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City Council Packet - 03/22/2005 CITY OF TIGARD OREGON TIGARD CITY COUNCIL MEETING March 22, 2005 COUNCIL MEETING WILL BE TELEVISED I:\Ofs\Donna's\Ccpkt3 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 Agenda Item No. For Agenda of g 1 p, 05 COUNCIL MINUTES TIGARD CITY COUNCIL MEETING MARCH 22, 2005 Council Present: Mayor Dirksen; Councilors Harding and Sherwood and Woodruff (arrived at 6:38 p.m.) Mayor Dirksen called the meeting to order at 6:30 p.m. • STUDY SESSION > Review of FY 2005-06 Community Event Funding Requests Interim Finance Director Imdieke presented this agenda item for discussion. The Community Event Funding Requests were presented to the City Council for initial feedback. These requests will also be in the proposed budget for final review by the Budget Committee in May. The application Atfalati Recreation District for the Cook Park Concession Stand was distributed to the City Council. A revised spreadsheet showing the total requests was distributed to Council. This revised spreadsheet showed a request from the Tualatin Riverkeepers for an education program. The Riverkeepers' request was initially submitted to the Social Services Subcommittee; however, the Subcommittee recommended that this would be more appropriately classified as a community event. Total requests for community event funding equaled $48,175 with $45,300 available. However, -dollars would be available from the social services (relating to the transference of the Tualatin Riverkeepers from social services to community events). Interim Finance Director Imdieke noted that base funding is set aside for three events (by City Council resolution): Tigard Balloon Festival, Broadway Rose Theatre, and the Tigard 4t" of July Celebration. In addition, the request from the Atfalati Recreation District has been established by an agreement between Atfalati and the City of Tigard. The $5000 contribution from the City to Atfalati would be an accounting transaction to subsidized accrued interest on improvements at Cook Park. Interim Finance Director Imdieke reviewed the funding requests individually. Tigard City Council Minutes March 22, 2005 page 1 - Atfalati - $5000 (see notes above). - Broadway Rose - $10,000 as established by resolution. In-kind includes some assistance from the Public Works Department. Councilor Harding also noted the significant amount of Cityscape space allotted to this group. In response to a question from Councilor Harding, Interim Finance Director Imdieke said he would find out whether the City of Tualatin contributes to Broadway Rose. - Dog Park - $400 for the overall program. It was noted that the Times gives this group good newspaper coverage. Councilor Woodruff arrived at 6:38 p.m. Tigard Festival of Balloons $10,000 (by resolution) plus in kind-support from the Public Works and Police Departments. - Tigard Blast $5000 - Councilor Harding advised she would like to have more information about how this event benefits the community as it appears to be focused as a promotion for the downtown businesses. There was discussion about how Tualatin Hills Fire and Rescue, the Tigard Police Department, and the Tigard Skate Park participates in the event. Councilor Harding reported that-she was told she could not distribute her campaign information at the event. Councilor Woodruff and Mayor Dirksen indicated that they had distributed their campaign literature last year. It was noted that this is a family-oriented event and there have been four successful events. Mayor Dirksen acknowledged that the Blast supports the downtown business owners and he pointed out the long-standing goal of the City Council to support the downtown. Councilor Sherwood commented that the event also allows the City departments an opportunity to connect to the community. - Tigard 4th of July - $7,500 - this event is promoted as family event and has been offered to the community for 18 years (started in 1987). The Police and Public Works Departments give in-kind support to this event. - Tigard High graduation - $2,000 - Interim Finance Director Imdieke said the purpose of this event is for a safe and sober high school graduation. Mayor Dirksen noted the allocation to this event was increased last year. At some point in time, the City might want to reconsider how much involvement it has for this item. - Tualatin Riverkeepers $3000 It was noted that this group would like to put on a paddle tour during the Tigard Balloon Festival. Councilor Harding noted this group sponsored a tree planting event earlier this year. Tigard City Council Minutes March 22, 2005 page 2 - Tualatin Riverkeepers - $3,275 - This amount represents the amount proposed in the social services grant application (see above notes). This amount would be used for education activities for children. An in-kind contribution was also requested for some City staff support. Tualatin Valley Community Band - $2000 - This band offers two free community concerts a year. There was discussion about support this group receives from other donors. Interim City Manager Prosser and Interim Finance Director Imdieke summarized that funds would be available for the groups that have applied for funding. After brief discussion, consensus of the City Council was to send the proposals for community event funding forward to the Budget Committee for review. > Update: Family Day Assistant to the City Manager Newton presented this item to the City Council. A March 8, 2005, memorandum from Assistant to the City Manager Newton to the Mayor and Council highlights the background and the next steps if the City Council is interested in pursuing Family Day. Discussion followed with Council members offering suggestions for the date of this event including sometime around the City's "birthday," which is September 11. Councilor Woodruff noted that perhaps this could be coordinate with National Family Day, which is September 26. Another idea would be to incorporate this event with the Tigard Blast. Cultural diversity and tolerance was also suggested as part of this event's focus. City Council consensus was to support further staff development of a possible Family Day with assistance from the Tigard Turns the Tide, the Vision Task Force and other groups. > Update: Citizen Leadership Series Assistant to the City Manager Newton presented this item to the City Council. A March 9, 2005, memorandum from Assistant to the City Manager Newton to the Mayor and Council highlights the background and the Council direction that was requested by staff. The purpose of a citizen leadership series would be to provide information on local issues and to develop leadership skills. An outline of the program was reviewed, which stated the Mission, Purpose and Topics for the Series. This outline is on file in the City Recorder's office. Councilor Sherwood recalled the leadership series sponsored by the Tigard City Council Minutes March 22, 2005 page 3 Chamber of Commerce in the 1980's. Sessions included information on local government, the school system, area history, a bus tour, and a visit to the State Capitol when the Legislature was in session. The series was discontinued because people were not signing up. Assistant to the City Manager Newton reviewed the outline of a seven-week program. She reported that she will finalize the program and anticipates a fall start-up. City Council will have an opportunity to review this again. > Discuss Structure, Adoption Process, Governance Issues - Urban Renewal Community Development Director Hendryx reviewed information from a March 11, 2005, memorandum from the City Attorney's office regarding urban renewal. A copy of this memorandum is on file in the City Recorder's office. Highlights of the review and discussion are listed below (see the March 11, 2005, memo also for more information and detail): • Urban renewal district - how it could be structured, including Tigard only or in conjunction with a County plan. • Urban renewal adoption process: activate the urban renewal agency; appoint a City Center Development Agency; establish a City Center Advisory Commission; and develop an urban renewal plan and report. Voters must approve urban renewal in Tigard (Tigard Charter, Section 47). The vote would be to approve tax increment financing and the urban renewal plan. • Urban renewal plan for Tigard to be incorporated with the County's project - how this would work. It was noted that the City of Tigard voters must approve the County plan if the County plan includes area within Tigard. • Governance - authority of an urban renewal agency whether it be by the City or County. A County entity would consist of joint membership with board members from participating jurisdictions. It was noted there are many options for establishing governance. Community Development Director Hendryx said the City Council would need to adopt an urban renewal agency ordinance. He briefly described financing, opportunity for public comment, and the consideration of the public comment. Community Development Director Hendryx noted the importance of public outreach and said the City of Tigard would need to hire a consultant to prepare the urban renewal plan. Tigard City Council Minutes March 22, 2005 page 4 Community Development Director Hendryx reviewed the following proposed timeline: • Mid-April:, - Request for proposal out for consultant to prepare the Urban Renewal Plan • Mid-June: Consultants hired • End of June: Downtown Plan accepted • End of June: Public outreach efforts are outlined • End of June: Resolution initiating urban renewal plan preparation. (Plan would be prepared over the next few months) • June: City Council activates CCDA and CCAC • October/November: Plan is prepared for Council consideration • End of February: Ballot title completed for the May 9, 2006 election Council concurrence was for Community Development Director Hendryx to proceed with the request for proposals for a consultant to prepare the plan. There was discussion with City Attorney Ramis on proceeding with a Tigard-only urban renewal plan, which could eventually link up with the County's plan. Councilor Woodruff noted that the urban renewal process is convoluted and difficult to understand, especially with the possibility of the City and County merging together on a Plan. He noted the importance of explaining this to the voters in a simple, straightforward manner. Community Development Director Hendryx said if the City Council wants to proceed with urban renewal as a tool for the downtown area (and to keep on the timeline for a May 9, 2006, vote), the City Council must move forward now and focus on the downtown. Later, the City Council can decide whether it wants to join the County's urban renewal effort for the Highway 217 Corridor. Discussion followed about the development of a City urban renewal plan and how it could be incorporated later with the County plan. City Attorney Ramis noted that should the County's plan move forward, the same information prepared for the Tigard-only district would be needed for the County district. Community Development Director Hendryx advised he would be returning to the Council in April requesting approval to issue RFP's for a consultant. Councilor Harding stated that the City Council should look at the whole picture with the Downtown Plan and the Comprehensive Plan Update. Discussion followed on timing for the Downtown Plan and integrating it with the Comprehensive Plan Update. Mayor Dirksen said he thought the City should move forward with the Tigard City Council Minutes March 22, 2005 page 5 Downtown Plan now. Councilor Sherwood and Councilor Woodruff concurred with Mayor Dirksen. > Discuss Urban Services Agreement Mayor Dirksen suggested this item be scheduled for discussion at a future meeting. Interim City Manager Prosser advised he would review the Council's tentative agendas and schedule the discussion. > ADMINISTRATIVE ITEMS a. Council Groundrules (Resolution No. 04-83) provide that the groundrules are to be submitted to the Council either in the July or August Workshop meeting. The Ground rules can be reviewed and revised at any other time in the year when a specific issue or issues are identified requiring action prior to the established review period. City Council members present indicated they had no issues with the current groundrules; a review will be scheduled in July or August. b. City Recorder Wheatley was excused from the April 12, 2005, Council meeting; Deputy City Recorder Gaston will serve as the clerk to the Council for that meeting. C. Calendar Review • March 29: 5th Tuesday Council Meeting - 7 p.m. - Water Auditorium • April 4: Special Meeting - Library Community Room o 6-7 - Goal update (staff) o 7-7:30 - Social'/2 Hour: Councils/Board/Public o 7:30 Joint Meeting with Tigard-Tualatin School Board and City of Tualatin City Council • April 12: Council Business Meeting - 6:30 p.m. - Town Hall • April 19: Council Workshop Meeting - 6:30 p.m. - Town Hall • April 23 Downtown Task Force Open House - 9 .a.m. - 12 p.m. - Library Community Room • April 25 Budget Committee Meeting - 6:30 p.m. - Library Community Room • April 26 Council Business Meeting - 6:30 p.m. - Town Hall > Councilor Harding requested that item 4.4, the Interim City Manager Contract be pulled from the Consent Agenda for separate discussion. • EXECUTIVE SESSION: Not held Meeting recessed at 7:20 p.m. Tigard City Council Minutes March 22, 2005 page 6 1. BUSINESS MEETING 1.1 Mayor Dirksen called the City Council and Local Contract Review Board meeting to order at 7:33 p.m. 1.2 Council Present: Mayor Dirksen; Councilors Harding, Sherwood, and Woodruff. Councilor Wilson was absent. 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports: None 1.5 Call to Council and Staff for Non-Agenda Items: None 2. ACKNOWLEDGE SUSAN KOEPPING FOR SERVICE TO THE CITY OF TIGARD Assistant to the City Manager Newton presented the staff report for this agenda item. Before the City Council was a resolution thanking Susan Koepping for her outstanding service as Volunteer Coordinator. Ms. Newton reviewed the highlights of Ms. Koepping's accomplishments during her service to the City of Tigard, which began on April 15, 1998. Ms. Newton also read a message from former Councilor Brian Moore congratulating Ms. Koepping on her retirement and thanking her for the wonderful job she did for the City of Tigard. Councilor Sherwood noted that Ms. Koepping was also successful in bringing in volunteers for other community organizations. Interim City Manager Prosser noted that Ms. Koepping "made me a believer" in the value that volunteers bring. He said Ms. Koepping's friendly and positive attitude made Tigard a special place. Mayor Dirksen added that the City of Tigard would miss Ms. Koepping. He referred to a past report on the monetary value of volunteers. Last year, volunteers contributed what would have amounted to $500,000 for the hours they served. Motion by Councilor Sherwood, seconded by Councilor Woodruff, to approve Resolution No. 05-19. RESOLUTION 05-19 - A RESOLUTION RECOGNIZING SUSAN KOEPPING FOR HER SERVICE TO THE CITY OF TIGARD AS VOLUNTEER COORDINATOR The motion was approved by a unanimous vote of Council present: Mayor Dirksen: Yes Councilor Harding: Yes Councilor Sherwood: Yes Councilor Woodruff: Yes Tigard City Council Minutes March 22, 2005 page 7 Ms. Koepping spoke to the Council, staff, and community and thanked them for a "great seven years." She noted her appreciation to the volunteers who gave their time and energy to make Tigard a great community. She thanked the Mayor and City Council who provided the opportunity for a volunteer 'program and the employees who were gracious and appreciative for the volunteers who worked alongside them. She concluded by noting her appreciation for Bill Monahan's counsel and wisdom and to Liz Newton for all she did for her. (Note: Item Nos. 5 and 6 were considered at this time.) > PROCLAMATION - NATIONAL COMMUNITY DEVELOPMENT WEEK; MARCH 28 - APRIL 3, 2005 Mayor Dirksen read the proclamation and declared March 28-April 3, 2005, as National Community Development Week with the concurrence of the City Council members present. Mayor Dirksen noted the Community Development Block Grant program is at risk at the Federal level due to budget cuts under consideration. 3. CITIZEN COMMUNICATION • Follow-up to Previous Citizen Communication: No one spoke at the March 8, 2005 Citizen Communication agenda item. o George Burgess submitted a letter from the Friends of the Tigard Public Library, 13500 SW Hall Blvd., Tigard, OR 97223, requesting continued use of the "annex building" to store books for the Friends of the Tigard Public Library. The Friends sell -these books to raise funds for the library. Interim City Manager Prosser said he was aware of some discussion about the annex building (niche); it has been determined that the skate park will not affect this building. The Friends may continue to store books at this site. o Gretchen Buehner, 13249 SW 136th Place, Tigard, OR 97223, requested that special Council meetings, such as the one being held on April 4 with the School Board and the City of Tualatin, be held on dates and times that do not conflict with the Tigard Planning Commission. Mayor and Council members agreed they would try to avoid conflicts. It was noted that sometimes conflicts cannot be avoided when scheduling dates when other boards and councils are available to meet. 4 CONSENT AGENDA: Note: Item 4.4 was removed for separate discussion by the City Council. Motion by Councilor Sherwood, seconded by Councilor Woodruff, to approve the Consent Agenda as follows: Tigard City Council Minutes March 22, 2005 page 8 4.1 Approve Council Minutes for February 8, 2005 4.2 Appoint Brian Davies to the Park ,and Recreation Advisory Board and Appoint Trisha Swanson as the Alternate to that Board - Resolution No. 05- 20 RESOLUTION NO. 05-20 -A RESOLUTION TO APPOINT BRIAN DAVIES TO THE PARK AND RECREATION ADVISORY BOARD AND TO APPOINT TRISHA SWANSON AS AN ALTERNATE TO THAT BOARD 4.3 Approve Tigard Library Policies as Recommended by the Tigard Library Board 4.4 Removed for separate discussion (see below). 4.5 Relinquish Public Sewer Easements at Tigard Market Place 4.6 Local Contract Review Board: Award Contract for City-Wide Janitorial Services to Wellspring Services The motion was approved by-a unanimous vote of Council present: Mayor Dirksen: Yes Councilor Harding: Yes Councilor Sherwood: Yes Councilor Woodruff: Yes 4.4 Approve Interim City Manager Contract Human Resources Director Zodrow was present to answer questions on the proposed contract. Interim City Manager Prosser left the meeting while the City Council discussed this item. Councilor Harding noted she requested this item be removed as she questioned and requested Council discussion on the cost of living (COLA) provision. Human Resources Director Zodrow reviewed the COLA decision the City Council determines each year. She noted last year the Council decided to implement the COLA on October 1. If the Council decides to act similarly this year, the COLA would become a moot point as the City Manager should be named by that time and the Interim City Manager's contract would not be in effect. Councilor Harding said that this would be a good time to make changes. Mayor Dirksen said he would be concerned about taking away the COLA for the Interim City Manager without considering the rest of the contract. Councilor Harding noted the Interim City Manager had received a substantial increase in pay and it did not seem congruent to also include a COLA. Tigard City Council Minutes March 22, 2005 page 9 There was discussion on Councilor Harding's suggestion to review the COLA provision in the new City Manager's contract. Mayor Dirksen noted that Councilor Harding had given the City Council information on performance-based contract language. Human Resources Director Zodrow will review this language and include information for City Council review when drafting the contract for the City Manager. Councilor Harding reiterated that she thought now was a good time to make a change. Motion by Councilor Sherwood, seconded by Councilor Woodruff, to approve the Interim City Manager's Contract as submitted. The motion was approved by a majority vote (3-1) of Council present: Mayor Dirksen: Yes Councilor Harding: No Councilor Sherwood: Yes Councilor Woodruff: Yes Interim City Manager Prosser returned to the meeting. (Note: Agenda Item No. 7 was considered at this time.) 5. RECOGNITION OF NORTHWEST MEDICAL TEAMS FOR TSUNAMI RELIEF IN SOUTHEAST ASIA Assistant to the City Manager Newton presented the staff report on this agenda item. Before the Council was a resolution and plaque thanking the Northwest Medical Team. Mr. Bas Vanderzalm from Northwest Medical Teams was present. Councilor Woodruff said it was great to have Northwest Medical Teams as a part of the Tigard community. He said the phrase, "locally based, internationally valued," certainly applied to this organization. Mr. Vanderzalm said he and his wife were glad to be a part of the Tigard community. He thanked the City for the Bonita Park, located near the Northwest Medical Team facility. He said he appreciated the City's support. Motion by Councilor Harding, seconded by Councilor Woodruff, to adopt Resolution No. 05-21. RESOLUTION NO. 05-21 - A RESOLUTION OF THE TIGARD CITY COUNCIL COMMENDING TIGARD-BASED NORTHWEST MEDICAL TEAMS FOR 25 YEARS OF SERVICE TO MILLIONS AFFECTED BY DISASTER, CONFLICT AND POVERTY AROUND THE WORLD Tigard City Council Minutes March 22, 2005 page 10 The motion was approved by a unanimous vote of Council present: Mayor Dirksen: Yes Councilor Harding: Yes Councilor Sherwood: Yes Councilor Woodruff: Yes 6. REPORT ON INDONESIAN RESOURCE CITIES EXCHANGE Tigard Public Works Director Dennis Koellermeier, Water Resources Manager for Clean Water Services Tom Vanderplatt, and Senior Vice President for Murray Smith and Associates David Liebrandt presented information to the City Council on their recent trip to Indonesia. They worked with local officials of Samarinda and Balikpapan to develop work plans and action steps to improve their domestic water supply. A copy of the PowerPoint slide presentation to the Council is on file in the City Recorder's office and summarizes the information shared with the City Council. Mayor Dirksen said he was proud the City is involved with this program, which provides good training for the City of Tigard staff as well as providing a service to the Indonesian people. Interim City Manager Prosser advised he has been fortunate to make two trips to Indonesia. He noted the program has done good work and to see the changes the Indonesian participants have implemented "is amazing." Interim City Manager Prosser noted this program is funded by the ICMA Resource Cities Partnership (US Aid). Expenses to the jurisdictions and organizations participating include some meals and gift exchanges. A delegation from Indonesia will arrive in the Tigard area on April 9 and visit the City Council during its April 12 meeting. 7. UPDATE AND DISCUSSION ON NATURAL RESOURCES PROTECTION PROGRAM AND GOAL 5 Associate Planner Hajduk presented the staff report for this agenda item. Ms. Hajduk provided the policy context for Council's Growth Goal; provided a background/update on the Tualatin Basin Goal 5 effort; and discussed the proposed natural resource protection work plan. A copy of the PowerPoint slide presentation to the Council is on file in the City Recorder's office and summarizes the information shared with the City Council. Councilor Woodruff asked Associate Planner Hajduk if the changes in this program over the last six months have been positive. Associate Planner Hajduk advised Tigard City Council Minutes March 22, 2005 page 11 there are mixed reports with regard to the Metro shift in direction -to focus on regulation only in the highest riparian areas with non-regulatory tools to be used for the remaining resource areas. This change was made to address concerns about the potential for Ballot Measure 37 claims. There was discussion about the City of Tigard's regulations for natural resource protection. Councilor Sherwood referred to Councilor Wilson's earlier suggestions about incentives for natural resource protection. Councilor Harding noted the work still being done on this issue and that some of Councilor Wilson's ideas may be utilized. Associate Planner Hajduk noted the opportunity for public involvement and the surprisingly few questions and comments that came from the Tigard area as compared to other jurisdictions. Associate Planner Hajduk noted issues will be identified with a report to the City Council in June or July. She referred to the goal options slide in the PowerPoint presentation. She noted the Vision Task Force talked about this matter, but did not want to go beyond stating the desire to "preserve and protect" open space and greenway areas. In response to Associate Planner Hajduk's request for general direction from the City Council, Mayor Dirksen noted the City already enhances and restores natural areas and referred to the restoration of much of the riparian area next to the new library. He noted the existing groups and programs in place. Councilor Woodruff noted he agreed with preserving and protecting (maintaining) but also would agree to expansion of open space. There was discussion on Measure 37 as it affects Goal 5 with Council support noted for Metro's change of direction. > Mayor Dirksen reported to Council about an opport unity for additional park land near Jack Park. Tualatin Valley Fire and Rescue Chief Jeff Johnson spoke to Mayor Dirksen about the possibility of a joint project on a five-acre piece of land adjacent to Jack Park where a new fire station is to be built. Some of the property could be used for access to Jack Park and parking spaces for the park could be shared with the parking lot constructed for the fire station. 8. ANNUAL REVIEW OF THE COMMUNITY ASSESSMENT PROGRAM (CAP) Assistant to the City Manager Newton presented the staff report on this agenda item. Accompanying Ms. Newton was Associate Planner Hajduk, who helps manage the CAP. A copy of the PowerPoint slide presentation to the Council is on file in the City Recorder's office and summarizes the information shared with the City Council. Ms. Newton reported on the results of the first two years of the program and the Tigard City Council Minutes March 22, 2005 page 12 plans for the future. As part of an expanded neighborhood program, staff will propose that each neighborhood have a CAP liaison. This person would review the assessment reports and serve as a link between the neighborhood and the City to address issues identified through assessments. The following (see PowerPoint slides) information was reviewed with City Council: o CAP Mission o Goals o CAP Successes 0 2003-2004 Comparisons o Follow-Up o Improvements for 2005 o CAP Card Samples o Focus for 2005 Councilor Harding and Assistant to the City Manager Newton discussed the amount of citizen involvement and contact, and the perception that this is a code violation exercise. Ideas for improving the program included easier ways for citizens to connect to the program by use of the website, identifying neighborhood liaisons, and informing citizens about the CAP by providing information at the library. Assistant to the City Manager Newton noted the CAP is featured in the Cityscape and the Community Connector reports. Code violations were noted more often during the first year of the program. The follow up to violations noted on CAP walks is to address. serious issues immediately. Other violations are noted to let property owners know of problems (education tool) rather than to issue citations. Mayor Dirksen asked how many staff people go out on the CAP walks on Wednesdays. Assistant to the City Manager Newton said seven staff members are usually assigned to each walk; the number of staff can be reduced if neighborhood liaisons are added to the program. Benefits to staff were noted including gaining more familiarity with Tigard neighborhoods and a better understanding of what other staff members are doing. Mayor Dirksen noted that during the budget process, he would like to know about how much the program costs as it relates to its perceived value. Assistant to the City Manager Newton advised the neighborhood program concept will be presented to the City Council on April 19. 9. UPDATE - DIRECTION ON REVISED CITY LOGO Assistant to the City Manager Newton presented the staff report on this agenda item. One of the 2005 Council goals is Graphic Identity (branding) to include a new City logo, signage and letterhead. Members of the Vision Task Force met on Tigard City Council Minutes March 22, 2005 page 13 February 24, 2005, to brainstorm ideas for themes and values. Their suggestions were provided to the City Council for review and were outlined in a March 9, 2005, memorandum from Assistant to the City Manager Newton. A copy of this memorandum is on file in the City Recorder's office. Councilor Woodruff, said he was looking for a more comprehensive approach - not just the logo - but for a representation of what Tigard is about. Discussion followed on the general themes for Tigard, such as "family friendly," "a sense of community," "a caring community," and "a place to call home." Assistant to the City Manager Newton said that development of a logo should not cost more than $2000. Discussion followed about who should be asked to propose concept ideas. The next step will be to prepare a letter to be sent to graphic designers to assist with the development of a new logo. 10. COUNCIL LIAISON REPORTS: None 11. NON AGENDA ITEMS: None 12. EXECUTIVE SESSION: Not held. 13. ADJOURNMENT Motion by Councilor Sherwood, seconded by Councilor Harding, to adjourn the meeting. The motion was approved by a unanimous vote of Council present: Mayor Dirksen: Yes Councilor Harding: Yes Councilor Sherwood: Yes Councilor Woodruff: - Yes The meeting adjourned at 9:25 p.m. ti.i n.e e Attest: Ca erine Wheatley, C y Reco d r "f-, , x~// r% - Mayo Cityv of Tigard Date: M A 1:\adm\c8thy\can\2005\050322 finel.doc Tigard City Council Minutes March 22, 2005 page 14 Revised Agenda Revised 3/16/05: Add the Proclamation for Community Development Week (see Page 3, after Item No. 2) Revised 3/17/05: Add Study Session Discussion of Urban Services Agreement Staff Greeter: Dennis Koellermeier TIGARD CITY COUNCIL MEETING MARCH 22, 2005 6:30 p.m. CITY OF TIGARD OREGON TIGARD CITY HALL 13125 SW HALL BLVD TIGARD, OR 97223 PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Citizen Communication items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager. Times noted are estimated; it is recommended that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 7:30 p.m. