CONTACTS 
0201 - Dep Natrl Recrs & Consrvtn                                                                                                                                         O-00000395 0102
020101 - Mr. Wayne Wetzel; Deputy Director
0202 - Tudor Engineering Company                                                                                                                                          O-00000389 0102
020201 - Mr.  Jeff                          Ghilardi

SUBJECTS
Management General
Administration

0504 -
0504 -    ..
0505 - Summary/Objective
0506 -
050601 - Follow up
050602 -
050603 - x0001 Submitted 5 or 6 letters for Jeff's signature.  Reviewd the issues and
050604 - determined additional editing.
050606 -  ..
050607 - General review of records.
050609 -  ..
050610 - Assignemnts
050611 -
050612 - Told Jeff I have about 2 more days to complete the Findings on the DTL
050613 - decision he issued the other day.  He asked me to do this next, then
050614 - begin work on the document control system.
050615 -
050616 -
050617 -
0507 -

SUBJECTS
Meeting Notes, Review, Procedures with State
Conflict resolution in management, Meetings
Feel Good Management - Social Constraints
Meeting Notes that Conflict Cause Anger,
Contracts Secret Power of Project
Command and Control of the Record
Meeting Notes Summarize What Was Said
Minutes Summarize What was Said
Details Linked to Summary
Meeting Waste Time Resolving Who Said What at Last Meeting
Align Communication Reality Monitoring
Alignment Should Not Be in Meeting Record
Differences Disclose Conflicts Early
Capuring Record What Did We Say, Hear, See, What Does It mean, Conten

2816 -
281701 -  ..
281702 - Norm Bernard Will Review Meeting Notes
281703 -
281704 - Submitted a copy of the record on the meeting to Norm Barnard, and
281705 - requested comments before COB to incorporate into the record for
281706 - publication tomorrow.
281707 -
281709 -  ..
281710 - Wayne Wetzel Reviewed Meeting Notes, Found Accurate and Complete
281711 -
281712 - Submitted the SDS record for the progress meeting yesterdy, to Wayne
281713 - Wentzel for comments. ref SDS 5 9381
281714 -
281715 - He called about 1345 and advised he has no corrections or additions.
281717 -  ..
281718 - Wayne will submit comments on the correctness of the SDS record for
281719 - the progress meeting on 880824, and to Sletten's objections, as he
281720 - indicated he would do yesterday. ref SDS 6 6006
281721 -
281723 -  ..
281724 - Jeff objects to SDS Meeting Note Procedures
281725 -
281726 - Had a long discussion with Jeff following up meeting yesterday with
281727 - Wayne, ref SDS 6 6006.
281728 -
281729 - Jeff wants to delete the explanation in the record for the progress
281730 - meeting yesterday on using the SDS record for Meeting Notes.
281731 - ref SDS 5 5048
281733 -  ..
281734 - Jeff feels objections Sletten made yesterday are valid.  He feels the
281735 - project record should not show alignment with requirements and prior
281736 - history, unless there was express discussion of same during the
281737 - meeting. ref SDS 5 5504
281739 -  ..
281740 - We reviewed planning with Tudor on 880815 for the Welch assignment to
281741 - help Jeff with project management using a new way of working for
281742 - better command and control of the work. ref SDS 1 0770
281744 -  ..
281745 - Jeff feels "command and control" is outdated and less effective than
281746 - new ideas for collaboration and empowerment, because rigid management
281747 - methods to control the work make people mad.
281749 -  ..
281750 - We reviewed discussions with Wayne yesterday on the need to discover
281751 - differences in understanding between the Engineer and the Contractor
281752 - early enough so that proactive action can be taken to avoid mistakes
281753 - that delay the work and increase costs.  This enables a communication
281754 - "metric" that guides actions, just like cost and schedule control.
281755 - ref SDS 6 8944  Jeff has seen that the contractor gets mad when asked
281756 - to follow the contract, because performing specified requirements
281757 - costs more than taking short cuts, illustrated by Bill Merriman's
281758 - comments during the meeting on 880824. ref SDS 2 215Y  Failure to
281759 - perform, however, leads to much greater delay and loss for everyone,
281760 - as discussed with Clyde on 880815. ref SDS 1 0770  At that time, Tudor
281761 - recognized the need for leadership to bring the work into alignment
281762 - with project objectives. ref SDS 1 AJ6L
281764 -  ..
281765 - Jeff cited experience with PTA meetings, and explained that "minutes"
281766 - contain only a summary of what was said, and provide no context or
281767 - alignment with objectives, prior commitments nor controlling
281768 - authority, such as contract provisions, regulations and so on, that
281769 - are included in the SDS record.
281771 -  ..
281772 - He cited prior projects where the parties were able to reach agreement
281773 - on what should be included in the "minutes" of meetings, and recalled
281774 - that this was a successful procedure.
281775 -
281777 -  ..
281778 - Jeff indicated that the concept embodied in the language he wants to
281779 - omit from the record on 880907, ref SDS 5 9602, is similar to the
281780 - method used by Sletten at the beginning of the project.  He recalls
281781 - that Sletten was misrepresenting the Engineer's position when it
281782 - published meeting notes, so Tudor had to discontinue meetings.
281783 -
281784 -
281785 -
281786 -
2818 -

