NCD980602163_19980403_Warren County PCB Landfill_SERB C_Information on Joel Hirschhorn's contract and funding-OCR

North Carolina Department of Environment, Health, and
NaJural Resources
Michael A. Kelly, Deputy Director
Solid Waste Managemtnl Division
Please:
_ Draft a reply for my signature
_ Take appropriate action
_ .Approve
_ For your information
Set me about attached
_ Handle and report to mt
Nott and retum attached material to me
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(, JAMES B. HUNT JR:,.
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NORTH CAROLINA DEPARTMENT OF
ENVIRONMENT AND NATURAL RESOURCES
DIVISION OF WASTE MANAGEMENT
April 3, 1998
MEMORANDUM
TO: MR. HENRY LANCASTER
MS. DOLLY BURWELL
FROM: MIKEKELLY~
SUBJECT: FUNDING FOR JOEL HIRSCHHORN
As you are aware, we had discussed on March 12 extending Joel
Hirschhom's contract based on money not used by him for the phase II evaluation.
He stated that he thought he would have $5-10,000 remaining. I questioned him
then as to the figure that he thought he would have after finishing the phase II
activities and he guessed approximately $5,000. Since I had not had an invoice
from him in some time, and having no idea as to what his next invoice might be, I
was not in a position to confirm or deny the amount, and Joel was certainly in a
better position to do that.
On the 26th of March, I received and approved an invoice for Joel, and
asked my budget personnel to provide me a printout of Joel's contract balance,
which showed a balance of approximately $3,200 after payment of the latest
invoice. I prepared the forms for contract extension estimating approximately
$3,000. Those forms and memo were provided to Joel and the Working Group on
the 26th. Joel, prior to the meeting closing, said he wanted to speak to me about
the balance, and I told him I would be in on Friday morning.
On Friday, Joel faxed me a copy of a budget sheet which is apparently
mailed out to contractors with their checks for partial contract payment. This
sheet shows a "balance" of what "remains" in the contract. It was from this sheet
that Joel had been subtracting his invoices and in error thought he had
approximately $10,000 left. I can see where the confusion came from, but we at
the division were not aware of the sheet being sent to a contractor indicating the
remaining funds. In most of our partial pay contracts, the companies put the total
amount on their invoice, subtract out the partial amount billed, and have a balance
remaining, which we verify with our records.
The problem in this case is over travel funds. We are billed directly for
Joel and Patrick's travel expenses and pay accordingly. This money is taken out
of their contract here via funding codes, but does not show up on the balance sheet
401 OBERLIN ROAD, SUITE 150, RALEIGH, NC 27805
PHONE 919•733-4996 FAX [phone]
AN EQUAL OPPORTUNITY/ AFFIRMATIVE ACTION EMPLOYER• 150% RECYCLED/I 0% POST-CONSUMER PAPER
sent with their checks. I sent Joel copies of our budget sheets and from them you can see that the
mistake is from the travel expenses. The funds add up as follows:
Feb 19, 1998 Statement
Less travel expenses
Less payment approved Mar 26
BALANCE:
$17,508.60
9,983.91
4,250.00
$3,274.69
I used this figure to base my estimated $3,000 for extending Joel's contract. This figure
would not have had any funds subtracted from it that would be billed to us for Joel's March
activities.
In my conversation with Joel, he was surprised about the travel expenses. I have also
included a copy of a letter I sent to Joel last October in which I reminded him that travel
expenses and airline tickets (which are billed to the department directly) would be taken out of
his contract. Joel signs expense reports and attaches a copy of the airline receipt (which shows
the amount) and forwards them directly to us for payment (less airline costs). I am surprised that
Joel's accounting staff were not cognizant of his total expenses. All of his expenses were
handled this same way on his previous contract.
Joel evaluated his expenses through last Friday morning (March 27) and determined that
he was out of money and therefore would not be working on the project any more. My last
conversation with him that afternoon was that I would get with Henry and for him to sit tight
until we could see if there was something we could work out that would allow him to participate
in the ERC meeting on the 27th of April.
