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05!22/1997 11:16 503-29~-28~5 <br />~ <br />H~NN~ ~VICELDOWNEY ~;1, <br />~ <br />~ <br />~ ~~ <br />P~6E 02 <br />r <br />HANNA, MCELDOWNEY & I <br />A~t~s~t, - AcQut~mor+ - [ox 0~ i l <br />~ ~~ ~ ~ V <br />~ ~~ L <br />~ ~ <br />~, o : <br />, ~~' <br />,~ . <br />May 22, 1997 } ~ , ~~ ~~ ~ ,~ <br />l~ , ,,a <br />I ' ~'~~ <br />El n M. L on Pr Mana er ~~''~ _ <br />Y Y ~ ~P~Y 8 ~ ~ ~ ~ <br />Marion County General Serviccs ~ ~1' <br />100 Hi h Street N.E. Room 5321 ~ ~ ^~ <br />g ' ~ VJ <br />Salem, Or~gon 97301-3665 ~ <br />Sub'ect: Re~ocation procedure for Marion County departments and nan-county agencies~~ <br />J <br />Dear filyn: <br />i have reviewed your Zetter of May 21, 1997 regarding the individual dtpartments that have <br />moved from the Senator Building a~ a result of the Courthouse Square project. You have also <br />included three non-county agencies that were required co relocate. <br />The purpose of the relocation act is to provide "fair and equitable relocaaon and re-establishment <br />af persons, businesses, farms and nonpmfit organizations" displaced as a result of a public <br />project. The county departments and non-county agencies are considered to be "nonprofit" <br />arganizations and are eligible for certain, specific relocation benefits. <br />As I have indicated befare, most of the rclocation issues concerning the county departments has <br />to do with accaunting procedures. However, the objective of assembling the county department <br />retocation costs should be ta provide an easy to follow recQrd of all legitimace relocation costs <br />in ordor to assign pro-rata cost sharing between the caunty and the cransit authority and to <br />provide documentation in case of a federal review or audit. <br />Since each department had a work area in the Senator Building unique ta their business functions <br />arsd each department has its own budget, it only makes sense to identify each county depariment <br />as an individual relocation unit. This will assist in identifying any department expenditures that <br />may be properly classified as "relocation expenses". Therefore, my recommendation is the <br />following: <br />1) Establish individuai "files" for the 11 county departments and 3 non-county agencies; <br />2) Prepare a"Summary of Benefits" letter to the department and agency heads; <br />3) Meet with the department and agency heads and explain their benefits and request <br />documentation for any relocation expenditures; <br />a} Review expenditures to insure that they qualify as relocation expenses. If so, include the <br />expenditure as part of the project relocation cost. <br />8835 S.W. CANYON LANE NdOS, PORTLwND, OR 97225 -(503) 297-9588 FAX: 297-2835 <br />