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-639-4171, ext. 2410 (voice) or 503-684-2772 (TDD - Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments; and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-639-4171, ext. 2410 (voice) or 503- 684-2772 (TDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA COUNCIL AGENDA - MARCH 22, 2005 page 1 AGENDA TIGARD CITY COUNCIL MEETING MARCH 22, 2005 6:30 PM • STUDY SESSION > Review of FY 2005-06 Community Event Funding Requests ■ Interim Finance Director Imdieke > Update: Family Day ■ - Assistant to the City Manager Newton > Update: Citizen Leadership Series • Assistant to the City Manager Newton > Discuss Structure, Adoption Process, Governance Issues - Urban Renewal ■ Community Development Director Hendryx > Discuss Exploring Termination of Urban Services Agreement ■ Community Development Director Hendryx • EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 7:30 PM 1. BUSINESS MEETING 1.1 Call to Order - City Council & Local Contract Review Board 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications K Liaison Reports 1.5 Call to Council and Staff for Non-Agenda Items COUNCIL AGENDA - MARCH 22, 2005 page 2 7:35 PM 2. ACKNOWLEDGE SUSAN KOEPPING FOR SERVICE TO THE CITY' OF TIGARD a. Staff Report: Assistant to the City Manager b. Council Discussion C. Council Consideration: Resolution No. 05-19 Councilor: I move for adoption of the proposed Resolution 05- Councilor: 1 second the motion. Mayor: Will the City Recorder please read the number and title of the Resolution. City Recorder: (Reads as requested.) RESOLUTION 05-19 - A RESOLUTION RECOGNIZING SUSAN KOEPPING FOR HER SERVICE TO THE CITY OF TIGARD AS VOLUNTEER COORDINATOR Mayor: Is there any discussion? Mayor (after discussion): All of those in favor of adopting Resolution No. OS- please say "aye. " Mayor/Councilors.- Mayor: All of those opposed to adopting Resolution No. OS- please say "nay. " Mayor/Councilors: Mayor: Resolution No. 05- (is adopted or fails) by a (unanimous, or however votes were split) vote. Tie votes = failure to pass. > PROCLAMATION - NATIONAL COMMUNITY DEVELOPMENT WEEK; MARCH 28 - APRIL 3, 2005 • Mayor Dirksen 7:40 PM 3. CITIZEN COMMUNICATION (Two Minutes or Less, Please) COUNCIL AGENDA - MARCH 22, 2005 page 3 • Follow-up to Previous Citizen Communication: No one spoke at the March 81 2005 Citizen Communication agenda item. Rob Williams will review the Consent Agenda: 7:45 PM 4 CONSENT AGENDA: These items are considered to be routine and may be enacted in one motion without separate discussion. Anyone may request that an item be removed by motion for discussion and separate action. Motion to: 4.1 Approve Council Minutes for February 8, 2005 4.2 Appoint Brian Davies to the Park and Recreation Advisory Board and Appoint Trisha Swanson as the Alternate to that Board - Resolution No. 05-20 RESOLUTION NO. 05-20 - A RESOLUTION TO APPOINT BRIAN DAVIES TO THE PARK AND RECREATION ADVISORY BOARD AND TO APPOINT TRISHA SWANSON AS AN ALTERNATE TO THAT ° BOARD 4.3 Approve Tigard Library Policies as Recommended by the Tigard Library Board 4.4 Approve Interim City Manager Contract 4.5 Relinquish Public Sewer Easements at Tigard Market Place 4.6 Local Contract Review Board: Award Contract for City-Wide Janitorial Services to Wellspring Services • Consent Agenda - Items Removed for Separate Discussion: Any items requested to be removed from the Consent Agenda for separate discussion will be considered immediately after the Council has voted on those items which do not need discussion. 7:50 PM 5. RECOGNITION OF NORTHWEST MEDICAL TEAMS FOR TSUNAMI RELIEF IN SOUTHEAST ASIA • Staff Presentation: Assistant to the City Manager Newton • Council Consideration - Resolution No. 05-21 Councilor: I move for adoption of the proposed Resolution 05- Councilor: I second the motion. Mayor: Will the City Recorder please read the number and title of the Resolution. City Recorder: (Reads as requested.) COUNCIL AGENDA - MARCH 22, 2005 page 4 RESOLUTION NO. 05-21 - A RESOLUTION OF THE TIGARD CITY COUNCIL COMMENDING TIGARD-BASED NORTHWEST MEDICAL TEAMS FOR 25 YEARS OF SERVICE TO MILLIONS AFFECTED BY DISASTER, CONFLICT AND POVERTY AROUND THE WORLD Mayor: Is there any discussion? Mayor (after discussion): All of those in favor of adopting Resolution No. OS- please say "aye. " Mayor/Councilors: Mayor: All of those opposed to adopting Resolution No. OS- please say "nay. " Mayor/Councilors: Mayor: Resolution No. 05- (is adopted or fails) by a (unanimous, or however votes were split) vote. Tie votes = failure to pass. 8:00 PM 6. REPORT ON INDONESIAN RESOURCE CITIES EXCHANGE a. Staff Report: Public Works Director Koellermeier b. Council Discussion 8:25 PM 7. UPDATE AND DISCUSSION ON NATURAL RESOURCES PROTECTION PROGRAM AND GOAL 5 a. Staff Report: Community. Development Director Hendryx b. Council Discussion 8:55 PM 8. ANNUAL REVIEW OF THE COMMUNITY ASSESSMENT (CAP) PROGRAM a. Staff Report: Assistant to the City Manager Newton b. Council Discussion COUNCIL AGENDA - MARCH 22, 2005 page 5 9:15 PM 9. UPDATE - DIRECTION ON REVISED CITY LOGO a. Staff Report: Assistant to the City Manager Newton b. Council Discussion 9:25 PM 10. COUNCIL LIAISON REPORTS 11. NON AGENDA ITEMS 12. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 9:45 PM 13. ADJOURNMENT i s \ad m\cathy\cca\2005\050322.doc COUNCIL AGENDA - MARCH 22, 2005 page 6 AGENDA TIGARD CITY COUNCIL BUSINESS MEETING MARCH 22, 2005 - 6:30 p.m. 13125 SW Hall Boulevard, Tigard, Oregon • STUDY SESSION > Review of FY 2005-06 Community Event Funding Requests • Interim Finance Director Imdieke > Update: Family Day ■ Assistant to the City Manager Newton > Update: Citizen Leadership Series • Assistant to the City Manager Newton > Discuss Structure, Adoption Process, Governance Issues - Urban Renewal ■ Community Development Director Hendryx > Discuss Exploring Termination of Urban Services Agreement ■ Community Development Director Hendryx • EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. > ADMINISTRATIVE ITEMS a. Council Groundrules (Resolution No. 04-83) provide that the groundrules are to be submitted to the Council either in the July or August Workshop meeting. The Groundrules can be reviewed and revised at any other time in the year when a specific issue or issues are identified requiring action prior to the established review period. b. City Recorder Wheatley requests to be excused from the April 12, 2005, Council meeting and that Deputy City Recorder Gaston attend and serve as the clerk to the Council for that meeting. C. Councilor Harding requests Agenda Item. 4.4, Interim City Manger Contact, be pulled for separate discussion. d. Calendar Review • March 29: 51 Tuesday Council Meeting - 7 p.m. - Water Auditorium • April 4: Special Meeting - Library Community Room 6-7 - Goal update (staff) 7-7:30 - Social 'h Hour: Councils/Board/Public 7:30 - Joint Meeting with Tigard-Tualatin School Board and City of Tualatin City Council • April 12 Council Business Meeting - 6:30 p.m. - Town Hall • April 19 Council Workshop Meeting - 6:30 p.m. - Town Hall • April 23 Downtown Task Force Open House - 9 a.m. - 12 p.m. - Library Community Room • April 25 Budget Committee Meeting - 6:30 p.m. - Library Community Room • April 26 Council Business Meeting - 6:30 p.m. - Town Hall Executive Session - The Public Meetings Law authorizes governing bodies to meet in executive session in certain limited situations (ORS 192.660). An "executive session" is defined as "any meeting or part of a meeting of a governing body, which is closed to certain persons for deliberation on certain matters." Permissible Purposes for Executive Sessions: 192.660 (2) (a) - Employment of public officers, employees and agents, if the body has satisfied certain prerequisites. 192.660(2) (b) - Discipline of public officers and employees (unless affected person requests to have an open hearing). 192.660(2) (c) - To consider matters pertaining to medical staff of a public hospital. 192.660(2) (d) - Labor negotiations. (News media can be excluded in this instance.) 192.660(2) (e) - Real property transaction negotiations. 192.660(2) (0- Exempt public records - to consider records that are "exempt by law from public inspection." These records are specifically identified in the Oregon Revised Statutes. 192-660(2) (g) - Trade negotiations - involving matters of trade or commerce in which the governing body is competing with other governing bodies. 192.660(2) (h) - Legal counsel - for consultation with counsel concerning legal rights and duties regarding current litigation or litigation likely to be filed. 192.660(2) (1) - To review and evaluate, pursuant to standards, criteria, and policy directives adopted by the governing body, the employment-related performance of the chief executive officer, a public officer, employee or staff member unless the affected person requests an open hearing. The standards, criteria and policy directives to be used in evaluating chief executive officers shall be adopted by the governing body in meetings open to the public in which there has been an opportunity for public comment. 192.660 (2) (j) - Public investments - to carry on negotiations under ORS Chapter 293 with private persons or businesses regarding proposed acquisition, exchange or liquidation of public investments. 192.660 (2) (k)- Relates to health professional regulatory board. 192.660 (2) (1)- Relates to State Landscape Architect Board. 192.660 (2) (m)- Relates to the review and approval of programs relating to security. i:tedmkathy\counciIVink sheet • study session agendasN2005y050008.doc S+U AGENDA ITEM # -SP-SSi DrX FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Stud Session: Review of FY 2005-06 Co uni Event Funding Requests PREPARED BY: Tom lmdieke DEPT HEAD OK 4 CITY MGR OK C~ ISSUE BEFORE THE COUNCIL Review applications for Community Event Grants and give preliminary direction as to which grants should be included in the FY 2005-06 Budget. STAFF RECOMMENDATION 4 Review grant requests and give preliminary direction on applications to be funded. INFORMATION SUMMARY Each year, the City solicits applications from community organizations for grants for the following fiscal year. The City has received seven formal applications by the February 5 deadline. The Festival of Ballons Application was received on March 8, 2005. An application has not been received yet from the Afalati Recreation District. Staff is expecting to receive this shortly. The total funding requested is $44,900 in direct contributions. This includes an assumed request of $5,000 from Afalati Recreation District. An additional $92,700 is provided as in-kind support by the Public Works Department. This does not include any in-kind support that might be provided by the Police Department. According to the funding policy of the Budget Committee set in prior years, $45,300 is available for these grants. On December 18, 2001, Council approved three resolutions guaranteeing base funding to three sponsored community events - Festival of Balloons, Broadway Rose, and Tigard 4`" of July. Together the guaranteed funding for these three events is $27,500. After removing the guaranteed funding requests, a total of $17,800 remains to be distributed amongst the six other applicants. The total requested from these applicants is $17,400. Any unallocated community event grant funds can either be reserved for the General Fund, or could be used for additional Social Service Grant funding. However, the amount remaining of $400 is not really a significant amount to fund a realistic proposal. Staff is requesting that the Mayor and Council review the event requests and give recommendations on which requests should receive full, partial or no funding. The final funding decision will be made at the Budget Committee meetings in May. OTHER ALTERNATIVES CONSIDERED This is a preliminary review only. Final funding decisions and exploration of alternatives will be made at the Budget Committee hearings in May. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Summary chart of Community Event Grant requests. 8 Community Event Grant Applications (Does not include an application for Afalati Recreation District). FISCAL NOTES Requests for total direct contributions are $44,900. Requests will be funded from the FY 2005-06 General Fund budget. City of Tigard FY 2005-06 Community Event Grant Requests (Revised March 22, 2005) Target (based on proportional share of policy set-aside) = 45,300 FY 2001-02 FY 2002-03 FY 2003-04 FY 2004-05 FY 2005-06 lAgency Actual Actual Actual Budget Requested Recommended Art Resources of Tigard (ART) Direct $0 $3,750 $0 $0 $0 In-Kind* 0' Afalati Recreation District/Tigard Recreation Assoc. Direct 0 0 5,000 5,000 5,000 In-Kind* 46,000 46,000 Broadway Rose Direct 10,000 10,000 10,000 10,000 10,000 In-Kind* 600 0 City of Tigard Dog Park Direct 0 0 400 450 400 In-Kind* 13,000 13,000 Festival of the Balloons Direct 10,000 0 10,000 10,000 10,000 In-Kind* 54,528 30,500 Tigard 40th Birthday Direct 1,953 0 0 0 0 In-Kind* 0 Tigard Blast Direct 5,000 5,000 5,000 5,000 5,000 In-Kind* 3,223 1,100 Tigard 4th of July Direct 7,500 7,500 7,500 7,500 7,500 In-Kind* 7,404 1,600 Tigard High Graduation Ceremony Direct 500 750 1,000 2,000 2,000 In-Kind* 0 Tualatin Riverkeepers Direct 2,000 2,000 2,000 2,500 3,000 In-Kind* 500 500 Tualatin Riverkeepers - Restoration Education Program Direct 0 0 0 0 3,275 In-Kind 0 0 0 0 1,000 Tualatin Valley Community Band Direct 1,850 1,850 1,850 2,000 2,000 In-Kind* 0 Total Direct $38,803 $30,850 $42,750 $44,450 $48,175 $0 In-Kind* $0 $0 $0 $125,255 $93,700 $0 * Public Works only. City of Tigard FY 2005-06 Community Event Grant Requests Target (based on proportional share of policy set-aside) = 45,300 FY 2001-02 FY 2002-03 FY 2003-04 FY 2004-05 FY 2005-06 lAgency Actual Actual Actual Budget Requested Recommended Art Resources of Tigard (ART) Direct $0 $3,750 $0 $0 $0 In-Kind* 0 Afalati Recreation District/Tigard Recreation Assoc. Direct 0 0 5,000 5,000 5,000 In-Kind* 46,000 46,000 Broadway Rose Direct 10,000 10,000 10,000 10,000 10,000 In-Kind* 600 0 City of Tigard Dog Park Direct 0 0 400 450 400 In-Kind* 13,000 13,000 Festival of the Balloons Direct 10,000 0 10,000 10,000 10,000 In-Kind* 54,528 30,500 Tigard 40th Birthday Direct 1,953 0 0 0 0 In-Kind* 0 Tigard Blast Direct 5,000 5,000 5,000 5,000 5,000 In-Kind* 3,223 1,100 Tigard 4th of July Direct 7,500 7,500 7,500 7,500 7,500 In-Kind* 7,404 1,600 Tigard High Graduation Ceremony Direct 500 750 1,000 2,000 2,000 In-Kind* 0 Tualatin Riverkeepers Direct 2,000 2,000 2,000 2,500 3,000 In-Kind* 500 500 Tualatin Valley Community Band Direct 1,850 1,850 1,850 2,000 2,000 In-Kind* 0 Total Direct $38,803 $30,850 •$42,750 $44,450 $44,900 $0 In-Kind* $0 $0 $0 $125,255 $92,700 $0 * Public Works only. i:Fin\Budget 04\Social Services\Social Service - Community Event Summary.As Community Events 3/7/2005 9:20 AM - f I , - - - - SAN 2 4 I 2005 THEATRE COMPANY January 21, 2005 Board of Directors Craig Prosser, Finance Director Susie Bell City of Tigard IKON 13125 SW Hall Blvd. Diana Burke Tigard, OR 97223 Bank of the West Lary Cartier Wellpartner David Cutz Dear Craig, Paragon Tile e I'd like to thank the City of Tigard again for its generous support of The Stone Broadway Rose. We had a fantastic season in 2004 and are gearing up for another RiverWest Lisa Franc Acuupupunccttuc. ure great year. All of our programs are expanding and we are thrilled to be able to Clinic offer further affordable cultural opportunities to the Tigard community each year. We could not succeed without the support from the City of Tigard. Jackson Lewis Tonkin Torp, LLP Enclosed is a 2005 Community Events Funding Request. If you have any Rorie Leone questions regarding this application, please don't hesitate to call me at 503-603- Washington Trust 9862. Thank you for your consideration of this application. Bill Monahan City of Tigard Sincerely, William L. Nothstine Washington Mutu Harvey Platt Sharon Maroney Platt Electric Suppty Artistic Director Dan Yates Portland Spirit P.O. Box 231004 • Tigard, OR 97281 •503-620-5262 • Fax 503-670-8512 • www.broadwayrose.com C"IT"F'-TIG-ARD-,OREGON - 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2005-06 COMMUNITY EVENTS FUNDING REQUEST Due: February 5, 2005 Event Name: The Broadway Rose Theatre Company Address: PO Box 231004 City, State, Zip: Tigard, OR 97281 Contact Name: Sharon Marone Telephone Number: 503-603-9862 E-mail address: brtcsm@aol.com 1. Request (express in whole dollar amounts only) Cash $10,000 In-Kind Services (use of City property, City staff support, $0.00 etc. Please explain the services requested on a separate sheet) Total Request $10,000 2. Purpose of Funding Request: The Broadway Rose Theatre Company requests funding from the City of Tigard in order to continue to provide Tigard residents with high quality, professional theatre at an affordable price. The Broadway Rose is entering its 14"' summer season at the Deb Fennell Auditorium in Tigard. We will produce five shows in eight performing weeks, July 1- August 21, 2005. Our three fully produced musicals will be the Broadway hit, Chicago, followed by the musical comedy, Nunsense, and concluding with a heartwarming musical revue, The Melody Lingers On: The Songs oflrving Berlin. Our summer schedule also includes two children's shows and three youth drama camps. In addition to our summer season, we will continue to produce a winter holiday show, spring cabaret series and a fall play reading series. In 2004, we experienced a 9% growth in season ticket sales, which continues our trend of growth. The City of Tigard's support each year is vital to our continued success. When we approach new foundations and are able to say, The Broadway Rose is a Tigard City Sponsored event, it sends a strong message about community support. The Broadway Rose is gaining a national reputation for high artistic quality, helping us to attract ever stronger performers. This past season we hired four artists with Broadway credits. Our sti dent-internship-program-continues-to-thrive-and-is-becoming-extremely-competitive-as-more----- and more students seek out this opportunity to have a worthwhile summer job which trains them for careers in theater. Last year we heard positive feedback from our student interns including: "Whether it was trying to dance along while running the spotlight or singing along to every word, I've never smiled so big. Working with and being surrounded by people who are so passionate, open minded, and kind, I could almost call the Deb Fennel Auditorium my home. Despite all the lost sleep and sore bones, I would do it again in a heartbeat. " - Alex Davidson, High School Spotlight Operator "It is so much fun to work here. I get to work with real professionals, some from New York, and I get to be a part of some really high quality entertainment. I am amazed each day by what we are able to pull off and the little tricks of the trade that I am going to be able to take with me as I try to continue on and make a career out of the theatre. " o - Mike Chapman, High School Sound Board Operator 3. How will this event benefit the Tigard Community? We are good for the local economy. A recent survey of our audience showed that close to 50% of our audience dines out before or after our shows. We employ over 80 people each summer. We hire local high school students and teach these teens about teamwork, discipline and creativity. This year we are continuing an outreach program in which we bring live theater to the elementary school children of the Tigard/Tualatin school district at not cost to the children and minimal cost to the district. We see this as a way to build future audiences and give back to the community. 4. How many Tigard residents do you anticipate participating in this event (or these events)? The Broadway Rose Theatre is one of the largest arts organizations in Washington County. Our projected attendance for 2005 is 20,000. Through our surveys and databases we have determined that Tigard residents make up 25% of our audience base. We enjoy offering live entertainment to Tigard residents and providing an opportunity for people from the greater Portland area to come out to Tigard to enjoy cultural events. We also have season ticket holders from as far away as Longview, Washington, Salem and Boring, Oregon. We help put Tigard on the map. Our largest audience base is from the City of Tigard. For three years The Broadway Rose has offered the City of Tigard significantly discounted tickets so that the city can thank its volunteers by purchasing tickets for a Broadway Rose production and holding a thank you reception at the theater before the show. 5. Please submit the following information with this request: a. Detailed budget, including FY 2003-03 actual expenditures, FY 2003-04 Adopted Budget, and FY 2004-05 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial- statements for the last fiscal year.** c. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* ---Broadway Rose Theatre Company = 2005 - Board approved 2005 Budget Income Annual Boat Event Income 40,000.00 Camp Income 9,700.00 Concession Income 3,121.00 Corportate Income 55,500.00 Entertainment/Royalty 400.00 Grants 42,550.00 Individual Donations 47,000.00 Program Advertising Income 5,500.00 Raffle Income 2,330.00 Shipping & Handling Income 108.00 Souvenir Sales 1,142.00 Ticket Sales 295,000.00 Total Income $ 502,351.00 In-kind Administrative Expense 85,656.18 37,000 Artistic Programing 252,000.00 Bank Service Charges 13,000.00 Boat Expenses 2,500.00 Camp Counselors 2,650.00 Company Amenities 2,200.00 Concession Expense 1,690.00 Development 6,015.26 15,000 Insurance 22,030.00 Internet Expense 1,055.00 Janitorial 90.00 Marketing Expense 40,000.00 3,000 Office Supplies 2,528.50 Organizational Dues 4,245.00 Payroll Taxes 45,000.00 Postage and Delivery 2,200.00 Professional Fees 1,000.00 Raffle Expense 50.00 Rental Expense 390.00 25,000 Souviner Expense 1,000.00 ° Staff Education 638.00 Telephone 4,320.00 Travel 1,944.30 Utilities 720.00 Prudent Reserve 19,428.76 Total Expenses $ 512,351.00 $ 80,000.00 Amount Requested The City of Tigard $10,000.00 1:29 PM Broadway Rose Theatre Company 01111105 Cash Basis Profit & Loss January_through_December_2004 Income Annual Boat Event Income 22,721.00 Camp Income 9,675.00 Class Income 1,210.00 Concession Income 3,071.00 Corportate Income 75,491.36 Entertainment/Royalty Income 406.38 Grants 65,323.86 Individual Donations 42,424.78 Miscellaneous Income 300.00 Program Advertising Income 4,390.00 Raffle Income 2,107.00 Rental Income 50.00 Shipping & Handling Income 270.00 Souvenir Sales 1,638.40 Ticket Sales 279,635.05 Total Income 508,713.83 Expense InAnd Administrative Expense 81,493.73 37,000.00 Artistic Programing 239,492.03 Bank Service Charges 11,697.92 Boat Expenses 1,804.59 Camp Counselors 2,650.00 Class Expense 214.95 Company Amenities 2,119.09 Concession Expense 1,686.30 Development 5,563.66 15,000.00 Insurance 18,499.00 Interest Expense 110.32 Internet Expense 1,055.70 Janitorial 90.00 Marketing Expense 36,155.91 3,000.00 Office Supplies 5,531.49 Organizational Dues & Expenses 4,245.79 Payroll Taxes 44,409.17 Postage and Delivery 2,099.09 Professional Fees 6,371.25 Publication Subscriptions 161.00 Raffle Expense 6.68 Rental Expense 4,361.00 25,000.00 Souviner Expense 695.35 Staff Education 569.75 Telephone 6,226.92 Travel & Ent 891.20 Prudent Reserve 20,000.00 Utilities 711.44 Total Expense 498,913.33 80,000.00 Net Ordinary Income 9,800.50 Other Income/Expense Other Income Interest Income 228.06 Total Other Income 228.06 Net Other Income 228.06 Net Income 10,028.55 Broadway Rose Theatre Company Profit Loss AC_T_UALS Ordlnary-lncome/Expense January through December 2003 _ Income Annual Boat Event Income 6,414.50 Camp Income 7,090.75 Concession Income 2,846.00 Corportate Income 42,370.00 Entertainment Income 400.00 Grants 90,100.00 Individual Donations 33,312.48 Program Advertising Income 720.00 Raffle Income 2,330.00 Shipping & Handling Income 8.00 Souvenir Sales 1,142.00 Ticket Sales 222,683.67 Total Income 409,417.40 Expense Administrative Expense 83,726.96 Bank Service Charges 4,924.02 Boat Expenses 455.57 Camp Counselors 2,450.00 Company Amenities 1,561.41 Concession Expense 1,611.67 Development 6,015.26 Entertainment Income Wages 390.00 Insurance 16,566.65 Internet Expense 3,241.80 Marketing Expense 43,718.99 Miscellaneous 50.00 Office Supplies 6,759.50 Organizational Dues & Expenses 4,572.75 Payroll Taxes 42,977.69 Postage and Delivery 1,975.83 Professional Fees 4,960.00 Program Expense - Artistic Expenses 215,782.83 Rental Expense 4,323.00 Repairs & Maintenance 390.00 Souvlner Expense 1,046.18 Staff Education 638.00 Telephone 4,811.68 Travel & Ent 3,392.91 Utilities 229.24 Total Expense 456,571.94 Net Ordinary Income -47,154.54 Other Income/Expense Interest Income 561.06 Total Other Income 561.06 Other Expense Other Expenses 441.00 Total Other Expense 441.00 Net Other Income 120.06 Net Income .47,034.48 RECD/ ; F F B 0 7 2005 C-I-T-Y-OF-T-IGARD-OREGON - - 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-691-4141 FY 2005-06 COMMUNITY EVENTS FUNDING REQUEST Due: February 5, 2005 Event Name: City of Tigard Dog Park Community Events Address: 11689 SW Wilton Avenue City, State, Zip: Tigard, OR 97223 Contact Name: Julie Wittmann Telephone Number: 503-590-4997 1. Request (expenses in whole dollar amounts only) Cash $ 400 In-kind services $ 0 Total Request $ 400 2. Purpose of Funding Request: Off-leash dog parks are an important aspect in the scope of what our city offers its residents. The response to our programs in the 2004-2005 fiscal year continues to increase year after year. The funding we are requesting allows the off-leash dog parks to continue to provide the residents with safe areas where dogs and owners can play and socialize. The Committee's activities include events to raise awareness about the dog parks and owner responsibilities, as well as written information on canine education. We have developed and distributed educational material about canine behavior, children in the dog parks, responsible owner behavior at the dog parks, and other dog park related information. The educational material has been well received by park users and shared with other dog parks in the greater Portland area. We continue to serve as a model for other cities who are tonsidering the addition of dog parks into their communities. Dog Days of Tigard: This is a celebration of the off-leash dog parks established by the City of Tigard. The 2005 event will also be used to dedicate a memorial bench for the late Mayor Griffith, through fundraising during 2004. We strive to raise more funds for more canopies to provide shade and weather protection as well as improved methods for dispensing needed water in the dog parks. Requested funds are for: printing of fliers and posters, decorations, refreshments, basic dog obedience training and education. $150 Tigard Blast: Participation in the Tigard Blast parade. Requested funds are for: printing of fliers and posters, balloons and bandanas, dog treats. $35 Halloween Dog Party: Requested funds are for: printing of fliers and posters, decorations, refreshments, prizes. $125 Educational Material Posted and distributed: (examples enclosed) Canine 105: Continuing Educational -information; proposed topic "Exercise and Play with Your Dog". Funds requested for printing of fliers, posters, and handouts. $30 Canine 106: Continuing Educational information; proposed topic "Dog Park Etiquette". Funds requested for printing of fliers, posters, and handouts. $30 Canine 107: Continuing Educational information; topic to be determined from list of eight pertinent topics. Funds requested for printing of fliers, posters, and handouts. $30 3. How will this event benefit the Tigard Community?: Off-leash dog parks provide dogs and their owners with designated space for exercise and socializing. They also promote responsible pet ownership. The parks allow dogs adequate space to run, jump, fetch, and play without creating conflicts with other park users. Funds raised at the events not only go into improving and promoting use of the dog parks and education, they also go to other community projects, i.e. purchasing a Library Brick in 2004. 4. How many residents do you anticipate participating in this event (or these events)? Participation at actual events runs between 30-75 residents per event. Educational material reaches 150+ per series in distributed fliers alone. The material is also posted throughout the dog parks so the total number of residents who additionally read the fliers without taking a copy is significantly higher but difficult to measure. 