pwsrcac board and executive committee … counsel and other professional services costs related...

PWSRCAC BOARD AND EXECUTIVE COMMITTEE ACTIONSDateMeeting Action Item

11/10/2017XCOM Contract Change Order for Spill Sampling: The Executive Committee approved a change order not to exceed$22,000 to contract 951.18.06 with Newfields Companies, and the associated budget modification that would bringthe contract total to a maximum of $43,258 in order to take a second set of post-oil spill mussel samples followingthe September 21, 2017 Berth 5 oil spill. Is this in place? Banta Done

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DispositionResponsible

11/10/2017XCOM Out of State Travel to NTEN Conference: The Executive Committee approved out of state travel for IECmember Savannah Lewis to attend the 2018 NTEN conference, April 11-13, 2018 in new Orleans, Louisiana withtravel in an approximate amount of $3,100. Has the travel taken place?

Taylor Pending

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11/10/2017XCOM Out of State Travel to 2018 International Association for Public Participation Conference: TheExecutive Committee approved travel for IEC member, Linda Robinson to attend the 2018 IAP2 Skills Symposium,February 26-March 2, 2018 in Austin Texas with travel in an approximate amount of $2,140. has the travel takenplace? Taylor Pending

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11/10/2017XCOM International Travel to Attend PWSRCAC Volunteer Events: The Executive Committee approvedinternational travel for Dr. Roger Green to travel from Ontario, Canada to Alaska to attend PWSRCAC’s ScienceNight, volunteer workshop and annual holiday party, November 29 - December 2, 2017, in an approximateamount of $1,488. Has the travel taken place? Banta Done

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11/10/2017XCOM ADEC Decision on VMT C-Plan: The Executive Committee authorized the Executive Director to file a request forAdjudicatory hearing regarding the ADEC’s October 23, 2017 approval of Alyeska’s Valdez Marine TerminalContingency Plan, ADEC Plan #14-CP-4057; amendment 2017-1 pertaining to the Solomon Gulch Hatchery andValdez Duck Flats Sensitive Are Protection Mobilization Decision Matrix; and to authorize and budget modificationof $20,000 from the contingency fund to project 651 State Contingency Planning Review to cover costs related tolegal counsel and other professional services costs related specifically to the adjudicatory hearing process. Arethese steps in place?

Wrede Done

651.110.171121.AdjHearingReqFileCode(if any)


10/26/2017Board FY2017 Financial Audit Acceptance: The Board accepted the June 30, 2017, audited financial statements andaudit report, as presented. Is this financial report in place?

Dixon Done

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10/26/2017Board Approval of FY2018 Budget Modifications: The Board approved the FY2018 budget modifications as listed onthe corresponding sheet. Are these budget modifications in place?

Dixon Done

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Action Database Updated: December 1, 2017

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10/26/2017Board Marine Services Transition Project Coordination Contract Change Order: The Board approved a changeorder to contract 8020.17.02 with Nuka Research and Planning Group, LLC, which will add an additional $30,000to the contract with the Council for a total of $80,000. Is this change order in place?

Sorum Done

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10/26/2017Board Hinchinbrook Entrance Wind and Wave Extremes Contract Approval: The Board delegated authority tothe Executive Director to enter into a contract with Tetra Tech Canada, Inc. for project 6533/HinchinbrookEntrance Wind and Wave Extremes for an amount not to exceed $83,284. Is this contract in place?

Sorum Done

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9/14/2017Board Approval of Resolution Appointing Corporation Registered Agent: The Board approved resolution 17-02 Appointing a RegisteredAgent (Schantz) for the corporation. Is this resolution in place?

Fleming Done

100.106.170914RegAgentFileCode(if any)


9/14/2017Board Marine Services Transition Readiness Verification Report: The Board accepted the draft report titled “Recommendations for Initial andOn-going Evaluation of New Prevention and Response System Readiness in PWS” by Little River Marine Consultants and Nuka Research& Planning, LLC. Is this report in place?

