BOARD MEETING DATE: September 5, 2008
AGENDA NO. 32

REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met Friday, July 18, 2008, and reviewed the proposed agenda for the September 5, 2008 Board meeting. The Committee also discussed various issues detailed in the Committee report. The next Administrative Committee meeting is scheduled for Friday, September 12, 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 attended via teleconference, and Vice Chairman Roy Wilson attended via videoconference. Present at AQMD were Committee Members Jane Carney, Ronald Loveridge, and Dennis Yates. Dr. Burke requested Supervisor Wilson to chair this meeting.

ACTION/DISCUSSION ITEMS:

1. Board Members’ Concerns: None.
    
2. Chairman’s Report of Approved Travel: None.
    
3. Approval of Compensation for Board Member Assistant(s)/Consultant(s): None.
    
4. Report of Approved Out-of-Country Travel: Dr. Wallerstein stated that staff member Jong Hoon Lee has been invited to speak at an academic symposium regarding AQMD’s air quality program, with an emphasis on particulate matter reduction in Seoul, South Korea, with a date yet to be determined in September or October, 2008. Travel expenses will be paid by the organizers of this event. Supervisor Antonovich has been invited to attend the 2^nd Port Clean Air Collaborative Conference scheduled on November 13-14, 2008 in Shanghai, China.
   Motion by Carney; seconded by Loveridge; and unanimously approved.
    
5. Discussion of Board Assistants/Consultants Compensation: Dr. Wallerstein stated that at the last Committee meeting, there was discussion on whether there should be another method of compensation. After reviewing the various aspects of this item and discussing with Eudora Tharp, Asst. DEO/Administrative & Human Resources, and Kurt Wiese, General Counsel, the recommendation would be to divide the stipend into monthly amounts; it would then be up to the Board Member to appropriately manage the hours of their Board Assistants or Consultants within the total stipend allowed. Dr. Wallerstein mentioned that it would simplify the process. Mayor Yates asked whether office supplies or traveling with Board Members would also be deducted from the monthly stipend, and whether Board Assistants/Consultants will need to charge items to their personal credit cards. Dr. Wallerstein answered that the process will be handled as it is currently done now. Dr. Wallerstein stated that if the Committee members approved this concept, staff would draft a formal proposal. Ms. Carney asked if the policy would allow for any consultant to have a monthly stipend lower than the maximum, and Dr. Wallerstein answered affirmatively. Mayor Loveridge asked if there was a down side to not approving this new policy, and Dr. Wallerstein answered no. Supervisor Wilson stated that he was still unsure of the process, but did not have any strong objections.
   Motion by Yates; seconded by Carney; and unanimously approved.
    
6. Discussion of Child Care Center Lease: Ms. Tharp explained that AQMD previously released a contract due to difficulties with a prior operator. The current contractor’s lease was extended by two years by the Administrative Committee, which is due to expire in February 2009. Staff is seeking direction from the Committee to further extend the contract. Ms. Tharp continued that there are 61 children currently enrolled in the child care center, 10 of whom are children of AQMD employees. There are currently three AQMD parents and 10 non-AQMD families on the infant enrollment wait list. Dr. Wallerstein stated that the downside of extending is that we normally solicit bids and sometimes make a change; in this case, he recommended not issuing an RFP because past experience has shown it is difficult to secure a provider that the community and employees are happy with. Also, Ms. Tharp has had a very positive working experience with the current operator. Dr. Wallerstein met with the parents, who wish to continue arrangements for another year with the current operator. Mayor Loveridge asked what the mix was between AQMD and community clientele, and Ms. Tharp answered 10 AQMD families use the center, with three on the wait list, out of the total 61. Dr. Wallerstein stated he would like to refer to a previous discussion with the Committee that we currently have an aging workforce, which is a factor in employee usage of the center at this time. Ms. Carney stated that since the operator has done a good job, the Committee should approve this item. Mayor Yates asked about the lease amount and whether it covers the utilities and maintenance of the center, and Ms. Tharp answered that they have a lease of just over $35,000 a year and pay it regularly, which more than covers the expenses.
   Motion by Carney; seconded by Yates; and unanimously approved.
   
   SEPTEMBER AGENDA ITEMS:
    
7. Purchase of Wireless Data Service for Compliance Staff: Mohsen Nazemi, DEO/Engineering & Compliance, stated this item is to request authorization to purchase wireless data service from AT&T for Compliance staff when they are out in the field, as they are required to access the database for Compliance, permitting and Finance data. Mr. Nazemi stated that after a careful review by the AQMD Information Management staff relative to all data service providers, it was determined that AT&T would provide the best service at a cost similar to other providers. To clarify this request, it is for data service not cell phone service, and requires transmission of data. Chris Marlia, Asst. DEO/Information Management, added that AT&T has the fastest data transfer service of all the other companies. Dr. Wallerstein stated that staff will check AT&T’s network geographic distribution to ensure AT&T has adequate coverage where the inspectors will be located.
   Moved by Loveridge; seconded by Yates; and unanimously approved.
    
