BOARD MEETING DATE: October 2, 2009
AGENDA NO. 33

REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met on Friday, September 18, 2009. The Committee discussed various issues detailed in the Committee report. The next Administrative Committee meeting is scheduled for Friday, October 9, 2009, at 9:00 a.m. in Conference Room CC-8.

RECOMMENDED ACTION:

Receive and file.
 

Dr. William A. Burke, Chair
Administrative Committee

Background

Attendance: Present at the September 18, 2009 meeting via videoconference was Chair Burke. Committee Members present at AQMD were Jane Carney and Dennis Yates. Member Ronald Loveridge was absent due to a conflict with his schedule.
 

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): Councilmember Reyes Uranga has requested Sima Patel’s assistance as an additional Board Consultant.
   
   Moved by Carney; seconded by Yates; unanimously approved.
    
4. Report of Approved Out-of-Country Travel: Dr. Wallerstein stated that Dr. Burke will be attending the European Emissions Trading conference in Brussels, Belgium, which would discuss the state of policy and approaches in emissions trading.
    
5. Presentation on AQMD’s New “Air News Network”: Sam Atwood, Media Office Manager, explained in detail the proposed “Air News Network” which would provide the following:
    
   1. Create an AQMD Air Alert logo or icon to be used as part of public outreach where daily e-mails will be sent to subscribers.
       
   2. Continued efforts with weather casters to give the AQI Forecast on a more routine basis, similar to forecast temperatures.
       
   3. Mass communications to be used in partnerships with interested TV and radio stations, and the YouTube video-sharing website, administered by AQMD. Three videos would be produced within the next 12 months. A video competition would be held by creating a 30-second PSA video for high school and college students to partner with possibly ABC7 with the offer of a scholarship to the winning party.
       
6. Mr. Atwood added that the proposed program is intended to fulfill some of the Chairman’s and Executive Officer’s electronic outreach goals.
   
   Member Yates stated that he noticed in a recent visit that a San Luis Obispo news broadcast is sponsored by their local APCD. He suggested that such a program might also be sponsored by SCAQMD, to partner with one or more news channels to promote the new Air News Program, and request viewers to go onto AQMD’s website to find additional information.
   
   Dr. Wallerstein recommended to Mr. Atwood to research the cost of sponsoring a local news broadcast and return with his findings at the October 9 Administrative Committee meeting.
   
   Dr. Burke stated it appears to be a good program, but he felt that insufficient subscribers is still an issue. He also stated that the logo created for AQMD has good brand value and should not be replaced or supplanted.
   
   Dr. Burke requested further discussions related to the program with Dr. Wallerstein and Mr. Atwood, and they concurred.
   
   Moved by Yates with an amendment that AQMD’ logo is not supplanted; seconded by Carney; unanimously approved.
    
7. Discussion Regarding Lee National Denim Day (October 2): Dr. Wallerstein stated that Lee Jeans holds an annual Denim Day on October 2 as a cancer fundraiser. He mentioned that California’s Capitol observes a similar type day by wearing jeans. Eudora Tharp, Asst. DEO/Administrative & Human Resources, had previously cautioned him on this issue due to the fact that there are many worthy charitable organizations competing for limited recognition.
   
   Member Yates added that many cities conduct this type of fundraiser voluntarily, for example the City of Chino where on Thursdays employees voluntarily participate by donating $10 to an organizer which has so far raised $11,000 for cancer research.
   
   Mrs. Carney stated that this is a very important cause but there are other causes that come to mind that AQMD could likewise be supportive of, and that caution needs to be taken of going with one that is affiliated with a manufacturer. Mrs. Carney suggested additional discussion be held on this item at a future date.
   
   Discussion and Review Regarding Request by City of Commerce related to SB 696 (Wright Bill): Dr. Wallerstein stated that a letter was received from the City of Commerce on the Rod Wright bill requesting that power plants be removed from the bill in its final form. Dr. Wallerstein stated that this is what occurred, but wanted to bring to the attention of the Committee that this request has been addressed.
   
   
   OCTOBER AGENDA ITEMS:
    
8. Execute Contract for Information Technology Audit: Chris Marlia, Asst. DEO/Information Management, explained that this item is to conduct an Information Technology audit of the current Information Management technologies in place and to ensure there is adequate hardware and software for AQMD’s programs, such as making sure the system could accommodate an extensive distribution list which includes thousands of contacts. Mr. Marlia continued that AQMD is audited annually for controls and securities, but this audit will review the current infrastructure as it has not been done for several years.
   