Sorum Done

802.431.170907.LRMCnukaReadines

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9/14/2017Board Quantitative Survey of Non-Indigenous Species in PWS: The Board accepted the report titled “BioBlitz 2016: Re-assessing marineinvasions in Valdez, Prince William Sound, Alaska” by Greg Ruiz of the Smithsonian Environmental Research Center for distribution andposting on the PWSRCAC website. Is this report in place?

Banta Done

952.431.170701.BioBlitz2016FileCode(if any)


9/14/2017Board 2016 Drill Monitoring Annual Report Approval: The Board accepted the final report titled “Prince William Sound RCAC Annual drillMonitoring Report, 2016: prepared by Rob Robertson of PWSRCAC staff for distribution and posting on the PWSRCAC website. Is thisreport in place?

Robertson Done

752.431.170101.2016AnnualRptFileCode(if any)


9/14/2017Board Connecting with our Communities Project: The Board approved (1) Project 3620 Connecting with our Communities in the FY2018budget in the amount of $50,000; and (2) Authorized a budget modification of $50,000 from the contingency to fund project 3620. Are thesesteps in place?

Taylor Done

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9/14/2017Board Volunteer Social Media Policy and Guidelines Approval: The Board approved the Volunteer Social Medial Policy and Volunteer SocialMedia Guideliens, as presented. Are theses in place?

Wrede Done

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9/14/2017Board Approval of Additions to PWSRCAC’s Contingency Plan Contractor Pool: The Board authorized the addition of Sharry Miller and 152Degrees West Environmental Services fto the current pre-qualified pool for PWSRCAC’s contingency planning process; and authorizedindividual contracts for professional services with the aggregate total of all pre-approved contractors not to exceed $70,000. Are these stepsin place?

Swiss Done

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9/6/2017XCOM Marine Firefighting Symposium Final Report: The Executive Committee accepted the report titled “2017Marine Firefighting Symposium Final Report” prepared by Resolve Marine for distribution. Is this report in place?

Sorum Done

805.431.170501.MFFSFinalRpt

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9/6/2017XCOM PWS Emergency Towing Package Comparison Final Report: The Executive Committee approved the reporttitled “Comparison of Capabilities Between Prince William Sound Emergency Towing Package and IMO/SOLASEmergency Towing Package for Tankers” Prepared by Little River Marine Consultants for distribution. Is thiscomplete? Sorum Done

802.431.170831.LRMCtowCompare.pdf

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9/6/2017XCOM Appoint IEC Member to LRP Committee: The Executive Committee appointed IEC Member Cathy Hart to theFY2017/2018 Long Range Planning Committee. Is this appointment in place?

Vanderburg Done

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9/6/2017XCOM Out-of-State Travel to Pacific Marine Expo: The Executive Committee approved out-of-state travel for JimHerbert and Linda Robinson to the Pacific Marine Expo, November 16-18, 2017 in Seattle, Washington, with totaltravel costs in an approximate amount of $2,138 for each traveler. Has the travel taken place?

Fleming Done

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9/6/2017XCOM International Travel to AMOP Technical Seminar: The Executive Committee approved International Travelfor Mikkel Foltmar and Roger Green to attend the 2017 AMOP Conference, October 3-5, 2017 in Calgary, Alberta,Canada, with travel in an approximate amount of $3,086 and $2,349, respectively. Has the travel taken place?

Fleming Done

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9/6/2017XCOM Out-of-State Travel to Tour Edison Chouest Assets: The Executive Committee approved out of state travelfor Amanda Bauer, Robert Archibald and Robert Beedle in an amount of $2,526 per traveler, and Steve Lewis in anapproximate amount of $2,005, October 16-19, 2017; and John LeClair in an approximate amount of $2,005, DaveGoldstein in an approximate amount of $2,326, and Jeremy Talbott in an approximate amount of $2,526 forNovember 13-17, 2017. Has the travel taken place? Fleming Done

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9/6/2017XCOM Agenda for Upcoming PWSRCAC Board Meeting: The Executive Committee approved the agenda for thePWSRCAC Board meeting, September 14-15, 2017 in Whittier. Has the agenda been distributed?

Fleming Done

FileCode(if any)


6/7/2017XCOM Approval of LTEMP Contract Change Order: The Executive Committee authorized a change order to contract number 951.17.03 withNewFields Companies, LLC by adding $2,619 to the contract. This would increase their contract from the current amount of $41,300 to$43,919. Is this change order in place?