8. Appropriate Funds to Conduct Assessment of Alternate Methodologies for Rule 403 Compliance Monitoring  
   Moved by Carney; seconded by Yates; and unanimously approved.
    
9. Status Report on Stakeholders Database: Mr. Marlia stated that this item is to create a global contacts database on AQMD’s Microsoft Outlook Exchange Server to be used by staff for outreach purposes. He reiterated that this allows for the consolidation of stakeholder contact information into a single location from throughout the agency, such as individuals interested in rules, outreach efforts, etc. Dr. Wallerstein stated that this is in response to a concern that Dr. Burke raised previously in this Committee and at the last Board meeting where he felt that the agency has a series of different contact databases which are inconsistent, and that the agency needs a broad, comprehensive database so when the Board has a policy initiative and needs to inform interested parties, there is an easier way to distribute information. Dr. Wallerstein continued that Mr. Marlia has essentially created a large digital file cabinet drawer that will allow us to take existing data, consolidate it, and clean it up. Staff is requesting the Board allow staff to set aside some programming and hardware funds for improvements to the database, so as to be more responsive with public communications, such as town hall meeting information provided to the general public. Dr. Burke asked if this will allow staff to e-mail large quantities of e-mails at one time in a short period of time, and Mr. Marlia answered affirmatively, with training to be provided to staff. Dr. Burke mentioned that his thought was to obtain hundreds of thousands of e-mail addresses within the four-county region and asked if this system would allow staff to do so. Mr. Marlia answered that this database is capable of holding a large number of contacts, but clarified that this contract is not to obtain contact lists. Dr. Wallerstein stated that $100,000 has been set aside so that staff could look at any hardware needs and outside consulting needs to help clean up or populate the database. Ms. Carney asked if an existing employee would be able to keep the database current, and asked how will staff provide a reliable database and continue to collect information. Dr. Wallerstein suggested that the Committee review this item again on September 12 when a more specific spending plan can be provided for the $100,000, to address the issues the Committee raised this morning. Ms. Carney stated that by sending e-mails, the process would be completed cheaply and quickly, notifying people when there is something in their geographic area which they might find of interest. Dr. Burke agreed with Ms. Carney’s statement. Dr. Wallerstein requested Mr. Marlia to research providers of e-mail lists to see what can be purchased for e-mail blasts and what other companies specialize in this process.
   Moved by Burke; seconded by Carney; and unanimously approved.
    
10. Execute Contract to Fund Air Quality and Public Health Related Project from Valero Penalty/Settlement: Anupom Ganguli, Asst. DEO/Public Affairs, stated this item will be postponed to the September 12 Administrative Committee meeting.
     
11. Amend Contract with Cordoba Corporation to Continue Implementation of Air Quality Institutes: Dr. Ganguli stated that staff is recommending extending the contract with Cordoba Corporation to continue the implementation of the Air Quality Institutes. The Board previously authorized AQIs to be held under this contract, which have been proven successful. Dr. Ganguli stated staff is requesting to exercise the first year option of renewal, with a cost similar to last year’s plus a CPI increase, for future AQIs in 2008-09. Dr. Wallerstein stated that many AQIs have been conducted under the current contract with positive results.  
    Moved by Yates; seconded by Carney; and unanimously approved.
     
12. Revise Charter of AQMD’s Ethnic Community Advisory Group: Dr. Ganguli stated that at the last Administrative Committee meeting, the members requested staff to restructure the ECAG into an Environmental Justice (EJ) Advisory Group (EJAG) to focus on EJ issues, particularly relative to areas that experience disproportionate impacts of air pollution. Staff is recommending a revised charter for EJAG with revisions to the membership terms and process for approval. Staff is recommending 20 members be part of this group and that the process for roster approval be the same as before. The composition of this group will be diverse, with focus on highly impacted communities and EJ issues. Staff recommends requesting nominations from the Governing Board Members and returning within 60 days with a list of potential members to this Committee. Dr. Wallerstein stated that staff worked with Board Member Lyou, current chair of ECAG, on drafting the charter and the proposed revisions have his support. Mayor Yates asked whether there will be a certain amount of appointments from Governing Board Members, and Dr. Ganguli stated that the Administrative Committee acts on recommendations from the Chair of the group. Dr. Wallerstein clarified that it is the Chairman of the Governing Board who makes the appointments with input from Board Members, but the Chair of the group submits suggestions to the Chairman of the Board who makes the ultimate decision after review by the Administrative Committee. The Administrative Committee will have input into the selection of EJAG members. Dr. Wallerstein stated this process ensures there is geographically diverse representation on this group. Ms. Carney stated that we should obtain representatives from heavily impacted neighborhoods, with flexibility if necessary. Mayor Loveridge asked if these are fixed terms or members serve at the pleasure of the Chair of the Board, and Dr. Ganguli answered that four-year terms are being recommended to the Administrative Committee. Ms. Carney stated the individuals should have staggered terms so that the renewals do not come up at the same time. Dr. Ganguli noted that this group previously has had problems filling vacancies. Mayor Yates stated he would prefer to have two-year appointments. Mayor Loveridge asked what rules apply to absences from group members, and Dr. Ganguli answered that individuals can be excused by the Chair of the Board for three excused absences, or if they do not attend meetings, with an on-going process to add and remove members. Ms. Carney stated that consideration should be given to term limits as in other advisory groups. Dr. Wallerstein stated that this group has community organizers and leaders of EJ organizations and members who also work for a living, but that he would recommend to make this change and see how the group operates for a while prior to returning to the Administrative Committee to make adjustments. Dr. Ganguli also mentioned that the meetings will be held quarterly instead of monthly with some meetings held off-site.
    
