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i <br /> i <br /> ~ Notes about getting reimbursement for BLM-funded projects <br /> Eric Wold, Wetlands Program Supervisor, x4888 <br /> December 1, 2004 <br /> C:\User\Budget\Notes about CSA fee and getting reimbursement for BLM v2.doc <br /> Meetin Pg articipants: Susan Weixelman, Peggy Hamlin, Lacey Risdal, and Eric Wold <br /> I, Meeting Date: Monday, November 29, 2004 <br /> This document attempts to describe the conclusions reached from discussions between Peggy . <br /> Hamlin (PWA), Susan Weixelman (PWA), Lacey Risdal (POS), and Eric Wold regarding how to <br /> incorporate the Central Service Administration (CSA) fee that is charged to the wetlands program <br /> into the cost structure for seasonal employees, specifically those that are hired with revenue from <br /> ~ outside (e.g., BLM, Arm~rps) sources. <br /> I <br /> • In FY05, the Mitigation Bank Fund (536) was assessed a $74,000 CSA fee. In FY06, Fund 536 <br /> will be assessed an $88,000 CSA fee. <br /> <br /> I <br /> • The CSA charge is removed from the Fund 536 budget prior to Eric ever seeing it. In other <br /> words, there is no line item in Eric's budget that shows these fees. <br /> • Avery large percentage of the CSA fee (in FY04 & FY05) is based on transactions that occur <br /> with the hiring and terminating of seasonal employees, as well as processing the invoices for <br /> these employees. This portion of the CSA will decrease in future years as a result of the <br /> program change to hire contract seasonal help (non-City temps). <br /> • Some years, the wetlands program hires from one to many seasonal employees to conduct work <br /> on projects that are funded from outside revenue sources, such as the U.S. Army Corps of <br /> Engineers or the U.S. Bureau of Land Management. The City gets these funds through grants or <br /> other methods, and a scope of work and budget is outlined in a contract (aka, Task Order). <br /> • Historically, we have not re-captured the any portion of the CSA fee associated with these <br /> seasonal employees from the outside funding agencies. In other words, the wetlands <br /> program (Fund 536) has been absorbing costs associated with these grant-funded projects. <br /> This should not happen! <br /> • Therefore, beginning in spring 2005 (the next time I'll be hiring seasonals), we will adjust our <br /> SA fee <br /> method of billing the outside agencies so that we recapture the proportion of the C <br /> associated with these employees. We will do it in the following manner: <br /> 1. We will continue to calculate our ep r hour costs in the same way. These costs are <br /> associated with three specific items: (a) hourly wage paid to employee, (b) 28% <br /> overhead fee charged by Selectemp, and (c) 28% PSF fee charged by the City. NOTE: <br /> In the past, we have only gotten reimbursed for these costs. <br /> Page 1 <br /> _ _ <br /> <br />