BOARD MEETING DATE: June 1, 2007
AGENDA NO. 29

REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, May 11, 2007, and reviewed the proposed agenda for the June 1, 2007, Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is scheduled on Friday, June 8, 2007 at 9:00 a.m. in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.

Dr. William A. Burke, Chair
Administrative Committee

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

ACTION/DISCUSSION ITEMS:

1. Board Members’ Concerns: Ms. Carney requested that an item be agendized for this Fall regarding reviewing AQMD's retirement plan to ensure there is adequate funding for employees' retirements. Dr. Burke agreed that this item should be presented at either the Administrative Committee or Board meeting by Rick Pearce, Chief Financial Officer.
    
2. Chairman’s Report of Approved Travel: None.
    
3. Approval of Compensation for Board Member Assistant(s): Dr. Wallerstein stated that Board Members have requested renewal for their existing assistants for Fiscal Year 2007-08 with a proposal to provide them the same cost-of-living increase as staff. Moved by Yates, seconded by Wilson; and unanimously approved.
    
4. Report of Approved Out-of-Country Travel: None.

JUNE AGENDA ITEMS:

5. Execute Contract for Media Relations Services: Dr. Wallerstein stated that at the April 13 Committee meeting, Committee members present interviewed the top three ranking firms from an RFP process for a media relations services contract. A selection was delayed until further input was solicited from the Executive Officer and Chair on the proposed scope of the contractor's activities. Dr. Wallerstein continued that the media consultant will be responsible for organizing special events and media briefings; assisting with brainstorming media outreach concepts; augmenting internal Media Office staffing for various conferences and Mobile Board meetings; and assisting with responding to media inquiries on sensitive or significant issues such as the AQMP release. Sam Atwood, Media Office Manager, explained that he oversees an office that handles several media inquiries daily with only one full-time professional staff and a secretary. Dr. Wallerstein stated that augmentation of existing resources is necessary and he would like to recommend the Committee hire one of the three consultants, which staff believes are all highly qualified. The contractor selected would be placed on a month-to-month contract at the Board' discretion, with a detailed work plan prepared in the first month outlining the significant programs to be covered within the next six months to a year. Dr. Wallerstein continued that Mr. Atwood will prepare quarterly reports to the Committee regarding the progress of the work plan, the tangible benefits, and the expenditures incurred. Another recommendation brought up was to potentially employ an additional firm to assure high-visibility individuals, such as celebrities, are brought in on a volunteer basis as spokespersons for events, PSAs and other outreach material to be distributed regarding AQMD issues. Mayor Loveridge requested regular opinion surveys be conducted as a benchmark to track results of public education and outreach and Dr. Burke agreed.

Mr. Atwood then summarized the presentations of the three firms at the April 13 meeting. He stated that The Pollack PR Marketing Group from Century City introduced a central idea of consumerizing AQMD's message with a branding slogan proposed as "It's Your Air." Their proposal included the use of celebrities, PSAs and opinion surveys conducted to determine individual's perspective and perceptions of what are the largest sources of air pollution; a proposed media partnership with KABC TV including both paid and “bonus” advertising spots. Mr. Atwood also reported that Laurence Cohen of TLC MediaWorks has demonstrated, during his six-year tenure as a Media Office contractor, an excellent working relationship with AQMD; proven dedication, along with extremely rapid response and availability to media staff. Mr. Cohen's proposal includes empowering consumers’ use of the Internet; wrapping additional AQMD vehicles and CNG transit buses with clean air messages, and implementing a "voices in the community" radio ad campaign to feature individuals from areas near the ports and rail yards who have been significantly impacted by air quality. Finally, Mr. Atwood reported that Westbound Communications from Santa Ana conducted a mock news broadcast with an actual news anchor from KABC-TV. This relatively young firm, with energetic and creative staff members, submitted an "out of the box" proposal--a tabloid newspaper of articles on how they would fulfill this contract. The firm also proposed a third-party endorsement with celebrities and it has experience working with government agencies, specifically Caltrans and SANBAG.

Dr. Burke suggested working with MTA to see if it would provide AQMD with free bus cards or bus “wraps,” as well as other transit agencies including SunLine in Riverside County and Omnitrans in San Bernardino County.