5. Requested additional information: a. Fiscal Year 03-04 (as of January 25, 2005) Revenues (Contributions to the Dog Park Trust Account) $1079.43 Expenditures by Parks Department from Trust $ (99.99) Expenditures by Tigard Dog Park Committee from Trust $ (1233.53) Revenues (City Grant Funds) $400.00 Expenditures by Tigard Dog Park Committee from Grant $(399.78) Expenditures by in-kind donations from committee $(251.00) Fiscal Year 04-05 (as of January 25, 2005) Revenues (Contributions to the Dog Park Trust Account) $1139.37 Expenditures by Parks Department from Trust $ ( 0 ) Expenditures by Tigard Dog Park Committee from Trust $ (186.04) Expected Expenditures by Committee for balance of fiscal 2005 $ (840) Revenues (City Grant Funds) $450.00 Expenditures by Tigard Dog Park Committee from Grant $(342.71) Expected Expenditures by Committee for balance of fiscal 2005 $ (118) Expenditures by in-kind donations from committee $(287.00) Fiscal Year 05-06 Proposed Budget Revenues (Contributions to the Dog Park Trust Account) $1000 Expenditures $ 1500 a. Audit report or financial statement for last fiscal year: see attached from Roger Dawes, Senior Accountant, City of Tigard Finance Department b. Articles of Incorporation: None c. 501 (C) (3) status: None i General Ledger Detailed Trial Balance User: amanda Printed: 01/07/2005- 3:11 CITY OF TIGARD Period 7 to 12, 2004 Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Balance 100 GENERAL FUND LIABILITIES 100-0000-229079 Dog Park Social Service Grant 01/28/2004 GL 07 000291 Correction per Chris Garsteck to proper account 22.24 0.00 01/28/2004 GL 07 000291 Correction per Chris Garsteck to proper account 83.83 0.00 01/28/2004 GL 07 000291 Correction per Chris Garsteck to proper account 16.29 0.00 01/28/2004 GL 07 000291 Correction per Chris Garsteck to proper account 19.99 0.00 05/06/2004 AP 11 000066 Julie Wittman Ck# 31829 10.95 0.00 Tigard Dog Park Expenses 100-0000-229079 Totals: (153.52) 153.30 0.00 (0.22) 100-0000 LIABILITIES Totals: (153.52) 153.30 0.00 i 0.22) LIABILITIES Totals: (153.52) 153.30 0.00 I (0.22) 100 Totals: 0.00 (153.52) 153.30 0.00 (0.22) F-7 Report Totals: 0.00 (153.52) 153.30 0.00 I (0.22) i I t GL -Detailed Trial Balance (01/07/2005 - 3:11) Page 1 i General Ledger Detailed Trial Balance User: amanda Printed: 01/07/2005 - 3:11 CITY OF TIGARD Period 1 to 6, 2005 I Account Number Description Budget Beginning Balance Debit This Period Credit This Period En I'ng Balance 100 GENERAL FUND LIABILITIES 100-0000-229079 Dog Park Social Service Grant 07/02/2004 GL 01 000041 COT- Dog Parks/Arts & Events FY 04-05 0.00 450.00 08/05/2004 AP 02 000049 Julie Wittmann Ck# 33313 19.90 0.00 Dog Park Items 08/25/2004 AP 02 000334 Chris Garsteck Ck# 33578 114.01 0.00 Dog Park Expenses 08/25/2004 AP 02 000334 Julie Wittmann Ck# 33637 17.53 0.00 Dog Park Expenses 08/31/2004 AP 02 000427 Don Osmanski Ck# 33702 11.98 0.00 Dog Park Expense 08/31/2004 AP 02 000427 Julie Wittman Ck# 33736 28.00 0.00 Dog Park Expense 11/02/2004 AP 05 000021 Tim Boman Ck# 34595 11.98 0.00 Dog Park Expense 11/02/2004 AP 05 000021 Chris Garsteck Ck# 34622 45.58 0.00 Dog Park Expenses 12/15/2004 AP 06 000190 Gillian Austin Ck# 35155 86.73 0.00 Dog Park Expenses 12/15/2004 AP 06 000190 Hannah Webb Ck# 35272 7.00 0.00 Dog Park Expense 7.51) 100-0000-229079 Totals: (0.22) 342.71 450.00 (107.51) 100-0000 LIABILITIES Totals: (0.22) 342.71 450.00 (107.51) I LIABIIPTIES Totals: (0.22) 342.71 450.00 I (107.51) 100 Totals: 0.00 (0.22) 342.71 450.00 (107.51) ~ I I I GL -Detailed Trial Balance (01/07/2005 - 3:11) ( Page 1 I' Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Balance' i i Report Totals: 0.00 (0.22) 342.71 450.00 I (l0 .51) i GL -Detailed Trial Balance ( 01/07/2005 - 3:11) I Page 2 I I ' I ~ I General Ledger ! Detailed Trial Balance User: amanda Printed: 01/07/2005 - 3:12 CITY OF TISARD Period 1 to 6, 2005 Account Number Description Budget Beginning Balance Debit This Period Credit This Period Eidingi Balance 100 GENERAL FUND LIABILITIES 100-0000-229081 Dog Parks Trust Account 07/15/2004 CR 01 000213 Cash Receipts Batch 415.07.2004 0.00 310.36 07/29/2004 CR 01 000395 Cash Receipts Batch 429.07.2004 0.00 160.00 08/05/2004 AP 02 000049 Julie Wittman Ck# 33313 21.75 0.00 Dog Park Items 08/06/2004 CR 02 000091 Cash Receipts Batch 406.08.2004 0.00 82.34 08/25/2004 AP 02 000334 Julie Wittman Ck# 33637 21.75 0.00 Dog Park Expenses 08/31/2004 AP 02 000427 Julie Wittmann Ck# 33736 19.70 0.00 Dog Park Expense 09/07/2004 CR 03 000079 Cash Receipts Batch 307.09.2004 0.00 9.40 09/08/2004 CR 03 000102 Cash Receipts Batch 408.09.2004 0.00 81.49 09/23/2004 CR 03 000331 Cash Receipts Batch 423.09.2004 0.00 100.00 10/13/2004 CR 04 000160 Cash Receipts Batch 413.10.2004 0.00 85.69 11/03/2004 CR 05 000045 Cash Receipts Batch 004.11.2004 0.00 10.00 11/09/2004 CR 05 000128 Cash Receipts Batch 409.11.2004 0.00 257.00 11/12/2004 CR 05 000164 Cash Receipts Batch 412.11.2004 0.00 43.09 12/15/2004 AP 06 000190 Chris Garsteck Ck# 35195 122.84 0.00 Dog Park Expenses 100-0000-229081 Totals: (399.47) 186.04 1,139.37 (1,352.80) 100-0000 LIABILITIES Totals: f (399.47) 186.04 1,139.37 I (1,352.80) LIABILITIES Totals: (399.47) 186.04 1,139.37 (1,352.80) I - I I GL -Detailed Trial Balance ( 01/07/2005 - 3:12) i Page 1 f I 1 Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Balance' 100 Totals: 0.00 (399.47) 186.04 1,139.37 (1,352.80) I I i Report Totals: 0.00 (399.47) 186.04 1,139.37 i 1,352 .80) I I I i I i I GL -Detailed Trial Balance ( 01/07/2005 - 3:12 ) I page 2 1 I i General Ledger Detailed Trial Balance User: roger Printed: 06/14/2004 - 9:46 CITY OF TIGAiM Period 9 to 12, 2004 Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Balance 100 GENERAL FUND LIABILITIES 100-0000-229081 Dog Parks Trust Account 03/30/2004AP 09 000404 JULIE WITTMANN Ck# 31204 32.58 0.00 Dog Park Supplies 04/01/2004CR 10 000011 Cash Receipts Batch 401.04.2004 0.00 2.00 04/26/2004CR 10 000355 Cash Receipts Batch 426.04.2004 0.00 155.18 05/06/2004AP 11 000066 CHRIS GARSTECK Ck# 31780 90.00 0.00 Flyers 05/06/2004AP 11 000066 JULIE WITTMANN Ck# 31829 23.94 0.00 Tigard Dog Park Expenses 05/13/2004AP 11 000166 CHRIS GARSTECK Ck# 31889 50.00 0.00 Dog Park Exp-Library Brick Campaign 05/31/2004GL 11 000406 Big K-Mart/Canopy for Dog Park - R. Bel 99.99 0.00 06/09/2004AP 12 000113 CHRIS GARSTECK Ck# 32269 92.71 0.00 Dog Park Supplies 100-0000-229081 Totals: (703.07) 389.22 157.18 (4 i 1.03) 100-0000 LIABILITIES Totals: (703.07) 389.22 157.18 (471.03) LIABILITIES Totals: (703.07) 389.22 157.18 I (471.03) i 100 Totals: 0.00 (703.07) 389.22 157.18 (471.03) t 1 t t GL -Detailed Trial Balance ( 06/14/2004 - 9:46) i Page 1 i t I i I I I Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending balance I I I Report Totals: 0.00 (703.07) 389.22 157.18 (471 .03) i 1 I I I I i I GL -Detailed Trial Balance ( 06/14/2004 - 9:46 ) Page 2 I I I i General Ledger Detailed Trial Balance User: amanda Printed: 01/21/2004 - 8:10 CITY OF TIQARD Period 1 to 7, 2004 Account Number Description Budget Beginning Balance Debit This Period Credit This Period EndinglBalance I i 100 GENERAL FUND LIABILITIES 100-0000-229079 Dog Park Social Service Grant 07/10/2003 GL 01 000132 Dog Park money transfer 0.00 400.00 07/11/2003 AP 01 000153 DON OSMANSKI Ck# 27465 6.50 0.00 Dog Park Expense 07/24/2003 AP 01 000350 DON OSMANSKI Ck# 27669 50.00 0.00 Tigard Dog Park 07/24/2003 AP 01 000350 JULIE WITTMANN Ck# 27701 94.90 0.00 Tigard Dog Park 10/09/2003 AP 04 000116 JULIE WITTMANN Ck# 28846 16.00 0.00 Tigard Dog Parks 11/06/2003 AP 05 000057 CHRIS GARSTECK Ck# 29283 66.47 0.00 Tigard Dog Park 11/06/2003 AP 05 000057 JULIE WITTMANN Ck# 29330 12.61 0.00 Tigard Dog Park 100-0000-229079 Totals: 0.00 246.48 400.00 (153.52) 1 100-0000 LIABILITIES Totals: 0.00 246.48 400.00 (153.52) } i LIABILITIES Totals: 0.00 246.48 400.00 I (l1 3.52) i 100 Totals: 0.00 0.00 246.48 400.00 (153.52) i GL -Detailed Trial Balance (01/21/2004 - 8:10) I Page 1 I Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Balance I I Report Totals: 0.00 0.00 246.48 400.00 (15i .52) i f i I i GL -Detailed Trial Balance (01/21/2004 : 8:10) Page 2 I J - - C-17Y-O F-T-I-GA R D, O R E-G O N- - - - - 1312-5 SW HALL-&L--VD. TIGARD, OREGON 97223 503-639-4171 FY 2005-06 COMMUNITY EVENTS FUNDING REQUEST Due: February 5, 2005 Event Name: Cruisin' the Tigard Blast Tigard Central Business District Association, Inc., Address: 1242() S `N 14 *34 size€t City, State, Zip: Tigard, Oregon 97223 Contact Name: Tyler Ellenson Mike Marr Telephone Number: 503-639-5588 503-624-2975 E-mail address: tyler@tylersautomotive.com mikemarr@gte.net 1. Request (express in whole dollar amounts only) Cash $5,000.00 In-Kind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $5,000.00 2. Purpose of Funding Request: See letter attached 3. How will this event benefit the Tigard Community? 4. How many Tigard residents do you anticipate participating in this event (or these events)? 5. Please submit the following information with this request: a. Detailed budget, including FY 2003-03 actual expenditures, FY 2003-04 Adopted Budget, and FY 2004-05 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** T-iga-rd-Centr-al-Business-Associa-tion-Inc. - A Not for Profit Corporation FIN 93-1268974 (503) 624-2975 First Bank of Tigard Building 12420 S. W. Main Street Tigard, Oregon 97223 February 4, 2005 Mr. Craig Prosser Finance Director City of Tigard 13125 S.W. Hall Blvd. Tigard, Oregon 97223 Dear Craig, The Board of Directors of Tigard Central Business District Association, Inc., a Not for Profit Corporation, submit this letter with enclosures our Funding Request for the Fiscal Year 2005 - 2006. To the criteria for funding, we submit the following comments: (1) The Tigard Blast celebration is primarily for Tigard area residents (2) This event is open to all citizens (3) We stress a family oriented type of celebration on this annual event, with effort to provide quality entertainment and activities (4) With four annual events successfully accomplished by this organization, we feel that the event has proven to be valuable to the community, and very affordable for the city and the citizens attending (5) As with item (4), the Board of Directors feel that our success for four years, and the records we have kept, demonstrate an ability to reach our goals and keep within reasonable budget commitments (6) Financial Statements are prepared and submitted. Craig-P-rosser City of Tigard February 4, 2005 Page 2 (7) The Funding Request per our previous agreements with the City of Tigard are based upon the encouragement our of other sources of revenue. We hope you find the information contained herein to be adequate for the City's budgeting purposes. We also hope you look District forward to enjoying each year's event as much as we look forward to putting it on. Last year, the City of Tigard approved an award of $ 5,000.00 for the 2004/2005 fiscal year. For the fiscal year 2005/2006, the Board of Directors of Tigard Central Business District Association, Inc. requests $ 5,000.00 in contribution from the City of Tigard. This is the same as was approved last year and we find it to be an adequate amount to ensure the success and continuation of the Tigard Blast celebration. With regards to City in-kind contributions, we have identified the following impacted areas: Public Works - estimated costs have not been determined Police Department - The Police Department is advised of the event and incurs cost for what primarily is traffic control after the event. Officers are present during the event more for public relations than for any policing requirements. We support the Officers presence, making some very important contacts with the citizens and youth in particular. Administration - estimated costs have not been determined Should have questions about any of the above, please contact me for assistance. Sincerely, R. Michael Marr Treasurer RMM/dbm Enclosures CC: Board Members TIGARD CENTRAL BUSINESS DISTRICT ASSOCIATION December 31, 2004 -STATEMENT-OF- ASSETS-L'IABIL'ITIES; & FUND-BALANCES SUMMARY Unaudited - Accrual Method Account MTD YTD Number December Current ASSETS 450101 Cash - Petty Cash For Deposit 0.00 0.00 450111 Cash - General Checkinc BofA (104.89) 1,229.44 450112 Cash - General Checkinf Other 0.00 0.00 Prepaid Expenses & Deferred Charges 470111 Accounts Receivable - Other 0.00 5,000.00 520101 Inventory 131.50 2,057.50 530101 Prepaid Expenses Ann. Corp. Registr. 0.00 530102 Prepaid Expenses Insurance (17.91) 179.10 530151 Deferred Charges 0.00 0.00 570111 Equipment, Operations 276.63 9,043.46 570121 Equipment, Office 0.00 570161 Equipment, Operations Accum. Depreciation (122.95) (5,977.62) 570171 Equipment, Office Accum. Depreciation 0.00 Other Assets 580101 Other Assets Organization Costs 150.00 580151 Other Assets Organization Costs - Amortization 0.00 (150.00) - - - - TOTAL ASSETS 162.38 11,531.88 LIABILITIES Accounts Payable & Accrued Expenses 600101 Acc Pay General (21.84) (109.40) 600111 Acc Pay Payroll Net 0.00 600112 Acc Pay Payroll FICA 0.00 600113 Acc Pay Payroll FITW 0.00 600114 Acc Pay Payroll SITW 0.00 600115 Acc Pay Payroll W/Comp 0.00 600122 Acc Pay Payroll FICA Employer 0.00 600123 Acc Pay Payroll FUTA Employer 0.00 600124 Acc Pay Payroll SUTA Employer 0.00 600125 Acc Pay Payroll W/Comp Employer 0.00 600126 Acc Pay Payroll TriMet Employer 0.00 600127 Acc Pay Payroll Other 0.00 Liabilities - Other 650101 Liabilities - Other Deferred Revenue 200.00 0.00 TOTAL LIABILITIES 178.16 (109.40) FUND BALANCES 670101 Funds - Unrestricted 31,507.30 Funds - Restricted Paid-In or Capital Surplus 710101 Capital - Paid In Prior City of Tigard (42,574.39) 710102 Capital - Paid In Current City of Tigard 0.00 0.00 Retained Earnings, Endowments, Accumulated Income, Other Funds 720101 Retained Earnings Prior 0.00 720102 Retained Earnings Current (Gain) Loss (340.54) (355.39) 720131 Other Funds 0.00 TOTAL FUND BALANCES (340.54) (11,422.48) TIGARD CENTRAL BUSINESS DISTRICT ASSOCIATION December 31, 2004 -STA'TEMENT-OF-REVENUE & EXPENSE SUMMARY Unaudited - Accrual Method 100.00% Account Annual MTD YTD YTD Number Budget December Current % Budget Revenue Summary Contributions, Gifts, Grants, Etc. 0.00 0.00 0.00 Program Service Revenue 0.00 0.00 0.00 Membership Dues /Assessments 0.00 0.00 (250.50) Interest - Savings / Investments 0.00 0.00 0.00 Rental Income / Loss 0.00 0.00 0.00 Investment Income - Other 0.00 0.00 0.00 Special Events / Activities 0.00 (512.24) (2,328.91) Sales of Inventory 0.00 0.00 0.00 Revenue - Other 0.00 0.00 0.00 TOTAL REVENUE 0.00 (512.24) (2,579.41) Expenditures Summary Program Services 0.00 0.00 0.00 Management & General 140126 Salaries & Wages 0.00 0.00 140129 Payroll Taxes 0.00 0.00 140130 Professional Fundraising Fees 0.00 0.00 140131 Accounting Services Paychex 0.00 0.00 140132 Legal Fees 0.00 0.00 140133 Supplies Admin 0.00 0.00 140134 Telephone 0.00 21.84 293.22 140135 Postage & Shipping, P. O. Box Rental 0.00 0.00 38.00 140136 Occupancy 0.00 0.00 140137 Equipment Rental & Maintanence 0.00 0.00 0.00 140138 Printing & Publication 0.00 0.00 140139 Travel 0.00 0.00 Conferences, Conventions, Meetings 140140 Conf. Meetings 0.00 0:00 30.00 140140 Conf. Training 0.00 0.00 140142 Depreciation Expense - Equipment 0.00 122.95 1,475.40 140143 Other Bank Service 0.00 9.00 54.00 140144 Other Insurance (W/Comp) 0.00 0.00 140145 Other Contract Services (ODDA) 0.00 0.00 140146 Other Insurance (Liability) 0.00 17.91 208.40 140159 Other Special Events 0.00 0.00 Other Committee 140161 Other 0.00 0.00 140191 Other Amortization Expense - Org. Costs 0.00 0.00 25.00 140192 Other Amortize Corporate Registration 0.00 0.00 50.00 140199 Other Deferred Debits 0.00 0.00 50.00 TOTAL EXPENDITURES - MANAGEMENT & GENERAL 0.00 171.70 2,224.02 Fund Raising 0.00 0.00 0.00 Paid to Affiliates 0.00 0.00 0.00 TOTAL EXPENDITURE 0.00 171.70 2,224.02 NET CHANGE TO FUND BALANCE (GAIN) LOSS 0.00 (340.54) (355.39) -C-I-T-Y-OF-T-I-GAR-D-OREGON-. - - 3-1-2-5 SW-HA-LL BLVD. - - TIGARD, OREGON 97223 503-639-4171 FY 2005-06 COMMUNITY EVENTS FUNDING REQUEST Due: February 5, 2005 Event Name: Tigard 4th' of Jnly Celehration Address: Tigard 4"' of July, Inc., 12420 S.W. Main Street City, State, Zip: Tigard, Oregon 97223 Contact Name: Mike Man- 503-624-2975 Telephone Number: E-mail address: mikemarr@gte.net 1. Request (express in whole dollar amounts only) Cash §,500.00 In-Kind Services (use of City property, City staff support, - 4,600.00 etc. Please explain the services requested on a separate sheet) Total Request $ 9,100.00 2. Purpose of Funding Request: See letter attached 3. How will this event benefit the Tigard Community? 4. How many Tigard residents do you anticipate participating in this event (or these events)? 5. Please submit the following information with this request: a. Detailed budget, including FY 2003-03 actual expenditures, FY 2003-04 Adopted Budget, and FY 2004-05 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** T-igard-4th-of-Jul-y,-Inc. - A Not for Profit Corporation FIN 93-1031978 (503) 624-2975 First Bank of Tigard Building 12420 S. W. Main Street Tigard, Oregon 97223 February 4, 2005 Mr. Craig Prosser Finance Director City of Tigard 13125 S.W. Hall Blvd. Tigard, Oregon 97223 Dear Craig, The Board of Directors of Tigard 4th of July, Inc., a Non Profit Corporation, submit this letter with enclosures as our Funding Request for the Fiscal Year 2005 - 2006. To the criteria for funding, we submit the following comments: (1) The Tigard Old Fashioned 4th of July Celebration is primarily for Tigard area residents; we do not advertise outside of the area. (2) This event is open to all citizens, with the only restrictions being no alcoholic beverages, no smoking, and no personal fireworks. (3) We stress a family oriented type of celebration on this annual event, with effort to provide quality entertainment, a family/community style picnic atmosphere, and public opportunity to participate at no cost (unless they should desire to purchase snacks at very reasonable prices, the proceeds going toward the subsequent year's event). (4) With eighteen annual events successfully accomplished (first was in 1987), we feel that the event has proven to be valuable to the community, and very affordable for the city and the citizens attending. (5) As with item (4), the Board of Directors feel that our success for eighteen years, and the records we have kept, demonstrate an ability to reach our goals and keep within reasonable budget commitments. (6) Financial Statements are annually prepared and submitted. _ Craig Pr r City of Tigard February 4, 2005 Page 2 (7) The Funding Request per our previous agreements with the City of Tigard are based upon the encouragement of other sources of revenue. We hope you find the information contained herein to be adequate for the City's budgeting purposes. We also hope you look forward to enjoying each year's event as much as we look forward to putting it on. Last year, the City of Tigard approved an award of $ 7,500.00 for the 2004/2005 fiscal year. We will be seeking some or all of the $ 7,500.00 in June of 2005. For the fiscal year 2005/2006, the Board of Directors of Tigard 4th of July, Inc. requests $ 7,500.00 in contribution from the City of Tigard. This is the same as was approved last year and we find it to be an adequate amount to ensure the success and continuation of the 4th of July Celebration. With regards to City in-kind contributions, we have identified the following impacted areas: Public Works - If the City Public Works personnel prepare the fireworks firing trench; I have been previously advised that the estimated cost is $ 400 (1999 $ subject to indexed adjustment). Police Department - The Police Department is advised of the event and incurs an estimated $ 1,200 (1999 $ subject to indexed adjustment) of cost for what primarily is traffic control after the event. Officers are present during the event more for public relations than for any policing requirements. We support the Officers presence, making some very important contacts with the citizens and youth in particular. Administration - Insurance for the event previously was accomplished by a rider to the City's existing policy. Loreen Mills advised that there was no additional charge for this rider. Tigard 4"' of July, Inc. purchased liability insurance from the fireworks supplier for the 2004 event. Should have questions about any of the above, please contact me for assistance. Sinf 1 R. Michael Marr Treasurer RMM/dbm Enclosures CC: Board Members TIGARD 4TH OF JULY, INC. Statement of Assets, Liabilities, & Fund Balance (Unaudited) December 31, 2004 Current Year 12 Mo. Period To Date 1000 ASSETS 1450 Cash - Non Interest Bearing 1451 Petty Cash (252250) 45.68 1452 General Checking Account (1,721.85) 312.52 1460 Savings & Temp. Investments 1461 Savings 0.00 0.00 1470 Accounts Receivable 1471 Accounts Receivable 0.00 0.00 1476 (Uncollectable Allowance) 0.00 0.00 1480 Pledges Receivable 1481 Pledges Receivable 0.00 0.00 1486 (Uncollectable Allowance) 0.00 0.00 1490 Grants Receivable 1491 Grants Receivable 0.00 0.00 1500 Recievables from Related Parties , 1501 Receivables from Directors 0.00 0.00 1510 Other Receivables 1511 Notes Receivable 0.00 0.00 1516 (Uncollectable Allowance) 0.00 0.00 1520 Inventories For Sale or Use 1521 Inventories For Sale or Use 0.00 0.00 1530 Prepaid Expenses / Deferred Charges 1531 Prepaid Expenses 0.00 0.00 1540 Investments - Securities 1550 Investments - Assets 1560 Investments - Other 1570 Equipment 1571 Equipment 0.00 0.00 1576 (Accumulated Depreciation) 0.00 0.00 1580 Other Assets TOTAL ASSETS (1,974.35) 358.20 2000 LIABILITIES 2600 Accounts Payable & Accrued Exp 2601 Accounts Payable 0.00 0.00 2610 Grants Payable 2611 Grants Payable 0.00 0.00 2620 Revenue Designated (Future Per.) 2621 Revenue Designated 0.00 0.00 2630 Loans from Related Parties 2631 Loans from Directors 0.00 0.00 2640 Mortgages/Notes Payable 2641 Notes Payable 0.00 0.00 2650 Other Liabilities 2651 Other Liabilities 0.00 0.00 Total Liabilities 0.00 0.00 1 TIGARD 4TH OF JULY, INC. Page 2 Statement of Assets, Liabilities, & Fund Balance (Unaudited) December 31, 2004 Current Year 12 Mo. Period To Date 3000 FUND BALANCES 3670 Current Funds 3671 Unrestricted Funds 0.00 0.00 3676 Restricted Funds 0.00 0.00 3680 Equipment Fund 3690 Endowment Fund 3700 Other Fund 3710 Capital Stock or Trust Principal 3711 Capital Stock 0.00 0.00 3720 Paid In or Capital Surplus 3730 Retained Earnings/ Accumulated Income 3731 Retained Earnings > 01/01/2004 0.00 (2,332.55) 3732 Current Earnings > 12/31/2004 1,974.35 1,974.35 - - - Total Fund Balance 1,974.35 (358.20) - - - - TOTAL LIABILITIES & FUND BALANCE 1,974.35 (358.20) 0.00 0.00 Footnote: Excess Ice Cream Bars and Popsicles donated to DARE Summer Camp Footnote: Footnote: 2 TIGARD 4TH OF JULY, INC. Statement of-Reve-Expense (Unaudited) December 31-2004 - - Current Year 12 Mo. Period To Date 4000 INCOME 4010 Contributions, Gifts, Grants 4011 Direct Public Support (1,484.24) (1,484.24) 4012 Indirect Public Support 0.00 0.00 4013 Government Grants (8,600.00) (8,600.00) 4020 Program Service Revenue 4030 Membership Dues / Assessments 4040 Interest Earnings 4050 Dividends / Interest on Securities 4060 Net Rental Income 4061 Gross Rents 0.00 0.00 4066 Rental Expenses 0.00 0.00 4070 Other Investment Income 4080 Gain / Loss from Sale of Assets 4081 Gross Sale Amount 0.00 0.00 4086 Cost / Expense 0.00 0.00 4090 Fundraising Events 4091 Gross Revenues 0.00 0.00 4096 Direct Expenses 0.00 0.00 4100 Gross Profit from Sales 4101 Gross Sales Less Returns (1,075.77) (1,075.77) 4106 Cost of Goods Sold 791.36 791.36 4107 Cost of Goods Sold 0.00 0.00 4108 Cost of Goods Sold 95.00 95.00 4110 Other Revenue Total Revenue (10,273.65) (10,273.65) 6000 EXPENSES 6130 Program Service Expenses 6131 Tigard 4th Celebration 12,171.00 12,171.00 6140 Management & General Expenses 6141 Bank Service Charges 27.00 27.00 6142 Miscellaneous 50.00 50.00 6150 Fundraising Expenses 6151 Miscellaneous 0.00 0.00 6160 Payments to Affiliates Total Expense 12,248.00 12,248.00 (Excess) or Deficit 1,974.35 1,974.35 3 k Tigard GTaduation Celebration-Committee P.O. Box 23664 Tigard, OR 97223 February 1, 2005 Craig Prosser Finance Director City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Mr. Prosser, Thank you for the opportunity to apply for a grant from the City of Tigard. We understand the current situation you are faced with, having limited funding for these grants and we appreciate being considered. We too have faced the effects of tight fiscal times. We have seen donations from both parents of all four classes at the high school and local businesses decrease in the past few years. We are currently planning three fundraisers and have already completed one so far this year. In the past we could usually get by with only one or two additional fundraisers. The wonderful thing about living in Tigard is the feeling of community. The high school is a part of that community and we appreciate both Tigard businesses and the City of Tigard itself supporting our Grad Night Celebration. Our group of parent volunteers is committed to keeping as many as our graduates as possible safe on this night of celebration. We try to put on a party that they will find memorable and secure. This in turn probably leaves Tigard safer that night also. Again, thank you for your support in the past and for the opportunity to apply again. Please let me know if you need any additional information or have any questions. Thank you for your consideration. Sincerely, Shari Balcom Treasurer 503-590-4649 w CITY OF T-[GARD-'el REGO-N~ - - 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2005-06 COMMUNITY EVENTS FUNDING REQUEST Due: February 5, 2005 Event Name: Tigard High School Graduation Celebration Address: P.O. Box 23664 City, State, Zip: Tigard, OR 97224 Contact Name: Shari Balcom Telephone Number: 503-590-4649 E-mail address: sabathoine(a~comcast.net 1. Request (express in whole dollar amounts only) Cash $ 2,000.00 In-Kind Services(use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $ 2,000.00 2. Purpose of Funding Request: To help fund our Graduation Night drug and alcohol free celebration. Our goal is to put on a party that is fun and attractive in order to have as many of our graduates attend as possible. Graduation night is a night of increased risk for these seniors so we want to provide them with a memorable party but one that is safe and secure. We try to keep the cost of tickets to the event down in order to allow as many students to attend as possible. 3. How will this event benefit the Tigard Community? By providing this celebration for our graduates we keep 300-400 students in a safe environment. We also keep them off the streets, prevent loud parties and reduce the risk to Tigard residents of danger with the sometimes risky behavior of teenagers. It should reduce the workload of the police during that night. It also is a wonderful way to reward these students for graduating from high 4. How°m°any Tigard residents do you anticipate participating in this event (or these events)? We usually have around 80% of our graduating class attend and the class of 2005 is appx. 500 students. We also have a large group of parent volunteers at the event. 5. Please submit the following information with this request: a. Detailed budget, including FY 2003-03 actual expenditures, FY 2003-04 Adopted Budget, and FY 200405 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions b. Audit report or financial statements for the last fiscal year.** _c.Articies_of_Incorporation * d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Lack of adequate financial information could result in denial of request. An electronic version of this application is available by contacting Maureen Denny at maureenCil ci. tigard. or. us • r Tigard High Grad Night 2003 - - - - - - T-reasurers-Report- - - - Starting Balance $1,337.92 Income 50150 1,564.50 Who Song & Larrys Fundraiser 76.21 Commercial Donations 2,630.00 Grants 1,000.00 Ticket Sales 113360.00 Interest 2.54 Parent Donations 1,215.00 Pampered Chef Fundraiser 2,030.50 TSO Auction 10,250.00 Total Income 30,128.75 Expenses Cameras 1,194.00 Sign for sponsers 220.00 Bus Drivers Gifts 132.00 Printing 8.00 Insurance 250.00 TSO Auction Expenses 214.33 Pampered Chef Expenses 207.15 Site 20,654.00 Postage/PO Box 534.20 Publicity/Thank you ad 395.52 Entertainment/Activities 751.80 Cleaning Deposit (non refundable) 250.00 Bank Charges 34.25 Accounting 175.00 Prizes 2,087.60 Total Expenses 27,107.85 Ending Balance 6-30-2004 $4813.82 bank statement Outstanding checks from above expenses of $455.00 which makes check book balance as of 6-30-2004 of $4358.82 2005 Grad Night Treasurer's Report January 4, 2005 2005 Actual 2005 Proposed 2004 Actual Income Bud et -Bud et-- - - Income 50/50 $ 1,372.50 $ 1,500.00 $ 1,564.50 COMMERCIAL DONATIONS $ 2,000.00 $ 2,110.00 TSO FUNCTION $ 10,035.67 INTEREST $ 1.73 $ 5.00 $ 3.53 PARENT DONATIONS $ 35.00 $ 1,200.00 $ 1,217.00 GRAD NIGHT FUNDRAISERS $ 629.40 $ 4,040.00 $ 1,813.59 GRANTS ETC. $ 2,000.00 $ 2,000.00 1 1,000.00 TICKET SALES $ 11,000.00 $ 11,415.00 Other Income $ 2,500.00 Starting Balance $ 6,228.05 $ 6,228.05 EXPENSES BUSES CAMERAS $ 894.00 $ 894.00 $ 1,194.00 DECORATIONS/SET UP $ 400.00 ENTERTAINMENT/ACTIVITIES $ 750.00 $ 751.80 FOOD $ 150.00 INSURANCE $ 250.00 $ 25070 MISC. BUS DRIVER GIFTS $ 150.00 $ 193.84 POSTAGE/PO BOX $ 550.00 $ 534.20 PRIZES $ 3,000.00 $ 2,087.60 PRINTING/LETTERHEAD PUBLICITYITHANK YOU AD $ 500.00 $ 494.40 CLEANING DEPOSIT $ 250.00 $ 250.00 SECURITY DEPOSIT $ 750.00 SITES $ 500.00 $ 20,154.00 $ 20,154.00 DISCRETIONARY $ 175.00 $ 175.00 $ 175.00 Bank Charges $ 34.25 OTAL',,EXPE ` SES 1 56700 709 Bank Balance as of 1-4-2005 $8697.68 •M UALATIN -River-keepers - 16570 SW Roy Rogers Road Sherwood, OR 97140 (503) 590-5813 • fax(503)590-6702 TRANSMITTAL info@tualatinriverkeepers.org To: Craig Prosser, Finance Director From: Margot Fervia-Neamtzu City of Tigard Phone: (503) 639-4171 Pages: Fax: Date: February 4, 2005 Re: 2005-2006 Grant Request CC: Comments: Enclosed please find the following: • FY 2005-2006 Community Events Funding Request • Grant Proposal • Tualatin Riverkeepers' Trips & Tours 2005 Schedule • FY 2003-04 Adopted Budget & Actual Expenditures • FY 2004-05 Proposed Budget • Audit report FY 2003-2004 CITY OF TIGARD, OREGON - - - - - 3-125-SW- AIL BLVD.. - - - - - - TIGARD-GREGW97223 - 503-639-4171 FY 2005-06 COMMUNITY EVENTS FUNDING REQUEST Event Name: Tualatin Riverkeepers' Trips & Tours 2005 Season Address: 16507 SW Roy Rogers Road City, State, Zip: Sherwood, OR 97140 Contact Name: Sue Marshall Telephone Number: (503) 590-5813 1. Request (express in whole dollar amounts only) Cash $ 3,000 In-Kind Services (use of City property, City staff support, $ 500 etc. Please explain the services requested on a separate sheet) Total Request $ 3,500 2. Purpose of Funding Request: Funding will support the Tualatin Riverkeepers' 2005Trips & Tours Season (over 20 paddle trips). This program provides local recreational opportunities that engage participants in environmental education, connects the community to local natural resources, and fosters watershed stewardship. 3. How will this event benefit the Tigard Community? This season we will expand activities to include a bi-lingual paddle/picnic and environmental fair (Dia de Disfrute del Rio Tualatin, Day of Discover on the Tualatin River) and an early morning balloon lift off paddle in conjunction with Tigard's Annual Balloon Festival. Both of these events and an additional two paddle trips will be held at Cook Park. Our events are open to the public and many of our participants and volunteers are Tigard residents. These experiential activities are a most effective way to promote environmental stewardship and awareness. The 2005 paddling season includes the 16'' Annual Tualatin River Discovery Day. An event that hosts over 240 participants and involves the help of over 70 volunteers, most from local communities. 