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MEMORANDUM OF UNDERSTANDING
CITY OF TIGARD AND CITY OF LAKE OSWEGO
CERTAIN TIGARD STAFF EXPENSES AND LOTWP PROJECT COSTS
MARCH 14, 2014
During discussion between the two cities on allocation of future water capacity from the City of Lake
Oswego to the City of Tigard,Tigard staff noted that some staff costs that are being incurred by Tigard
have project-wide benefit,and should properly be accounted for as project costs.
In particular, some portion of the time invested in the project by Tigard's project lead, Dennis
Koellermeier, has direct benefit to both cities. It provides a unified front in meetings with other agencies
and jurisdictions, emphasizing that the project benefits the residents and businesses of both cities,with
a combined population of over 85,000. It provides a source of advice and review as"owner's
representative" in working with the design consulting team and contractors.And it provides a source of
counsel, both technical and political,in framing policy issues for the Oversight Committee, a joint body
of the elected officials of both cities.
We have agreed that 20%of Mr. Koellermeier's time is properly attributable to overall project
management.This time should be charged to the project,with the cost allocated to the cities based on
the formula for overall project cost allocation.
Further, Rob Murchison's time should be allocated to the Bonita Pump Station portion of the project
cost,when he is working on that element.These costs are allocated fully to Tigard. He will also charge
time to the Waluga Reservoir#2 project element, and that cost will be allocated to the partner cities
commensurate with the allocation of reservoir capacity to the two cities
The Finance Departments of both cities will cooperate on the appropriate billing and accounting for
these costs. They will incorporate a reasonable overhead rate, reflecting the cost of support services
such as payroll, HR, IT,etc., also subject to agreement between the respective Finance Directors.
Marty Wine Scott Lazenby
City Manager City Manager
Date/Time
Stamp
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New Records Transmittal Form
Department: City Admin Account: 1000 Date: March 17, 2013
Prepared by: Extension: 2476
Joanne Bengtson
Description: Date: Retention Retention Record Series
From - To Code: Period: Title:
Memo of Understanding March 14, 2014 166-200-0135 2026 (4)Contracts and
Tigard*Lake Oswego for Agreements Official contracts
certain Tigard staff Recorder— enforceable by law to acquire
General Records services, equipment,or
expenses and LOTWP maintenance. Records
project costs document the terms and
conditions of contracts and
agreements between the city
and private companies and
individuals. Contract records
may include contracts,exhibits,
bid documents,change orders
and amendments, and related
correspondence. Information in
contracts usually includes
contract number, certificate of
required insurance,dates,
terms, parties involved, period
covered, and signatures. SEE
ALSO Collective Bargaining
Records in the Personnel
section,and Grant Records in
the Administrative Records
section. (Minimum retention: (a)
Collective bargaining contract
records, retain 75 years after
contract expires; (b)
Construction contract records,
retain 10 years after substantial
completion; (c)All other
contract records, retain 6 years
after expiration).
TO BE COMPLETED BY RECORDS DIVISION STAFF *-*
Received by: Date Medium:
Received:
Clerk's Index: Date of Copy Sent To:
Entry:
Yes 11 No ❑ Date:
rev. 1/30/07)