BOARD MEETING DATE: December 3, 2010
AGENDA NO. 26

REPORT:

Administrative Committee

SYNOPSIS:

The Administrative Committee met on Friday, November 12, 2010.  The Committee discussed various issues detailed in the Committee report.  The next Administrative Committee meeting is scheduled for Friday, December 10, at 10:00 a.m. in Conference Room CC-8.

RECOMMENDED ACTIONS:

Receive and file.
 

Dr. William A. Burke, Chair
Administrative Committee

Attendance:  Attending the November 12, 2010 meeting was Chair William A. Burke via videoconference, and present at AQMD were Committee Members Mayor Dennis Yates and Jane Carney.  Supervisor Josie Gonzales and Mayor Ron Loveridge were absent due to conflicts in their schedules.    

ACTION/DISCUSSION ITEMS:

  1. Board Members Concerns:   Dr. Wallerstein stated that Supervisor Benoit has made a request that AQMDs final Board agendas include the Committees actions.  He will ensure that this is administratively completed through the Agenda Tracking System (ATS).

  2. Chairmans 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 Dr. Burke will be traveling to London, England to attend the 5th Annual European Carbon Capture and Storage Conference on February 17-18, 2011, which is related to climate change policy.

  5. Presentation by Financial Statement Auditors:  Al Lucas, engagement partner of Thompson, Cobb, Bazilio & Associates, PC, stated that he, along with Michael Castro and Helen Chu, assisted with this audit where agency statements were deemed unqualified and the financial reports and analysis were deemed consistent with no issues found.  The audit was done according to government standards and controls and compliance criteria, and found no material weaknesses and no items to report.  The auditors do not issue opinions on internal controls, but the federal funds (A-133 audit) received an opinion of major compliance with federal requirements, which means it was a clean audit.  Mr. Lucas continued that new reporting requirements were evaluated to capitalize software as potential assets, and he acknowledged the cooperation of management and staff.

    Mrs. Carney stated she encourages this Committee to create a little more independence and relationship with auditors with the Board Members on this Committee and requested to meet alone without staff present (public was welcome to stay in the room).

    Staff absent from 10:27 - 10:32 a.m.

    Upon staffs return, Dr. Burke asked whether the auditors were the ones who mandated three years ago to include location of where meetings were held on the expense claims.  Dr. Wallerstein stated that he will review the policy and respond in writing.

  6. Proposal for Partnership with Local TV Affiliate to Promote AQMDs Check Before You Burn Program:  Sam Atwood, Media Office Manager, stated that AQMD has just begun a Check Before You Burn voluntary program for residents to not burn firewood in their fireplaces or wood stoves when the air is forecast to be unhealthy.  He continued that it is anticipated that this notice will be issued fewer than 15 days per year.  By November 2011, this program will become mandatory.  Staff is requesting approval of a 10-week outreach program to include a TV partnership through February 2011, to solicit proposals from four local TV affiliates, and authorize the Executive Officer to select the best proposal for $50,000.

    Dr. Wallerstein added that his authority is being used to obtain the funds, but it is staffs intention to return in December to replace the funds.  He mentioned that the Bay Area has a similar program using a large banner on the Angel Island Bridge to remind residents of the program. 

    Mayor Yates mentioned that Henry DiCarlo has moved from Channel 2 to Channel 5, and could be available for this program.  Based on consent of members present, Mrs. Carney directed staff to proceed with the program.

DECEMBER AGENDA ITEMS:

  1. Annual Audited Financial Statements for FY Ended June 30, 2010:  Mr. OKelly stated that a draft copy of the Comprehensive Annual Financial Report (CAFR), which includes the Independent Auditors Report, will be provided in final form prior to the December 3rd Board meeting.  He continued that the financial statements and audits are testament to AQMD and the Boards commitment to accountability in the use of AQMDs assets and recording.  Those will be made available on-line and to the Government Financing Officers Association for consideration in their reporting excellence award program.    

           Moved by Carney; seconded by Yates; unanimously approved.

Dr. Burke asked whether the December 3rd Board package will be distributed via paper or iPad, and Dr. Wallerstein answered that during a two-month transition period, staff will provide the Board packages via paper until the system is operating smoothly in electronic form.

  1. Execute Contract for Consulting Services on Transportation and Goods Movement Strategies: 

    Mrs. Carney recused herself from this item and left the room from 10:42-10:45 a.m.

    Oscar Abarca, DEO/Legislative & Public Affairs, explained that reducing mobile source emissions is a high priority for the Governing Board.  Three proposals were received, and two proposals were deemed not technically qualified.  Staff recommends awarding a contract not to exceed $100,000 with Germania Governmental Services Corporation for a one-year period, with two one-year period extensions subject to Board approval. 

     Moved by Yates, but there was no quorum for this item so it was moved forward with concurrence by the Committee Members.

  2. Amend Contract with Cordoba Corporation to Add Four Air Quality Institute Briefings and Issue RFP for Continuation of AQIs in 2011:  Mr. Abarca stated that the Board previously approved AQIs to inform communities, business and industry leaders and elected officers on air quality issues, and the effort has been successful.  Staff is recommending:  (1) to continue and expand the current contract with Cordoba Corporation to augment the current program with four additional AQIs not to exceed a total of $68,000, and (2) approve the issuance of an RFP to solicit proposals for consulting services regarding the continuation of the AQI, at a cost not to exceed $135,300 for a one-year period, with options for two one-year extensions, upon satisfactory performance, at the Boards discretion.

    Dr. Wallerstein added that the funds will come from agency reserves.

    Mrs. Carney asked if one briefing will be held in Sacramento, and Dr. Wallerstein answered that one can be held in Sacramento, one in the Inland Empire/Orange County, and one in Los Angeles County. 

    Dr. Burke stated he attended a senior citizen breakfast at the Los Angeles Convention Center, which turned out 3,000 seniors.  He added that Councilwoman Perrys staff could assist in organizing events for AQMD, but AQMD could fund an event and help develop appropriate programming.

    Moved by Yates; seconded by Carney; unanimously approved. 

  3. Local Government & Small Business Advisory Group Minutes for the
    September 17, 2010 Meeting:      Attached for information only are the Local Government & Small Business Advisory Group Minutes of the September 17, 2010 meeting.

  4. Establish List of Prequalified Vendors to Provide Automotive Mechanical Repair and Service for AQMDs Fleet Vehicles:  Sylvia Oroz, Business Services Manager, Administrative & Human Resources, stated that this is a routine item where a prequalified list is established for automotive mechanical repairs and service for AQMDs fleet.  The Board approved the RFQ in July and received ten responses, of which nine were complete and responsive and the list will be on file for three years.

    Moved by Yates; seconded by Carney; unanimously approved. 

  5. Reappropriate Funds from Undesignated Fund Balance to the Executive Office FY 2010-11 Budget for Activities Relating to AQMDs CBS-2 TV Weather Sponsorship:  Mr. Atwood stated that there have been unexpected delays in consummating this contract and consequently funds reverted to the general fund.  Staff is requesting to reappropriate funds to the Executive Office budget.  Dr. Burke asked what took CBS so long, and Mr. Atwood answered that he did not have a specific answer, but it did take over two months once KCBS sent the contract back to its New York office.

    Moved by Yates; seconded by Carney; unanimously approved.

  6.  Review December 3, 2010 Governing Board Agenda:  Dr. Wallerstein stated

  7. Other Business:  None.

  8. Public Comment:  None. 

Meeting adjourned at 10:50 a.m.

Attachment (DOC, 96k)

Minutes from the September 17, 2010 Local Government & Small Business Assistance Advisory Group meeting


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