Banta Done

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6/7/2017XCOM Report Approval: The Executive Committee approved the report titled “Development of the Current Prince William Sound Escort System:Regulations, Analysis and System Enhancements,” by Nuka Research and Planning, LLC for distribution to stake holders and posting onPWSRCAC’s web site. Is this report in place?

Sorum Done

801.431.170608.NukaservsHistoryFileCode(if any)


5/4/2017Board Director Appointments: The Board confirmed the two-year terms of the selected representatives for the following member entities: RobertArchibald, City of Homer; Wayne Donaldson, City of Kodiak, Alisha Chartier, City of Seldovia; Orson Smith, City of Seward; Amanda Bauer,City of Valdez; Mako Haggerty, Kenai Peninsula Borough; Melissa Berns, Kodiak Village Mayors’ Assn.; Thane Miller, PWSAC; and, RoyTotemoff, Tatitlek Cor. and Tatitlek IRA Council. Are these appointments in place?

Fleming Done

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5/4/2017Board Election of Officers and Executive Committee Members-at-Large: The Board elected by acclamation the following: Amanda Bauer,President; Thane Miller, Vice President, Bob Shavelson, Secretary; Wayne Donaldson, Treasurer; and Robert Archibald, PatienceAndersen Faulkner and Melissa Berns as Members-at-Large. Are these appointments in place?

Fleming Done

FileCode(if any)


5/4/2017Board FY2018 Budget Approval: The Board approved the FY2018 budget as presented in the draft dated April 19, 2017, with the followingchange: Project 3620 - Public Relations and Branding Strategy is removed and the amount of $99,331 is added to contingency. The totalexpense budget is $4,050,266, and contingency is $152,216. The budget also includes a transfer of $50,000 to the emergency reserve. Isthe approved budget in place?

Dixon Done

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5/4/2017Board Resolution Designating PWSRCAC Check Signers: The Board adopted the resolution provided by First National Bank Alaska to updatethe list of authorized individuals to conduct financial transactions on PWSRCAC’s two accounts. Is this resolution in place?

Dixon Done

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5/4/2017Board FY2018 C-Plan Contractor Poll: The Board authorized individual contracts with: Brendan Environmental; E-Tech Environmental, Inc;Harvey Consulting, LLC; Nuka Research & Planning Group, LLC; and, Pegaus Environmental Solutions, for professional services with theaggregate total not to exceed the amount approved for Project 650 Contingency Plan Review in the final FY18 budget, and delegatedauthority to the Executive Director to enter into individual contracts. Are these steps in place?

Swiss Done

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5/4/2017Board Resolution Authorizing Mastercard Account at First National Bank Alaska: The Board adopted the resolution adopted by First NationalBank Alaska to borrow for business credit, that would include increasing the total credit limit to $60,000 (note: this increase only applies tothe MasterCard credit limit). Is this resolution in place?

Dixon Done

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5/4/2017Board Annual Technical Committee Appointments: The Board make the following two-year appointments to the respective PWSRCACtechnical committees: Green, Kennish, and Cheng to SAC; Blehm, Foltmar, Goudreau, and Kuckertz to TOEM; Herbert, LeClair, and Scottto OSPR; Chambers, Talbott, and Lewis to POVTS; and Hart, Korbe, Eisemann, Dodson, Acton and Lewis to IEC. Are these appointmentsin place?

Vanderburg &Popovici

Done

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5/4/2017Board Approval of LTEMP Sampling Report and FY18 Contract Fudning: The board approved: (1) Contractorselection and contract negotiation with Payne Environmental Consulting Inc. for sampling, training and analyticalreporting work on mussels and sediments to be performed under the LTEMP for FY18 at an amount not to exceed$45,960. (2) Contractor selection and negotiation with NewFields Environmental Forensics Practice for analyticallaboratory work and sample storage to be performed under LTEMP for FY18 at an amount not to exceed $51,592.(3) Contractor selection and contract negotiation with Oregon State University for analytical laboratory work onpassive sampling devices to be performed under LTEMP for FY18 at an amount not to exceed $27750. and (4)The 2017 LTEMP Report “Long-Term Environmental Monitoring Program Final Report: 2015 Sampling Resultsand Interpretations” as approved by SAC at its January 31, 2017 meeting.