   Mr. Marlia added that the RFP was issued in June 2009, and that 20 firms attended the bidder’s conference and 11 proposals were submitted. Staff is recommending that one of two candidates be recommended to the full Board – Sierra Cybernetics and Tech/Knowledge, Inc.
   
   Dr. Burke suggested he meet with Oscar Abarca, DEO/Legislative & Public Affairs, and the current contractor who is working on the electronic e-mail database to ensure the systems are integrated; he noted his desire that any department head be able to utilize these enhanced resources of AQMD’s computer network.
   
   Carney motioned that Tech/Knowledge, Inc. is approved to be recommended as the contractor; seconded by Yates; unanimously approved.
    
9. Amend Contracts to Provide Short- and Long-Term Systems Development, Maintenance and Support Services: Mr. Marlia stated that staff would like to add funds for outsourcing contracts to replace older equipment.
   
   Motion by Yates; seconded by Carney; unanimously approved.
    
10. Adopt Resolution Amending Records Retention Schedule: John Olvera, Principal Deputy District Counsel, explained that amendments to AQMD’s Records Retention schedule are approved by the Governing Board as the established procedure for disposition and destruction of AQMD records. The policy and schedule is reviewed periodically to see if changes are needed. The schedule first was adopted by the Governing Board in 2005, was amended in 2007 and further minor amendments are now being recommended for approval.
    
    Mr. Olvera continued that the recommended actions are to revise the various records and categories, extending and shortening periods of retaining records, and other minor revisions for clarification purposes.
    
    Mrs. Carney asked about the section titled District Prosecutor where the category of investigations concerning mutual settlement agreements is deleted, and Mr. Olvera answered that this item was placed under Enforcement Cases or Enforcement Cases Civil Filings. Mrs. Carney asked why there was a reduction of time for retaining records for lobbyist employer/lobbyist registration from 6 to 3 years, and Mr. Olvera answered that lobbyists complete their own registrations, but AQMD also has to file for them as lobbyist employer. Mrs. Carney asked why 3 years is better than 6, and Mr. Olvera answered that 3 years is in compliance with FPPC requirements, which was requested by Public Affairs. Dr. Burke requested that the timelines be confirmed prior to the Board meeting.
    
    Motion by Yates; seconded by Carney; unanimously approved.
     
11. Execute Contract for the Refinement of Sub-County Geography: Jill Whynot, Director of Strategic Initiatives, stated this item is a contract to refine our sub-county geography to help support our next AQMP socio-economic analysis. Ms. Whynot continued that there are currently 19 sub-regions in our core county area with only two in San Bernardino and Riverside counties. Due to the increased population in those areas, staff would like to get demographics and economic details from those areas. A contractor from Cal Poly Pomona, who is well qualified, scored very well and is also 20% under budget, will primarily rely on the American Community Survey rather than the 2010 census. The 2010 census has updated population numbers, but the American Community Survey is done annually with more details for AQMD’s economic analysis for demographics, social, economic and housing units.
    
    Motion by Carney; seconded by Yates; unanimously approved.
     
12. Award Sole-Source Contract to Develop Software and Recommend Hardware to Enhance and Streamline Field Inspections of Gasoline Stations: Mr. Marlia stated that staff is requesting to award a sole-source contract to develop software and recommend hardware to enhance and streamline field inspections of gasoline stations. This proposal is to give a sole-source contract to 3Di Systems who has done similar work for the L.A. City Housing Compliance Department, as their work follows along with our regulator infrastructure and compliance environment very well. 3Di Systems’ expertise is not only in doing field compliance work, but they have also worked with the Housing Department to streamline their workflow to work in better synch with electronic technology tools. 3Di Systems also has won an award from the Harvard University Kennedy of Government for their work.
    
    Motion by Yates; seconded by Carney; unanimously approved.
     
13. Execute Contract with Aerospace Corporation to Develop, Deploy and Demonstrate Light Detection and Ranging (LIDAR) Technology for Remote Sensing of Fugitive Dust Emissions from Stationary Sources: Chung Liu, DEO/Science & Technology Advancement, stated that staff is recommending to develop, deploy and demonstrate Light Detection and Ranging (LIDAR) technology as it relates to rules related to PM10 and PM2.5 to characterize dust emissions from cement plant or construction sites. Dr. Liu continued that Aerospace Corporation will build the components to conduct the field demonstration and has the potential to support enforcement of rules in the future.
    