We have not been able to get together this week due to work schedules, but I wanted you
to know that I have put Joel's contract extension on hold (cannot extend without money), and that
it appears that Joel is no longer working with the Working Group. Now that I have been able to
apprise both of you of this issue, please discuss and let me know what you think I can do. As
you can see from the budget sheet, I am already in the red on this project.
I have let Patrick know of this situation, and likewise sent him a copy of our budget
sheets so that he can make certain his accounting agrees with ours.
I have attached copies of the various documents I have referenced. Please call me should
you have any questions. For your information, I will be in the Winston Salem Regional Office
on Monday, and out of the state Tuesday and Wednesday. Sue can page me on Monday.
Sheet1
JOEL HIRSCHHORN
CONTRACT PAYMENTS AFTER 6/30/97
DATE: 3/26/98
Site~ent:
6/30/97-8/3/97
8/4/97-8/31/97
9/1/97-9/28/97 •
9/29/97-11/2/97
TOTAL
Phase I Detox Review:
6/30/97-8/3/97
8/4/97-8/31/97
9/1/97-9/28/97
9/29/97-11/2/97
TOTAL
Phase D Detox Review:
9/29/97-11/2/97
11/3/97-11/30/97
12/1/97-2/1/98
2/2/98-3/1/98
2,620.00
2,290.00
7,550.00
1,650.00
14,110.00
450.00
2,800.00
240.00
5,040.00
8,530.00
TOTAL 10,900.00
Diner's Club (Airline Tickets): ·
7/23/97-7/24/97 599.60
9/22/97-9/23/97 596.30
11/1/97-11/2/97 189.54
--2/19/98-2/19/98 598.27
TOTAL 1,983.71
Travel Reimbursements:
7/23/97-7/24/97 167.51
9/22/97-9/23/97 162.52
ll/1/97-11/14/97 219.64
2/19/98-2/19/98 81.76
TOTAL 631.43
SUMMARY FOR HIRSCHHORN:
Site Assessment 14,110.00
Phase I Detox Review 8,530.00
Phase II Detox Review 10,900.00
Diner's Club 1,983.71
Travel Reimbursements 631.43
GRAND TOTAL 36,155.14
Page2
3-27-1998 8 :54AM FROM HISCHHORN 3019491237 P.2
BHA62DA DEHNR CONTRACT DATA SYSTEM CURRENT ACTIVITY STATUS PAGE: 1 PF9-MENU
FY: 1996 CNO: 0763003082 HIRSCHHORN & ASSOCIATES SOLID WASTE MAMAGEMENT
PON: 67643 REV: 02 REVDTE• EFFDTE: 02/1996
TRMDTE: 03/1998 EXPAOD: 02/
ITEM BUDG
NO. DESCRIPTION AMOUNT
1000 SA/FR
2000 OP EXP
5000 EQUlP
6100 GENERAL 136,795.24
6200 SCH HLTH
6863 CLN
6869 DEL SER
6862 LAB
6865 RX SERV
6864 TRANS/XIX/SS
TODATE
EXPENSES
119,286.64
UNEXPENDED
BUDGET
17,508.60
STATE TOTALS: 136,795.24 .00 119,286.64 17,508.60
LOCAL EXPENDITURES: .00 .00 .00 .00
STATE/LOCAL TOTALS: 136,795.24 .00 119,286.64 17,508.60
-STATE TODATE EXPENDITURES EQUAL S/F/S TODATE RECEIPTS BY: .OO
LOCAL TODATE EXPENDITURES EQUAL LOCAL TODATE RECEIPTS BY: .00
PAGE UP OR PAl: RECEIPT & PAYMENT STATUS; PFS: ESCROW; PFl: NEW INQUIRY
BHA620B DEHNR CONTRACT DATA SYSTEM PAGE: 2 PF9=MENU
CURRENT ACTIVITY STATUS
FY: 1996 CNO: 0763003082 HIRSCHHORN & ASSOCIATES SOLID WASTE MAMAGEMENT
LOCAL RECEIPTS:
101 APPROP
102 XIX/SSBG
103 OTHER REC
TOTALS:
STATE/FEDERAL/SPECIAL FUNDS
OBJ RCC PGM
6989 0000 0000 SOLIDWASTE
6989 7620 0096 STATE
BUDGETED
AMOUNT .