Banta Done

951.431.161201.2015AnnualRptFileCode(if any)


5/4/2017Board Response Optimization Analysis Report Approval: The Board accepted the Nuka Research and Planning, LLC’s report titled “PrinceWilliam Sound Oil SPill Recovery Optimization Analysis,” dated November 2016. Is this report in place?

Swiss Robertson Done

756.431170201.NukaROAFileCode(if any)


5/4/2017Board Resolution Regarding Oil Spill Liability Trust Fund: The Board approved Resolution 17-01 in support of the reauthorization of the OilSpill Liability Trust Fund (OSLTF) exercise tax, increased use of the fund for spill prevention establishment of a fund balance ceiling andfloor etc. Is this resolution in place?

Fleming Done

210.106.170505.OSLTMFileCode(if any)



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5/4/2017Board Potential Places of Refuge Report: The Board approved the final report titled, “Ship Simulation and Mariner Study of the MaritimeImplications for Tank Vessels Utilizing Potential Places of Refuges, Mid-Prince William Sound, Alaska” by Safegard Marine, LLC. Is thisreport in place?

Sorum Done

856.431.140117.SafegardPPORFileCode(if any)


5/4/2017Board Approval of Marine invasive Species Report: The Board accepted the final reports titled “Analysis of Federal and state ballast watermanagement policy as it concerns crude oil tankers engaged in coastwise trade to Alaska” and “Status of international and domesticregulations on installation and use of ballast waste management systems” by Danielle Verna, including a footnote added to page 7 of thesecond report (get note from minutes). Are these reports in place?

Banta Done

952.431.170120.VernaBWpolicy952.431.170201.VernaBWregs

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5/4/2017Board Approval of PR Branding Audit Report: The Board accepted the report titled “Brand Audit and Needs Assessment” for PWSRCAC byElement Agency. Is this report in place?

Taylor Done

350.431.170505.ElementBrandingFileCode(if any)


5/4/2017Board Approval of IRS Form 990: The Board authorized the Executive Director to sign the Form 990 on behalf of PWSRCAC and submit it to theInternational Revenue Service on or before May 15, 2017. Has the report be submitted to the IRS?

Dixon Done

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5/4/2017Board Annual Board Committee Appointments: The Board made the following appointments: Donaldson (chair), Bauer, Faulkner, and Totemoffto the Finance Committee; Faulkner, Smith, Chariter, Miller and the chairs of the five technical committees to the Long Range PlanningCommittee; Moore, Faulkner, Bender, Hasenbank, and Beedle to the Board Governance Committee; and Moore, Archibald, Beedle, Miller,Burch, and Haggerty to the Legislative Affairs Committee. Are these appointments in place?

Fleming Done

FileCode(if any)


5/4/2017Board Approval of Annual PWSRCAC/Alyeska Contract Compliance Verification Report: The Board accepted the annualPWSRCAC/Alyeska Contract Compliance Verification report. Is this report in place?

Dixon Done

100.109.170407.ContrCompRptFileCode(if any)


4/25/2017XCOM Out-of-State Travel: The Executive Committee approved out-of-state travel for Dorothy Moore and Jane Eisemann to New Orleans, LAJune 13-16, 2017 for the purpose of touring Edison Chouest Offshore assets associated with the marine services transition, with total travelto in in an approximate amount of $2,305 per person. Has the Travel taken place?

Fleming Done

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4/25/2017XCOM Agenda for Upcoming PWSRCAC Board Meeting: The Executive Committee approved the agenda for the PWSRCAC Board meeting,May 4-5, 2017 in Valdez as amended. Has the agenda been distributed?

Fleming Done

210.001.170504.MayAgendaFileCode(if any)


4/6/2017XCOM Report Approval: The Executive Committee approved the report titled “industry and Class Standards for Escort Tugboats” as prepared byLittle River Marine Consultants for distribution. Has the report been distributed?

Sorum Done

801.431.170128.LRMCtugStandards (report)801.105.170522.

