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PC <br /> PETE WILSON.Governor <br /> STATE OF CAUFORNIA <br /> STATE WATER RESOURCES CONTROL BOAR} <br /> VISION OF CLEAN WATER PROGRAMS paz ,A V <br /> 14 T STREET,SUITE 130 <br /> P.O.BOX 944212 <br /> :SACRAMENTO.CA 94244-2120 <br /> 916/739-4344 :a x ;t Facsimile 916/739-2300 ; _ . <br /> RECEIVD'eEi <br /> .. JUL 2 9 1892 <br /> - F ENVIRONM9NTAL HEALTH <br /> JUL 2 7 1992 PERMITIERVfQ.3. <br /> TO ALL LOCAL OVERSIGHT PROGRAM AGENCIES <br /> FORMAT FOR PROVIDING SITE-SPECIFIC INFORMATION FOR INQUIRIES <br /> From time to time, our office is requested to provide additional .information <br /> concerning the oversight time charged to a particular site. The oversight <br /> invoices summarize the site-specific time with a brief description of the <br /> activity codes used, but in some cases, the responsible .party (RP) requires <br /> more detailed information. Because the information in our files is limited, . <br /> we have to obtain this information from you. <br /> We have enclosed a copy of a response that was provided by Orange County in <br /> response to a request from an RP. This response is a wonderful example of a <br /> brief but adequate description of the, site-specific time incurred at a site. <br /> Occassionally, we have to call you to discuss .responses provided because the, <br /> t explanations were not acceptable. For exaIiple, inadequate descriptions would <br /> be "reviewed report" , "prepared correspondence", "phone conversation with <br /> consultant/RP" , "did research of file", etc. <br /> Because the majority of oversight costs are incurred in your office, the RPs <br /> tend to feel out of control , in terms -of accounting for the hours billed to <br /> them. When they are provided information which explains to them how and why <br /> the oversight costs were incurred, they are more likely to feel that the costs <br /> ,This will .al so lead to more cooperation, <br /> are justified and pay the invoice. <br /> from the RP, in terms of complying with directives. <br /> In addition to providing a response�_concerning the site-specific time, <br /> specific issues are often raised W a letter from the RP. When we send you a <br /> letter from an RP, please read the 1 etter carefully and provide a response to <br /> the specific issues raised in the letter. ; For example, if the- RP is <br /> for <br /> challenging the costs because he feels the`. number of hours are excessive <br /> this type of cleanup, you need to provide 'a response that will adequately <br /> explain why it was necessary to incur this many hours at the site. If the <br /> reason is because the consultant/RP,i-was uncooperative or there were <br /> complications at the site, you need to state this. <br /> You will agree that keeping adequate records will simplify this task greatly. <br /> We know it is sometimes difficult to go back 2-3 years in some cases to <br /> document site-specific time, especially when the staff person no longer works <br /> for the agency. However, we cannot bill RPs for time that cannot be <br /> not be- supported. <br /> documented, nor can we reimburse you for time that can <br />