    Rose Montoya, current ECAG member, testified and stated that she approved the new proposal. Ms. Montoya stated that ECAG performed all the functions listed in the report, especially with regard to ethnic outreach. She mentioned that the inclusion of various languages on AQMD’s website was ECAG’s recommendation for ease of use. She listed various other items that ECAG fulfilled during its existence and that ECAG had been a very interactive group. Ms. Montoya expressed her interest in continuing her membership on the new EJAG.
    
    Dr. Wallerstein stated that staff will work with Dr. Lyou, who has been chairing the committee, to obtain other Board Members’ suggestions and return to the September 12 Administrative Committee meeting with a formal proposal. Ms. Carney stated that the biographies will need to be included, for membership approval, with Mayor Yates approving.
    Moved by Carney; seconded by Yates; and unanimously approved.
     
13. Execute Contracts for Short- and Long-Term Systems Development, Maintenance and Support Services: Mr. Marlia stated that this item is to approve the release of an RFP to obtain short- and long-term systems development, maintenance and support services with staff recommending the Committee execute contracts with four companies who responded with cost effective and technically responsive proposals, for a total cost of $692,000. Ms. Carney stated that task orders are not identified with companies, and Mr. Marlia answered that tasks are listed, with contractors to be selected based on needs of the agency by identifying work functionality and estimating the cost based on experience, and then the contractors will bid on each task with the contract amount being reduced or increased based on the work to be developed.
    Moved by Burke; seconded by Loveridge; and unanimously approved.
     
14. Authorize Purchase of Desktop Computer Hardware Upgrades: Mr. Marlia stated that this is a standard item to purchase 225 desktop computers which are replaced annually at a cost of $150,000.  
    Moved by Carney; seconded by Loveridge; and unanimously approved.
     
15. Add Temporary Services Providers to List of Prequalified Agencies:
    Moved by Carney; seconded by Loveridge; and unanimously approved.
     
16. Add and Delete Positions: Ms. Tharp stated that this action is to swap out two positions in the budget for more needed positions at a cost savings.
    Moved by Yates; seconded by Loveridge; and unanimously approved.
     
17. Report of RFPs and RFQs Scheduled for Release in September:  Dean Hughbanks, Procurement Manager, stated that there are two standard items proposing to be released in September – (1) Replace Cooling Tower #3, and (2) Purchase Phone System Upgrade.
    Moved by Yates; seconded by Wilson; and unanimously approved
     
18. Ethnic Community Advisory Group Minutes for May 9, 2008: Attached for information is the Ethnic Community Advisory Group minutes for the May 9, 2008 meeting.
    
19. Local Government & Small Business Advisory Group Minutes of May 9, 2008 meeting: Attached for information is the Local Government & Small Business Advisory Group minutes for the May 9, 2008 meeting.
    
    Mayor Yates left the meeting at 9:56 a.m. to attend the Local Government & Small Business Assistance meeting.
     
20.  Review September 5, 2008 Governing Board Agenda: Dr. Wallerstein stated that staff will make a presentation on the final MATES III study with additional work conducted in response to public comment on improving some backcasting regarding progress made since MATES II for various geographic areas. Dr. Elaine Chang, DEO/Planning, Rules and Area Sources, will bring policy statements before the Board regarding global warming. Dr. Wallerstein continued that the staff presentation on CARB’s Scoping Plan, requested by Mayor Loveridge, was delayed until September because the plan was just released; the Scoping Plan’s appendices have not yet been released, which is where the bulk of the strategic detail will be found. In addition, at last Board meeting, staff was asked by Board Member Carney to provide a status on permitting issues proposed related to power plants, which is likely an item of interest to Board Members and the general public, along with two boiler-related rules as part of the SIP.
    Moved by Loveridge; seconded by Carney; and unanimously approved.
     
21. Other Business: None.
     
22. Public Comment: None.

Meeting adjourned at 9:57 a.m.
 

Attachments (ZIP, 102k)
Ethnic Community Advisory Group Minutes for May 9, 2008
Local Government & Small Business Assistance Advisory Group Minutes for May 9, 2008