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4/6/2017XCOM Out-of-State Travel: The Executive Committee approved out-of-state travel for Patience Andersen Faulkner and Jim Herbert to travel toNew Orleans, LA for the purpose of touring Edison Chouest Offshores assets associated with the marine services transition, with total travelto be in an approximate amount of $2,305 per person. Has the travel taken place?

Fleming Done

FileCode(if any)


4/6/2017XCOM Approval of International Travel to the 40th AMOP Technical Seminar: The Executive Committee approved international travel forTOEM committee member, Mikkel Foltmar, to attend the 2017 AMOP Conference, June 6-8, 2017 in Alberta, Canada, with travel in anapproximate amount of $3,036. Has the travel taken place?

Popovici Conference Postponed

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4/6/2017XCOM Committee Appointment: The Executive Committee appointed Savannah Lewis to the Information and Education Committee and WeiCheng to the Scientific Advisory Committee, each with a term set to expire at the May 2017 annual Board meeting. Are these appointmentsin place?

Popovici Done

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3/1/2017XCOM PWS Oil Surrogates Workgroup Report: The Executive Committee approved the report titled “Prince William Sound Oil SurrogatesWorkgroup” for distribution. Is this report in place?

Robida Done

708.431.170101.PWSSurrogatesWG

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3/1/2017XCOM Out-of-State Travel Request to international Oil Spill Conference: The Executive Committee approved out-of-state travel for WayneDonaldson and Debu Misra to the International Oil Spill Conference, May 15-18, 2017 in Long Beach, California in an approximate travelamount of $3,534 and $2,984 respectively. Has the travel taken place?

Matlock Done

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3/1/2017XCOM POVTS Committee Appointment: The Executive Committee appointed Steve Lewis to the POVTS Committee with a term set to expire atthe May 2017 annual board meeting. Is this appointment in place?

Vanderburg Done

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2/10/2017XCOM Approval of Robert Allan Report: The Executive Committee approved the Robert Allan report titled “A Review of the Proposed new Escortand Support Tugs for Tanker Operations in Prince William Sound” for distribution. Is this report in place?

Sorum Done

801.431.170202.ReviewECOtugsFileCode(if any)


2/10/2017XCOM Nuka Marine Services Transition Project Support: The Executive Committee authorized the Executive Director to enter into a solesource contract with Nuka Research and Planning Group, LLC to assist with the Marine Services Transition in an amount not to exceed$50,000. It is estimated that $35,000 will be spent in FY17 and $15,000 in FY18; and approved the associated fund transfer from thecontingency fund to project 8020 for the contract expense in FY17. Are these steps in place?

Sorum Done

FileCode(if any)


2/10/2017XCOM Robert Allan Ltd. Marine Services Transition Project Support: The Executive Committee authorized the Executive Director to enter intoa sole source contract with Robert Allan Ltd. to assist with the Marine Services Transition in an amount not to exceed $50,000. It isestimated that $35,000 will be spent in FY17 and $15,000 in FY18; and approved the associated fund transfer from the contingency fund toproject 8020 for the contract expense in FY17. Are these steps in place?

Sorum Done

FileCode(if any)


2/10/2017XCOM Approval of Travel for Legislative Visits to Washington DC: The Executive Committee approved out-of-state travel for Amanda Bauer,Robert Archibald and Mako Haggerty in the amounts of $3,509, $3,409 and $3,609 respectively, to participate in the 2017 Washington DClegislative visits. Has the travel taken place?

Fleming Done

FileCode(if any)


1/19/2017Board Director Appointment: The Board approved the confirmation of Josie Hickel as the selected representative for Chugach AlaskaCorporation with a term set to expire May 2018. Is this appointment in place?

Fleming Done

FileCode(if any)


1/19/2017Board Hydrocarbon Toxicity Contract MOA: The Board approved a: memorandum of agreement 959.17.01 establishing an agreement betweenPWSRCAC and the Northwest Fisheries Science Center (NOAA Fisheries), NOAA, US Department of Commerce at an amount of $80,000;and b: budget modification in the amount of $5,000 from the contingency fund to project 959 hydrocarbon toxicity. Are these steps in place?

