BOARD MEETING DATE: October 3, 2008
AGENDA NO. 26
REPORT:
Administrative Committee
SYNOPSIS:
The Administrative Committee met Friday, September 12, 2008, and reviewed the proposed agenda for the October 3, 2008 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is scheduled for Friday, October 10, 2008, at 9:00 a.m. in Conference Room CC-8.
RECOMMENDED ACTIONS:
Receive and file.
Dr. William A. Burke, Chair
Administrative Committee
Attendance: Chairman Dr. William Burke and Vice Chairman Roy Wilson attended via videoconference. Present at AQMD were Committee Members Jane Carney and Dennis Yates. Committee Member Ron Loveridge was absent due to an urgent meeting scheduled in the City of Riverside.
ACTION/DISCUSSION ITEMS:
1. Board Members’ Concerns: None.
2. Chairman’s Report of Approved Travel: Supervisor Wilson and Mayor Yates will be attending the UCLA Symposium to be held in Lake Arrowhead, CA on October 19-21, 2008.
3. Approval of Compensation for Board Member Assistant(s)/Consultant(s): Councilmember Michael Cacciotti requested approval of Allis Druffel as his third Board Consultant to assist with faith based community activities. Dr. Wallerstein noted that Ms. Druffel has an interesting resume, including environmental advocacy on behalf of the Los Angeles Archdiocese, and is a strong candidate. Moved by Carney; seconded by Yates; and unanimously approved.
4. Report of Approved Out-of-Country Travel: Dr. Wallerstein stated that staff member Henry Hogo will be attending the 2nd Port Clean Air Collaborative Conference in Shanghai, China, scheduled on November 12-14, 2008, with Supervisor Antonovich.
OCTOBER AGENDA ITEMS:
5. Appropriate Funds from Designation for Litigation and Enforcement and Authorize Amending/Initiating Contracts with Outside Counsel:
Moved by Yates; seconded by Carney; and unanimously approved.
6. Amend Existing Contract for Legislative Representation in Washington, D.C.: Upon suggestion by Mayor Yates that agenda items six and seven be considered together, Anupom Ganguli, Asst. DEO/Public Affairs, reported that these two items will serve to extend the existing contracts for both Washington, D.C. and Sacramento legislative representation. Dr. Ganguli advised that there has been significant progress at both federal and state levels. Therefore, he recommended that the legislative teams be kept intact, with Mark Kadesh receiving a one-year contract extension plus CPI increase of four percent; and for Senator Richard Polanco (retired) and Will Gonzales to also receive one-year contract extensions plus CPI increase of four percent. Dr. Wallerstein noted that these items were recommended for approval at that morning’s meeting of the Legislative Committee.
Moved by Carney; seconded by Yates; and unanimously approved.
7. Amend Contracts for Legislative Representation in Sacramento:
Moved by Carney; seconded by Yates; and unanimously approved.
8. Execute Contract to Fund Air Quality and Public Health Related Project from Valero Penalty/Settlement: Dr. Ganguli advised that this item originated as a result of penalty/settlement funds in the amount of $1.125 million. Under Board direction, an RFP was released, and in response, seven funding proposals were received. Upon evaluation of the proposals, staff recommended execution of a contract with IQAIR North America to provide air filtration devices to schools near the Valero refinery in the Long Beach School District and the Los Angeles Unified School District. Dr. Ganguli noted the subject schools are within a ten-mile radius of Valero, representing an extension of a similar program for air filtration, using the best available technology and most cost effective approach. Dr. Wallerstein noted that the South Bay Cities COG proposal has been referred to TAO for possible funding; and, that many of the other proposals received in response to this RFP are entities which already receive funding through the BP settlement monies.
Dr. Wallerstein said that, since the origin of the Valero settlement monies were associated with the phase-out of hydrogen fluoride, which presented a risk specific to this facility, and since staff has demonstrated success with the air filtration program, staff recommends providing filtration units for schools of the Long Beach and Los Angeles districts near the Valero refinery. Mrs. Carney inquired whether the filtration units will reduce refinery emissions in addition to particulates. Dr. Chung Liu confirmed that the filters will have the added benefit of removing some VOC emissions, but the larger benefit is the removal of particulate matter. Dr. Wallerstein clarified, and Dr. Liu confirmed, that the particulates would be in the size range released by refineries as well as other sources. Mayor Yates commented that AQMD would benefit greatly from the positive publicity from these efforts; therefore, he recommended that AQMD’s public relations consultants be directed to publicize this project, as well as the projects funded out of the BP settlement monies. Chairman Burke commented that, in a recent meeting with BP North America’s President and CEO, it was suggested that AQMD and BP collaborate on some new environmental projects which could be jointly publicized. Therefore, Dr. Burke suggested that Valero’s public relations staff, as well, might be interested in assisting AQMD in publicizing this project.
Moved by Carney; seconded by Yates; and unanimously approved.
9. Amend Contract with Cordoba Corporation for Additional Air Quality Institute Briefings: Dr. Ganguli reported that the Air Quality Institute policy briefings organized by Cordoba Corporation have been very successful; however, additional efforts are needed to educate policy leaders on new issues, such as the federal and state offset programs discussed in detail at the Legislative Committee, as well as federal transportation policies. Dr. Ganguli reported that the proposed contract increase of $68,000 would fund at least four additional events to cover new topics. Dr. Wallerstein further explained that these funds will target educating elected officials in forums on offsets and the transportation/air quality interface issue targeted by Senator Boxer. Dr. Wallerstein mentioned that outreach to elected officials on these issues at this point is critical. Mayor Yates offered to host a briefing in San Bernardino County, which Dr. Wallerstein enthusiastically accepted.
