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Lake Oswego ~ 0446°04'4, II N AMP O i —.." TIGARD GREGG 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. ` 14447/ &le ID e0.4, Marty Wine Scott Lazenby City Manager City Manager Date/Time IN Stamp ■ TIGARD 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 "O- Received by: Date Medium: Received: Clerk's Index: Date of Copy Sent To: Entry: Yes ❑ No ❑ Date: rev. 1/30/07)