BOARD MEETING DATE: July 10, 2009
AGENDA NO. 28
PROPOSAL:
Administrative Committee
SYNOPSIS:
The Administrative Committee met on Friday, June 12, 2009. The Committee discussed various issues detailed in the Committee report. The next Administrative Committee meeting is scheduled for Friday, July 17, 2009, at 9:00 a.m. in Conference Room CC-8
RECOMMENDED ACTIONS:
Receive and file.
S. Roy Wilson, Vice Chair
Administrative Committee
Attendance: Present at the June 12, 2009 meeting via videoconference was Vice Chair Wilson. Committee Members present at AQMD were Jane Carney, Ronald Loveridge and Dennis Yates. Chair Burke was absent due to a conflict with his schedule.
ACTION/DISCUSSION ITEMS:
1. Board Members’ Concerns: None.
2. Chairman’s Report of Approved Travel: Supervisor Gonzales attended CARB’s Statewide Railroad Agreement Technology Symposium in Sacramento, CA on June 10, 2009; and Mayor Pulido will be speaking at the National Biomethane Summit scheduled on June 23, 2009, in Sacramento, CA.
3. Approval of Compensation for Board Member Assistant(s)/Consultant(s): None.
4. Report of Approved Out-of-Country Travel: None.
JULY AGENDA ITEMS:
5. Appoint Attorney Member Alternate to AQMD Hearing Board: Saundra McDaniel, Clerk of the Boards, stated that the Committee held a special meeting on May 1 to interview candidates for the position of Attorney Member and alternates for the Hearing Board. The candidates selected by the Committee were contacted to determine whether they were willing to serve. Laurine Tuleja declined as an alternate and Steve Zikman would serve as an alternate, which would entail possibly 5-6 days per year to take the place of the Attorney Member when absent. Mayor Loveridge asked for Mr. Zikman’s credentials since he was absent, and Ms. Carney answered that he is very involved in environmental mediation at Pepperdine University, especially as it pertains to the I-710 Corridor.
Moved by Carney; seconded by Yates; unanimously approved.
6. Recognize Revenue and Appropriate Funds for PM2.5, NATTS and Enhanced Particulate Monitoring Programs, Recognize Revenue and Reallocate Unspent Funds for PAMS and U.S. EPA Community-Scale Air Toxics Monitoring Programs, and Issue Purchase Orders and RFQs: Chung Liu, DEO/Science & Technology Advancement, stated that this is an annual routine item where AQMD receives money from U.S. EPA and the Department of Homeland Security to conduct PM2.5, NAATS and Homeland Security special projects related to air quality monitoring. Dr. Liu was requesting approval for the release of four Requests for Quotations (RFQs) for equipment and for one sole-source purchase order for a lab-based Black Carbon analyzer, as only one firm manufactures this system. Mayor Loveridge asked if the amount of federal funding was stable and uses a formula approach in allocations, and Dr. Liu answered affirmatively.
Moved by Yates; seconded by Carney; unanimously approved.
7. Execute Contract for Student Co-op Program: Rick Pearce, Chief Financial Officer, stated that this item is to renew two contracts with Cal Poly Foundation (Foundation) for student interns to work in Finance and the Lab, and added that this program has been in place since 1995. Mayor Loveridge asked how other universities were notified of these openings, and Mr. Pearce answered that solicitations are sent through the Foundation, such as to Cal State Fullerton, UCR, Cal State L.A., etc. Mayor Yates asked how many students were involved in this program, and Mr. Pearce answered that Finance hires two students, and Dr. Liu added the Lab hires three students to work part-time during the school year and full-time during summer. Mr. Pearce added that Legislative & Public Affairs also has their own contract through the Foundation for a student intern to assist in their area.
Mayor Loveridge requested staff to provide the Committee members with information on the type of recruitment used to bring in the students, and Mr. Pearce answered that he will do so, along with how many other campuses are notified.
Moved by Yates; seconded by Carney; unanimously approved.
8. Report of RFPs and RFQs Scheduled for Release in July: Mr. Pearce stated that there is one RFP for Landscape Maintenance at Diamond Bar Headquarters for a three-year period. Mayor Yates asked the cost of this contract, and Gary Heiss, Building/Maintenance Manager, answered $30,000 annually. Mr. Pearce added that the contract includes landscape maintenance for Diamond Bar headquarters, tree trimming, planting new drought-resistant plants and follows the green initiatives which are included in the contract.
Mayor Loveridge requested a report at the next meeting as to the landscape design and type of equipment that is used to maintain the landscaping.
Moved by Yates; seconded by Loveridge; unanimously approved.
9. Authorize Purchase of Off-site Storage and Destruction Services: Chris Marlia, Asst. DEO/Information Management, stated that this is an annual item to renew off-site storage and destruction services to reduce the amount of paper stored off-site. Since implementing the Records Retention Policy four years ago, the amount of paper has been reduced from 9,500 cubic feet to 3,000, which lowers the cost of this service by 10% this year.