4. How many Tigard residents do you anticipate participating in this event (or these events)? - We-anticipate-over 7-5-L-atino families will-participate-in-the-bi-lingual-paddle-day- and approximately 400 individuals will participate in the paddling season as paddlers and volunteers. Based on previous year's involvement we project 25 % will be Tigard residents. 5. Please submit the following information with this request: a. Detailed budget, including FY 2003-04 actual expenditures, FY 2004- 05 Adopted Budget, and FY 2005-06 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. * * Lack of adequate financial information could result in denial of request. Tualatin Riverkeepers' Trips & Tours Program The Tualatin Riverkeepers' Trips & Tours Program is the "heart and soul" of our organization. Providing opportunity for the community to experience the river builds a connection that fosters involvement and stewardship. This year, as in years past, we will host a number of events including over sixteen public canoe trips, a van tour of the Upper Tualatin River, at least five special audience outreach paddle trips, a trip leader training course, a series of birding classes, and free monthly nature hikes (highlighting locations in Exploring the Tualatin River Basin - A Nature and Recreation Guide by the Tualatin Riverkeepers). We attempt to offer something for everyone. This season we will expand activities to include a bi-lingual paddle/picnic and environmental fair (Dia de Disfrute del Rio Tualatin, Day of Discover on the Tualatin River). Latino families who participate in our restoration education program will celebrate with a day of paddling, picnicking and engaging environmental activities. We are also excited to offer an early morning balloon lift off paddle in conjunction with Tigard's Annual Balloon Festival. Both of these events and an additional two paddle trips will be held at Cook Park. We will continue our free monthly hikes this season, including a tour around Cook Park's wetlands where participants can enjoy a diversity of avian wildlife and a plethora of native flora. We look forward to continuing to host more events through Tigard city parks and natural areas. Tualatin Riverkeepers will hold their 16th Annual Tualatin River Discovery Day, the largest paddling event held each year on the Tualatin River. We expect more than 120 canoes and kayaks carrying over 240 people to join us as we paddle through the Tualatin River National Wildlife Refuge. As this refuge is not yet open to the public, our Discovery Day event offers a rare opportunity of local residents to explore the refuge, one of only 10 urban refuges in the nation. Educational opportunities in conjunction with Discovery Day include an environmental fair where local governmental agencies, community groups and volunteer organizations educate the community about their work. We also publish Tualatin River Tales, a historical and ecological guide about this reach of the Tualatin River. This year, we are requesting $3,500 from the City of Tigard for costs incurred from these events. Costs include: equipment rental and upkeep, traffic control, printing of Tualatin River Tales, commemorative t-shirts and posters, staffing for sign ups and volunteer recruitment and coordination. We are also requesting use of the Cook Park boat ramp, dock and restrooms for at least two paddle trips this season, which are included in an estimated value of $500 for in-kind services throughout the year. For the past five years, The Tualatin Riverkeepers have enjoyed the generous support of the City of Tigard for our Trips & Tours program. We look forward to a continuing cooperative and prosperous relationship with the City of Tigard. TUALATIN _ Tualatin_Riverkeeper-s_Trips_&Tours_2005~addle_Season_ - RI 5e 1 e efS P- While Tualatin Riverkeepers (TRK) trips are open to all members and the general public, space is limited and reservations are required. There is a trip charge of $5 per person for TRK members and $10 for nonmembers. Canoes are available to members free of charge by reservation. Nonmembers may rent our canoes for our paddle trips for $20. Alcohol is not permitted on trips or tours and personal flotation devices must be worn on paddle trips. TRK trips may be cancelled due to severe weather (lightning, flooding, ice, etc.), but will often take place in light rain. Please dress accordingly. All trip leaders are volunteers and are not compensated for the time and energy that they put in to making our Trips & Tours Program successful. Trips may be canceled if we are unable to recruit sufficient volunteer support to lead a safe and enjoyable trip. For more information or to register, please contact us at (503)590-5813 or info@tualatinriverkeepers.org. April 23, Saturday. Springtime Paddle Trip (Intermediate) Where: Brown's Ferry Park, Tualatin. Time: 11 am to 2 pm May 14, Saturday. International Migratory Songbird Festival FREE Paddles (Beginner/Intermediate) Where: Tualatin River National Wildlife Refuge, Sherwood. Times: 11 am & 2 pm May 22, Sunday. Metro Paddle and Hike with Naturalist James Davis (Beginner/Intermediate) Where: Munger Property, Scholls. Time: 10 am to 2 pm June 4, Saturday. Blue Heron Week Celebration Paddle Trip (Intermediate/Advanced) Where: Rood Bridge Park, Hillsboro to Eagle Landing, Scholls. Time: 10 am to 4 pm June 11, Saturday. Metro Paddle and Hike with Naturalist James Davis (Beginner/Intermediate) Where: Munger Property, Scholls. Time: 10 am to 2 pm June 25, Saturday. 16th Annual Tualatin River Discovery Day Where: Tualatin River National Wildlife Refuge. Time: 9 am to 3 pm July 10, Sunday. Summer Paddle Trip (Beginner) Where: Cook Park, Tigard. Time: 9 am to noon July 23, Saturday. Summer Paddle Trip (Beginner) Where: Rivergrove Park, Lake Oswego. Time: 10 am to 1 pm August 6, Saturday. Paddle & Picnic Where: Field's Bridge & Tualatin River Nursery, West Linn. Time: 11 am to 2 pm August 20, Saturday. Mid-Summer's Night Paddle Trip (Beginner) Where: Tualatin Community Park, Tualatin. Time: 6 pm to 8 pm September 10, Saturday. School's In! Summer Paddle Trip (Beginner) Where: Cook Park, Tigard. Time: 11 am to 2 pm September 24, Saturday. Upper Tualatin River Van Tour Where: Upper Tualatin River areas. Time: 9 am to 5 pm September 25, Sunday. Bye-bye, Summer Paddle Trip (Intermediate) Where: 99W Bridge. Time: 10 am to 2 pm October 1, Saturday. Fall Paddle Trip (Beginner) Where: Tualatin Community Park, Tualatin. Time: 11 to 2 pm October 15, Saturday. National Refuge Week - Paddles on the Refuge (Intermediate) Where: Tualatin River National Wildlife Refuge, Sherwood. Time: 11 am & 2 pm Dates and time subject to change. Please check our web-site for updates at www.tualatinriverkeepers.ore. i - Tualatin Riverkeepers 2003-04 Budget I i Statement of Activities OEM= I Revenue New Revenue Foundation Grants 24,000 16,500 15,000 3,000 58,500 Govemment Grants - 10,000 6,000 - 16,000 Memberships - IND/ORG - - - 34,000 34,000 Appeals/Major Gifts - 15,000 15,000 Corporate Support - - 20,000 20,000 Events - - 35,000 - 35,000 ESO Workplace Giving - - - - 7,270 7,270 Contract Services/Trips - - 3,500 - 3,500 Sales of Materials - - 5,290 - 5,290 in-Kind Donations - - - 6,000 6,000 Other - - 3,000 3,000 Interest - - 2,800 2,800 24,000 26,500 29,790 107,000 19,070 206,360 Released Revenue Foundation Grants 26,252 15,000 70,000 111,252 Government Grants - 106,668 - 106,666 I 26,252 121,668 70,000 - 217,920 Total Revenue 50,252 148,168 29,790 177,000 19,070 424,280 Expenses Personnel Salaries 42,700 36,100 13,100 60,400 23,100 175,400 Taxes and Fringe Benefits 9,821 8,303 3,013 13,892 5,313 40,342 Americorps 2,500 2,500 - - - 5,000 55,021 46,903 16,113 74,292 28,413 220,742 Operating Contract Services - 80,000 - - 80,000 Professional Services 1,745 1,345 2,145 17,145 7,445 29,825 Occupancy 1,200 1,200 1,200 1,200 1,200 6,000 Insurance - 2,829 - 1,000 1,554 5,383 Telephone 816 816 816 816 1,200 4,464 Office Supplies 800 800 800 800 800 4,000 Postage 700 700 700 700 700 3,500 Printing 960 960 960 960 960 4,800 Production of Publications 4,000 500 500 - - 5,000 Advertising - - - - 300 300 Dues 100 100 100 100 200 600 Member Outreach 500 500 Travel 511 511 511 511 511 2,555 Events - - 3,500 7,500 - 11,000 f ConferenceslTraining 800 800 800 800 800 4,000 Meetings/Food & Beverages - - - 1,000 - 1,000 Miscellaneous - - - 2,000 2,000 Depreciation - 800 2,000 - 999 3,799 11,632 91,361 14,032 33,032 18,669 168,726 Total Expenses 66,653 138,264 30,145 107,324 47,082 389,468 increasel(Decrease)in Net Assets (16,401) 9,904 (355) 69,676 (28,012) 34,812 Page 1 trk 2003-04 budget v1.3.)1s TUALATIN RIVERKEEPERS - - - Statements of Activities _ _ _ For-the Year Ended June 30; 2004 Temporarily Unrestricted Restricted Total Revenues and support: Grants and contracts $ $ 328,598 $ 328,598 Corporate support 9,472 9,472 Other public support 17,015 17,015 Membership 30,235 30,235 Special events 32,397 32,397 Member services 3,620 3,620 In-kind donations 6,000 6,000 Merchandise Sales 1,672 1,672 Interest 1,121 1,121 Total revenue 101,532 328,598 430,130 Satisfaction of restrictions 278,928 (278,928) Total revenues and support 380,460 49,670 430,130 Program expense Advocacy monitoring 67,218 67,218 Restoration 142,440 142,440 Public education and outreach 97,339 97,339 Total program expense 306,997 306,997 Management and general 28,219 28,219 Events 50,582 50,582 Total expense 385,798 385,798 Change in net assets (5,338) 49,670 44,332 Beginning net assets 5,411 112,204 117,615 Net assets, end of year See Accountants' Report and Notes to Financial Statements -4- i Tualatin Riverkeepers 2004-05 Budget i Statement of Activities ; scam 3= Revenue New Revenue Foundation Grants 15,000 15,000 6,000 50,000 - 86,000 Government Grants - 26,297 2,000 - 28,297 Memberships - IND/ORG 40,000 40,000 Appeals/Major Gifts - - - 25,000 25,000 Corporate Support - 20,000 20,000 Events - 42,000 42,000 ESO Workplace Giving 7,000 7,000 Contract Services/Trips - 2,000 3,500 - 5,500 Sales of Materials - - 2,016 2,016 In-'Kind Donations 6,000 6,000 Other - - 500 500 I Interest - - - - 300 300 t 15,000 43,297 13,516 184,000 6,800 262,613 Released Revenue Foundation Grants 39,863 14,400 - 10,000 64,263 Government Grants - 75,000 - 75,000 39,863 89,400 - 10,000 - 139,263 Total Revenue 54,863 132,697 13,516 194,000 6,800 401,876 Expenses Personnel Salaries 42,210 31,105 49,045 38,890 16,000 177,250 Taxes and Fringe Benefits 9,708 7,154 11,280 8,945 3,680 40,768 ' Americorps 5,500 - - - 5,500 Operating 51,918 43,759 60,325 47,835 19,680 223,518 Contract Services - 75,000 - 75,000 Professional Services 7,000 1,200 2,000 4,000 6,600 21,000 Occupancy 1,200 1,200 1,200 1,200 1,200 6,000 Insurance 2,829 1,600 1,554 5,983 Telephone 900 1,200 300 900 300 3,600 Office Supplies 800 800 800 1,200 800 4,400 Equipment purchases 1,600 1,600 Postage 700 700 700 700 700 3,500 Printing 960 960 1,160 960 960 5,000 Production of Publications 3,000 500 1,500 - 5,000 Subscriptions / Publications 200 200 200 600 Advertising - - - - 300 300 1 Dues _ _ _ ' 600 600 Member Outreach 2,000 2,000 I Travel 511 511 511 511 511 2,555 Events - - 2,000 8,500 - 10,500 Conferences/Training 1,000 1,000 1,000 1,000 4,000 Meetings/Food & Beverages 400 400 400 400 1,600 Miscellaneous 200 200 200 200 400 1,200 Depreciation 332 792 1,597 332 - 3,053 17,203 87,492 14,968 23 703 14 125 157,491 ( I Total Expenses 69,121 131,251 75,293 71.538 33.805 381,009 Increase/(Decrease) in Net Assets (14,258) 1,446 (61,777) 122,462 (27 005) 20,868 II Page 1 trk 2003-04 budget v1.3.xls Tualatin Valley Community Band Tualatin Vape P.O. Box 230773 Communit. Tigard, OR 97281-0773 and February 2, 2005 REC'ID' r E 8 0 3 200 Mr. Craig Prosser Finance Director City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Mr. Prosser, I am pleased to submit our 2005 Community Event Funding Request to the City of Tigard. I believe the material provided is complete. If you have any questions about the content of this application, do not hesitate to contact me at 503-414-3058 or p.pasteris@verizon.net. I look forward to working with you and the City to continue our Band's tradition of serving the Tigard Community with quality musical performances and community services. Sincerely, Phil Pasteris President, Tualatin Valley Community Band Cc: Tualatin Valley Community Band Board of Directors, TVCB, P.O. Box 97281-0773, Tigard, OR Tualatin Valley Community Band FY-2005 Community Event Funding Request Event Name: Tualatin Valley Community Band - http://www.tvcb.gen.or.us Address: P.O. Box 230773, Tigard, Oregon 97281-0773 Contacts: Phil Pasteris, Board President, 639-9740 (h), 414-3058 (w), ppasteris@verizon.net Steve Heuser, Music Director, 691-1446 (h), 691-9700 (w) steve.heuser@verizon.net 1. Request Cash $ 2,000 In-kind Services Use of the Scheckla-Bishop Structure for weekly rehearsals and free summer concerts. Total Request $2,000 2. Purpose of Funding Request: The primary purpose of our request is to support the costs associated with providing high quality and live music to the members of the Tigard community. The TVCB is requesting a grant of $2,000 this year, the same amount as last year, in order to continue to perform public concerts in high quality facilities available in the Tigard community. The Tualatin Valley Community Band (TVCB) is a State of Oregon recognized nonprofit organization with a three-fold mission (1) to provide high quality, live, public music performances for civic and educational functions, (2) to provide an opportunity for musicians of all ages and ethnic backgrounds to perform music, and (3) to foster music education by providing individual scholarships and donations to music education programs. TVCB was formed in 1989 and has been under the direction of Steve Heuser since 1991. TVCB has approximately 65 members, member ages ranging from teens to 70s. The requested funds requested from the City of Tigard would be used as follows (see Adopted Budget for detai Is): • Tigard/Tualatin High School Auditorium rental, 2 free concerts @ $600/concert .........................................................:...............................$1,200 • Music scores, funds matched by TVCB, approximately 6 music scores ...........................$350 • Liability insurance to perform free public concerts in Tigard ..........................................$450 Total Request $2,000 3. How will this event benefit the Tigard Community? NCB provides Tigard with public concerts that raise the awareness of Arts in our community. TVCB also supports the Tigard-Tualatin school system by providing students a no-cost opportunity to participate and extend their training by participating in a musical organization during non-school hours. During 2004, the TVCB provided several free public events in the Tigard - Portland metropolitan area: 1. Oregon Adult Band Festival, Dallas, Oregon, March 13, 2004 2. Tigard 4th of July Celebration, Tigard High Football Stadium 3. Tigard Cook Park Summer Concert, July 24, 2004 4. TVCB Winter Concert, Tigard High School, December 12, 2004 2/1/2005 9:55 PM tigardfunds-request-2005b.doc Page 1 of 8 Tualatin Valley Community Band FY-2005 Community Event Funding Request - - 5-Zoo-L-ights-Oregon-Zoo,-December 1-4-2004 6. Caroling on the Commons, Tualatin Commons, December 19, 2004 The TVCB plans to expand its performance schedule in 2005, making use of new.library facilities to schedule concerts. Our rehearsals are open to the public in Cook Park every Tuesday evening during the summer. 4. , How Many Tigard residents do you anticipate participating in these events? Several thousand Tigard residents attend the Fourth of July concert; several hundred attend each of our indoor concerts and our July Cook Park concerts. Our publicity committee works closely with the City of Tigard and all media outlets to publicize upcoming concerts. We are actively searching for opportunities to perform for school and city events. 2/1/2005 9:55 PM tigardfunds-request-2005b.doc Page 2 of 8 Tualatin Valley Community Band FY-2005 Community Event Funding Request 5. Financial Information 5.a.1 PY-2004 Actual Expenditures TVCB 2004 Income & Expense 2004/01/01 Through 2004/12/31 2005/01/17 Page 1 04/01/01- Category Description 04/12/31 INCOME CD Sales 70.00 Donations 3,691.50 Portfolio Rent 5.00 T-Shirt Sales 105.00 TOTAL INCOME 3,871.50 EXPENSES Uncategorized 0.00 Business Tax 50.00 CD Cost 30.00 Finance Charge 2.33 Instr Service 49.70 Instruments 180.10 Insurance 453.00 Music 599.00 Office Supplies 3.50 P O Box Rent 38.00 Printing 176.50 Rent Paid 1,121.50 TOTAL EXPENSES 2,703.63 OVERALL TOTAL 1,167.87 2/1/2005 9:55 PM tigardfunds-request-2005b.doc Page 3 of 8 S S Tualatin Valley Community Band FY-2005 Community Event Funding Request 5.a.2 FY-2005 TVCB Proposed and Adopted Budget - 2005/1/18 INCOME CD Sales 100.00 Donations 3,500.00 Folio Rent 25.00 T-Shirt Sales 60.00 From Scholarship fund 900.00 From Sheet Music Svc 00.00 TOTAL INCOME 4,485.00 EXPENSES Bank Chrg 0.00 Business Tax 50.00 CD Costs 60.00 Entry Fees 100.00 Entry Fees 100.00 Finance Charge 0.00 Instrument Rental (TTSD) 40.00 Instrument Service 50.00 Instruments 150.00 Insurance 455.00 Office Supplies 5.00 P O Box Rent 38.00 Postage 54.00 Printing 180.00 Rehearsal Rental Space 70.00 Rent Paid (Concerts) 1,200.00 Shipping 5.00 T-Shirt Cost 200.00 TO Scholarship Fund 900.00 TO Sheet Music Svc 650.00 TOTAL EXPENSES 4,207.00 TOTAL INCOME - EXPENSES 278.00 Notes as follows: 1. Rent Paid: Tigard-Tualatin School District auditorium rental costs are budgeted for two at $600.00 per performance. 2. Scholarship: Amounts distributed are divided based on amount available and will not exceed $300 per individual. 3. Cash balances as follows: 1/1/2004 $4,382.24, 12/31/2004 $5,440.11. 4. Major revenue sources for 2004 were the City of Tigard $2,000, Portland General Electric $500, Tigard 41h of July Committee $200, concert donations $900. The Saxton Scholarship Fund received $900. 5. Major expenditures were for auditorium rental $1,121.50, liability insurance $453, Music $609, and printing $177. 6. Authorized positions are as follows: Phil Pasteris, President; Tim Roberts, Secretary; Lee Boekelheide, Treasurer. Board members include Steve Heuser, TVCB Music Director Robert Shannon, Associate Director, Chris Lewis, Librarian, Phil 2/1/2005 9:55 PM tigardfunds-request-2005b.doc Page 4 of 8 t Tualatin Valley Community Band FY-2005 Community Event Funding Request DeLuca, Dave Nelson, Dave Nottke, Sandy Ruff, Ray Beyers, and Ken Scheckla. All positions are uncompensated. 5.b Financial Statements The TVCB FY-2004 check register from Quicken is presented. TVCB Check Register Checking Page 1 05/01/30 Date Num Transaction Payment C Deposit Balance 04/01/02 DEP Unknown R 39.50 4,421.74 cat: Donations 04/01/02 397 Postmaster 38.00 R 4,383.74 memo: box 230773 rent thru 31 Jan... cat: P 0 Box Rent 04/01/02 398 Corporation Division 50.00 R 4,333.74 memo: thru 24 Feb 2005 cat: Business Tax 04/01/21 DEP Portland General Electric R 500.00 4,833.74 cat: Donations 04/01/25 399 Tigard Tualatin School Dist... 219.50 R 4,614.24 memo: inv 2056 Deb Fennell 14 Dec cat: Rent Paid 04/02/11 400 Sheet Music Service of Port... 75.00 R 4,539.24 memo: cust 58680 SPLIT [Sheet Music Svc] [Sheet Music Svc] 75.00 memo 173720-A 04/03/04 DEP Cash R 80.00 4,619.24 memo: 5 shirts, 1 folio SPLIT T-Shirt Sales T-Shirt Sales 75.00 Portfolio Rent 5.00 04/03/15 DEP Cash R 15.00 4,634.24 memo: 1 shirt cat: T-Shirt Sales 04/03/16 401 Richard W. Dewey 26.50 R 4,607.74 memo: adult band fest flyers cat: Printing 04/03/17 DEP Cash R 75.00 4,682.74 memo: CD sales cat: Donations 04/04/13 DEP Cash R 13.00 4,695.74 memo: CD sales cat: Donations 04/05/05 DEP Cash R 100.00 4,795.74 memo: take from concert 2 May cat: Donations 04/05/10 DEP Tigard•Music R 75.00 4,870.74 cat: Donations 2/1/2005 9:55 PM tigardfunds-request-2005b.doc Page 5 of 8 Tualatin Valley Community Band FY-2005 Community Event Funding Request 0A-a5./.10 Ong Pari fi r Tnsiiranra Partnar.c 453__0.0 R d_,A] 7_._7.4 memo: thru 16 May 2005 cat: Insurance 04/05/10 403 Sheet Music Service of Port... 160.83 R 4,256.91 memo: cust 58680 SPLIT [Sheet Music Svc] (Sheet Music Svc] 80.00 178465 [Sheet Music Svc] 75.00 179087 Office Supplies 3.50 179724 10 envelopes Finance Charge 2.33 04/05/11 DEP Cash R 20.00 4,276.91 memo: from 2 May concert cat: Donations 04/05/11 404 Dave Nelson 150.00 R 4,126.91 memo: publicity for 2 May concert cat: Printing 04/05/26 DEP Rosa Lee Dickson R 25.00 4,151.91 memo: from concert cat: Donations 04/05/26 DEP Suphawadee Ross R 60.00 4,211.91 memo: in memory of Steven D. Ross cat: Donations 04/05/26 DEP Cash R 10.00 4,221.91 cat: Donations 04/06/28 DEP George Morlan R 100.00 4,321.91 cat: Donations 04/06/28 DEP Rich Watkins R 10.00 4,331.91 cat: Donations 04/07/04 405 Phil Pasteris 30.10 R 4,301.81 memo: bass drum mallet cat: Instruments 04/07/07 DEP Tigard 4th Of July R 200.00 4,501.'81 cat: Donations 04/07/12 DEP City Of Tigard R 2,000.00 6,501.81 memo: 2004-2005 cat: Donations 04/07/12 DEP Cash R 15.00 6,516.81 cat: T-Shirt Sales 04/07/12 406 Tigard Tualatin School Dist... 612.00 R 5,904.81 memo: $42 on inv 1684; $570 on in... cat: Rent Paid 04/07/12 407 Sheet Music Service of Port... 90.00 R 5,814.81 memo: cust 58680 SPLIT [Sheet Music Svc] [Sheet Music Svc] 90.00 182488 04/09/14 408 Steve Heuser 49.70 R 5,765.11 memo: bass drumhead cat: Instr Service 04/09/17 DEP Cash R 5.00 5,770.11 cat: Donations 2/1/2005 9:55 PM tigardfunds-request-2005b.doc Page 6 of 8 Tualatin Valley Community Band FY-2005 Community Event Funding Request 04/09/22 409 Robert Haas 30.00 R 5,740.11 memo: 30 CDs cat: CD Cost 04/09/22 410 **VOID** R 5,740.11 04/09/22 411 Kathy Meads 150.00 R 5,590.11 memo: partial reimbursement for c... cat: Instruments 04/10/04 DEP Cash R 24.00 5,614.11 memo: CD sales cat: CD Sales 04/10/12 412 Sheet Music Service of Port... 234.00 R 5,380.11 memo: cust 58680 SPLIT [Sheet Music Svc] [Sheet Music Svc] 74.00 188631 [Sheet Music Svc] 85.00 187663 [Sheet Music Svc] 75.00 188928 04/10/28 DEP Cash R 46.00 5,426.11 memo: sales of CDs cat: CD Sales 04/11/01 413 School District 23J 50.00 R 5,376.11 memo: dep concert 12 Dec cat: Rent Paid 04/11/22 414 Sheet Music Service of Port... 55.00 R 5,321.11 memo: cust 58680 SPLIT [Sheet Music Svc] [Sheet Music Svc] 55.00 192038 04/11/30 415 Tigard Tualatin School Dist... 240.00 R 5,081.11 memo: concert 12 Dec cat: Rent Paid 04/12/01 DEP Philip M. Friesen R 50.00 5,131.11 cat: Donations 04/12/13 DEP Cash R 309.00 5,440.11 memo: concert 12 Dec cat: Donations 2/1/2005 9:55 PM tigardfunds-request-2005b.doc Page 7 of 8 r~ Tualatin Valley Community Band FY-2005 Community Event Funding Request . 5.c Articles of Incorporation Articles of Incorporation are on file with the City of Tigard. No changes were made during FY-2004 5.d 501(c)(3) Status TVCB obtained a federal tax-exempt designation on November 21, 2001 and is on file at the City of Tigard. The TVCB Employer Identification Number is 93-1168909 and our DLN Number is 17053299033021. 5.e Organizational Bylaws Bylaws are on file with the City of Tigard. No changes were made during FY-2004 2/1/2005 9:55 PM tigardfunds-request-2005b.doc Page 8 of 8 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2005-06 COIU MUNI°TY EVENTS FUNDING REQUEST Due: February 5, 2005 Event Name: Of- ba-Ax1/15 Address: "I ODU C ~;pol~ City, State, Zip: TI.I►rl Contact Name: ~Gl 1T1 Gx-1'i Telephone Number: 503- (.e ► 2- 2L)4 E-mail address: a-1('C'n ► &C-, \:1 1. Request (express in whole dollar amounts only) Cash $ O 1 C)00 In-Kind Services (use of City property, City staff support, $ Lo "j, etc. Please explain the services requested on a separate sheet) otT~ Total Request $ 75, 2. Purpose of Funding Request: r-e jl t-~'-C- C O S f6Y1..0rn'•S)" f S V- 3. How will this event benefit the Tigard Community? 1'1(5 e 11~'vLY ~{'D t/~4 -11V Gl L~1, 6r. S e ' 71'~A~ 11Q 1~5 )'245Y7- p rp f j IL 447 ~'l' 4. How many Tigard residents do you anticipate participating in this event (or these events)? At w-r 20/ oD© 5. Please submit the following information with this request: a. Detailed budget, including FY 2003-03 actual expenditures, FY 2003-04 Adopted Budget, and FY 2004-05 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year."" C. Articles of Incorporation! d. 501(c)(3) status e. Organization Bylaws" Information not required if it has been submitted at least once in the last five years. Lack of adequate financial information could result in denial of request. An electronic version of this application is available by contacting Maureen Denny at maureenAch tigard.or. us 2004 Tigard Festival Of Balloons Budget INCOME: Revenue: $ 117,550.00 Sponsorships: $ 50,500.00 In-Kind: 255,000.00 TOTAL INCOME $ 4239050.00 EXPENSES: Variable: Actual $ 105, 500.00 In-Kind $ 175,000.00 Fixed: Distributions to Non-Profits $ 23,000.00 Insurance $ 12,000.00 Rent-Storage $ 800.00 Web Site/Internet service $ 2,000.00 Telephone $ 500.00 In-Kind $ 80,000.00 Total Expenses $ 3983800.00 NET INCOME $ 24,250.00 2005 Tigard Festival Of Balloons Budget INCOME: Sponsorships: $ 80,000.00 In-Kind: $ 230,000.00 Other Revenue: $ 130,000.00 TOTAL INCOME $ 4409000.00 Cost of Goods Sold ($839600.00) Gross Profit $ 3569400.00 EXPENSES: Variable: Actual $ 66,400.00 In-Kind $ 160,000.00 Fixed: Distributions to Non-Profits $ 20,000.00 Insurance $ 12,000.00 Rent-Storage $ 1,000.00 Web Site/Internet service $ 5,000.00 Telephone $ 500.00 In-Kind $ 75,000.00 Total Expenses $ 3399900.00 NET INCOME $ 169500.00 11:21 AM Tigard Festival of Balloons 03/08/05 Profit & Loss Accrual Basis January through December 2004 Jan - Dec 04 Ordinary Income/Expense Income In Kind 295,743.20 Gate 21,232.51 Parking 22,209.40 Carnival 24,076.00 Sponsorship 26,400.00 Balloons 6,000.00 Food Vendor 16,253.80 Field Merchants 18,403.00 Shuttle 2,005.75 Beverages 3,630.60 Ice 537.00 Beer Garden 2,500.00 Bank Charges 9.44 Total Income 439,000.70 Cost of Goods Sold Gate- 10,205.91 Parking- 14,708.00 Sponsorship- 2,949.74 Balloons- 23,268.69 Food Vendor- 17,787.51 Field Merchants- 7,529.41 Shuttle- 2,612.87 Beverages- 3,526.28 Ice- 1,106.10 Beer Garden- 1,886.06 Total COGS 85,580.57 Gross Profit 353,420.13 Expense Bank Charges- 29.00 Prior Year's Expenses 1,500.00 Entertainment 79,059.67 Advertising 126,753.95 VIP Tent 15,832.12 Rentals 75,469.64 Staff Shirts 740.80 Signs 6,847.00 Security 6,110.50 Clean Up 3,000.00 Website 4,619.70 Field Equipment 435.00 Diesel 196.61 Office Supplies 1,299.34 Insurance 18,484.00 Utitlites 3,788.93 ° Labor 6,896.88 Taxes and Accounting 685.21 Postage 59.91 Total Expense 351,808.26 Net Ordinary Income 1,611.87 Other Income/Expense Other Expense Gain/Loss on disoposal of Asset 0.00 Total Other Expense 0.00 Net Other Income 0.00 Net Income 1,611.87 Page 1 11:21 Am Tigard Festival of Balloons 03/08/05 Balance Sheet Accrual Basis As of December 31, 2004 Dec 31, 04 ASSETS Current Assets Checking/Savings Wells Fargo - Checking 26,343.78 Total Checking/Savings 26,343.78 Accounts Receivable Accounts Receivable 3,226.50 Total Accounts Receivable 3,226.50 Total Current Assets 29,570.28 Fixed Assets Accumulated Depreciation -3,240.00 Equipment 5,300.00 Total Fixed Assets ~2,060.00 TOTAL ASSETS 31,630.28 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable 500.00 Total Accounts Payable 500.00 Other Current Liabilities Loan from DP Nicoll 26,270.50 Total Other Current Liabilities 26,270.50 Total Current Liabilities 26,770.50 Total Liabilities 26,770.50 Equity Retained Earnings 3,247.91 Net Income 1,611.87 Total Equity 4,859.78 TOTAL LIABILITIES & EQUITY 31,630.28 Page 1 Tom Imdieke -Comm Events Funding application 2005.doc Page 1 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2005-06 COMMUNITY EVENTS FUNDING REQUEST Due: February 2, 2005 Event Name: Cook Park Concession Stand Address: 17005 SW 92nd Ave City, State, Zip: Tigard, OR 97224-5530 Contact Name: John R. Anderson Telephone Number: 503-590-5356 E-mail address: iranders99Pcomcast.net 1. Request (express in whole dollar amounts only) Cash $5,000.00 In-Kind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $5,000.00 2. Purpose of Funding Request: To offset the annual payment made per "Second Amendment to Agreement Between the City of Tigard and Atfalati Recreation District", section 1.1. Atfalati Recreation District has committed to repay the City of Tigard over a ten-year period of time. 3. How will this event benefit the Tigard Community? The Cook Park Concession Stand and adjoining baseball/soccer fields enhance the recreation opportunities for the youth of Tigard. The new facilities provide a safe, clean, and desirable environment for children and their families. 