Moved by Yates; seconded by Carney; and unanimously approved.
10. Execute Contract to Re-roof Headquarters Facility and Install Solar Photovoltaic Systems: Matt Miyasato, Asst. DEO/Science & Technology Advancement, advised that this two-fold item will re-roof AQMD’s headquarters and award bids to install two new solar photovoltaic roofing systems side-by-side, to enable a direct comparison of the respective technologies. Dr. Miyasato further reported AQMD is eligible for the California Solar Incentive Rebate, realizing a savings of approximately $193,000. Chairman Burke requested and received a brief update on an unrelated solar roofing project in which AQMD is involved, which he then requested be expedited. Mayor Yates thereafter requested AQMD’s position on Proposition 7, and Dr. Wallerstein reported that the Legislative Committee decided – consistent with the Board’s past practice – not to take a position on any of the propositions, but to be informed of their content. Mrs. Carney further commented that the information received on Proposition 7 suggested that the position would be “No.” Dr. Burke further noted that the Legislative Committee Chair may wish to consider modifying the Committee’s practice on taking positions on various propositions in future.
Motion by Wilson; seconded by Carney; and unanimously approved.
11. Establish List of Prequalified Vendors of Mailing Services:
Motion by Yates; seconded by Carney; and unanimously approved.
12. Issue RFP to Lease and Operate AQMD Headquarters Child Care Center: Eudora Tharp, Asst. DEO/Administrative & Human Resources, reminded the Committee that, at the July meeting, the Committee approved a one-year extension of the child care center lease. The current contractor, however, has raised concern that short-term lease extensions do not provide adequate assurance of the center’s continued operation to either parents or teachers, and stated that a longer-term commitment was needed for a financially viable quality center. Ms. Tharp reported that staff recommends release of an RFP to lease and operate the center for a ten-year period, with the option for AQMD to end the lease at any time with proper notice should it become necessary. Mrs. Carney inquired whether AQMD is legally required to have an RFP process, and Barbara Baird, District Counsel, replied that it is the Board’s policy with respect to procurement, although it is not legally required. Mrs. Carney suggested, and Ms. Baird agreed, that there are sole-source contract exceptions. Mrs. Carney emphasized that this provider is assessed positively by the parents and has worked well with AQMD; therefore, she moved that AQMD not undertake an RFP process and simply negotiate a ten-year lease extension with the current provider, with the ability to cancel with appropriate notice. Chairman Burke expressed concern over allowing a ten-year contract without public process, and inquired about the proposed terms of cancellation. Ms. Baird explained that either party may terminate the contract upon giving six months’ notice, and that the parties would be allowed to recover reasonable costs. Dr. Wallerstein advised that staff would draft a contract provision that addresses this concern and would return to the Committee next month for approval before negotiating with the operator. Mayor Yates noted for the record that the public often views long-term contracts given without an RFP unfavorably. In addition, Mayor Yates surmised, and Ms. Tharp confirmed, that AQMD owns the facility building and that the operator’s expenses, should AQMD end the lease, would be only the costs of operating the center and not capital expenses associated with owning or improving the building.
Motion by Carney; seconded by Wilson; and unanimously approved.
13. Authorize Purchase of PeopleSoft and Network Servers: Chris Marlia, Asst. DEO/Information Management, reviewed for the Committee the replacement of the current PeopleSoft and network technical servers, due to the need to replace the alpha technology which is being phased out. Mayor Yates inquired as to the status of the Microsoft Vista upgrade, which Mr. Marlia replied would be deployed in the first quarter of 2009, with an optional alternate consideration given to XP. Discussion followed by Chairman Burke relative to AQMD’s need for an email-based outreach program to facilitate broadly enhanced communication on AQMD issues. Chairman Burke went on to encourage Committee members to deny any future IM expenditures until such time as such email-based outreach system is chosen and implemented.
Motion by Yates; seconded by Carney; Wilson approved; but Burke voted no.
14. Local Government & Small Business Advisory Group Minutes for June 13, 2008 meeting: Attached for information is the Local Government & Small Business Advisory Group minutes for the June 13, 2008 meeting.
15. Review October 3, 2008 Governing Board Agenda: Mrs. Carney asked for clarification on Board approval of the Clean Fuels Draft Plan Update (Item No. 6290), advising that the Board asked for a more complete presentation on what was funded in the Clean Fuels Program. Dr. Miyasato replied that last year the Board requested the process be bifurcated so the Board could place greater focus on the plan update for the subsequent year, rather than coupling it with the annual report. Therefore, it was decided the Clean Fuels Draft Plan Update be reviewed in summer and presented in fall; and, the final would be provided with the annual report for approval in March. There were no further questions or comments on the agenda for the October 3, 2008 Board Meeting.
16. Other Business: None.
17. Public Comment: None.
Meeting adjourned at 9:38 a.m.
Attachment (DOC, 59k)
Local Government & Small Business Assistance Advisory Group Minutes for June 13, 2008