CITY COUNCIL REGULAR MEETING AGENDA PACKET

4141352.1 7 4. Invoicing/ Reimbursement: Zone 7 will invoice the City on a quarterly basis the City’s cost sharing amount for the direct costs of contractor and consulting services for the previous three months. Along with the invoice, Zone 7 will provide a schedule update and budget summary broken down by agreement that includes budget, expenses to date, percent expenditures, and estimated percent complete. Zone 7 will notify the City and provide a justification for payment when the invoiced amount exceeds the estimated percent complete. The City shall reimburse Zone 7 within sixty (60) days from the date of the invoice. After 60 days, the invoice shall become past due and shall accrue interest at a rate of 10 percent per annum. 5. Decision-making Process: The following outlines the decision-making process for Phase I of the Project: A. Governing Bodies: The Zone 7 Board of Directors and the City Council are the governing bodies for their respective parties. Key decisions, including amendments to this agreement, and approvals of any contracts to which that entity is a party, will require approvals from the governing bodies. B. Steering Committee: The Steering Committee will consider recommendations and give direction as needed to the project team, resolve any conflicts or disputes, and seek approvals from the governing bodies as appropriate. The Steering Committee will consist of the following members: - City: City Manager and Director of Public Works - Zone 7: General Manager, Water Resources Manager, and staff The Project Leads are designated representatives for the City and Zone 7 responsible as points of contact on matters related to this agreement. Project Leads are responsible for issuing approvals of draft documents, subject to feedback from the Steering Committee, and for confirming their assigned entity’s acceptance, comments, or other positions on questions submitted to the Steering Committee. Unless separately designated by the Parties, the Project Lead for the City will be the Director of Public Works, and the Project Lead for Zone 7 will be the Water Resources Manager. C. Project Team: The Project Team will consist of the project manager from each agency and assisting staff from Zone 7 and the City. The Project Team is responsible for developing the Project, implementing approved tasks, and managing consultant teams. The Project Team will meet periodically as necessary. Zone 7 staff will conduct the meetings and provide updates on project activities, schedule, and budget. The Project Team will also meet with the Steering Committee as needed for milestones to provide project updates and recommendations on key issues. D. Public/Interested Parties: Page 178 of 248