SUBJECTS
Tudor Engineers, Jeff Ghilardi Engineer Has a Duty to Control the Wor
Command Control the Work SDS Enables Engineer to Perform Duty to Give
Command & Control of the Record, Context Organizational Memory
Organizational Memory Capture Intelligence Organization Analysis Alig
Command Control Record Leadership

4207 -
420801 -  ..
420802 - Clear Concise Complete Communication
420803 - Engineer Duty to Command and Control the Work Requires Communication
420804 -
420805 - We reviewed the contract between the State and the Contractor, which
420806 - Tudor, as the Engineer, is implementing.  The Engineer has the duty to
420807 - control the work.  This requires issuing a timely, accurate record of
420808 - understandings from daily communications aligned with requirements,
420809 - work history and commitments made by the parties. Contractors cannot
420810 - speak for the Engineer.  They may submit information to consider, but
420811 - they agreed in entering the contract to follow the direction of the
420812 - Engineer.  The Engineer must provide direction with accurate, timely,
420813 - clear, concise and complete communications.
420814 -
420815 -     [On 880921 discussed with Clyde that the Engineer require Sletten
420816 -     to comply with contract requirement for a CPM schedule.
420818 -      ..
420819 -     [On 880925 submitted letter to Tudor clarifying Welch assignment.
420820 -     ref SDS 8 2475
420822 -      ..
420823 -     [On 880929 reviewed feedback with Norm. ref SDS 10 3528]
420825 -      ..
420826 -     [On 881003 DNRC counsel reported SDS record accurate compared to
420827 -     tape recordings. ref SDS 11 5000]
420829 -      ..
420830 -     [On 881007 Tudor management, Clyde, concurred. ref SDS 12 6693]
420832 -      ..
420833 -     [On 931228 received liturature on these management methods. see
420834 -     ref SDS 16 8552]
420836 -      ..
420837 -     [On 941214 PG&E engineer requested edits to remove anything that
420838 -     was not actually said at a meeting. ref SDS 17 8456]
420840 -      ..
420841 -     [On 950721 ISO and PMBOK management standards call for alignment
420842 -     using traceability to original sources. ref SDS 19 1740]
420844 -      ..
420845 -     [On 961017 USACE recognized value of discovering differences in
420846 -     understandings from meetings. ref SDS 21 6621]
420848 -      ..
420849 -     [On 961203 former Commander of San Francisco District Corps of
420850 -     Engineers wants a summary and no details, ref SDS 23 5005.]
420852 -      ..
420853 -     [On 970123 Intel uses confrontation to make meetings productive.
420854 -     ref SDS 24 1111]
420856 -  ..
420857 - I asked Jeff if he believes the SDS Notes are accurate?
420859 -  ..
420860 - Jeff said the notes seem to be accurate.
420862 -  ..
420863 - I pointed out that Norm and Wayne have concurred that the SDS record
420864 - is accurate, as has Ken Carlson with Voith. ref SDS 6 8402.
420865 -
420866 -     [On 881003 DNRC counsel reported SDS record is accurate based on
420867 -     tape recording. ref SDS 11 7007]
420868 -
420869 -     [On 881007 Tudor management, VP Clyde Earnest, wants to avoid
420870 -     controversy, regardless if record is accurate. ref SDS 12 6693]
420872 -      ..
420873 -     [On 960721 Lockheed, Intel, Chips cannot agree on what happened at
420874 -     meetings. ref SDS 20 0896]
420876 -      ..
420877 -     [On 961017 managers on Corps of Engineers project want to avoid
420878 -     feedback. ref SDS 22 1678]
420879 -
420880 -
420882 -  ..
420883 - People Get Mad Documenting Differences But Get Madder from Mistakes
420884 -
420885 - Jeff expressed an aversion on ethical grounds to detailed records that
420886 - clarify understandings and identify action items when there is not
420887 - agreement by all parties during a meeting.  He wants to avoid making
420888 - people mad, as discussed with Wayne yesterday. ref SDS 6 UF58 and
420889 - ref SDS 6 0400  Jeff objected to the record of the meeting on 880907
420890 - that explains good management practice for making meetings effective.
420891 - ref SDS 5 NI4L and ref SDS 5 9602
420892 -
420893 -      [On 881102 Sletten charged SDS record inaccurate without offering
420894 -      corrections, contended harm to entitlement for extra payment.
420895 -      ref SDS 13 0629
420897 -  ..
420898 - I explained that sterilizing the record merely to avoid making people
420899 - mad is a "lowest common denominator" methodology that prevents the
420900 - Engineer from managing the work.  Leadership requires helping people
420901 - through difficult problems they often hope to avoid, and, if left to
420902 - themselves, strive mightly to avoid.  Ignoring problems in the name of
420903 - getting complete agreement, and to avoid hurt feelings, compounds
420904 - damage and delay that impacts everybody, not just for the moment when
420905 - but people will mad, despondent, and deeply hurt for years and years