    Motion by Carney; seconded by Yates; unanimously approved.
     
14. Execute Agreements with CARB to Cosponsor Research Projects: Dr. Liu explained that this item has been approved by the Technology Committee in June 2009, which is a project to co-fund R&D projects with CARB. 1) CalNex2010 to collect meteorological and chemical data for modeling, AQMP analysis, data collections, and special emphasis on greenhouse gases; 2) conduct a study on the relationship between heart function and components of fine and ultrafine particulate matter exposures experienced by elderly people; 3) conduct a study on the effects of air pollution on the neurological system, and 4) conduct a study involving the measurement of in-use emissions from off-road sources to improve emissions inventories. These four projects will provide valuable information for planning efforts, and assist with health assessments and emission databases.
    
    Dr. Burke recommended this item be continued to next month due to CARB possibly not having funds available to complete their portion of the studies.
    
    Mrs. Carney asked whether AQMD is more successful in completing these studies if other parties assist with their expertise and funds, and Dr. Liu answered affirmatively, that the validity of the study is stronger because of more comprehensive inputs. Mrs. Carney continued that AQMD would look with a more critical eye on the two health studies which is technically CARB’s purview, not ours, even though we fund the Brain Tumor research effort. Dr. Liu added that local universities, such as UCLA, will provide the studies.
    
    Dr. Burke recommended this item be delayed until such time as CARB has the funding to pursue these studies, and then it would be discussed at the next Administrative Committee meeting.
    
    Moved by Carney; seconded by Yates; unanimously approved.
     
15. Appropriate Funds for PAMS Program, Recognize and Appropriate Funds for New Lead Monitoring Network, Reallocate Funds for NATTS Program, and Authorize Purchases:
    
    Motion by Carney; seconded by Yates; and unanimously approved.
     
16. Annual Report on 457 Deferred Compensation Plan: Rick Pearce, Chief Financial Officer, explained that this is the second annual report to the Board on the deferred compensation plan. This past year the Deferred Compensation Committee adopted its investment policy statement; reviewed plan funds; made several fund changes to consolidate the fund line-up; and replaced funds that no longer met the Committee’s investment policy criteria; and added a money market fund. The Committee also approved the replacement of the Plan Trustee, State Street Bank & Trust, with Reliance Trust Company.  
    
    Moved by Yates; seconded by Carney; unanimously approved.
     
17. Report of RFPs and RFQs Scheduled for Release in October: Mr. Pearce stated there are two RFQs for approval – Purchase Network Servers; and Prequalify Vendors for Computer, Network, Printer, Hardware and Software.
    
    Moved by Yates; seconded by Carney; unanimously approved.
     
18. Issue RFP for Legislative Representation in Sacramento, CA: Mrs. Carney requested the contract amount be increased to $450,000 to provide additional legislative representation in Sacramento, especially as it relates to future legislative issues that arise.
    
    Moved by Carney; seconded by Yates; unanimously approved.
     
19. Issue RFP for Public Policy Consulting Regarding Local, State and Federal Transportation Issues: Dr. Ganguli, Asst. DEO/Legislative & Public Affairs, explained that the current contract for transportation issues ends in December 2009. Staff is seeking to issue an RFP for $100,000 for a one-year period with two annual extensions upon the Committee’s approval.
    
    Moved by Yates; seconded by Carney; unanimously approved.
     
20. Environmental Justice Advisory Group Minutes for May 19, 2009: Attached for information only are the Environmental Justice Advisory Group minutes for the May 19, 2009 meeting.
    
    Ms. Carney requested that draft minutes, prior to approval by the Environmental Justice Advisory Group, be provided to the Committee members so that the issues might be brought to the Board’s attention in a more timely manner. Dr. Burke agreed with the request.
     
21. Local Government & Small Business Advisory Group Minutes for June 12, 2009: Attached for information only is the Local Government & Small Business Advisory Group minutes for the June 12, 2009 meeting.
     
22. Review October 2, 2009 Governing Board Agenda: None.
     
23. Other Business: None.
     
24. Public Comment: None.

Meeting adjourned at 10:06 a.m.

Attachments (EXE, 125k)

Environmental Justice Advisory Group Minutes for May 19, 2009

Local Government & Small Business Assistance Advisory Group Minutes
for June 12, 2009