4. How many Tigard residents do you anticipate participating in this event (or these events)? The annual attendance at Cook Park for baseball and soccer games/practices/tournaments is estimated to be 30,000. For example, a single Saturday/Sunday game weekend for soccer will bring upwards of 1,000 people (450 players PLUS 500-750 parents and other relatives) into the Park. Tom Imdieke - Comm Events FundingaQplication 2005.doc Page 2 5. Please submit the following information with this request: a. Detailed budget, including FY 2004-04 actual expenditures, FY 2004- 05 Adopted Budget, and FY 2005-06 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Lack of adequate financial information could result in denial of request. An electronic version of this application is available by contacting Heather Block at h eath er(&ci. t kard. or. us 1,4:s4 rM Southside Soccer Club 03/14/05 Accrual Basis Profit & Loss by Class December 2003 through November 2004 Chinook - Winter Academies Camps JR Chinook - SR Fall Classic Indoor PDP Rec SSC Classic TOTAL Income Alliance Reimbursement 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 52,168.44 52,168.44 Apparel 0.00 0.00 6,343.00 0.00 149.00 0.00 0.00 0.00 5,625.35 0.00 12,117.35 Concessions 0.00 0.00 0.00 0.00 0.00 104.00 0.00 4,217.12 0.00 0.00 4,321.12 Donations/Sponsorships 0.00 0.00 1,140.00 0.00 19,346.82 942.50 0.00 7,768.00 35,219.50 0.00 64,416.82 Fundraising 0.00 0.00 0.00 0.00 0.00 2,432.00 0.00 70,801.50 802.10 0.00 74,035.60 Interest Income 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 348,68 0.00 348.68 Registrations 36,601.50 13,171.00 121,262.50 3,709.00 207,907.67 41,703.00 11,660.00 102,925.22 50.00 435.47 539,425.36 Uniforms Sold 0.00 0.00 0.00 0.00 15,365.50 0.00 0.00 31,245.00 0.00 7,116.50 53,727.00 Total Income 36,601.50 13,171.00 128,745.50 3,709.00 242,768.99 45,181.50 11,660.00 216,956.84 42,045.63 59,720.41 800,560.37 Cost of Goods Sold Apparel Expense 0.00 0.00 7,660.50 0.00 0.00 0.00 539.98 0.00 8,498.49 0.00 16,698.97 Coaches Pay 14,283.00 5,735.00 0.00 0.00 72,785.00 0.00 3,772.00 1,370.00 0.00 3,600.00 101,545.00 Concessions Expense 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,738.97 0.00 0.00 1,738.97 Director Fees & Expense 0.00 0.00 26,364.24 2,868.00 0.00 0.00 0.00 0.00 0.00 0.00 29,232.24 Equipment 0.00 0.00 3,603.85 0.00 5,780.85 1,708.08 0.00 4,699.46 571.68 0.00 16,363.92 Fields 0.00 0.00 2,378.73 0.00 31,547.28 7,100.00 0.00 32,624.34 22,816.71 12,320.00 108,787.06 Fundraising Supplies 0.00 0.00 0.00 0.00 0.00 0.00 0.00 43,034.00 0.00 0.00 43,034.00 Goods Incl in Registration 4,880.00 0.00 5,868.25 0.00 3,179.00 2,656.20 1,005.00 150.20 0.00 572.00 18,310.65 OYSA Fees 0.00 0.00 20.00 0.00 47,110.50 3,506.50 157.00 18,244.00 25.00 5,700.00 74,763.00 Referees 0.00 0.00 31,647.50 0.00 0.00 6,146.00 1,325.00 14,641.00 0.00 80.00 53,839.50 Sanitary Services 0.00 0.00 4,643.00 0.00 1,263.70 0.00 0.00 1,690.67 0.00 400.00 7,997.37 Scholarship Expenses 0.00 0.00 4,232.45 0.00 11,118.49 0.00 0.00 0.00 0.00 0.00 15,350.94 Team Expenses 0.00 0.00 0.00 0.00 3,000.00 0.00 0.00 0.00 0.00 0.00 3,000.00 Uniforms Purchased 0.00 0.00 0.00 0.00 16,828.09 0.00 1,008.00 21,744.25 0.00 6,891.25 46,471.59 Total COGS 19,163.00 5,735.00 86,418.52 2,868.00 192,612.91 21,116.78 7,806.98 139,936:89 31,911.88 29,563.25 537,133.21 Gross Profit 17,438.50 7,436.00 42,326.98 841.00 50,156.08 24,064.72 3,853.02 77,019.95 10,133.75 30,157.16 263,427.16 Expense Advertising 650.00 0.00 550.00 0.00 740.00 0.00 434.25 0.00 1,110.00 0.00 3,484.25 Bank & Credit Card Fees 295.76 63.04 990.12 65.64 663.70 19.58 0.00 464.48 989.09 178.21 3,729.62 Page 1 of 2 12:34 PM Southside Soccer Club 03114/05 Accrual Basis Profit & Loss by Class December 2003 through November 2004 Chinook - Winter Academies Camps JR Chinook - SR Fall Classic Indoor PDP Rec SSC Classic TOTAL Committee Expenses 0.00 0.00 0.00 0.00 86.00 54.60 0.00 1,251.52 1,268.00 0.00 2,660.12 Depreciation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,961.00 0.00 1,961.00 Insurances 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,565.00 0.00 1,565.00 Legal and Accounting 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,101.00 0.00 1,101.00 Licenses & Fees 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20.00 0.00 20.00 Meals & Entertainment 0.00 115.55 325.00 0.00 727.56 286.85 0.00 0.00 294.68 0.00 1,749.64 Office Expenses 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 15,954.88 0.00 15,954.88 Office Supplies 0.00 0.00 285.58 0.00 391.61 0.00 0.00 152.00 3,152.19 181.99 4,163.37 Outside Services (Contracted) 0.00 0.00 0.00 0.00 0.00 1,440.00 0.00 2,265.00 0.00 0.00 3,705.00 Payroll Taxes 1,115.22 573.48 0.00 0.00 1,513.59 0.00 0.00 286.74 3,600.36 2,366.96 9,456.35 Postage & Shipping 527.28 1,203.84 0.00 89.58 634.34 120.08 0.00 209.22 1,040.24 0.00 3,824.58 Printing 0.00 699.31 0.00 90.79 0.00 1,171.95 0.00 1,894.75 0.00 0.00 3,856.80 Rent & Utilities 0.00 0.00 0.00 0.00 0.00 910.00 0.00 48.00 10,700.00 0.00 11,658.00 Salaries & Wages 12,708.35 7,500.00 0.00 0.00 17,916.69 1,875.00 0.00 3,750.00 46,250.06 20,000.06 110,000.16 Web Site Provisioning 750.00 750.00 6,000.00 0.00 3,000.00 2,250.00 0.00 3,000.00 3,141,60 2,250.00 21,141.60 X-SSC Exp. Allocation 3,280.57 2,460.43 8,201.44 0.00 24,604.35 13,122.30 820.14 22,963.97 -82,014.35 6,561.15 0.00 Total Expense 19,327.18 13,365.65 16,352.14 246.01 50,277.84 21,250.36 1,254.39 36,285.68 10,133.75 31,538.37 200,031.37 Net Income -1,888.68 -5,929.65 25,974.84 594.99 -121.76 2,814.36 2,598.63 40,734.27 0.00 -1,381.21 63,395.79 Page 2 of 2 Tort imdaeke - Comm Events Funding a plication 2005.doc Pa e 1 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2005-06 COMMUNITY EVENTS FUNDING REQUEST Due: February 2, 2005 Event Name: Cook Park Concession Stand Address: 17005 SW 92nd Ave City, State, Zip: Tigard, OR 97224-5530 Contact Name: John R. Anderson Telephone Number: 503-590-5356 E-mail address: iranders99(cDcomcast.net 1. Request (express in whole dollar amounts only) Cash $5,000.00 In-Kind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $5,000.00 2. Purpose of Funding Request: To offset the annual payment made per "Second Amendment to Agreement Between the City of Tigard and Atfalati Recreation District", section 1.1. Atfalati Recreation District has committed to repay the City of Tigard over a ten-year period of time. 3. How will this event benefit the Tigard Community? The Cook Park Concession Stand and adjoining baseball/soccer fields enhance the recreation opportunities for the youth of Tigard. The new facilities provide a safe, clean, and desirable environment for children and their families. 4. How many Tigard residents do you anticipate participating in this event (or these events)? The annual attendance at Cook Park for baseball and soccer games/practices/tournaments is estimated to be 30,000. For example, a single Saturday/Sunday game weekend for soccer will bring upwards of 1,000 people (450 players PLUS 500-750 parents and other relatives) into the Park. Tom Imdieke -Comm Events Funding application 2005.doc J Page 2 5. Please submit the following information with this request: a. Detailed budget, including FY 2004-04 actual expenditures, FY 2004- 05 Adopted Budget, and FY 2005-06 Proposed Budget. The Budget should identify beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. * * Lack of adequate financial information could result in denial of request. An electronic version of this application is available by contacting Heather Block at heathetia)ci.tigard or.us I L7JV rm Southside Soccer Club 03/14/05 Accrual Basis Profit & Loss by Class December 2003 through November 2004 Chinook - Winter Academies Camps JR Chinook - SR Fall Classic Indoor PDP Rec SSC Classic TOTAL Income Alliance Reimbursement 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 52,168.44 52,168.44 Apparel 0.00 0.00 6,343.00 0.00 149.00 0.00 0.00 0.00 5,625.35 0.00 12,117.35 Concessions 0.00 0.00 0.00 0.00 0.00 104.00 0.00 4,217.12 0.00 0.00 4,321.12 Donations/Sponsorships 0.00 0.00 1,140.00 0.00 19,346.82 942.50 0.00 7,768.00 35,219.50 0.00 64,416.82 Fundraising 0.00 0.00 0.00 0.00 0.00 2,432.00 0.00 70,801.50 802.10 0.00 74,035.60 Interest Income 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 348,68 0.00 348.68 Registrations 36,601.50 13,171.00 121,262.50 3,709.00 207,907.67 41,703.00 11,660.00 102,925.22 50.00 435.47 539,425.36 Uniforms Sold 0.00 0.00 0.00 0.00 15,365.50 0.00 0.00 31,245.00 0.00 7,116.50 53,727.00 Total Income 36,601.50 13,171.00 128,745.50 3,709.00 242,768.99 45,181.50 11,660.00 216,956.84 42,045.63 59,720.41 800,560.37 Cost of Goods Sold Apparel Expense 0.00 0.00 7,660.50 0.00 0.00 0.00 539.98 0.00 8,498.49 0.00 16,698.97 Coaches Pay 14,283.00 5,735.00 0.00 0.00 72,785.00 0.00 3,772.00 1,370.00 0.00 3,600.00 101,545.00 Concessions Expense 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,738.97 0.00 0.00 1,738.97 Director Fees & Expense 0.00 0.00 26,364.24 2,868.00 0.00 0.00 0.00 0.00 0.00 0.00 29,232.24 Equipment 0.00 0.00 3,603.85 0.00 5,780.85 1,708.08 0.00 4,699.46 571.68 0.00 16,363.92 Fields 0.00 0.00 2,378.73 0.00 31,547.28 7,100.00 0.00 32,624.34 22,816.71 12,320.00 108,787.06 Fundralsing Supplies 0.00 0.00 0.00 0.00 0.00 0.00 0.00 43,034.00 0.00 0.00 43,034.00 Goods incl in Registration 4,880.00 0.00 5,868.25 0.00 3,179.00 2,656.20 1,005.00 150.20 0.00 572.00 18,310.65 OYSA Fees 0.00 0.00 20.00 0.00 47,110.50 3,506.50 157.00 18,244.00 25.00 5,700.00 74,763.00 Referees 0.00 0.00 31,647.50 0.00 0.00 6,146.00 1,325.00 14,641.00 0.00 80.00 53,839.50 Sanitary Services 0.00 0.00 4,643.00 0.00 1,263.70 0.00 0.00 1,690.67 0.00 400.00 7,997.37 Scholarship Expenses 0.00 0.00 4,232.45 0.00 11,118.49 0.00 0.00 0.00 0.00 0.00 15,350.94 Team Expenses 0.00 0.00 0.00 0.00 3,000.00 0.00 0.00 0.00 0.00 0.00 3,000.00 Uniforms Purchased 0.00 0.00 0.00 0.00 16,828.09 0.00 1,008.00 21,744.25 0.00 6,891.25 46,471.59 Total COGS 19,163.00 5,735.00 86,418.52 2,868.00 192,612.91 21,116.78 7,806.98 139,936.89 31,911.88 29,563.25 537,133.21 Gross Profit 17,438.50 7,436.00 42,326.98 841.00 50,156.08 24,064.72 3,853.02 77,019.95 10,133.75 30,157.16 263,427.16 Expense Advertising 650.00 0.00 550.00 0.00 740.00 0.00 434.25 0.00 1,110.00 0.00 3,484.25 Bank & Credit Card Fees 295.76 63.04 990.12 65.64 663.70 19.58 0.00 464.48 989.09 178.21 3,729.62 Page 1 of 2 12:34 PM Southside Soccer Club 03/14105 Accrual Basis Profit & Loss by Class December 2003 through November 2004 Chinook - Winter Academies Camps JR Chinook - SR Fall Classic Indoor PDP Rec SSC Classic TOTAL Committee Expenses 0.00 0.00 0.00 0.00 86.00 54.60 0.00 1,251.52 1,268.00 0.00 2,660.12 Depreciation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,961.00 0.00 1,961.00 Insurances 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,565.00 0.00 1;565.00 Legal and Accounting 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,101.00 0.00 1,101.00 Licenses & Fees 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20.00 0.00 20.00 Meals & Entertainment 0.00 115.55 325.00 0.00 727.56 286.85 0.00 0.00 294.68 0.00 1,749.64 Office Expenses 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 15,954.88 0.00 15,954.88 Office Supplies 0.00 0.00 285.58 0.00 391.61 0.00 0.00 152.00 3,152.19 181.99 4,163.37 Outside Services (Contracted) 0.00 0.00 0.00 0.00 0.00 1,440.00 0.00 2,265.00 0.00 0.00 3,705.00 Payroll Taxes 1,115.22 573.48 0.00 0.00 1,513.59 0.00 0.00 286.74 3,600.36 2,366.96 9,456.35 Postage & Shipping 527.28 1,203.84 0.00 89.58 634.34 120.08 0.00 209.22 1,040.24 0.00 3,824.58 Printing 0.00 699.31 0.00 90.79 0.00 1,171.95 0.00 1,894.75 0.00 0.00 3,856.80 Rent & Utilities 0.00 0.00 0.00 0.00 0.00 910.00 0.00 48.00 10,700.00 0.00 11,658.00 Salaries & Wages 12,708.35 7,500.00 0.00 0.00 17,916.69 1,875.00 0.00 3,750.00 46,250.06 20,000.06 110,000.16 Web Site Provisioning 750.00 750.00 6,000.00 0.00 3,000.00 2,250.00 0.00 3,000.00 3,141.60 2,250.00 21,141.60 X-SSC Exp. Allocation 3,280.57 2,460.43 8,201.44 0.00 24,604.35 13,122.30 820.14 22,963.97 -82,014.35 6,561.15 0.00 Total Expense 19,327.18 13,365.65 16,352.14 246.01 50,277.84 21,250.36 1,254.39 36,285.68 10,133.75 31,538.37 200,031.37 Net Income -1,888.68 -5,929.65 25,974.84 594.99 -121.76 2,814.36 2,598.63 40,734.27 0.00 -1,381.21 63,395.79 Page 2 of 2 S4udy Agenda Item No. -5?c~ i r>n Council Meeting of 3• Da-05 MEMORANDUM Administration CITY OF TIGARD Shaping A Better Community TO: Honorable Mayor and City Council Members FROM: Liz Newton, Assistant to the City Manager DATE: March 8, 2005 SUBJECT: Family Day Background: Last month, the Mayor received a letter from Jennifer Ries, a student at Mary Woodard Elementary School requesting a new holiday in May called Family Day. A copy of Jennifer's letter is attached. The Mayor responded to Jennifer and promised to bring the idea to the attention of the City Council. A copy of that letter is also attached. During the latest Tigard Beyond Tomorrow Vision Update process, the Vision Task Force added a new goal under community character and quality of life. That goal reads: "Community Diversity: Ethnic groups represented in Tigard will be recognized and involved in community celebrations." This goal was added to reflect the growing Latino population and in recognition of other cultures represented in the community. Staff has also been interested in developing a community event that could be held around the City's birthday- September 11. Sadly, to many people, September 11 is a reminder of the tragic events of 9/11/01. Although it's important to recognize the loss of life that forever changed our nation that day, Family Day in Tigard could be a way to celebrate bringing diverse cultures in our community together. Next Steps: If the Council is interested in pursuing a "Family Day" event, staff suggests the event be held on September 11 at the Library Community Room/Courtyard with a focus on family friendly activities and food and entertainment that celebrates different cultures represented in the community. Staff has contacted TVF&R about the possibility of including fireworks. It's estimated that a 20-minute show would cost about $10,000. Staff will pursue permits and funding if Council is interested in including a fireworks show. There has been some support expressed for such an event. Tigard Turns the Tide (formerly called the Mayor's Youth Forum) has submitted a grant for $100,000 to fund coalition building activities to deter youth from drug and alcohol abuse. $2,500 was included in the grant budget request for some support to a Family Day activity that promotes cultural awareness and tolerance. The Tigard Youth Advisory Council has expressed interest in assisting with planning Family Day activities, and Myrna Boyce, Vision Task Force member and Tigard Kiwanis member, volunteered to coordinate a community event to celebrate diversity. Holding the event in September should provide adequate time to convene a group of community volunteers to plan and promote the event. Staff is seeking Council direction on whether to hold a Family Day event, when to hold the event, whether to include fireworks, and if the event should celebrate diverse cultures represented in the community. Staff will proceed based on Council's direction. is\admUiz\memos\memo to mayorcouncil-family day.doc318105 i r MctGki I~ hCDoe n "44- C -4 rQU~p k-s )140 nil j Aq~ 7 1 1 IIII S CA -0-1 r-e ant luo i _ _ .T. r 111 a _S ~or Ic~~cd . S-{- . February 22, 2005 CITY OF TIGARD Craig Dirksen OREGON Mayor of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Jennifer Ries 11124 SW Torland St. Tigard, OR 97223 Dear Jennifer, Thank you so much for your wonderful letter about Family Day. I think Tigard is a very family friendly city. Beginning a tradition of a holiday called "Family Day" is a terrific idea. I promise to bring this to the attention of the City Council and discuss the possibility of creating a special holiday for the City of Tigard. I will be keeping in touch with you to let you know how the idea progresses, and we won't forget that we heard it from you first. The best things always happen when thoughtful citizens like you, Jennifer, take the time to care and share your ideas. Sincerely Yours, Crai irksen Mayor of Tigard. P.S. Maybe you could write back and explain why you think Family Day should be in May? cd 13125 SW Hall Blvd., Tigard, OR 97223 (503) 639-4171 TDD (503) 684-2772 Agenda Item No. _S u.dN 5eS5ibY7 Council Meeting of .3 - 0 05 MEMORANDUM Administration A Z. CITY OF TIGARD Shaping A Better Community TO: Honorable Mayor and City Council FROM: Liz Newton, Assistant to the City Manager DATE: March 9, 2005 SUBJECT: Citizen Leadership Series Background: One of the 2004 City Council goals was to "Support the Tigard Beyond Tomorrow goal to maximize citizen involvement opportunities through educational programs by implementing a citizen leadership series." The purpose of the citizen leadership series as an educational program would be to provide participants with a broad-base of information on local issues and develop leadership skills. Staff did some initial planning and research in 2004 but did not implement the program due to workload issues. Mayor Dirksen has asked staff to bring a proposed program to City Council for discussion. Research: Beaverton, Lake Oswego, and Tualatin all have leadership series. Beaverton's is sponsored by the City. In Lake Oswego and Tualatin, the Chamber of Commerce is the sponsor. Beaverton is free to participants, the sessions are each 1.5 hours long and the City pays the cost. Lake Oswego and Tualatin charge participants, the sessions are 8 hours long, and the City does not contribute any funding to the program. Beaverton participants may elect to attend one or all of the sessions, while Lake Oswego and Tualatin participants commit to attending the full series. A matrix is attached that compares the Beaverton, Lake Oswego and Tualatin programs with a proposed program for Tigard. Proposed Tigard Citizen Leadership Series: Staff proposes a citizen leadership series similar to Beaverton's program topics and format, but with the participants committing to the full series. The series would be City-sponsored, and held in the evening over a 3-month period. The series would be free to participants and limited to no more than 20 participants.. A proposed series outline is attached that summarizes the sessions. Sessions would be conducted by City staff, outside agency representatives and guest speakers as appropriate. The series would conclude with an opportunity for the participants to select a project to work on that addresses current local issues. Participants would be selected through an application process. The estimated cost of the program is $3,000 including materials, refreshments and up to $500 for the group project. Next Steps: Staff is seeking Council direction on the following items: • Does Council support the concept? • Are there any changes or revisions to the proposed program? If Council directs staff to proceed with the Citizen Leadership series, funds will be included in the proposed 2005-06 budget and staff will further develop the program. City Beaverton Tualatin Lake Oswego Tigard Sponsor City Chamber of Commerce Chamber of Commerce City # of sessions 8 sessions - Sept to Nov 9 sessions - Jan-Sept 11 sessions 8 sessions - Sept - Nov (1st sess. overnight to Mt.Hood) 1x/week, 2hrs/evening Duration 1.5 hours/levening /wk 1 day mo./all day 1 day/mo.-all day Group Project/determined by group City Contribution $2,800 $0 $0 $3,000 No. of Participants 6.24 but average is 10-15 12-15 participants Maximum 20 Cost to Participants Free $55/day ($500 for series) $600 Free Topics Intro to City Govt History Building a Team (overnight) Local Government Stricture (includes tour of City Hall) Local Government Personal aspects of Leadership Financing Local Government City Finance Community Resources Interpersonal Relationships Land Use Police and Fire Education Communication & Media Transportation Intro to Land Use Plg Government Government Emergency Services Review of Development Svc Business & Economy Law Enforcement Citizen Involvement Transportation Communication Leading Our Youth Major Local Issues Operations (PVC Public Safety Community Services Group Project Community Programs: Class Project History Recycling Graduation Dinner Ice Cream Social Fundraiser Code Enforcement Dispute Resolution Focus: City Community wide Community- wide City Meals Meeting Refreshments Breakfast/Lunch/Snacks Provide b-fast & lunch Meeting Refreshments Citizen Leadership Series Survey of Participating Citites 312105 Citizen Leadership Series Mission: To educate, inform and involve citizens in all aspects of local government and to equip participants to be community leaders. Purpose: The citizen leadership series is designed to provide participants with a broad base of information on local issues and develop leadership skills. Topics: 1. Local Government - settinq the context ■ Local Governments in Oregon o Duties and Responsibilities o Structure ■ Tigard's Structure o Charter o Leadership ■ Council's Responsibilities ■ City Management/Organizational Structure o Review of City Services o Citizens Role • Effective Citizen Involvement ■ Public Meetings ■ Regional Partners o Service Delivery o Infrastructure Responsibility 2. Financing Local Government • Public Finance (fund sources, authority, fees) • Property Tax Authority/Use • Bonds- Uses and Funding • Budget Process • CIP Budgeting 3. Land Use - the nuts and bolts • Land Use Planning in Oregon • The Comprehensive Plan • The Development Code • Citizen Input • Monitoring Development 4. Transportation • Transportation Planning o State o Regional o Local • Transportation Funding • The Citizens Role 5. Emergency Services • Police o Programs o Citizens Role • Fire o Programs o Citizens Role • Emergency Management o Programs o Citizens Role 6. Citizen Involvement • Communication • Education/Information/Input? • The Tools • The Process 7. Major Local Issues • A Review of Current Issues 8. Group Project iAadm\liz\memos\memo to mayorcoucnil citizen- leadership series.doc2/3/04 Agenda Item No. U Loon RAMIS Meeting of 3 • as • 5 CREW CORRIGAN ~Q BACHRACH, LLP ATTORNEYS AT LAW MEMORANDUM 1727 N.W. Hoyt Street Portland, Oregon 97209 (503) 222-4402 Fax: (503) 243-2944 TO: Tigard City Council; Craig Prosser, City Manager; Jim Hendryx, Community Development Director FROM: Timothy V. Ramis, Gary Firestone, City Attorney's Office DATE: March 11, 2005 RE: Urban Renewal This memorandum is intended to provide information regarding legal requirements and procedures relating to urban renewal. The memorandum addresses structure of urban renewal approaches, adoption of urban renewal, governance issues for urban renewal agencies, and project choices within an urban renewal plan. Summary The Council faces a series of options regarding the structure, adoption and governance of proposed urban renewal programs. With respect to the structure of downtown urban renewal, the City has several choices: (1) the City can adopt and implement an urban renewal plan; (2) the County can adopt an urban renewal plan, with the City's approval, (3) the City adopt an urban renewal plan but delegate implementation to the County, and (4) the City and County can each adopt an urban renewal plan that would be implemented by the same intergovernmental entity. With respect to adoption procedure, the City will need to decide whether to adopt a separate plan or to wait to approve a County plan. If a County plan is presented first, the City Council will have to decide whether it wishes to approve the County plan for areas in the City. In either event, the voters would have to approve any plan that includes tax-increment financing. Governance of an urban renewal district also involves critical policy choices. If the City opts to share decision-making authority with the County, clear agreement with the County regarding the details of administration, amendments and dissolution will need to be negotiated and carefully drafted. Finally, the adoption of any urban renewal plan will involve a range of choices requiring the projects to be undertaken and the powers to be granted to the agency. 1. Structure of Urban Renewal Approaches Broadly speaking, urban renewal is any governmental approach to redevelopment of existing developed areas that are not developed consistent with current standards or policies. While local governments may take various measures to achieve urban renewal (e.g. changes in zoning, master planning, revising public facilities standards, funding additional public improvements, providing grants or reductions in fees for development in urban renewal areas, direct investment), "urban Memorandum to City Council, Craig Prosser, Jim Hendryx March 11, 2005 Page 2 renewal" in Oregon has come to mean taking action under ORS Chapter 457 - Urban Renewal. This memorandum addresses the urban renewal structure and approach provided by ORS Chapter 457. Under ORS Chapter 457, there are three essential components of urban renewal. The first component is the urban renewal agency, which develops and administers the urban renewal plan. The second component is the urban renewal plan, which lays out the urban renewal projects and how they are to be financed. The third component is the option to finance urban renewal projects with tax increment financing. In addition to the statutes, Tigard has Charter and Municipal Code provisions that regulate urban renewal within the City. The most important provision is Charter Section 47, which prohibits the adoption of an urban renewal plan that includes tax increment financing without voter approval. Both the City and Washington County are considering urban renewal within the City. The City is considering urban renewal for both downtown and for the Washington Square area. Washington County is considering urban renewal for the corridor along the anticipated commuter rail line. Tile Tigard downtown area is at least partially within the anticipated commuter rail corridor. Two urban renewal plans for the same geographic area that both include tax increment financing are not possible because the first plan to be adopted would consume the tax increment that funds projects within an urban renewal agency. However, the powers and functions of an urban renewal agency may be delegated to another governmental agency. ORS 457.210(3). Therefore, if the City adopts an urban renewal plan for downtown and the County then adopts an urban renewal plan for the commuter rail corridor, the City could delegate its powers or functions to the County, which could then administer the City's downtown urban renewal plan in conjunction with its own urban renewal plan. Also, ORS Chapter 190 authorize local governments to enter into intergovernmental agreements regarding the performance of government functions, and allows governments to establish an intergovernmental entity to perform functions that the parties to the IGA have authority to perform. ORS 190.010(5). It would be possible for the City and County (and possibly other cities) to establish and intergovernmental entity to administer both City and County urban renewal plans. The intergovernmental entity would be the "board or commission" that is authorized as a possible urban renewal agency under ORS 457.035 If the County adopts an urban renewal plan that includes territory within the City, the plan does not take effect within the City unless approved by the City. ORS 497.085(6). If the County adopts a commuter rail corridor that includes some or all of the Tigard Downtown area, the City would have the option of approving the County plan or adopting its own plan. In summary, there are four possible ways urban renewal may be instituted and carried out in the Downtown area: (1) the City can adopt and implement an urban renewal plan; (2) the County can adopt an urban renewal plan, with the City's approval, (3) the City adopt an urban renewal plan but delegate implementation to the County, and (4) the City and County can each adopt an urban renewal plan that would be implemented by the same intergovernmental entity. I i While it is technically possible for the County to adopt the plan and delegate implementation to the City, the County is likely to achieve economies of scale for a plan that includes the entire commuter rail corridor that the City could not achieve. Memorandum to City Council, Craig Prosser, Jim Hendryx March 11, 2005 Page 3 2. Adoption Before an urban renewal plan is adopted, an urban renewal agency in the jurisdiction has to be activated, because the urban renewal agency is the entity that develops the plan. ORS 457.085. ORS 457.035 created urban renewal agencies in all cities and counties, but the agencies do not function until the local government adopts an ordinance activating the urban renewal agency. Tigard has adopted such an ordinance (Ordinance 89-05, codified at TMC 2.64.010 to 2.64.060), establishing an urban renewal agency known as the City Center Development Agency (CCDA). The City Council functions as the CCDA. TMC 2.64.030. The code also provides for a City Center Advisory Commission comprised of 7 to 12 members appointed by the Council. TMC 2.64.060. The City does not need to take further action to establish an urban renewal agency, but may need to make appointments to the Advisory Commission to make sure it has at least 7 members. Washington County has not activated its urban renewal agency, so would have to do so by non- emergency ordinance before the County's urban renewal agency could function. ORS 457.035(1). The urban renewal agency has authority to develop an urban renewal plan and must prepare a report on each plan. ORS 497.085.2 Public involvement at all stages of plan development is required. ORS 457.085. As part of the process, the plan and report must be provided to the planning commission for its recommendations. ORS 457.085(4). They must also be provided to each taxing district affected by the proposed plan, and the urban renewal agency is required to confer and consult with those taxing districts. ORS 457.085(5). Any written recommendation by any taxing district must be specifically accepted, rejected or modified by the governing body when the plan is adopted. Id. Under the statutes, the local governing body (i.e. the Council acting as City Council, not as the CCDA) has authority to adopt the urban renewal plan. ORS 457.085(6). Adoption must be by non- emergency ordinance. ORS 457.095. A description of the requirements for the plan, report, and procedural requirements is included in Attachment 2. Tigard Charter Section 47 requires voter approval of any urban renewal plan that includes tax increment financing. This requirement is in addition to the statutory process. Because of Charter Section 47, any ordinance by the City adopting a Downtown Urban Renewal Plan (or any other urban renewal plan) would have to be conditioned on voter approval. For the County to adopt an urban renewal plan that included areas in Tigard, the County would have to activate the urban renewal agency, have the urban renewal agency develop the plan and report, run the plan and report by the County Planning Commission and affected local taxing districts (including the City), and then have the County Board approve the plan. ORS 457.085. However, the plan would not take effect as to areas within Tigard unless and until approved by the City. ORS 457.085(6). Approval by the City may be by resolution. ORS 457.105. Assuming that the plan includes tax increment financing, the resolution by the City approving the plan must be conditioned on voter approval. Charter Section 47. If the City adopts an urban renewal plan before the County takes action, the City would have to decide what approach to take if the County then proposes an urban renewal plan that includes territory that overlaps with the urban renewal area established by the City. One option for the City is to not adopt the County plan and keep the City plan in place. A second option is to adopt the County 2A copy of ORS 457.085, which sets out the required contents of the plan and report is attached as Attachment 1. Memorandum to City Council, Craig Prosser, Jim Hendryx March 11, 2005 Page 4 plan (subject to voter approval) and to terminate the City plan as to overlapping areas. A third option is to jointly plan with the County so that the County does not include the area of the City's urban renewal plan. The City could choose to delegate administration of the City plan to the County or to an intergovernmental entity. Other variations are possible (e.g. building into the City plan an express provision regarding possible creation of a County plan). If the City adopts a plan with voter approval and the County then proposes a plan that includes any areas within the City, the County plan would also be subject to voter approval unless the City plan or the ballot measure included a provision that expressly allowed tax increment financing for a subsequent County plan. This option is most likely to work if the County and City plans are very similar and cover the same area in the City. If the plans or areas are dissimilar, a second vote is likely to be required as a plan amendment, unless the original ballot measure provides a broad grant of authority for tax increment financing. If a City urban renewal plan fails to win voter approval, the County may still seek approval of its plan, which would require a City resolution and voter approval. If the County effort goes to the voters and fails, the City may still seek voter approval of a City urban renewal plan. In summary, the City will need to decide whether to adopt a separate plan or to wait to approve a County plan. If a County plan is presented first, the City Council will have to decide whether it wishes to approve the County plan for areas in the City. In either event, the voters would have to approve any plan that includes tax-increment financing. 