420906 - to come.  Sometimes we have to weather a little discomfort in the
420907 - beginning in order to avoid much larger loss, crisis, and calamity.
420908 -
420909 -     [On 880921 Clyde Earnest, VP Tudor, noted that Voith's duplicity
420910 -     on the DTL matter reflects contractors trying to avoid exposure.
420911 -     ref SDS 7 5829]
420913 -      ..
420914 -     [On 990316 case study of Broadwater Dam project shows effects of
420915 -     failing to align communication. ref SDS 25 YJ5I
420917 -  ..
420918 - When the Engineer issues the record of understandings from daily
420919 - business communications, the parties are obligated to give notice of
420920 - any additions or corrections.  Detailed notes enable affected parties
420921 - to change course in time to avoid mistakes that cause extra cost and
420922 - delay.
420923 -
420924 -
420926 -  ..
420927 - Context Crucial for Effective Management, Requires Audit Trail
420928 - Traceability to Original Sources Provides Context for Management
420929 -
420930 - Jeff wants the notes to be brief summaries of ultimate conclusions
420931 - with limited elaboration on discussion that leads to points stated in
420932 - the Notes.
420934 -  ..
420935 - I concurred that a brief summary helps people quickly grasp a cursory
420936 - understanding of conclusions from daily communications.
420938 -  ..
420939 - Additonally, an audit trail that connects summary to relevant details
420940 - on objectives, requirements and commitments provides crucial context
420941 - in which conclusions are reached so that if the context changes, as
420942 - often occurs dynamically day-to-day, people are empowered to adjust
420943 - course rather than adhere to out-dated conclusions.  Moreover, the
420944 - parties need to know the intent and understanding of the Engineer in a
420945 - timely manner.  As well, dispute resolution is greatly enhanced by
420946 - building the record under the concept of traceability to original
420947 - sources, and alignment with controlling authority, which Jeff proposes
420948 - to eliminate.
420949 -
420950 -     [On 880925 sent letter to Tudor clarifying scope of Welch
420951 -     assignment. ref SDS 8 2475
420953 -      ..
420954 -     [See correlation with Commander of San Francisco District Corps of
420955 -     Engineers wanting a summary and no details. ref SDS 23 5005
420957 -  ..
420958 - Jeff wants alignment to be in supplemental, separate letters. for each
420959 - subject discussed in the meeting.
420961 -  ..
420962 - He proposed that the information in lines 061211 to 061239 which he
420963 - feels is "opinion" be presented in this way, by letter  even though it
420964 - was in fact presented in the meeting.  I noted that this would be
420965 - inconsistant with the concept advocated in these lines (061211 to
420966 - 061239). There is no point in writing to someone informing them of the
420967 - reasons for adpoting a procedure that is not to be adopted.
420968 -
420969 -      [See follow up analysis at ref SDS 9 8493.]
420971 -  ..
420972 - As the discussion progressed, Jeff re-read portions of the material he
420973 - wants to omit, ref SDS 5 5504, and indicated a heightened appreciation
420974 - of the concept.  I pointed out that since the ideas are contrary to
420975 - his experience and in some respects unconventinal, they require a
420976 - little time to consider and some experience in application, in order
420977 - to determine whether the difficulties he forsees actually exist.
420979 -  ..
420980 - I proposed we leave the language as it is since the record is already
420981 - set up to support the position at issue.  If we encounter problems as
420982 - he anticipates, adjustments can be made.  Jeff was uneasy about this
420983 - procedure.  He pointed out that Sletten will be very angry when it
420984 - sees this language.  He does not want to needlessly cause dissention
420985 - by placing inflamatory remarks in the record.
420987 -  ..
420988 - We considered that unfortunately the situation has deterioriated to
420989 - the point where truth is inflamatory.  Attempts to obtain agreement
420990 - are therefore futile.  This is clear from Sletten's proposed
420991 - "corrections" to the Notes of August 24 meeting.
420993 -  ..
420994 - The result was left inconclusive.  Jeff asked me to think about how
420995 - lines 061211 to 061239 could be summarized.  I will do this. I asked
420996 - him to read the material again, ref SDS 5 5048, and think about it
420997 - some more and we can adopt a course tomorrow.
420998 -
420999 -    [On 881003 DNRC counsel compared SDS record with Sletten's tape
421000 -    recordings and found that the record is accurate. ref SDS 11 7007]
421002 -     ..
421003 -    [On 900423 State reported that Welch method using SDS saved time
421004 -    and money. ref SDS 14 5931]
421006 -     ..
421007 -    [On 900906 Jeff adopted the method. ref SDS 15 4944]
421008 -
421009 -
421010 -
421011 -
4211 -