TODATE
RECEIPTS
.oo .oo
REVISION NO: 02 REVISION DATE:
BUDGETED AMOUNT PAID TODATE
123,375.09 105,866.49
13,420.15 13,420.15
TOTALS: 136,795.24 119,286.64
PFB: CTRTR ESCROW SUMMARY; PFl: NEW INQUIRY
BALANCE
.oo
06/30/1997
BALANCE
17,508.60
.00
PCB LANDFILL FUND BUDGET CODE 24300 FUND 2103 Beginning Balance: Expenditures: ACCOUNT 2170 2181 2210 2521 Temporary Employee Food Service Electricity Rent/Lease -Motor Vehicles 2712 Diners Club-Air Travel (Division & Science Advisors) 2714 In-State Transportation -Ground 2715 Out-State Transportation -Ground 2718 Out-State Other (Parking, Tolls) 2724 In-State Meals 2725 Out-State Meals 2728 Out-State Misc. (Baggage) 2731 Travel -Work Group/Science Advisors Prior to Contract 2811 Telephone 2840 • Postage 2850 Printing 2860 Advertising 311 O General Office Supplies 3900 Other Materials & Supplies 4522 Computer (Fax Machine) 5900 Other Expenses 6961 Contract (Warren County -$25,000) 6961 Contract (Warren County-$35,161) 6989 Contracts -Barnes/Hirschhorn (Not Including Diners Club Air Travel) 6989 Contract -ETG Environmental 6989 Contract-Canadian Comm. Corp. 6989 Contract -Environmental Investigations 6989 Contract -Soil & Materials Engineering 6989 Contract -Southwest Lab of Ok. Total Expenditures To Date Ending Balance Date 3/30198 $1,000,000.00 $10,510.00 $84.44 $231.05 $228.11 $21,960.03 $358.33 $23.24 $11.50 $102.00 $6.00 $11.00 $908.04 $8,914.13 $948.91 $119.46 $401.19 $60.95 $6,695.52 $554.38 $35,362.00 $25,000.00 $17,485.59 $246,030.36 $216,400.00 $141,786.00 $74,358.49 $44,320.44 $49,060.00 $901,931.16 $98,068.84
OTHER MISC. ENCUMBRANCES -NON-CONTRACT Lab Analysis -Southern Testing GN Engineering Fence Disposal Non-Hazardous ECOFLO -Remaining encumbrance on PO# 1690000412) Total Misc. Encumbrances $1,200.00 $1,210.00 $5,000.00 $5,000.00 $2,300.00 $14,710.00 f ~
CQntract Name CQntract AaJQunt 536961 Warren County $ 25,000.00 Warren County $ 35,161.00 536989 S&ME $ 44,320.44 SW Lab $ 50,400.00 Env Invest $ 74,359.00 Canadian Comm $ 141,786.00 ETG Env $ 255,420.00 Hirschhorn $ 136,795.24 Barnes $ 161,543.53 Totals $ 924,785.21 SUMMARY Beginning Balance: Total Expenditures to Date Total Misc. Encumbrances Remaining Contract Amounts Total $ Amount Used to Date Ending Balance: PCB LANDFILL CONTRACTS Expenses JQ Date $ 25,000.00 $ 17,485.59 $ 44,320.44 $ 49,060.00 $ 74,358.49 $ 141,786.00 $ 216,400.00 $ 123,536.64 $ 122,493.72 $ 814,440.88 $1,000,000.00 ($7,318.95) CQntract Arnt. Minus Expenses $ -$ 17,675.41 $ -$ -$ -$ -$ 39,020.00 $ 13,258.60 $ 39,049.81 $ 109,003.82 $901,931.16 $14,710.00 $ 90,677.79 $1,007,318.95 Diner's Club Charges $ $ $ 18,326.03 Amt. Bemaining lo CQntract $ $ 17,675.41 $ $ $ $ $ 39,020.00 $ 3,274.69 $ 30,707 .69° $ 90,677.79 -:s-~ 'b~~CLl)_. J ld-1o \ ~ 8'. < ""D~-~~~, S~ L ,.--) ~ ;-\ ~vp,.)~ ?v_;<Y' / ~ ~ 0 h \ '1 g:
State of North Carolina
Department of Environment
and Natural Resources
Division of Waste Management
James B. Hunt, Jr., Governor
Wayne McDavitt, Secretary
William L. Meyer, Director
Dr. Joel S. Hirschhorn
Hirschhorn & Associates
2401 Blue Ridge Avenue, Suite 411
Wheaton, MD 20902
DENR
REFERENCE: INVOICES; MESSAGE SENT BY FAX
Dear Joel:
I am holding your invoice #083 77 dated 8/25/97. It was sent in by fax on August 26th, the
original has not yet been received.
Your current contract extension sets out certain amounts of money that you would be paid upon
completion of the tasks associated with those items. The August invoice is for hours worked on
two of these tasks, neither of which have been completed.
I also need additional information from you describing the work done for the 28 hours during
this time frame for "Phase I Detoxification Report Review". Neither of the Phase I reports had
been received prior to August 3, the cutoff date of your invoice. EcoLogic's report was received
on August 11 and the ETG report on August 19.
Also, please be advised that any expense account monies requested for reimbursement will come
out of the fee budgeted for the particular task. Likewise, airline tickets which are billed directly
to the Department will be paid from the appropriate account.
Feel free to call me should you have any questions.
Copy: Bill Meyer
Henry Lancaster
Dollie Burwell
Brenda Rivers
Kindest r
l' \., VG ichael
Deputy Direc or
P.O. Box 29603, Raleigh , North Carolina 27611-9603 Telephone [phone] FAX [phone]
An Equal ()ppor,u,,ny AtflllMWe Aci,on ~oyer SO~ Recycled/ 10'-Pcm-Con..,,... Paper
Sheet1
PATRICK BARNES
CONTRACT PAYMENTS AFTER 6/30/97
DATE: 3/26/98
Site~ent:
7 /31/97-8/27 /97
8/28/97-10/ l /97
10/2/97-10/29 /97
TOTAL
Phase I Detox Review
7 /31/97-8/27 /97
8/28/97-10/1/97
10/2/97-10/29/97
TOTAL
Phase Il Detox Report Review
10/2/97-10/29 /97
10/30/97-12/3/97
TOTAL
Diner's Club (Airline Tickets):
7 /23/97-7 /24/97
9/22/97-9/23/97
12/8/97-12/12/97
1/30/98-1/31/98
TOTAL
Travel Reimbursements:
7 /31/97-8/27 /97
TOTAL
Community Interaction:
8/28/97-10/ 1/97
10/2/97-10/29/97
10/30/97-12/3/97
TOTAL
Legislative Support
10/2/97-10/29/97
TOTAL
13,185.00
990.00
825.00
15,000.00
1,700.00
900.00
400.00
3,000.00
800.00
600.00
1,400.00
255.60
275.60
346.54
241.54
1,119.28
123.60
123.60
800.00
2,200.00
3,226.07
6,226.07
500.00
500.00
SUMMARY FOR BARNES:
Site Assessment
Phase I Detox Review
Phase Il Detox Report Review
Diner's Club
Travel Reimbursements
Community Interaction
Legislative Support
GRAND TOTAL
Page 1
15,000.00
3,000.00
1,400.00
1,119.28
123.60
6,226.07
S00.00
27,368.95