software and hardware to operate heating, ventilation, and air conditioning. This is a sole source contract since both hardware and software are proprietary and Siemens controls sale of both parts and service. Moved by Yates; seconded by Carney, and unanimously approved.
    
9.  Appropriate Funds for Headquarters Refurbishment and Issue RFP: Elaine Chang, DEO/Planning, Rules & Area Sources, stated that this item will be postponed one month.
    
10. Report on Major Projects for Information Management Scheduled to Start During First Six Months of 2007-08: Chris Marlia, Asst. DEO/Information Management, stated that staff is requesting approval and funding for the next six months in FY 2007-08 related to several significant items listed. Moved by Yates; seconded by Carney, and unanimously approved.
     
11. Authorize Purchase of PeopleSoft, Oracle and LibertyNet Software Support: Mr. Marlia explained that staff is requesting approval of standard items related to database software using PeopleSoft, Oracle, and LibertyNet. Ms. Carney asked if AQMD actually receives a high quality of service from these database services, and Mr. Marlia answered that good service is provided by all. Moved by Carney; seconded by Yates, and unanimously approved.
     
12. Authorize Purchase of Off-Site Storage and Destruction Services: Mr. Marlia explained that staff is requesting approval of contracts to purchase off-site storage and destruction services for paper records and microfiche, and off-site storage service for paper records and nightly back-up tapes for one year based on a Records Retention Policy implemented in 2005. Moved by Yates; seconded by Carney, and unanimously approved.
     
13. Ethnic Community Advisory Group Minutes for April 11, 2007: Attached for information are the Ethnic Community Advisory Group minutes for the April 11, 2007 meeting.
    
14. Recommend Appointments to Local Government & Small Business Assistance Advisory Group Membership: Anupom Ganguli, Asst. DEO/Public Affairs, stated staff is requesting approval to three new appointments to the Local Government & Small Business Advisory Group—Barbara Hanna (local government), James Krausz (general public), and Felipe Aguirre (local government). Moved by Carney; seconded by Yates, and unanimously approved.
     
15. Local Government & Small Business Assistance Advisory Group Minutes for April 20, 2007: Attached for information are the Local Government & Small Business Assistance Advisory Group Minutes for April 20, 2007.
     
16. Report of RFPs and RFQs Scheduled for Release in July: Rick Pearce, Chief Financial Officer, stated that the following RFPS – Purchase Phone System Upgrade, Establish List of Pre-qualified Vendors for Mailing Services, and Establish List of Pre-qualified Vendors for Automotive Service and Repair—is being requested for approval. Moved by Carney; seconded by Yates, and unanimously approved.
     
17. Review July 13, 2007 Governing Board Agenda: Dr. Chang stated that the item titled Adopt 2007 Final AQMP Transportation Conformity Budgets will have its synopsis modified to include two options related to SCAG's goods movement control measures pending their outreach effort; and to confirm the transportation conformity budget. Supervisor Wilson asked if Rule 1309.1 still had 6 options to be approved, but Dr. Chang stated only one option is available now. Moved by Yates; seconded by Carney; and unanimously approved.
     
18. Other Business: None.
     
19. Public Comment: None.

Meeting adjourned at 9:46 a.m.

Attachments (EXE 80.5kb)

– Ethnic Community Advisory Group Minutes for April 11, 2007
– Local Government & Small Business Assistance Advisory group Minutes for
  April 20, 2007