Moved by Carney; seconded by Loveridge; unanimously approved.
10. Authorize Purchase of PeopleSoft, Oracle and LibertyNet Software Support: Mr. Marlia stated that staff is requesting approval to renew maintenance systems for PeopleSoft maintained by Oracle database software and Liberty Imaging System for a one-year period.
Moved by Yates; seconded by Carney; unanimously approved.
11. Issue RFP for Information Technology Technological Position Audit: Mr. Marlia stated that staff would like to issue an RFP for an Information Technology audit to review the current software IT systems which assess equipment to ensure they are up to standard. Dr. Wallerstein mentioned that Dr. Burke requested this type of audit. Ms. Carney asked what the cost of this audit would be, and Mr. Marlia answered that staff will return to the Committee with the actual cost of the audit once the contract is to be executed.
Moved by Yates; seconded by Carney; unanimously approved.
12. Report on Major Projects for Information Management Scheduled to Start During First Six Months of FY 2009-10: Mr. Marlia stated this is a standard item identifying the major projects that will be brought to the Board within the next six months for approval. Mayor Yates asked if the list of requests includes Dr. Burke’s request for an outreach database system, and Mr. Marlia answered that this specific project is being handled by the Legislative & Public Affairs staff. Mayor Loveridge asked what the total amount of the listed projects is and Mr. Marlia answered $1.5 million, to also include outsource contracts. Mayor Yates mentioned that the corporate world allows for 1% of the total gross budget for information technology systems, and Mr. Pearce stated that AQMD’s total gross budget is $130 million and the IT budget equals $1.3 million.
Dr. Wallerstein added that the IT environment is rapidly changing as the Board approves rules and regulations and the federal government makes changes which are reflected in a variety of permitting systems and affect other systems. Mayor Loveridge asked if AQMD staff has reviewed Bay Area AQMD’s IT systems, and Mr. Marlia answered that the Bay Area is actually reviewing AQMD’s programs and updating their systems accordingly in the last few years.
Moved by Yates; seconded by Carney; unanimously approved.
13. Local Government & Small Business Advisory Group Minutes for April 10, 2009 meeting: Attached for information only is the Local Government & Small Business Advisory Group minutes for the April 10, 2009 meeting.
14. Review July 10, 2009 Governing Board Agenda: Dr. Wallerstein stated that the set hearing for Rule 102 (definition rule) will make clarifications to reflect the last U.S. EPA information on non-reactive substances. A request was made at the Legislative Committee meeting to agendize and discuss SB 696 (Wright) since new language has been added.
Mayor Loveridge asked if friendlier relationships have been established with the new U.S. EPA administration. Dr. Wallerstein answered that permanent appointments are currently being made in Washington, DC, leaving Region 9 with a temporary administrator. Ms. Carney asked whether the change in administration might benefit AQMD as related to the marine vessel legislation, and Dr. Wallerstein answered that the current administration has made significant changes in AQMD’s favor related to climate change issues, and there may be more proactive federal government changes which should aid our overall local efforts. Dr. Wallerstein continued that several federal awards are directed through U.S. EPA for incentive money for emission reductions. There is also a new development related to CARB where federal DERA money is being allocated for railroad cleanup with a majority of the money to be spent in the South Coast region, along with other money to clean up ports and other projects.
Dr. Wallerstein mentioned that Rule 317 – Clean Air Act Non-Attainment Fees – postponed from the June 5, 2009, Board meeting, will be further discussed at the July 10 Board meeting regarding whether clean air fees may be discounted.
Committee Member Loveridge asked if AQMD will have any consequences from the State’s uncertain budget, and Dr. Wallerstein answered that the biggest effect is related to reimbursement of administrative costs for some of the grant programs, which requires resolution. AQMD staff may handle $250 million in Proposition 1B grant moneys, but the costs of issuing the contracts, field inspections, and audits require a mechanism to ensure adequate funding is available to administer the programs. Dr. Wallerstein continued that thus far CARB is being held harmless in large part in the State Budget process due to its funds coming from a dedicated funding source as opposed to the general fund. The Governor’s and CARB’s staff are individually being affected across the board in pay reductions and mandatory furloughs. There is still concern regarding receiving subvention funds and whether a reduction would occur, but it appears as though the Governor places a high priority on air pollution.
There was a discussion regarding the various bonds issued and how the State of California will repay the large debt to its creditors.
Dr. Wallerstein added that there was a hearing held this week to consider the fate of OEHHA which is responsible for the development of risk assessment methodology and the risk factors for various toxic substances and has provided valuable services to AQMD over the years. A suggestion was made by the Governor to break it up and place into other entities. This issue will be brought up at the July 17 Legislative Committee meeting for discussion.
15. Other Business: None.
16. Public Comment: None.
Meeting adjourned at 9:43 a.m.
Attachment (DOC, 60kb)
Local Government & Small Business Assistance Advisory Group Minutes for April 10, 2009