SUBJECTS
Office Space
Welch Field Office

4304 -
430501 -  ..
430502 - Sletten Investigating Office Space for Welch
430503 -
430504 - Jeff talked to Bill Merriam late this afternoon about whether Bill has
430505 - determined the size of the unit they have available.  Bill has not had
430506 - a chance to check this out yet.  Will try to do it tomorrow.
430507 -
430508 - Office space matter, Bill Merriam.
430509 -
430510 -
4306 -

SUBJECTS
Draft Tube Dispute
Curb Ring Installation
Decision for Work Assignment

4505 -
450601 -  ..
450602 - Engineer Assigns Sletten to Perform Curb Ring Work
450603 -
450604 - Had extended discussion with Jeff and Norm about assignment of Curb
450605 - Ring installation.
450606 -
450607 - Jeff has directed that Sletten perform the work.
450609 -  ..
450610 - Norm asked why the decision was made in light of decision to have
450611 - Voith do the DTL alignment.
450613 -  ..
450614 - Jeff explained the Curb Ring is not as difficult as the DTL, therefore
450615 - it is likely Sletten can be successful as they were with the Pit Pier.
450616 - The DTL problems stemmed from the assembly errors that occurred in
450617 - May, and not with difficulty in setting the equipment in the
450618 - structure, which is involved with the Curb Ring.
450619 - ..
450620 - Sletten wants to do this work and intends to hire millwrights
450621 - instead of Ironworkers, so the proper craft will be assigned.
450623 -  ..
450624 - Jeff pointed out that if Sletten follow's Voith's instructions, as
450625 - they did on the Pit Pier, then they are entitled to do the work under
450626 - the contract.  Therefore, having Sletten do it, will eliminate a
450627 - portion of the disputed cost that will have to be settled about
450628 - responsibility for setting equipment.
450629 -
450630 -
450632 -  ..
450633 - Engineer Has Good Cause to Remove Curb Ring Work from Sletten
450634 -
450635 - Rod Welch explained that Tudor may have grounds to have Voith do the
450636 - Curb Ring work.
450637 -
450638 - Voith's reports and the Engineer's findings regarding the DTL work
450639 - indicate Sletten is unable and unwilling to perform.  If the work is
450640 - of a critical nature where failed performance could greatly harm the
450641 - project, then the Engineer may be justified in relying on the record
450642 - of failed past performance, rather than verbal assurances about future
450643 - performance, in determining Sletten's suitability for carrying out
450644 - this work.
450646 -  ..
450647 - Jeff pointed out that the curb ring work is not critical until Voith
450648 - begins its contract work, now scheduled for 881015.
450649 -
450650 -
450651 -
450652 -
4507 -

SUBJECTS
Notice of Fabrication Defects

4703 -
470401 -  ..
470402 - Sletten Reports Fabrication Defects in Voith Equipment
470403 -
470404 - Ken said late this afternoon some fabrication defects have shown up in
470405 - Voith's equipment.
470406 -
470407 - Apparently this is on the "Equipment Fixture" that has to be set in
470408 - order to meet Sletten's expected pour date for Monday (set back from
470409 - Saturday now because Sletten was unable to get Rodbusters to install
470410 - the rebar.
470411 -
4705 -

