Document QgmZYL6720MLy0V0Rx3JQXYg4

From: Lorraine Twerdok [Twerdokl@api.org] Sent: Thursday, November 06,20033:25 PM To: Benzene OC listserve (E-mail) Subject: BHRC - OC Nov. 10-11 mtg agenda and meeting information Importance: High To BHRC Oversight Committee: Please find the following information for next week's meeting in San Francisco. This information is also on the website under "what's new" and the OC meeting minutes page. Draft agenda Meeting/call draft minutes for approval 3003 Financial report Tarita's recommendations Contract review recommendations contract tracking matrix I will bring copies of the agenda and financial report with me, and we will have a computer projector available - I am bringing my laptop, which has all of the attached documents attached on it. I do not intend to bring hard copies of any of the other documents, unless otherwise instructed. So if you want hard copies, could you please bring them with you? Thanks, and see you in San Francisco, Lorraine 2003 11-10-03 OC Draft Agenda.doc 8-20-03 OC minutes.doc 8-26-03 OC minutes.doc 8-27-03 wrap up minutes.doc 9-29-03 call summary.doc 10-7-03 call summary.doc 10-9-03 call summary.doc 2003 10-28-03 contract review minutes.doc 2003 10-28-03 contract reviews a.doc 3003 contract matrix revised.xls BHRC Program Expenses 3003 rpt.xls Samuel Audit Recommendations 8-20-03.xls ****************************** Lorraine E. Twerdok, PhD., DABT Manager, Health Sciences American Petroleum Institute 1220 L Street, N.W. Washington, DC 20005 tel: 202-682-8344 fax: 202-682-8031 email: twerdokl@api.org <mailto:twerdokl@api.org> SH ELL-MCCLU RG-067387 Benzene Health Research Consortium Oversight Committee Meeting Agenda November 10-11, 2003 ChevronTexaco 300 Block California Street San Francisco, CA Patrick provide room details and how to enter building, security, etc PURPOSE OF MEETING: Budget revision and approval Financial Reporting Review Contract Reviews Recruitment - Funding and Non-Funding Communications Update 2nd Annual Meeting - Preplanning Attendees: Patrick Beatty Brian Doll Don Burnette Mike Johnston Patsy Clegg Stuart Cagen Lynn Russo, part-time by phone Lorraine Twerdok Monday, November 10 1:00 Welcome Patrick Emergency Review Patrick Anti-trust API Roll Call - Establish Quorum Lorraine Review & Approve Draft OC Minutes Lorraine Agenda Review Don Added (1) schedule next call/meeting; (2) committee chairs 1: 15 Minutes Review Lorraine Aug 2003 Aug 2612703 Aug 2703 September 29 03 Oct 7 03: Add bp to list of companies that agreed with reduced budget study. Oct 9 03 Oct 2803 SH ELL-MCCLU RG-067388 All approved. Proposed process is to draft minutes; have legal review; send out to sponsors for comment. Incorporate comments, then finalize if not controversial. 1: 15-4:45 Financials Stuart Budget Revised budget approved; Communications - Lynne Revise budget based on experience, review key message documents; provide update on stakeholder engagement Proposed budge to 550K o Nov 7 invoice payment status: Shell (112), EM (112), and CP (all) have paid latest invoice; CT will pay all; bp not sure o Brian: cash flow should have future projections Suggestions to add projected/actual number of cases to budget tracking ACTION: TC TO WORK WITH PI TO RECOMMEND METHOD FOR TRACKING PROGRESS ON CASE ACCURAL. A.(:.IIQ.N;. OC (Don or Patsy) communicate verbally to PIs (API will set up conference call) and SRP the budget and ask them to propose amendments to meet budget. PIs work with SRP to amend protocols. IRB reviews. Also communicate new number so Irons can pay subcontractors. Financial Reports: Accepted 3Q03 financial report at $21.08M. ACTION: TCIBRUCE TALK WITH OTTO RE OVERAGES IN LABOR ACTION: REDUCE ME BY 1000 AND TAKE 900,000 REDUCTION IN BUDGET. ACTION: TC MAKE PROPOSAL TO IRONS WHO WILL PRESENT TO SRP ACTION: BRUCE VERIFY THAT UC INTEREST WILL BE RETURNED TO STUDY FIND OUT WHERE MONEY IS GOING IF TO UC GENERAL FUND, REQUEST THAT $ BE CREDITED TO STUDY. ACCOUNTING IS DONE ON 6MONTH PROGRESS REPORTS. TELL UC THAT PAYMENTS WILL BE REDUCED BY INTEREST AMOUNT. SH ELL-MCCLU RG-067389 4:45-5:00 Dinner ACTION: ADD CONTINGENCY WORK SHEET TO SPREADSHEET ACTION: BUNDLE 3 PROTOCOL CHANGES INTO ONE FOR IRB REVIEW ACTION: REVIEW WITH LEGAL POSSIBILITY OF USING LAB FOR INCOME Tarita's Recommendations A.~!!Q.~.:....Patsy will review and fill in progress report; send out to group for review; follow-up to get items completed Sponsors Funding Payment Schedule A.!;'!!Q.N.:...API will put new budget numbers in spreadsheets and run projections. Defer funding payment schedule until this is done. Annual Report to Sponsors Agreed the Annual Meeting Report meets this need. .M.;!.r.;!.thQ.I.!...!I.P.~~!~;. Don reports that Craig Parker has confirmed that Marathon will pay $200K. Will report back to Don in next few weeks. Don also discussed expectations: access to final report; meeting attendance; no voting privileges. Review action items Don Patrick SH ELL-MCCLU RG-067390 Tuesday, November 11 8:30 - 12:00 Contracts Patsy Amended BHRC Contract - ACTION: PMC to make Shell Review recommendations more descriptive; send to OC members to add/comment; PMC collect comments and present to legal committee for advice. <Full Share Contract Contract Reviews UC review - see notes on contract review form APCO - accepted recommendations AHS - 12:00 - 12:30 Lunch 12:30 - 1:00 1:00 - 2:00 Communications Update Lynne contract recommendations review communicated approved budget money discussion of APCO work Recruitment Lynne & Patsy <Full Share Sponsors 2:00 - 2:30 Government, NGOs, scientific community Put on agenda for next OC meeting Proposal to have a preliminary meeting prior to annual mtg. Purpose: (1) provide introduction and background, (2) recruitment opportunity ORD - interested in study - was at API7 2nd Annual Meeting Pre-Planning Lorraine o Asilomar o Make companies responsible for bill for all commitments, even if there are no-shows - commitment is for whole meeting o <full attendees make their own accommodations o Aug 16-18 18t Annual Meeting slide translations - NO SHELL-MCCLURG-067391 2:30 - 3:00 Committee chairs Don is ready to hand over chairmanship of OC. PMC will become chair. Either EOM or COP will be vice-chair. Sponsor acknowledgement on publications/presentations: Shell, EXM, COP, CT want names; bp wants consortiums name; bp to go back and reconsider. Wrap-up; review action items; plan forward Don SH ELL-MCCLU RG-067392