Banta Done

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1/19/2017Board Approval of Sole Source contract for Arctic IT Total Care Agreement: The Board approved a two-year sole source agreement withArctic Information Technology for network and computer monitoring services with the total amount of the agreement over the two-yearperiod estimated to be $50,928. Is this contract in place?

Dixon Done

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1/19/2017Board Updates to PWSRCAC Policies: The Board approved the proposed amendments to the PWSRCAC policies as presented. Are theseamendments in place? (Policy 105)

Wrede, Fleming Done

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1/19/2017Board Approval of Community Impacts Planning - Peer Listener Training Report: The Board accepted the Peer Listener Training project’sfinal report titled “Peer Listener Train the Trainer Training Sessions” by the Coastal Resource and Resilience Center. Is this report in place?

Banta Done

656.431.160929.CRRCtrainingFileCode(if any)


1/19/2017Board Approval of Funding Increase for Port Valdez Circulation Study: Approval of a fund transfer in the amount of $3,500 from theContingency Fund to Project 7620 Port Valdez Circulation Study to cover telemetry expenses, replacement drogues for buoys, andoutreach related advertising.

Robida Done

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1/19/2017Board Approval of Long-Term Environmental Monitoring Contract Change Order: The Board approved: A. Contract change order to contractnumber 951.17.01 with Payne Environmental Consulting, Inc., adding $16,221 to the existing contract. The change order will provide forcollection of Ballast Water Treatment Facility effluent from the Valdez Marine Terminal outfall during peak dirty ballast throughput; B.Contract change order to contract number 951.17.03 with Newfields Companies for $9,489 to perform hydrocarbon analyses of the effluentsample collected by Payne Environmental Consulting, Inc., as detailed above; and C. Corresponding budget modification in the amount of$22,166 from the Contingency Fund. Are these steps in place?

Banta Done

FileCode(if any)


1/19/2017Board Approval of Recovery Optimization Analysis Contract Change Order: The Board approved a contract change order for Project 7560Response Optimization Analysis with Nuka Research and Planning Group, LLC, increasing the contract by $17,000 for a total amount of$70,960; and, approval of the corresponding budget modification in the amount of $17,000 from the Contingency Fund to Project 7560. Isthis contract in place?

Swiss, Robertson Done

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1/19/2017Board Long Range Planning Approval: The board approved the Five-Year Strategic Plan for Fiscal Years 2018-2022 developed and finalized forconsideration by the Board at the January 18, 2017 Long-Range Plan work session, with a few changes. Have the changes been madeand the long range plan distributed?

Schantz Done

210.101.170120.FiveYearLRP.pdfFileCode(if any)



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1/19/2017Board Approval of Organizational Assessment Report: The board accepted the McDowell Group organizational assessment final report. Is thefinal report complete?

Sorum Done

100.431.170101.OrgSurvey.pdfFileCode(if any)


1/10/2017XCOM Approval of Travel to the 2017 Nonprofit Technology Conference: The Executive Committee approvedtravel for IEC member Linda Robinson to attend the 2017 NTEN conference, March 23-26, 2017 in Washington D.C. with travel in an approximate amount of $2,981. Has the travel taken place?

Popovici Done

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1/10/2017XCOM Legislative Affairs Committee Appointment: The Executive Committee appointed Mako Haggerty to the Legislative Affairs Committee. Isthis appointment in place?

Wrede Done

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1/10/2017XCOM Travel for Legislative Visits to Washington DC for Board Members: The Executive Committee approved travel for up to two boardmembers to participate in the 2017 Washington DC legislative visits, with a cumulative approximate cost of $7,000. Has the travelers beenapproved?

Fleming Done

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1/10/2017XCOM Agenda for Upcoming PWSRCAC Board Meeting: The Executive committee approved the agenda for the PWSRCAC Board Meeting,January 19-20, 2017 in Anchorage. Has the agenda been distributed?

Fleming Done

210.001.170119.JanAgendaFileCode(if any)


1/10/2017XCOM 2016 Holiday Bonus for the Executive Director: The Executive Committee retroactively authorized a one-time 2016 holiday bonus forExecutive Director Donna Schantz in the amount of $400. Is this in place?

Dixon Done

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