IRPA board approves master agreement to let member agencies provide services and seek reimbursement

The Eel Russian Project Authority board on Dec. 11 unanimously approved a master agreement authorizing the executive director to execute a reimbursement framework with IRPA’s member agencies, the Sonoma County Water Agency and the Mendocino County Inland Water and Power Commission.

Scott Shapiro, co-counsel for IRPA, told the board the agreement establishes four categories of reimbursable costs: board-approved expenses; staffing provided by member agencies working for IRPA; administrative items under $25,000; and a catch‑all category for other costs to be reviewed quarterly by three designated officials. Shapiro said the structure is intended to avoid duplicative contracting and to give the fledgling agency flexibility while regulatory grant rules with the California Department of Fish and Wildlife are finalized.

“The board needs to feel comfortable that you’re not approving reimbursement for things that shouldn’t be reimbursed, but we’re also trying to have flexibility so that we don’t have to have meetings every two weeks as expenses show up,” Shapiro said during the presentation.

Board members asked for clarifications about consultant overhead and how member‑agency staff would be treated. Shapiro replied that consultant hourly rates typically include consultant overhead and that the agreement allows member agencies to seek reimbursement for staff time to manage contracts if the Fish and Wildlife grant agreement permits such reimbursements.

After no public comment, Director Polley moved to approve the master agreement; the motion was seconded and adopted by voice vote with no opposition. Chair Rabbit noted Director Gore was absent for health reasons.

The approval delegates to the executive director an authority to execute the agreement and sets processes for documenting and reviewing member‑agency charges. The agreement also references a list of named staff or consultants that can be added by agreement of the executive director and the member‑agency leads to clarify who performs reimbursable work.

The board did not specify individual vote tallies in the public record; the minutes record the adoption as a unanimous voice vote of those present.

Next steps: staff will finalize the administrative list that identifies member‑agency staff and consultants eligible for reimbursement and return to the board as needed to confirm delegated authorities.