After considerable discussion, Ms. Carney and Mayors Loveridge and Yates recommended contracting with Westbound Communications on a month-to-month basis. Supervisor Wilson recommended the selection of Pollack also in addition to retaining a list of all three firms in case the first choice does not work out. He stated that Pollack was his choice due to their surveying and consumer involvement efforts, producing blogs through the Internet, and their proposal for "It's Your Air." Dr. Burke suggested AQMD build its own database of individuals in communities in the four-county region for use through the Internet. Motion by Burke to contract with Westbound Communications on a month-to-month basis; seconded by Loveridge; and passed by a 4-1 vote with Wilson opposing.

6. Execute Sole Source Contract for Three-Year Maintenance and Service Agreement for AQMD Headquarters' Energy Management System: Dr. Wallerstein stated that this item will be delayed one month due to information that is requested from the contractor.
    
7. Execute Contract for Replacement of Worn Carpeting in High-Use Areas of Diamond Bar Headquarters: Eudora Tharp, Asst. DEO/Administrative & Human Resources, stated that last September the Board authorized specific building refurbishment projects, including replacement of worn carpeting. RFPs were sent to the four vendors on the State's CMAS list. Only one responded; however, all on the list are bound under the State's contract to the same product pricing and labor cost. Staff recommends executing a contract with BFS Flooring, Inc., not to exceed $400,000, which is available in this year's budget. Motion by Yates, seconded by Carney, and unanimously approved.
    
8. Execute Contract with Cordoba Corporation to Implement Phase II of Air Quality Institute: Pom Pom Ganguli, Asst. DEO/Public Affairs, stated that last year the Board authorized the formation of the Air Quality (AQ) Institute, which many Board Members have attended. There have been eight meetings scheduled with over 160 key leaders attending. An additional two sessions have been authorized to be held in Sacramento and Washington, D.C. An RFP was released to continue implementation of the AQ Institute briefings and, as a result, four responses were received and evaluated. The Committee reviewed the RFP and is recommending Cordoba Corporation be selected as the contractor to continue Phase II of the program for $130,000 for a one-year period, with an option to extend at the Board's discretion. Motion by Yates, seconded by Carney, and unanimously approved.
    
9. Ethnic Community Advisory Group Minutes for March 14, 2007: Attached for information are the Ethnic Community Advisory Group minutes for the March 14, 2007 meeting.
    
10. Local Government & Small Business Assistance Advisory Group Minutes for March 16, 2007: Attached for information are the Local Government & Small Business Assistance Advisory Group Minutes for March 16, 2007.
     
11. Report of RFPs and RFQs Scheduled for Release in June: Dr. Wallerstein stated that there is one item to report—Establish List of Pre-qualified Legal Counsel to represent AQMD in general liability matters. Moved by Burke; seconded by Yates; unanimously approved.
     
12. Review June 1, 2007 Governing Board Agenda: Dr. Wallerstein stated that the June 1 Board agenda will be a full one with the adoption of the AQMP and Rules 219, 1173, and 1470; and the addition of a set hearing item dealing with Rule 1113 (architectural coatings) to be reviewed at the May 25 Stationary Source Committee meeting.

Mayor Loveridge asked whether staff will brief the Board regarding the scheduled meeting between the Board Members of CARB, AQMD, and SCAG to be held on May 29. Dr. Wallerstein answered that AQMD's participating Board Members will make their comments as part of the AQMP presentation during the public hearing segment of that item. Mayor Loveridge asked when staff will make a report on the upcoming SCAG Summit, and Dr. Wallerstein answered the Summit is scheduled on July 6, but staff would be willing to make comments as part of the AQMP presentation and request SCAG staff to provide their view during the AQMP hearing. Ms. Carney asked if this summit was sponsored by AQMD, and Dr. Wallerstein answered that AQMD has been invited to participate as a full partner since the topic is related to air quality. Ms. Carney suggested AQMD be actively engaged with this event. Dr. Burke stated that he would like to see staff be aggressive with the educational and outreach aspects, and he is really pleased that Supervisor Ovitt has been selected as Chairman of SCAG which provides AQMD with an opportunity to stay involved. Moved by Burke; seconded by Yates; unanimously approved.

13. Other Business: None.
     
14. Public Comment: None.

Meeting adjourned at 9:55 a.m.

Attachments (EXE 84kb)
Ethnic Community Advisory Group Minutes for March 14, 2007
Local Government & Small Business Assistance Advisory group Minutes for March 16, 2007