SUBJECTS
Concrete CJ Preparation
Notice Requirements

4804 -
480501 -  ..
480502 - I asked Larry for copies of Inspection reports where he has found
480503 - improper construction joint preparation, or mentioned it to the
480504 - contractor.
480506 -  ..
480507 - He will look for it.
480508 -
480509 -
4806 -

SUBJECTS
Schedule
Time Extensions
Updated Schedule

5005 -
500601 -  ..
500602 - Sletten Submits Draft CPM Schedule Revisions, Engineer Review
500603 -
500604 - Dave Marsh delivered the first draft of Sletten's updated Schedule
500605 - with a cover letter explaining the changes made.
500606 -
500607 - There is an actvity shown out of sequence to be done in 8812 which
500608 - Sletten has given notice will be done next week.  Dave said they want
500609 - to do it earlier in order to make room for Voith.  I asked why then is
500610 - there not a link to the Voith interface activity?  Dave said they
500611 - didn't feel it was important to show it.
500613 -  ..
500614 - I explained that it is important to show all relationships that affect
500615 - critical work, particularly contract milestones.
500616 - ..
500617 - Dave asked that the Engineer advise of any revisions needed in
500618 - order to accept it.
500620 -  ..
500621 - Engineer should review/respond to Updated Schedule.
500623 -  ..
500624 - One change they note is the increase in the duration of setting the
500625 - Curb Ring from 5 to 10 days.  This increase is attributed in the
500626 - letter to the tolerances required by the 880803 Determination.
500628 -  ..
500629 - Need to check with Voith on time to set Curb Ring.
500630 -
500631 -
500633 -  ..
500634 - Schedule Does Not Show Voith Interface Milestone; Sletten to Add
500635 -
500636 - Needs to show when Voith Starts and the next activity 5 weeks later.
500637 -
500638 - Dave pointed out where he intends the Voith activity to begin
500639 - following the activity titled "Pervious Backfill El 3940, Channel
500640 - Side," and Jeff drew it by hand on the document.
500641 -
500643 -  ..
500644 - Schedule Reflects Decisions on Pour Rates and Welding Requirements
500645 -
500646 - Dave said the Schedule incorporates the control factors concerning
500647 - pour rates and welding requirements approved by the Engineer the past
500648 - few meetings.
500649 -
500650 - Dave feels Sletten's CPM schedule is very viable.  It is based on 5
500651 - day weeks, and they intend to use 6 days weeks.  This should provide 4
500652 - days which can be absorbed by any unanticipated events.  He feels very
500653 - confident there is no reason why the 881015 planned start date for the
500654 - Voith contract work cannot begin.
500656 -  ..
500657 - I asked about the delayed pour brought up at the meeting yesterday.
500658 - He stated the concrete pour which was scheduled for Saturday, 880910
500659 - now has been changed to Monday because they cannot get Ironworkeres to
500660 - install the rebar.  He said this would not impact the 881015 date for
500661 - Voith Contract to commence.
500662 - ..
500663 - I asked if there is anything else Sletten is aware of that could
500664 - impact any of the projected dates in the schedule.
500666 -  ..
500667 - Dave said no.
500668 -
500669 -
500671 -  ..
500672 - DTL Schedule Activity Misrepresents Actual Work History
500673 -
500674 - This is an as-built activity and is shown as continuous activity
500675 - from 880713 when it was set in the structure, to 880902 when it was
500676 - completed by Voith.
500677 -
500678 - That is incorrect, since there was no work on it from 880713 to
500679 - 880809, after the Pit Pier was installed.
500681 -  ..
500682 - Did not discuss this with Dave, but will raise it at Progress
500683 - meeting on Wednesday.
500684 -
500685 -
500687 -  ..
500688 - Engineer Will Submit Comments on Sletten's Draft Schedule
500689 -
500690 - After Dave left, Jeff indicated he feels the schedule is generally
500691 - viable, but there are some things he feels need to be clarified.
500692 -
500693 - I suggested he mark up the copy we just reviewed with Dave and return
500694 - it for revisions, as Dave indicated.
500695 -
500696 -
500697 -
500698 -
500699 -
500700 -
5008 -

SUBJECTS
Payment Backfill Concrete
Notice to Contractor
to Submit Claim

5205 -
520601 -  ..
520602 - Sletten's Backfill Concrete Claim Appears Unsupported by Contract
520603 -
520604 - Examined Earthwork specification.  It indicates that overexcavation
520605 - will require backfull concrete at contractor's expense.
520606 -
520607 - Section 02200 3.5A, 3.5 A1, 3.5C appear to apply to this situation.
520608 -
520609 -
520610 -
520611 -
5207 -
5208 -