3. Governance ORS 457.045 provides that the authority of an urban renewal agency may be exercised in one of three ways: (1) by a housing authority, (2) by a board or commission of at least three members, or (3) by the governing body. The decision as to which of the three options to take is made by the governing body at the time the urban renewal agency is activated. The Tigard City Council made the Council the governing body at the time it activated the urban renewal agency. TMC 2.64.030. The County has not activated its urban renewal agency. To do so, it must act by non-emergency ordinance. ORS 457.035. It could choose any of the three governance options. Given the possibility that a County urban renewal agency would adopt a plan that included areas in several cities, it may be possible to persuade the County to create a separate board or commission that would include representation from the cities. The governing body (City Council or County Board of Commissioners) may at any time change the form of governance to any of the other types (housing authority, governing body, separately appointed board or commission) allowed by ORS 457.035. ORS 457.055. As discussed above, one option is to create an intergovernmental entity that would be the "board or commission" that is authorized by option (2). Any such agreement should control how the entity could be changed. As discussed above, the authority of the urban renewal agency may be delegated to another government with authority to act. ORS 457.210(3). For areas within the City, a City urban renewal agency may delegate to a County urban renewal agency, and vice versa. The governing body (the City Council or the County Board of Commissioners) retains substantial authority in relation to urban renewal. Even if the governing body does not act as the urban renewal Memorandum to City Council, Craig Prosser, Jim Hendryx March 11, 2005 Page 5 agency, the following actions remain within the authority of the governing body: 1. Activation of the urban renewal agency (ORS 457.035); 2. Choice of form of governance (including change of governance form) (ORS 457.045- 457.055); 3. Approval or amendment of urban renewal plan (ORS 457.085(6), 457.095, 457.210; 4. Approval of maximum amount of indebtedness (ORS 457.437); 5. Issuance of bonds (ORS 457.320); 6. Termination of urban renewal agency (ORS 457.075). If an intergovernmental entity is created, the agreement would need to specify the extent to which coordination of amendments and termination is to occur. The urban renewal agency's basic powers are to prepare the urban renewal plan and report and carry out the approved plan by undertaking the projects listed in the plan. ORS 457.170. While an urban renewal agency may have other sources of fiuldings (e.g. loans or grants), most urban renewal fiends are raised through tax increment financing. See ORS 457.190. Project Choices ORS 457.170 lists the type of projects that may be included in urban renewal plans: 1. Housing; 2. Structure rehabilitation and conservation; 3. Acquisition of real property; 4. Clearing areas, including demolition, removal or rehabilitation of existing development; 5. Constructing and reconstructing public improvements and utilities; 6. Programs for voluntary repair and rehabilitation of structures by existing owners; 7. Planning for neighborhood development. To undertake these efforts, the urban renewal agency has general authority to plan, conduct studies, surveys and tests, assist in relocating persons displaced by urban renewal, and dispose of real property. ORS 457.170, 457.180. The original choice as to what to include in the plan is to be made by the urban renewal agency. However, the final decision is to be made by the governing body (City Council or County Board of Commissioners). In making the final decision, the governing body must consider the recommendation of the Planning Commission and any written comments of affected taxing districts. ORS 457.085(5). s Conclusion If the City is to proceed with urban renewal, choices will need to be made. The primary choices are whether to proceed with a City urban renewal agency or to try to coordinate with the County regarding County urban renewal that will include areas within the City. The City will also have make decisions regarding governance. If the plan is to be a City only plan, the City could keep the current governance scheme, which has the City Council also act as the urban renewal agency. The City could choose to appoint a separate board if it wishes. Memorandum to City Council, Craig Prosser, Jim Hendryx March 11, 2005 Page 6 If there is to be a County plan including areas in the City, the City will have to decide whether the governance plan proposed by the County is acceptable. If both the City and the County are to adopt urban renewal, the City may wish to attempt a common governance structure, with an intergovernmental entity serving as the urban renewal agency for both plans. tvr/tigard/council/CouncilMm I (srg) ATTACHMENT 1 - ORS 457.085 457.085 Urban renewal plan requirements; accompanying report; contents; approval required. (1) An urban renewal agency shall provide for public involvement in all stages in the development of an urban renewal plan. (2) An urban renewal plan proposed by an urban renewal agency shall include all of the following: (a) A description of each urban renewal project to be undertaken. (b) An outline for the development, redevelopment, improvements, land acquisition, demolition and removal of structures, clearance, rehabilitation or conservation of the urban renewal areas of the plan. (c) A map and legal description of the urban renewal areas of the plan. (d) An explanation of its relationship to definite local objectives regarding appropriate land uses and improved traffic, public transportation, public utilities, telecommunications utilities, recreational and community facilities and other public improvements. (e) An indication of proposed land uses, maximum densities and building requirements for each urban renewal area. (f) A description of the methods to be used for the temporary or permanent relocation of persons living in, and businesses situated in, the urban renewal area of the plan. (g) An indication of which real property may be acquired and the anticipated disposition of said real property, whether by retention, resale, lease or other legal use, together with an estimated time schedule for such acquisition and disposition. (h) If the plan provides for a division of ad valorem taxes under ORS 457.420 to 457.460, the maximum amount of indebtedness that can be issued or incurred under the plan. (i) A description of what types of possible future amendments to the plan are substantial amendments and require the same notice, hearing and approval procedure required of the original plan under ORS 457.095 as provided in ORS 457.220, including but not limited to amendments: (A) Adding land to the urban renewal area, except for an addition of land that totals not more than one percent of the existing area of the urban ATTACHMENT 1 - PAGE 1 renewal area. (B) Increasing the maximum amount of indebtedness that can be issued or incurred under the plan. (j) For a project which includes a public building, an explanation of how the building serves or benefits the urban renewal area. (3) An urban renewal plan shall be accompanied by a report which shall contain: (a) A description of physical, social and economic conditions in the urban renewal areas of the plan and the expected impact, including the fiscal impact, of the plan in light of added services or increased population; (b) Reasons for selection of each urban renewal area in the plan; (c) The relationship between each project to be undertaken under the plan and the existing conditions in the urban renewal area; (d) The estimated total cost of each project and the sources of moneys to pay such costs; (e) The anticipated completion date for each project; (f) The estimated amount of money required in each urban renewal area under ORS 457.420 to 457.460 and the anticipated year in which indebtedness will be retired or otherwise provided for under ORS 457.420 to 457.460; (g) A financial analysis of the plan with sufficient information to determine feasibility; (h) A fiscal impact statement that estimates the impact of the tax increment financing, both until and after the indebtedness is repaid, upon all entities levying taxes upon property in the urban renewal area; and (i) A relocation report which shall include: (A) An analysis of existing residents or businesses required to relocate permanently or temporarily as a result of agency actions under ORS 457.170; (B) A description of the methods to be used for the temporary or permanent relocation of persons living in, and businesses situated in, the urban renewal area in accordance with ORS 35.500 to 35.530; and (C) An enumeration, by cost range, of the existing housing units in the ATTACHMENT 1 - PAGE 2 urban renewal areas of the plan to be destroyed or altered and new units to be added. (4) An urban renewal plan and accompanying report shall be forwarded to the planning commission of the municipality for recommendations, prior to presenting the plan to the governing body of the municipality for approval under ORS 457.095. (5) An urban renewal plan and accompanying report shall be forwarded to the governing body of each taxing district affected by the urban renewal plan and the agency shall consult and confer with the taxing districts prior to presenting the plan to the governing body of the municipality for approval under ORS 457.095. Any written recommendations of the governing body of each taxing district shall be accepted, rejected or modified by the governing body of the municipality in adopting the plan. (6) No urban renewal plan shall be carried out until the plan has been approved by the governing body of each municipality pursuant to ORS 457.095 and 457.105. GAmuni\Tigard\attach 1030709.doc ATTACHMENT 1 - PAGE 3 ATTACHMENT 2 URBAN RENEWAL PROCESS ACTIVATION OF URBAN RENEWAL AGENCY 1. Urban renewal agencies were created in every city and county by ORS 457.035, but they do not function until the local government adopted a non-emergency ordinance declaring that blighted areas exist and that there is a need for the urban renewal agency to function. ORS 457.035(1). 2. The urban renewal agency originally activated by the City was terminated by Measure 51 at the September 1983 election, which added Sections 45 through 50 of the Tigard Charter. 3. Tigard Charter Section 46 allows the City to re-activate an urban renewal agency by non-emergency ordinance. 4. In 1989, the City Council adopted Ordinance 89-05 (codified at TMC 2.64.010 to 2.64.060), which again activated the urban renewal agency, known as the "City Center Development Agency." The Council serves as the City Center Development Agency. TMC 2.64.030. 5. Conclusion: The City's urban renewal agency was reactivated by Ordinance 89- 05 and continues in effect, with the City Council functioning as the urban renewal agency. PROCEDURE FOR ADOPTION OF URBAN RENEWAL PLAN 1. Public involvement in all stages of the urban renewal plan must be provided. ORS 457.085(1). TMC 2.64.060 created the "City Center Advisory Commission," to make recommendations to the City Center Development Agency and to assist in providing information to the public. 2. The urban renewal plan and report must be prepared in accordance with the standards set out in ORS 457.085. A. Required urban plan contents: a. A description of each urban renewal project; b. An outline for development of the urban renewal area; C. A map and legal description of the urban renewal area; d. An explanation of the plans objectives (land use, traffic, transportation, utilities, public facilities and improvements); e. Proposed land uses, maximum densities and building requirements; ATTACHMENT 2 PAGE 1 f. Methods of temporary or permanent relocation; g. Indication of which real property is to be acquired and disposition of any such property; h. If tax increment financing to be used, a statement of the maximum amount of indebtedness to be issued or incurred; i. A description of possible future amendments that would constitute substantial amendments; j. If the project includes a public building, a statement as to how the building serves or benefits the urban renewal area. B. Required contents of the report on the urban renewal plan: a. Description of the physical, social and economic conditions and expected impact of the plan; b. Reasons for selection of each urban renewal area in the plan; C. Relationship between each project and existing conditions; d. Estimated total cost of each project and source of funding; e. Anticipated completion date for each project; f. The estimated amount of money required to be raised by tax increment financing and the anticipated year debt will be retired; g. A financial analysis of the plan demonstrating feasibility; h. A fiscal impact statement on the effect of tax increment financing on the affected taxing districts; i. A relocation report describing what relation will be required, including a report on housing units to be destroyed and created, by price range. 3. The Planning Commission must make recommendations to the Council. ORS 457.085. 4. The plan and report must be provided to each taxing district affected by the plan, with follow-up consultations. The other taxing districts may make recommendations to the governing body of the municipality adopting the plan. The body adopting the plan must explicitly accept, reject or modify each recommendation from another taxing district. ORS 457.085(5). 5. The Council must hold a hearing on the adoption of an urban renewal plan and provide mailed notice of the hearing to: a. Owners of property in the municipality; b. Registered voters in the municipality; C. Utility customers in the municipality; d. Postal patrons in the municipality. (In other words, everybody in the jurisdiction). ORS 457.120. ATTACHMENT 2 - PAGE 2 6. The hearing notice must include: a. Information about the hearing (date, time, place); b. That an urban renewal plan is being considered for adoption; C. That the adoption may affect tax rates; d. That the ordinance, if approved is subject to referendum; e. Information as to the contact person from whom the urban renewal plan and report may be obtained. ORS 457.120(3). Because the Tigard Charter provision requiring voter approval, the notice provision relating to the referendum should state that, if the Council approves the plan, it will be referred to the voters. 7. Any approval of an urban renewal plan must be by non-emergency ordinance. The ordinance must include the following determinations and findings: a. That each urban renewal area is blighted; b. That the rehabilitation and development is necessary to protect the public health, safety or welfare of the City; C. That it conforms to the City's comprehensive plan and any economic development plan; d. That provisions have been made to house displaced persons within their financial means; e. That the acquisition of any real property to be acquired is necessary; f. That adoption and implementation of the plan is economically sound and feasible; g. That the City will assume and complete any activities required of it by the plan. ORS 457.095. If the plan calls for tax increment financing, the ordinance must be conditional on voter approval, and should refer the matter to the voters. Charter Section 47. 8. Notice of adoption of the plan must be advertised in the newspaper of greatest circulation that is published in the municipality that adopts the plan. Notice must be published within 4 days following notice adoption. ORS 457.095, 457.115. 9. The City must adopt a ballot title. The ballot title adoption may be combined with the ordinance conditionally adopting the plan. Council action approving (conditionally) the plan and approving the ballot title should be taken in time to allow the City Recorder to file the measure with the County Elections Officer at least 61 days before the election. 10. The election must be in May or November. Charter Section 47. G:\muni\Tigard\urbrenewalmemofrombeginning. doc ATTACHMENT 2 - PAGE 3 "aa -os CITY OF TIGARD Community Development Shaping A Better Community MEMORANDUM CITY OF TIGARD TO: City Council 7 FROM: Jim Hendryx //ji/!~ . DATE: March 18, 2005 SUBJECT: Intergovernmental Agreement with Washington County As Council is aware, we have an intergovernmental agreement (IGA) with Washington County to provide current planning, building, and development-related engineering services to portions of unincorporated Washington County (e.g., Bull Mountain). Under the terms of the agreement, between March 1 and July 1 of any given year, either party may terminate this agreement with a 90 day notice. Mutually, the agreement allows the IGA to be terminated at any time during the year. It is important to state that Washington County and Tigard have a long history of working cooperatively. In my discussions with the County, should there be a need to terminate the agreement outside the provisions noted above, the County is acceptable to finding a mutually agreeable solution. The termination provision should not cause undue haste to take action to end the agreement. The Council needs to carefully consider and weigh the pros and cons of ending the agreement before proceeding. The purpose of this memo is to advise Council of this provision of the IGA. If Council would like more information on this, I will schedule a time during an upcoming Council meeting. AGENDA ITEM # a- FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Acknowledging Susan Koepping for Service to the City of Tigard PREPARED BY: Liz Newton vIy DEPT HEAD OK ee CITY MGR OK Q2 ISSUE BEFORE THE COUNCIL Should Council approve a Resolution thanking Susan Koepping for her 7 years of service to the City of Tigard as Volunteer Coordinator? STAFF RECOMMENDATION Approve the attached resolution thanking Susan Koepping for her outstanding service as Volunteer Coordinator. INFORMATION SUMMARY Susan began her work as Volunteer Coordinator April 15, 1998. At that time the City did not have a City-wide program to involve volunteers in the community other than in the Library. Susan designed and implemented programs for getting people involved in volunteer projects in all other city departments. She worked closely with the Library Volunteer Coordinator to continually expand volunteer opportunities. Volunteer hours donated in 1998 totaled 5,446 outside of the Library. At the end of 2004, 27,700 hours were contributed to the City by our wonderful volunteers - 13,000 in the Library, 14,700 in other areas. From tree plantings in the park, digging blackberry vines, project support and assistance for all city departments, Susan has cheerfully organized volunteers to do it all! Susan has included Boy Scouts, retirees, community advocates and Board and Committee members in her efforts to better our City. She has brought to light the value of our volunteers. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Resolution FISCAL NOTES No fiscal impact. i:\adm\city councilkouncil agenda item summaries\2005tais for susan koeppign rctircmcm.doc3/3105 a AGENDA ITEM NO.3 - CITIZEN COMMUNICATION DATE : March 22, 2005 (Limited to 2 minutes or less, please) Please sign on the appropriate sheet for listed agenda items. The Council wishes to'hear from you on other issues not on the agenda, but asks that you first try to resolve your concerns through staff. Please contact the City Manager prior to the start of the meeting. Thank you. NAME, ADDRESS & PHONE TOPIC STAFF CONTACTED G y ~j ((3 v S S r7 X s £ u, f r- q V ~.5 r-~sc- C~ Y sw i~Y 6C- 2 ,v c 5V3 6,F VIJ 3/ CITIZEN COMMUNICATION Page 1 C~ CO, ( / V L ~ hGQ.it.~d ~ ~ ~ • Of rM! rZOAA0 A(/IL/r L/IRwAr. -g3~q2Sr SW Hall Blvd., Tigard, OR .97223 (3Sao March 22, 2005 Mayor Craig Dirkson and City Council Dear Mayor and Council Members: A major function of the Friends of the Tigard Library is to provide financial support to the library for items which do not fit into the annual budget. To this end, the Friends raise funds from a variety of sources. One of the largest of these is our periodic used book sales. We are extremely pleased to report that the sale held this past weekend was the largest ever, bringing in $4,120. This is $1,600 more than our last sale brought in. For your information I have attached a seven year summary of our major ongoing revenue sources, and a listing of the Friends financial contributions to the library for the past 18 years. As you can see, our contributions have been quite substantial. There is an area of concern that I would like to address. For much of the past 18 years we have been storing books between sales in the annex building. Having this space has allowed us to amass a sufficient quantity of books to make a sale worthwhile. It is my understanding that we will soon be asked to vacate that storage space. Without an adequate space to store books, we will have to cease holding periodic sales, which would result in reduced funds available for library needs. It has been suggested that we should look into renting a storage unit. In my opinion this would not be good stewardship of the funds entrusted to us by the citizens of Tigard. With all of the shifting of city office space that has occurred since the opening of the new library, I am sure that there must be some storage space available somewhere in city buildings. . I request that the council have city staff look into space availability, and see if we can't find a workable solution to our need. Sincerely, 1 _ George Burge s President FRIENDS OF THE LIBRARY MAJOR ONGOING REVENUE SOURCES FISCAL YEAR ONGOING DIVS. & ENT. GIFTS USED BOOK ANNUAL ENDING 5/31 BK SALE INT. BOOKS SALES TOTALS 2004 $7,306.18 $209.75 $1,035.00 $593.60 $6,243.45 $15,387.98 2003 $7,921.00 $408.54 $330.00 $847.50 $6,925.21 $16,432.25 2002 $5,474.56 $921.42 $490.00 $1,887.40 $3,859.78 $12,633.16 2001 $4,045.50 $2,139.86 $480.00 $1,967.60 $1,364.50 $9,997.46 2000 $5,204.40 $2,045.75 $480.00 $1,389.10 $656.51 $9,775.76 1999 $4,202.18 $1,389.75 $488.00 $4,371.47 $1,227.59 $11,678.99 1998 $3,994.77 $295.67 $880.00 $3,376.29 $1,026.44 $9,573.17 TOTALS $38,148.59 $7,410.74 $4,183.00 $14,432.96 $21,303.48 $85,478.77 % OF TOTAL 44.6% 8.7% 4.9°x6 16.9% 24.9% FRIENDS OF THE TIGARD LIBRARY DONATIONS TO THE TIGARD PUBLIC LIBRARY FROM 1986 (MOVE TO CITY HALL SITE) THRU SEP 30, 2004 DESCRIPTION AMOUNT SUBTOTALS EQUIPMENT: Computers $5,990.98 VCRs, Cameras, Typewriters $775.00 Book Drops $2,581.93 Art for New Library $20,000.00 Signs $464.00 Puppet Stage & Puppets $813.99 $30,625.90 FURNISHINGS: Shelving & Display Racks $18,024.80 Chairs, Rugs, Occasional Tables $16,994.11 Cabinets, Work Tables $7,095.20 Other $5,613.15 $47,727.26 MATERIALS: Books $23,881.14 Books for New Library -Opening Day Coll. $10,000.00 Books on Tape $5,431.93 Book bags for Checking Out From Library $600.00 Videos, Tapes, CDs, DVDs $5,746.25 Childrens' Mat'ls. other than boA%% $491.79 Other $5,443.65 $51,594.76 PROGRAMS: Children $2,852.25 Young Adult $5,712.12 Adult $8,145.88 Volunteer $773.85 Friday Music $2,820.00 Cultural Pass $4,773.87 Thank You Program for Workers on New Libr. $1,000.00 Opening Day Program - New Library $2,000.00 Promotional $4,315.33 Library Foundation $1,890.00 Other $530.81 $34,814.11 GRAND TOTAL $164,762.03 AVERAGE ANNUAL DONATION $9,153.45 DONATIONS SINCE NEW LIBRARY OPENING $34,070.00 AGENDA ITEM # °Y + FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Appoint Brian Davies to the Park and Recreation Advisory Board and appoint Trisha Swanson as the alternate to that Board. PREPARED BY: Susan Koeppin. DEPT HEAD OK CAV- CITY MGR OK ISSUE BEFORE THE COUNCIL Will the Council fill a mid-term vacancy by appointing Brian Davies to complete that term? Since there is currently no alternate to this Board, will the Council appoint Trisha Swanson as the alternate? STAFF RECOMMENDATION Appoint Brian Davies to the Park and Recreation Advisory Board, and appoint Trisha Swanson as the alternate to that Board. INFORMATION SUMMARY Darrin Marks, who was one of the initial members of the Park and Recreation Advisory Board, resigned when he moved out of the area. After interviewing applicants, the Mayor's Appointments Advisory Board is recommending Mr. Davies to complete the term initiated by Mr. Marks and Ms. Swanson to serve as the alternate to the Board. The Council also expresses their appreciation to Mr. Marks for his service on the Park and Recreation Advisory Board. OTHER ALTERNATIVES CONSIDERED none VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Goal: City will maximize the effectiveness of the volunteer spirit to accomplish the greatest good for our community. ATTACHMENT LIST Resolution to appoint Mr. Davies and Ms. Swanson Biographical information on the appointees FISCAL NOTES There is no fiscal impact directly associated with this action. Biographical information on Park and Recreation Advisory Board applicants March 22, 2005 Brian Davies lives in Tigard near Englewood Park. The Davies family lived in Beaverton before moving to Tigard about two years ago. His work in swimming and outdoor recreation and his educational background will make him a valuable member of the Park and Recreation Advisory Board. Trisha Swanson lives in the unincorporated area of Bull Mountain. She teaches courses in Management Information Systems and Problem Solving in Complex Organizations, and is an active volunteer in the elementary schools. As a parent of young children, she is interested in the continued improvement of Tigard Parks. AGENDA ITEM # 'e-I. 3 FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Approval of Library Policies PREPARED BY: Margaret Barnes DEPT HEAD OK CITY MGR OK a ISSUE BEFORE THE COUNCIL Tigard City Council to approve policies for the Tigard Library as recommended by the Tigard Library Board. STAFF RECOMMENDATION Approve attached policies as recommended by the Tigard Library Board and as stated in the Tigard Municipal Code, Section 2.36.040. INFORMATION SUMMARY The Tigard Library Board reviews pertinent policies and procedures annually that relate to the operation of the Tigard Public Library. As it states in the Tigard Municipal Code, Section 2.36.040 Board Responsibilities: To recommend library policies as deemed desirable in the operation and utilization of library facilities to the Council. Over the past several months and including the meeting of March 10, 2005, the Library Board met to review various policies and unanimously approved the policies listed below. The City Attorney has reviewed these documents and has no concerns or issues. The Library Board is forwarding the following polices to Council for their approval: Cell Phone Policy Freedom to Read Library Bill of Rights Library Borrowing Policy Internet Acceptable Use Policy Study Room Use Policy If adopted, the policies will be incorporated into the Library's policy manual. OTHER ALTERNATIVES CONSIDERED None. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY None. ATTACHMENT LIST 1. Cell Phone Policy 2. Freedom to Read 3. Library Bill of Rights 4. Library Borrowing Policy 5. Internet Acceptable Use Policy 6. Study Room Use Policy FISCAL NOTES None. Tigard Public Library Attachment 1 Adopted by the Tigard Library Board March 10, 2005 CELL PHONE POLICY The Tigard Public Library provides an environment conducive to study and welcoming to all users. Further, the Tigard Public Library is dedicated to providing access to knowledge and information through reading, writing and quiet contemplation, and providing for patrons that right to use materials and services without being disturbed or impeded. Therefore, the use of cell phones and similar wireless communication devices is not permitted within the Tigard Public Library by public or staff, except in designated areas: • Main Lobby of the building where the coffee bar is located • Staff Room • Meeting Rooms/Study Rooms (groups using these rooms may set their own guidelines) and • Any area outside of the building Inappropriate use of such devices is considered disruptive behavior. This policy will be enforced under the Library's Patron Guidelines. The Library reserves the right to ask patrons to leave the building if they are using cell phones in restricted areas or disturbing others in any area of the building. Adopted by the Tigard Library Board March 10, 2005. Tigard Public Library Attachment 2 Endorsed and reaffirmed by the Tigard Library Board November 18, 2004 The Freedom to Read The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove or limit access to reading materials, to censor content in schools, to label "controversial" views, to distribute lists of "objectionable" books or authors and to purge libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to counter threats to safety or national security, as well as to avoid the subversion of politics and the corruption of morals. We, as individuals devoted to reading and as librarians and publishers responsible for disseminating ideas, wish to assert the public interest in the preservation of the freedom to read. Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to recognize propaganda and misinformation, and to make their own decisions about what they read and believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be "protected" against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression. These efforts at suppression are related to a larger pattern of pressures being brought against education, the press, art and images, films, broadcast media and the Internet. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government officials. Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with controversy and difference. Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. The written word is the natural medium for the new idea and the untried voice from which come the original contributions to social growth. It is essential to the extended discussion that serious thought requires, and to the accumulation of knowledge and ideas into organized collections. Tigard Public Library Endorsed and reaffirmed by the Tigard Library Board November 18, 2004 We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures toward conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and our culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making it possible for the readers to choose freely from a variety of offerings. The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights. We therefore affirm these propositions: 1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority. Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept that challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist idea at birth would mark the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we believe but why we believe it. 2. Publishers, librarians and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated. Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what one can read should be confined to what another thinks proper. Tigard Public Library Endorsed and reaffirmed by the Tigard Library Board November 18, 2004 3. It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author. No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish that draws up lists of writers to whom it will not listen, whatever they may have to say. 4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression. To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters values differ, and values cannot be legislated; nor can machinery be devised that will suit the demands of one group without limiting the freedom of others. 5. It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous. The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for others. It presupposes that individuals must be directed in making up their minds about the ideas they examine. But Americans do not need others to do their thinking for them. 6. It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to public information.. It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society individuals are free to determine for themselves what they wish to read, and each group is free to determine what it will recommend to its freely associated members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive. Further, democratic societies are more safe, free, and creative when the free flow of public information is not restricted by governmental prerogative or self-censorship. Tigard Public Library Endorsed and reaffirmed by the Tigard Library Board November 18, 2004 7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good one, the answer to a "bad" idea is a good one. The freedom to read is of little consequence when the reader cannot obtain matter fit for that reader's purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity for the people to read the best that has been thought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principle means of its testing and growth. The defense of the freedom to read requires of all publishers and librarians the utmost of their faculties, and deserves of all Americans the fullest of their support. We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of the written word. We do so because we believe that it is possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may mean the dissemination of ideas and manners of expression that are repugnant to many persons. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours. This statement was originally issued in May of 1953 by the Westchester Conference of the American Library Association and the American Book Publishers Council, which in 1970 consolidated with the American Educational Publishers Institute to become the Association of American Publishers. Adopted June 25, 1953; revised January 28, 1972, January 16, 1991, July 12, 2000, June 30, 2004, by the ALA Council and the AAP Freedom to Read Committee. A Joint Statement by: American Library Association Association of American Publishers The Media Institute National Coalition Against Censorship National PTA Parents, Families and Friends of Lesbians and Gays People for the American Way Student Press Law Center The Thomas Jefferson Center for the Protection of Free Expression Endorsed and reaffirmed by the Tigard Library Board, November 18, 2004. Tigard Public Library Attachment 3 Endorsed and reaffirmed by the Tigard Library Board September 9, 2004 Library Bill of Rights The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services. 1. Books and other library resources should be provided for the interest, information and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background or views of those contributing to their creation. II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval. III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas. V. A person's right to use a library should not be denied or abridged because of origin, age, background or views. VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. 0 Adopted June 18, 1948. Amended February 2, 1961, and January 23, 1980, inclusion of "age" reaffirmed January 23, 1996, by the ALA Council. Endorsed and reaffirmed by the Tigard Library Board, September 9, 2004. Tigard Public Library Attachment 4 Adopted by the Tigard Library Board March 10, 2005 Library Borrowing Policy Borrowing periods, limits, renewals and reserves Borrowers must have a valid library card to check out materials. (A driver's license or other appropriate identification may be used on occasion if the card is forgotten, but should not be used as a permanent substitute for the actual library card.) In order to provide for the efficient and equitable circulation of materials, the library sets the policies regarding length of loan for various materials; limits on the number of items that can be borrowed; renewals and reserves. a. Equipment disclaimer The library assumes no responsibility for damage caused to a borrower's audiovisual or computer equipment. b. Length of loan The Tigard Public Library sets the borrowing period for all materials borrowed and reserves the right to set limited loan periods for particular types of material. Tigard Library will honor borrowing periods set by other loaning libraries. c. Limits Limits may be placed on the number of items checked out per patron in order to give access to library materials to a greater number of patrons. d. Renewals Items may be renewed for up to two (2) renewal periods. Items that are on a waiting list for other patrons may not be renewed. Items may be renewed through the online catalog, by presenting them at the circulation desk, or by phone. Items long overdue are set to lost status and may not be renewed. e. Holds (Reserves) Patrons may have up to 50 hold requests. Tigard Public Library allows most circulating materials to be placed on reserve. IV. Fines, fees and replacement charges Library material is loaned without charge for a defined loan period. Material retained past the loan period is subject to overdue fines. Tigard Public Library Tigard Public Library Adopted by the Tigard Library Board March 10, 2005 charges overdue fines in order to encourage library users to return materials for use by other patrons. Patrons are charged fines for material that is overdue, beginning the first day after the due date. Fines are not charged for days that the library is closed. The charge for lost or damaged material is the replacement cost of the item plus the processing charge. The processing charge is intended to help offset the labor and materials cost involved with processing a replacement item. If a patron has paid for a lost Tigard Public Library item and recovers and returns the item in good condition within sixty days, he/she will be entitled to a refund for the price of the item, minus any other charges. Charges are not assessed for minor damage or general wear and tear. Charges will be assessed for damage beyond normal use and that is obviously the patron's responsibility. This includes items that are marked, cut, wet, moldy, scribbled on, chewed, melted, have foreign materials on them, or missing parts that affect the use of the item. Items that are damaged and need to be withdrawn from use will be charged the full price plus processing charges. Items that are damaged in a way that will shorten the useful life of the item but that can still be used will be charged up to one-half the price of the item. Patron account charges must be paid within one year of assessment and remain below $10.00 total in order to remain in good standing. Borrowing privileges for accounts that are not in good standing will be suspended until the charges are paid. Patron accounts with at least $25 in fines or lost material charges may be turned over to a collection agency 49 days after the due date. Accounts referred to a collection agency will be assessed an additional fee to cover the agency cost. Tigard Library charges overdue fines and processing fees according to the fine structure of Washington County Cooperative Library Services (WCCLS). These charges are detailed in Borrowers Schedule of Charges. Adopted by the Tigard Library Board March 10, 2005. Tigard Public Library Attachment 5 Adopted by the Tigard Library Board November 18, 2004 INTERNET ACCEPTABLE USE POLICY The Tigard Public Library offers public Internet access as part of its mission to provide resources that reflect the great diversity of interests and opinions in our community. Internet use will be managed in a manner consistent with the Library Use Guidelines, which are posted in the Library. Failure to use the Internet stations appropriately and responsibly may result in revocation of Internet use privileges, Library privileges and/or criminal prosecution. As with other library resources, providing access to electronic information does not imply sponsorship nor endorsement by the Library. The Library does not monitor and has no control over the information viewed through the Internet and cannot be responsible for its content. Users are encouraged to take advantage of the Internet and to exercise good judgment and discretion. The Internet offers access to many valuable sources of information, but not all sites are accurate, complete, or current. There are many sites that carry information that you may think controversial or inappropriate. It is left to each user to choose what is individually appropriate and, as with other Library materials, parents or legal guardians are responsible for their minor children's use of the Internet. Privacy Protection: Users should be aware that it is their responsibility to protect their privacy while using the Internet. Interactions involving personal information such as credit card numbers, home address and phone, etc. should be used with caution. Tigard Library and the City of Tigard are not responsible for sensitive or personal information transferred via the Internet on Library computers. Adopted by the Tigard Library Board November 18, 2004. Tigard Public Library Attachment 6 Adopted by the Tigard Library Board March 10, 2005 STUDY ROOM USE POLICY The Tigard Public Library provides three study rooms for use by individuals and community non-profit groups. When not in use for library activities, the rooms are available under the following guidelines approved by the Library Board, and the general Library Use Guidelines. The Library Board neither approves nor disapproves of content, topics, subject matter, or points of view of individuals or groups using the study rooms. Rules • The rooms are available for non-profit, educational, or cultural groups of up to six persons, or for individuals who wish to study. • Rooms are available on a first-come, first-served basis. • The rooms are available during the hours the library is open. Use of the rooms must end at least 15 minutes prior to the library closing. • Activities in the rooms must not be disruptive to others in the building. • Activities occurring in rooms must not violate any City of Tigard ordinances or state statutes. • Rooms and furnishings must be left in their original condition. Reservation Procedures • Rooms must be reserved by sign-up at the main Reference Desk. Sign-ups may be done in person or by telephone. • Rooms may be reserved up to one week in advance. • Identification such as a Student I.D. card, Library Card or valid Oregon Driver's License or Oregon State I.D. card is required for reservation of a Study Room. The card will be held during the use of the Room. • Maximum reservation time for groups or individuals is two hours a day. • Reservations will be held for up to 15 minutes after the reservation beginning time. Tigard Public Library Adopted by the Tigard Library Board March 10, 2005 • Users must check-in at the Reference Desk before using a room. Rooms are kept locked when not in use and can be opened only by library staff. • In order for users to retrieve their identification, they will be asked to sign-out at the Reference Desk when they have finished using a Study Room. City Liability All groups or individuals using the Library study rooms agree to take appropriate measures to protect, indemnify, and defend the City, its elected and appointed officials, and all employees against any and all claims as a result of persons attending any function at the facility. This provision includes any expenses incurred by the City defending any such claim. The City, its elected and appointed officials, and all employees will not be held responsible for any lost or stolen articles as a result of persons attending any function in the building. User Liability The City recognizes that a certain amount of wear will occur to the study rooms over the course of normal use. However, in the event the abeve maintenance guidelines are violated, the u'ser will be liable for the following charges: 1. Repair or replacement of equipment or facilities damaged due to neglect, vandalism or misuse. 2. Cleaning expenses incurred to clean up the room if not left in the same condition as found. Adopted by the Tigard Library Board March 10, 2005. AGENDA ITEM # q, q FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Approval of Interim City Manager Employment Agreement with Finance Director Craig Prosser and Authorization for Mayor to Sign Agreement PREPARED BY: Sandy Zodrow, HR Director TYP HEAD OK CITY MGR OK ISSUE CBEEFORE THE COUNCIL Should Council approve the Interim City Manager Employment Agreement with Finance Director Craig Prosser and authorize the Mayor to sign the agreement? STAFF RECOMMENDATION Approve agreement and authorize Mayor to sign INFORMATION SUMMARY Council has been working recently on developing the terms of an interim employment agreement with current Finance Director Craig Prosser to serve as the Interim City Manager while the City recruits for this vacancy. The City Council reviewed this matter most recently in their March 1, 2005 Executive Session and gave direction to Sandy Zodrow, Human Resources Director, to incorporate their directions into a final agreement using the prior City Manager agreement as a framework. The City Attorney's Office has completed a Final Agreement incorporating these provisions, which is attached and noted as Exhibit A. OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Interim Employment Agreement marked "Exhibit A" FISCAL NOTES The total cost for the interim city manager contract, including salary and benefit expenses, will depend upon the term of service, which in turn is dependent upon the recruitment and hiring of new manager. The total cost from January 26, 2005 to June 30, 2005, however, is $ 59,828.20. EMPLOYMENT AGREEMENT This employment agreement is entered into by the City of Tigard, Oregon (City) and Craig Prosser (Employee). It governs the employment relationship between the City and Employee from January 26, 2005, until completed or terminated as provided below. RECITALS A. On January 26, 2005, City and Employee orally agreed that Employee would serve as Interim City Manager until a non-interim City Manager is appointed and starts work. This agreement is intended to formalize the employment relationship while Employee serves as Interim City Manager. B. Employee was serving as the City's Finance Director at the time he agreed to serve as Interim City Manager, and the parties contemplate that Employee will return to that position when a new City Manager takes office. C. This written employment agreement is intended to create a professional and business-like relationship serving as a basis for effective communication and as a means for avoiding misunderstanding. TERMS OF AGREEMENT SECTION 1 - EMPLOYMENT, DUTIES AND AUTHORITY: A. Employee shall serve the City as Interim City Manager under the terms specified in this Agreement. B. The authority of Employee, consistent with State law, City Charter or ordinance, shall include, but not be limited to the following: (1) The overall management, administration, and direction of City operations; (2) The hiring, disciplining, and firing of all City Employees, except Municipal Judge and City Attorney; (3) The negotiation, execution and administration of City contracts within budget appropriations pursuant to City policy and ordinance; and (4) Policy advice to elected officials, and open communication with the community so as to foster responsive and courteous public service. C. The Mayor and Council of the City agree to direct their concerns and communications concerning City administration to or through the Interim City Manager. Employee agrees to respond promptly to all inquiries from the Council whether made individually or collectively. SECTION 2 - TERM A. This agreement governs the employment relationship between City and Employee for the period of time that Employee serves as Interim City. Manager. That relationship began on January 26, 2005. This agreement shall remain in effect until the term is completed or terminated as provided in Section 3. B. Employee agrees to remain in the exclusive employ of the City during the term of this Agreement, and agrees neither to accept employment, nor to become employed by any other employer while this agreement remains in effect. The term employed shall not be construed to include occasional teaching or consulting on the Employee's time off, which shall be at the Employee' s discretion after notice to the Mayor. SECTION 3- END OF TERM OF AGREEMENT/TERMINATION A. End of Term. The term of this agreement shall end when a non-interim City Manager takes office. At that time, unless Employee has been terminated for cause, Employee shall resume his position as Finance Director for the City, and shall be paid and receive benefits as established for that position. The time served as Interim City Manager shall be credited to Employee for all purposes related to seniority, pay and benefits. B. Early End of Term. The parties may by mutual agreement provide that Employee cease to serve as Interim City Manager and resume the position of Finance Director at any time. C. Termination For Cause. This Agreement may be terminated immediately for cause in the sole discretion of the City upon the occurrence of any of the following events: (1) Employee willfully and continuously fails or refuses to comply with the policies, standards, and regulations of the City as are, from time to time, established; (2) Employee commits an act of fraud, dishonesty, misappropriation of funds, embezzlement, or other misconduct in the rendering of services on behalf of the City; (3) Employee fails or refuses to perform faithfully or diligently any of the provisions of this Agreement; (4) Employee is unfit for the position per Federal, State and City rules and regulations applicable to all Employees in a For-Cause Termination. D. Reduction in Authority or Benefits. If the City reduces the salary or other financial benefits of Employee in a greater percentage than an applicable across-the-board reduction for all management Employees of the City, or if the City reduces the authority of Employee as Interim City Manager, then Employee may, at his option, deem this agreement to be ended and resume his duties as Finance Director, after providing 30 day's notice to the Council of his intent to do so. E. At-will Contract. The employment relationship between the City and Employee is an at-will relationship and nothing in this agreement limits the ability of the City or Employee to terminate the relationship for any cause or for no cause. F. Accrued Vacation on Termination. Termination or resignation in good standing shall entitle Employee to a lump sum payment equivalent to all accrued vacation and other entitlement benefits. G. Notice of Resignation. If Employee voluntarily resigns his position with the City before expiration of this Agreement, Employee shall give the City at least 60 days written notice, excluding use of accrued vacation, and Employee shall be present to serve during the 60 day period. After the Employee has given notice, the City and Employee may agree to a termination date other than that set forth in the notice of resignation. SECTION 4- SALARY, HOURS OF WORK, VACATION AND SICK LEAVE A. Salary. The City agrees to pay the Employee for his services as Interim City Manager at an annual rate of $110,986.00, payable in the same installments and in the same manner as other management employees are paid. The salary may be adjusted by the City Council, but any reduction in salary is subject to Section 3D. B. Cost-of-Living Adjustments: Employee shall receive future cost-of-living allowances in the same percentage and on the same effective date as other City management Employees. C. Hours of Work: Because the Employee will devote a great deal of time outside normal office hours to the business of the City and because flexibility in hours worked and work schedule benefit both the City and Employee, the Employee has sole discretion as to his work schedule and hours worked. D. Vacation: Employee shall accrue vacation benefits at the same rate as other management employees with the same seniority, provided, however, that there will be no cap on vacation accrual while Employee serves as Interim City Manager. Any accrued vacation in excess of the cap shall carry over to Employee' s anticipated service as Finance Director, but the cap shall apply to any subsequent accruals as Finance Director. Employee currently accrues vacation time at the rate of 7.39 hours per pay period. E. Sick Leave: Employee shall be entitled to continue to earn and accrue and use sick leave benefits on the same terns as other management City employees. Employee currently accrues sick leave at the rate of 3.7 hours per pay period. F. Pa orbporting: Employee shall be on straight salary as per this section of the Agreement and shall be paid automatically by the City as per this Agreement. Any vacation or sick leave used shall be reported to the City in the same manner as for other City employees. SECTION 5- RETIREMENT BENEFITS, HEALTH AND DISABILITY INSURANCE, LIFE INSURANCE A. Retirement Benefits and Health and Disability Insurance: The City shall continue to provide Employee with all retirement, deferred compensation, and life, disability, health, dental and vision insurance benefits, as those benefits were provided to Employee as Finance Director. Those benefits include a contribution (11 % of salary) to Employee's ICMA retirement plan and a 3% match of employee's deferred compensation contributions. B. Additional Life or Long-Term Care Insurance: City will reimburse Employee for the cost of a long tern care or additional life insurance policy, the cost of which shall not exceed $880 per year. Employee has the right to retain the policy at Employee' s expense after this agreement ends or is terminated. SECTION 6 - PROFESSIONAL DEVELOPMENT AND EXPENSES A. The City encourages the professional growth and development of Employee and encourages participation as Employee deems appropriate in professional associations, short courses, seminars and conferences. The City shall pay for Employee's membership in GFOA (national government finance professionals organization) and OMFOA (state government finance professionals association). The City shall permit a reasonable amount of time for Employee to attend annual conferences of these organizations and of the League of Oregon Cities, and the City shall pay for the direct costs necessary for travel, subsistence and registration subject to reasonable availability of funds and as approved in the annual budget. B. The City recognizes that certain expenses of a job-affiliated nature are incurred by Employee on behalf of the City and hereby agrees to reimburse or pay said general expenses on a monthly reimbursement basis, and the City shall disburse such moneys per receipts or personal affidavits. Any civic service club memberships taken out at City expense shall be upon the approval of the Mayor. SECTION 7 - PERFORMANCE REVIEW The City Council shall conduct a performance review of Employee' s performance at Interim City Manager no later than June 21, 2005. In the event the City determines that the performance of the Employee is unsatisfactory in any respect or needs significant improvement in any area, the City shall describe these concerns in writing and in reasonable detail or with specific examples so as to be objective and positive in nature. SECTION 8 - GENERAL PROVISIONS A. The City agrees to defend, hold harmless, and indemnify the Employee from any and all demands, claims, suits, actions, and legal proceedings brought against Employee in his individual capacity, or in his official capacity as agent and Employee of the City, as to any actions of Employee within the scope of his employment. The City agrees to pay premiums on appropriate insurance policies through the City's normal insurance program and through the Public Officials Liability Insurance Program of the International City Management Association. B. Other Terms and Conditions of employment may be determined by the City relating to the duties and performance of the Employee, provided that such terms and conditions are not inconsistent with the provisions of this Agreement, the City Charter, or any other law. Employee shall receive benefits equal to those provided to other City management employees, except where specifically addressed in this Agreement. Nothing shall restrict the ability of the City and Employee to mutually, and in writing, amend or adjust the terms of the Agreement. Employee reserves the right to discuss the terms or termination of this Agreement with the Council as a whole or in either closed Executive Session or open Regular Session as State Law allows and as the Employee deems appropriate. C. Except as otherwise specifically provided by this Agreement, the Employee shall be entitled to receive the same salary, compensation, vacation, sick leave, and other benefits as accorded any other management City Employee, including provisions governing accrual and payment therefore on termination of employment. All provisions of the City Charter and other City programs relating to Employee benefits and working conditions as they now exist, or as amended, shall also apply to the Employee as to other unclassified Employees, and are in addition to any benefits to the Employee specifically identified in this Agreement. D. The written text constitutes the entire agreement between the parties and any oral or other understandings are not binding upon the parties, unless specifically amended in writing by mutual agreement. This Agreement shall be binding and inure to the benefit of the heirs at law and executors of Employee. E. If any provision, or portion thereof, contained in this Agreement is held to be unconstitutional, invalid or unenforceable, the remainder of this Agreement, or portion thereof, shall be deemed severable and shall not be affected, and shall remain in full force and effect. CITY OF TIGARD May - City of Tigard Craig Pross -3/1 VIC S_ OOL+ 2 XftEST: ity Recorder APPROVED AS TO FORM ity Attorney' Badmkmig & jomme\intaim contract from rccb70805c1eaned.doe3/9/05 AGENDA ITEM # 4,15 FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Relinquishment of public sewer easements at Tigard Market Place X511$ n PREPARED BY: Greg N. Berry DEPT HEAD OK qlo-L CITY MGR OK CX ISSUE BEFORE THE COUNCIL Should City Council approve the requested relinquishment of public sewer easements? STAFF RECOMMENDATION That City Council, by motion, approve the relinquishment of easements and authorize the City Manager to sign the attached "Relinquishment of Easement" (Attachments 3 & 4) for each of two requested relinquishments. INFORMATION SUMMARY The owner of Tigard Market Place, 13500 SW Pacific Highway, has requested the City to relinquish a portion of a public sewer easement and the entirety of a second easement. The first request is to relinquish a small portion of an easement designated as "22" to avoid a building encroachment into the easement. The second request is to relinquish a an easement designated "6" in the request. Public facilities are no longer in this easement. For the easements in this particular situation, City Council approval is sufficient to relinquish interest. Staff has reviewed the request and has found that the City has no further interest in the easements proposed to be relinquished and recommends approval of the request. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY None ATTACHMENT LIST Attachment 1: Applicant's Request (4 pages) Attachment 2: Relinquishment of Easement Attachment 2.1: Easement Agreement (No. 22); Doc. No. 2003-158757 (3 pages) Attachment 2.2: Exhibit A Attachment 3: Relinquishment of Easement Attachment 3.1: Easement Agreement (No. 6); Book 617, Pages 598-9 (2 pages) Attachment 3.2: Exhibit B FISCAL NOTES The easements requested to be relinquished were conveyed to the City at no cost as a conditional of approval for a previous development and have no current value. The applicant has paid the Vacation Request deposit of $1,790. Because this is a relinquishment of an easement rather than an easement vacation, the actual current cost of processing the request, $350, is substantially less than the fee expected for a vacation easement. The difference, $1,440, will be returned to the applicant if there are no additional charges. iAeng%gre0\dpard market pl2cet2-22-05 t10ard market pi easements ais.doc • Attachment 1 Mayor copies to: Other: Councilors City Manager Council Mail MICHAEL G. MAGNUS, P.C. Mayors Calendar Park Plaza West, Suite 450 10700 SW Beaverton-Hillsdale Highway Beaverton, Oregon 97005 TELEPHONE (503) 641-7468 FACSIMILE (503 646-3339 -Mail mgm@magnusbarg.com RECEIVED C.O.T. Michael G. Magnus (Oregon, California and Washington Bars) NOV 19 2004 Administration November 18, 2004 City Council City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Re: Vacation of Sewer Easements - Tigard Marketplace Dear Council Members: I represent 13500 Pacific Corp., a Michigan corporation, the owner of Tigard Marketplace, 13500 SW Pacific Highway. I discussed with Greg Berry, Engineer for the City, that my client wishes to vacate one easement in its entirety, and a portion of another easement which are located under Tigard Marketplace. Mr. Berry told me that my client needs to apply for the vacation to the City Council. This letter constitutes such application. My client's check of $1,790 for the application fee is enclosed. I enclose a survey excerpt of the Tigard Marketplace. I have marked in "red" and in "yellow" the areas which my client asks the City to vacate. When the Haggen Store was constructed, the sewer line in the area that is designated 6 was abandoned, i.e. it is no longer in use. The area designated "B" is a small area under the Haggen Store which is not being used for the existing pipe. I am enclosing a copy of the easement document which is marked number "6" and I am enclosing the easement that is designated "22" which was granted by my client to the City of Tigard during the construction of the Haggen Store. This latter easement is being used. City Council November 18, 2004 Page 2 Please advise if you need further information. Otherwise, please commence the process to vacate easement number 6 and part of easement number 22. Please provide me with a schedule of any hearings about vacation of the easements. Thank you. Very truly yours, I MAGNU! P.C. icha us MGM:dt Enclosures cc: Mr. Cap Berri Mr. Matt Byron Logan Davidson, Esq. Mr. Greg Berry 504\011 city council Itr easement vacation 'L. P.. 20 If. S. \ y \ Us 220 P.S L. P. ~ ~ 150; 0,~,.,, LNP. S. ACH.0 :1. a , METAL STARS STEPS \ A D. S; P -1 TM. Ad. H. 15' ESMT 21 2007 EL EC P. B. \ 1...... D.L 20 ~ . S.• ~ \ ~ ~ I .y P. L. P.; '20 *P- S \ \ (ADDRESS• 136( \ HEIGHT=37f ONE STORY BUI ' AREA=55,609 SG 19 P.S. L'P ~j HEIGHT=AS NO) ° N 19 .P.S- I U. V. S SN(TYP) J \ I ❑ 6 10' ESMT' ~ ~ I R •`N 20' ESMT' 22 M I~ :4.J' 20P. S' I P .P, PD. i 17'P.S I I G.P I c H. I o 194.6' 15'ESMT" 21 _,r~...:. :.,::;•.':,T,r>..,,< x-f~xn u r.:- ~ D.1. M• 0 00 C. 0. ° 21 `P.S' FH.iT~m M.H\ \ Ecime- \ _ ~W, - 77S. N54 °07',34 "W 633.44' 0`0001 13 15' ESMT' ' S,o2 - v cake OM fVP-a-A C EF*Lern+ i* o~ V. PROF 9 22~ n ~pR 5 0 C~L~ I~YeC~ rCty~ C use~rw da)- :~81a ~36~~PR~' ~ NOTICE OF INTENT TO FILE VACATION PETITION Petitioner or Representative: Michael G. Magnus, Esq. for 13500 Pacific Corp. Address:10700 SW Beaverton-Hillsdale Hwy #450, Beaverton Oregon 97005 Phone: 503-641-7468 Legal Description of Area to be Vacated: See Exhibit "A" and."B" attached hereto Deposit Amount: $1,790.00 (Payment and refund shall be as provided in the Deposit Agreement) Submittal Requirements: 1. Completed "Notice of Intent to File Vacation Petition" 2. Deposit in the amount of $1,790.00 3. Signed "Notice of Intent to File Vacation Petition Fee Agreement" 4. Letter requesting that Council initiate vacation proceedings including a detailed description of the area to be vacated and reason for the vacation request. 5. Map of the area to be vacated prepared by a professional engineering firm. 6. Legal description of the area to be vacated prepared by a professional surveyor. i iAcurpln\masters\notice of intent to file vacation petition.doc 1 City Council Document Transmittal CITY OF TIGARD To: era', 1 P, O's OREGON From: Date: I'm sending you: Document Type: ❑ IGA ❑ Contract ❑--Other a 4e ti Document Name: _ 3 as o~; C~v m c: 0 eInAo. I Approved at the Council Meeting of: 22 Number Copies Included: ❑ Your document(s) have been signed by the Mayor -eed. tD (our document(s) he e-bee-n signed by the City Manager ❑ Your document(s) requires an additional signature(s) ❑ When all signatures have been obtained, file an original document with City of Tigard Records ❑ Additional instructions: l (~7('c S l l (U 1 I: WDMIFORMS\CITY COUNCIL DOCUMENT TRANSMITTAL.DOC ' V ► 1 s l~_~~/,~ Attachment 2 AFTER RECORDING RETURN TO City of Tigard City Records Division 13125 SW Hall Blvd Tigard, OR 97223 RELINQUISHMENT OF EASEMENT The CITY OF TIGARD, OREGON, a municipal corporation duly organized and existing under the laws of the State of Oregon, hereinafter called CITY, hereby releases any and all interest in a portion of an easement, situated in Washington County, Oregon, conveyed to CITY by Document No. 2003-158757, Washington County, Oregon. CITY no longer has a need for a portion of the easement described above; said portion is described in Exhibit "A", attached hereto and incorporated herein by this reference. Dated this day of .2005 CITY OF TIGARD, OREGON By: City Manager STATE OF OREGON ) County of Washington ) On , 2005 personally appeared before me, who, being duly sworn, did say that he is the City Manager of the City of Tigard, Oregon, and that said instrument was signed on behalf of said City by authority of its Council; and he acknowledged said instrument to be the City voluntary act and deed. NOTARY PUBLIC OF OREGON My Commission Expires: henprgrepWgard market placelrelhpuishmem ti0ard market place a.doc Attachment 2.1 RE :URN RECORDED DOCUMENT TO: Washington county. Oregon 2003-158757 1 :20 AM r CITn' HALL RECORDS DEPARTMENT, D-2 09111tt200] 09: rt- .00 CITY OFTIGARD f15.00 !0.00 !111.00,00 - • Total I . LT t]2.00 3 13125 Tigard R 97223 ' RECEIVED lllillllllllllllllllllllllllllllllllllllllll~IN CORPORATE I' HJ U L 2 10~ ~ 00440647200301081310030033 ELL'UII ASSOCIATES, IN I,Jgryeltia ,Dll.c"o u...m.N .ntlT.[nbn Nd O.-0RI[b C.unbt Nh. 012 COWny, er.OeR oe h.r.dY [.Wifyiry lh.t N. w11Nn n[wm.nl of N.ItlrO or nlc.lv.tl NO old.tln e.v d1 File No. SIR- ZaOO' tS ndord.awd[duvY. `S:_~„ .o„ J.nY P. H...'otrucub,l lm.nl.nd rudndn Esanae couutY can EASEMENT PERMANENT STORM SEWER Space above mservedjor Wmhington County Recording information J,?SOO hereinafter called the Grantors, grant and convey unto the City of Tigard a perpetual easement for constructing, reconstructing, operating, maintaining, inspecting, and repairing of an underground storm drainage line and appurtenances, together with the right to remove, as necessary, vegetation, foliage, trees, and other obstructions on the parcel of land described in Exhibit "B", situated in the City of Tigard, Washington County, State of Oregon. THE TRUE CONSIDERATION for this conveyance is $ 0.00 . However, the actual consideration consists of or includes other property or value given or promised which is the whole consideration. IT IS EXPRESSLY UNDERSTOOD that this easement does not convey any right, title, or interest except those expressly stated in this easement, nor otherwise prevent Grantors from the full use and dominion thereover, provided, however, that such use shall not interfere with the uses and purposes of the intent of the easement. IN CONSIDERATION of the premises, Grantee agrees that if said Grantee, its successors or assigns should cause said easement to be vacated, the right of the Grantee in the above-described easement will be forfeited and shall immediately revert to the Grantors, their successors, and assigns in the case of such event. TO HAVE AND TO HOLD the above-described and granted premises unto said Grantee, its successors, and assigns forever. IN WITNESS WHEREOF, I hereunto set my hand on this /5~ day of J&//q 20 N~ eofCorporation Signatur /-76 Cs~v 4ol✓1So s dl/ oo ~kVe,/- ~cp &h'Ia l X SeA n, Address Title Nor'l Signature Title STATE OF ORECI~ 04r,k"'O) )ss. County of 1g1a "rsn ) This mrnt was acknowledged before me on l f b3 (date) by t t Ar-- loS)tJ~' 4, c >e~ (name(s) of pvson''(s)y es: (type ofau e.gg.r , officer, trustee, etc) of f 3 Sao +h ~C f o C AtLC(VIj'-s (name of party on behalf of whom instrument was executee. 1 Notary's Signature NOTARY PUBLIC STATE OF WCHIGAN r • • OAKANDOOUN1Y My Commission Expires: MY rXR t1 tlssION ESP. DEC 13 1, rw Accepted on behalf of the City of Tigard this 8 day of Av!jv%+ 2001, [,--t-f• AL Ci U ngineer NO CHANGE IN TAX STATEMENT 1:1ENGVOa-F0RM1rSE W 0.{DOT 2003-168767 November 15, 2001 Exhibit "B" Tigard Marketplace - Storm Easement A strip of land 20.00 feet in width, situated in the SW of Section 2, T.2S., RI W., W.M., City of Tigard, Washington County, Oregon, lying 10.00 feet on each side of the following described centerline: Beginning at a point on the southwesterly line of that tract of land described by deed to 13500 Pacific Corp., a Michigan Corp., recorded in document No. 91-001296, Washington County deed records that is North 53° 40' 27" West 181.11 feet from the most southerly comer of said Pacific Corp. tract; Thence North 5° 51' 52" West 56.03 feet to the true point of beginning of the herein described centerline; Thence North 54° 46' 11" West 51.22 feet to a point; Thence North 38° 49' 16" East 54.89 feet to a point and the terminus of said centerline. The sidelines of said 20-foot wide easement strip are subject to lengthening and / or shortening so as to terminate upon the proper boundaries. Courses in above description are derived from said Fee No. 87055037, Washington County Records. 2003-168767 , i / i Don Cushing Associates Civil Engineers 6750 Franklin Street, Suite B, Tigard. OR 97223 I II (503) 620.7884 • Fax: (503) 620.2771 / I 1 1 I ( 1 11 1 1 1 1 1 I 1 I tl' EXHIBIT If I STORM EASEMENT I 1 1 / I 1 I ~ / I 1 111 1 1 1 1 1 I 1 1 III 1 I I 1 I ; I 1 I I I, ~ ~ 1 I 1 1 1 1 I I I 1 ; 1 1 I 1 1 / I 1 III I I 1 1 1 1 1 11 I I 1 FEE NUMBER 91001296 / I 1 1 1 I 1 111 I I ; 1 I I ~ I I I I ~ 1 / 1 I 1 1 I ; II,1 1 I I / 1 1 1 ~ / 1 1 1 111 1 I 1~ 1 ; 1 1 EXISTING 15' SANITARY SEWER EXISTING20'STORM i ~EASEMEIVTPER87-55038 / DRAINAGE EASEMENT 1✓ I / PER 87-55037 l i 1 I / I I 111 I I I I I 1 ' / I 1 11i I I I 1. I / I 1 11~ ~ 1 1 1 1 / 1 1 1 1 1 1 111 I / 1 1 1 1 i I 1 1 1 1 I 1 i I 1 I 1 I I I 1 1 1 1 ~ t'1 t l l ,1~ 1 1 \ 1 1. 1 1 1 ` NEW 20' STORM • - 1 I DRAINAGE I I EASEMENT i / N 38- 4Y 16' E jr ' N 72.69' W I \ / 1 1 f tPORTION OF 87-55037 TO BE VACATED N 54° 46' 11' W \~~•'i' 1 1 51.22' I ` i, r-N5°51'52'W I PERPETUAL ESMT 56.03' PER 6171600 I r1 4 i. TERMINUS OF SCALE: I• , 100• 4\~`~a MOST SOUTHERLY CORNER I 6171596 8~ a OF FEE NUMBER 91001296 a to ss w Lao wo \ 1 Attachment 2.2 THAT PORTION OF THE GEORGE RICHARDSON DONATION LAND CLAIM NO. 38, SITUATED IN THE SOUTHWEST ONE-QUARTER OF SECTION 2, TOWNSHIP 2 SOUTH, RANGE 1 WEST OF THE WILLAMETTE MERIDIAN, IN THE CITY OF TIGARD, COUNTY OF WASHINGTON, STATE OF OREGON, MORE PARTICULARLY, BEING A PORTION OF THAT CERTAIN PARCEL DESCRIBED IN THE DEED TO "13500 PACIFIC CORP., A MICHIGAN CORP.", RECORDED IN DOCUMENT NO. 91-001296, WASHINGTON COUNTY DEED RECORDS, OREGON, DESCRIBED AS FOLLOWS: BEGINNING AT THE MOST SOUTHERLY CORNER OF SAID "PACIFIC CORP." TRACT; THENCE ALONG THE FIRST TWO COURSES DESCRIBED IN STORM SEWER EASEMENT RECORDED IN DOCUMENT NO. 2003-158757, WASHINGTON COUNTY RECORDS MORE PARTICULARLY DESCRIBED AS FOLLOWS: 1) NORTH 53°40'27" WEST ALONG THE SOUTHWESTERLY LINE OF SAID "PACIFIC CORP." TRACT, 181.11 FEET; 2) NORTH 5°51'52" WEST, 56.03 FEET ; THENCE NORTH 35°13'49" EAST, 10.00 FEET TO THE NORTHEASTERLY LINE OF SAID STORM SEWER EASEMENT AND THE TRUE POINT OF BEGINNING OF THIS DESCRIPTION; THENCE NORTH 54°46' 11" WEST ALONG SAID NORTHEASTERLY EASEMENT LINE, 19.84 FEET; THENCE SOUTH 35°13'49" WEST, 3.00 FEET; THENCE SOUTH 54046'11 " EAST PARALLEL WITH SAID NORTHEASTERLY EASEMENT LINE, 27.00 FEET TO THE EASTERLY LINE OF A 20 FOOT STORM EASEMENT AS DESCRIBED IN DOCUMENT NO. 87-55037, WASHINGTON COUNTY RECORDS; THENCE NORTH 5°51'52" WEST ALONG SAID EASTERLY LINE, 3.98 FEET TO SAID NORTHEASTERLY EASEMENT LINE; THENCE NORTH 54°46' 11" WEST ALONG SAID NORTHEASTERLY LINE, 4.55 FEET MORE OR LESS TO THE TRUE POINT OF BEGINNING OF THIS DESCRIPTION. EXHIBIT PAGE 1 OF~~ Attachment 3 AFTER RECORDING RETURN TO City of Tigard City Records Division 13125 SW Hall Blvd Tigard, OR 97223 RELINQUISHMENT OF EASEMENT The CITY OF TIGARD, OREGON, a municipal corporation duly organized and existing under the laws of the State of Oregon, hereinafter called CITY, hereby releases any and all interest in an easement, situated in Washington County, Oregon, conveyed to CITY and described in Book 617, Page 598, Deed Records, Washington County, Oregon. CITY no longer has a need for the easement described above, and in Exhibit "B", attached hereto and incorporated herein by this reference. Dated this day of .2005 CITY OF TIGARD, OREGON By: City Manager STATE OF OREGON ) County of Washington ) On , 2005 personally appeared before me, who, being duly sworn, did say that he is the City Manager of the City of Tigard, Oregon, and that said instrument was signed on behalf of said City by authority of its Council; and he acknowledged said instrument to be the City voluntary act and deed. NOTARY PUBLIC OF OREGON My Commission Expires: hergtprepWpard market placeVellrqulshment ttpard market place b.doc / tttG Vl11I IVI It 0. 1 Number: t 8334 Deed Reference: KNOW ALI. MEN BY THESE. YHESENn' That we (=1. Ci1:8.:.'LL•':.. .a:.'CLt~a.t:; ..5._.. ;1!L::i;r._. ~ 7~~. •~F'' 480 . as . hereinafter termed r:rantor(s), In consideration Of the sum of S • to be paid by CITY OF TIGAR0, a municipal corporation of Oregon, hereinafter termed the City, hereby grant, bargain, sell and convey unto the CITY OF TIGARD a perpetual right. of•wsy sad easement as hereinafter described, togtther with a temporary right•of•woy and casement 'to. uaa an additional area hereinafter described and desixiiated tomporary casement, tar the following uses and purposes- 1. Perpetual easemenh An unencumbered perpetual right-of-way and easement for the purpose of constructing, reeon- structing, operating, mait:talitittr, Inspecting and 'repairiar of an undargroand sewer tine and appurtenances, togethrr with the right to remove. ns nueessary, vegetation, foliage, treosand other obstructions within the casement area, but reserving to the grantors the title to the lands. ` subject to the easement. and the right its make such use thereof, except to conatruct building;. as will not interface with the uses and purposes of the casement; said easeaunl area br1-Yr-.'~-- feet on each side, when measured al right angles, of the following described center I!, w to the .14 faitowLag duipuated prerolses: A tc:n (10.0) :'ii,20 : trig of 1_i-.d boil;*'. Sive {g. f'~nt Oh S-ACIL ~;V,, Of :a Zi_:ts at •1 cint :=n lln--: of tit:r;; '.:.rust of d scrib^d in tt[~: `or':11• :L; FP-Z't433, ;)Merl :'t co:~1s, ti.~.r4•tosa rou::t y, Urei,on, s~;cl ~:oint (Ang eel: rrl;, tur e *,,iundrod fo:4;y-soven (347.0) feet from thff I<OrtheCast corner of said tract; thence .:oa :f:~rly a point on the ;southwesterly line of said tract, grid 'point being iosterly one hundrt:<i uinet-:-nine (1;9.0) fe:A iron the l.,06t •;Outherly iest com'ncr of a[sitl L':: -lest. l .f 2. Yemperary enemauto Together with the temporary right of 1nIreu, egrses and -agrees, and we for rawer conAme. tion purposes, of additional lands lying parallel lo: along bath skies and withht~~9__deet, when mcasared at right angles, of the above described ptrpotupl oulemtrat ties, e=pUAg and reserving to grantors the unencumbered enJoyment, use and praeervalton of all structures present upon the promises. This temporary casement shall terminate upon completion of the sewer ennstruetion work, at which dine, upon request of the ownat, the City will isstar a wriUcn release tbereol. (if~K 617 PASM8 , 3 od . F ' F i 8334 • r Should it be necessary to cut and remove any banish, trees, or other matter or mateti■ts from the easement area, said brush, tree., or otlar matter and nuttaials rhall be removed and disposed of by the City and the City shall leave the easement area In a nest and Workmanlike condition. The City agrees that in "enertlon with its use of the perpetual easement arr. and in inspecting, tepiiri lg, maintaialn8. or replacing gala aver tine. the City will leave the prentisa In a heal and workmanlike conditiou and as nsrrly in the pre•ertating state ' ri pr~etiubio, ' The ;reeled do hereby warrant that they are the owners In fee aimplo and Lore the right to grant the nhare described easeatenta. Wilness our hands and seats lhis...29Ch __day of. SePten6fri_ 66.. C r s gf S e a A a Irene Stearns - _ --taF~►r.~. For a coaskkrauon, the mortgage Ilen on the above described pmpertlee is hereby tuade subordinate to the casements above Granted, DaU4 this. _ may of 1!}_ Rue STATE OF OREGON, ) County ot_WeehiilgtOti aR on this. 29th_A y or.._. gtoulber , 1e 66 _ ~~11 - , pereoaally appeared the stave ttamet.' Charles Stearns and Alda'Ireas Stearns and acknowledged the faeePing ituttttment to he their voluntary act end deed. Y t1} "t 11 .y ' Notary Public for Oregon - - Comtnialon expires. Feb. 71 1968 RW tat tooerd.._.....~w SGT... to-~.~i.a:. . ea~K 617 ,,,F593 alt TNOMUrn Ui B•earda team. i«'"'i.'.:~:i:: l'.~r.._ ' a".''.Ta` ;F •aeea i,.:c= - :a;t r,•: M- ..r ;tw. - Attachment 3.2 LEGAL DESCRIPTION EASEMENT TO BE VACATED A ten (10.0) foot wide strip of land being five (5.0) feet on each side of a line beginning at a point on the Northerly Line of that tract of land described in Book 338, Page 435, Deed Records, Washington County, Oregon, said point being Westerly three hundred forty-seven (347.0) feet from the Northeast corner of said tract; thence Southerly to a point on the Southwesterly line of said tract, said point being Westerly one hundred ninety-nine (199.0) feet from the most Southerly West corner of said tract. 504\012 legal descp vacated easement E)UMIT B Page 1 of 1 AGENDA ITEM # FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON LOCAL CONTRACT REVIEW BOARD (LCRB) AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Award of contract for Ci -wide janitorial services to Wellspring Services CITY MGR OK (:/r PREPARED BY: Dan Plaza, x2590 DEPT HEAD OK A ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Shall the Local Contract Review Board (LCRB) award a contract for City-wide janitorial services to Wellspring Services? STAFF RECOMMENDATION Staff recommends that the LCRB award the contract for City-wide janitorial services to Wellspring Services and authorize staff to finalize the contract with the vendor. INFORMATION SUMMARY In 1977, the Oregon legislature passed the "Products of Disabled Individuals" Act (ORS 279.835 to ORS 279.855). This law obligates all state and local governments, school districts, and other tax-supported political bodies in Oregon to purchase goods and services from Qualified Rehabilitation Facilities (QRFs) when the product or service meets their requirements. A QRF is a non-profit organization that puts Oregonians with disabilities to work. The mission of a QRF is to help disabled people achieve self-confidence and self-sufficiency by working in the community in which they live and becoming productive citizens. It is "qualified" because its programs are registered and reviewed on a regular basis by various state and federal agencies such as the Oregon Department of Human Services (DHS), Oregon Department of Administrative Services (DAS) and the National Industries for the Severely Handicapped (NISH). One of the services that is provided by a number of QRF vendors is janitorial/custodial services. The City initially contracted with another QRF provider to provide janitorial services. It became apparent in the initial stages of the contract that the previous provider was not providing janitorial services at the appropriate levels required by the City. After many attempts to try to resolve the problems, staff determined that it was in the best interest of the City to terminate the contract with the previous provider. Staff has been in negotiations with a new janitorial service provider, Wellspring Services, to meet the City's needs. Wellspring has been able to meet the City's budget requirements for janitorial services. This price determination has been approved by the State Department of Adminstrative Services, as required by law in contracts between government agencies and QRFs. The City has contracted with Wellspring for interim janitorial services since January 6, 2005, and is pleased with their service level to date. Staff is recommending the award of a one-year contract with Wellspring Services, with four additional one-year options. OTHER ALTERNATIVES CONSIDERED 1. Do not approve the purchase of janitorial services from Wellspring Services. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY None. ATTACHMENT LIST 1. Memorandum, dated 2/17/05, to Craig Prosser, Interim City Manager FISCAL NOTES The annual cost of the City-wide services is estimated to be $180,000. The total expense of the contract, if all option years are exercised, will be approximately to be $900,000. MEMORANDUM CITY OF TIGARD, OREGON DATE: February 17, 2005 TO: Craig Prosser, Interim City Manager FROM: Dan Plaza, Parks and Buildings Manager RE: New Janitorial Contract As you know, the City terminated its contract with our initial QRF provider, which was a Qualified Rehabilitative Facility (QRF) that was providing janitorial service to the City. The contract was terminated because they failed to provide acceptable levels of cleanliness and their personnel were having great difficulty in learning the standards and procedures the City expected. I believe the biggest problem with the initial provider was their inability to manage the contract. After many months on the job, the learning curve remained as steep as when they began, and complaints from Staff continued to be received regarding the same issues day after day. Effective January 6, 2005, the City retained a new contractor, also a QRF, to perform janitorial services for the City on a 30-day contract. State law requires the City to exhaust all possible QRFs before employing a private sector contractor for certain services, including janitorial maintenance. The new contractor, Wellspring Services, appears to be more professional. They service the Multnomah County Courthouse, and are reported to be doing a very good job there. Wellspring Services was the high bidder during the City of Tigard's initial RFP process. When contacted by the City, Wellspring Services agreed to enter into a contract with the City at the same price we agreed to pay the previous provider ($180,000 per year for five years), hence there is no negative impact on the City either cost wise or service wise. One Building Maintenance Technician was assigned to work with Wellspring Services for the first two weeks of the contract. They also spent the first week or two focused on a rapid upgrade of our facilities to the cleanliness standards we set by doing some extra deep cleaning work. This will make the Library immediately more presentable to the public and will allow us to achieve the standard we aspire to in a shorter period of time. Although we continue to receive complaints from different staff members at different buildings the number of complaints has decreased. If you have any questions about this transition, please let me know. C: Jaime Dumdi, Management Analyst Brian Rager, Assistant Public Works Director Dennis Koellermeier, Public Works Director 1:Vwkbr1an Nlepartment Issues\0f 0705 0111-jankor contract.0oc AGENDA ITEM # FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE: COMMENDING TIGARD-BASED NORTHWEST MEDICAL TEAMS FOR 25 YEARS OF SERVICE TO MILLIONS AFFECTED BY DISASTER, CONFLICT AND POVERTY AROUND THE WORLD It " PREPARED BY: Liz Newton I /I DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Should Council approve a Resolution thanking Northwest Medical Teams for 25 years of service to millions of people around the world affected by disaster, conflict and poverty? STAFF RECOMMENDATION Approve the attached resolution. INFORMATION SUMMARY In a partnership with the City of Tigard, its corporate citizens and residents, Northwest Medical Teams is a volunteer-based international relief organization located in Tigard, but serves millions of people each year who are affected by disaster, conflict and poverty around the world. Northwest Medical Teams' volunteers, with support and resources from Tigard's citizens, care for suffering people with medical conditions, dental disease, housing needs and no access to basic medicines and supplies. Northwest Medical Teams this year celebrates 25 years of hope and healing with families here in Tigard, in the Pacific Northwest and around the world. OTHER ALTERNATIVES CONSIDERED None VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Resolution FISCAL NOTES No fiscal impact. i:\adm\city councilkouncil agenda item summaries\200Mnis for nw medical teams.&0118/05 AGENDA ITEM # ~6 FOR AGENDA OF ;March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Indonesian Resource Cities Exchange Report PREPARED BY: Dennis Koellermeier DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL This presentation is informational only; no Council action is required at this time. STAFF RECOMMENDATION Accept the report. INFORMATION SUMMARY Tigard Public Works Director, Dennis Koellermeier, Tom Vanderplatt, Water Resources Manager for Clean Water Services, and David Leibbrandt, Senior Vice President with Murray Smith and Associates, recently completed the second trip of a Tigard delegation to Indonesia. Dennis, David and Tom traveled to Samarinda and Balipapan and worked with local officials to develop work plans and action steps to assist those cities in improving their domestic water supply. A delegation from those two cities currently is scheduled to come to Tigard, April 11-15, 2005. Dennis, David and Tom will make a presentation regarding the program and their trip and answer any questions. OTHER ALTERNATIVES CONSIDERED Not applicable VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST None FISCAL NOTES Costs for this program are paid by USAID. Exchange 3 Work Plan Report OF volu0 Water System Delegation Indonesia Presentation Tigard • Balikpapan • Samarinda ; ICMA Resource- Cities Partnership International City/County 1CMA City of Tigard Representatives: Management Association • Dennis Koellermeier, Public Works Director Resource Cities Program City of Tigard 4irraY, Smith 8 tcwaat; inc __°P~ • Tom VanderPlaat, Senior Water Resource Program Manager eiz~.vnti;.~,a Clean Water Services • David Leibbrandt, P.E., Senior Vice President, Murray, Smith & Associates, Inc. (Tigard Water Consultant) CleanWater Services Our commitnart i~ clear. E Manilao,, ~ Ifindolf) Ai P4 ;AtAt',~ if 4 lilt 'tail ` = 't1t~ 1'.Yd l grit? ~ 4 Palau islands N Ktialca , c flad Sumatra S P xi) la 1-A 4s . a It T` rr~~~ ta~trr t Fakanbaru $Uj'aVjj?4Si Sum Tsunami Area l`r utt Pu t t}u Arbon Papua Banda( Moluccas i~dt ur1; e Jakarta -14 d ljur pandarig Kopulauan ruin a L$tl1 omdrr Madura Greater tl I T".1 II Bandung $j, Yxr ~ *-.Surabaya St1ndA Islands Kepulauan Yo§yakartaX Hotes TOT Tanimbar mefauked i t j / stouba tr.bu 100 w 1997 I GEC.lr4N Cit3c yraphtx t,o~abok Lesser Sun& Islands (8051685-8100 vowkvinaps.cotti 11W 120' 130 ' 2. i da International City/County Managers Association (ICMA) Resource Cities Partnership 1. City of Tigard partnered with the Cities of Samarinda and Balikpapan, Indonesia 2. The Resource Cities Program is funded by US Agency for International Development (USAID) and administrated by ICMA 3. Memorandum of Agreement was signed in February 2004 - Goal - To assist local governments in strengthening municipal management, improving public service delivery, and encouraging democratic participation by their citizens Memorandum of Agreement - Working Agenda Areas • Exchange 1-Two Year Work Plan and MOA Signing (Indonesia) -Bill M. and Craig P. • Exchange 2 -Education Delegates from Samarinda and Balikpapan visit Tigard • EXCHANGE 3 -WATER DELEGATES VISIT SAMARINDA AND BALIKPAPAN • Exchange 4 -Water delegates from Samarinda and Balikpapan visit Tigard -April 2005 0 Two Additional Exchanges are planned for the future. Water Delegation Members - Exchange 3 • Dennis Koellermeier - Public Works Director - City of Tigard • Tom VanderPlaat - Water Resources Program Manager - Clean Water Services David Liebrandt -Civil Engineer -Murray Smith Associates i- p lle f J.: t - Y f On January 5 2005, the - I op` team of Dennis, Tom and r' x All David left Portland heading Ion I i« to Balikpapan. On January 9, we reached - . Balikpapan and met our 000 hosts' ICMA staff and the j ` YX t y I - Cities staff of Balikpapan and Samarinda. City of Balikpapan Action Plan Process Steps 1. Review of City of Balikp ` apan Water Systems J 2. Identify key water systems , . issues -3. Delegates provide information fr on key issues and draft action - plan 4. City Staff review and revise Action Plan 5. Step 5 - Exchange partners sign Action Plan f yam. City of Balikpapan - -J Action Plan Key Issues;, S All • Water System Audit THE - Inventory major system WA losses r=~~~k - Pressure zones` SJ1 KPCIW - Metering testing K-T'° COAL - Large Users water audits w • Water Conservation Program Public Information Program - Pricing Structure - Laws and Ordinances Meet with the Mayor of Balikpapan J i r ~ Q f } > . r t , L 3 3 1 71445 ' M' Tour of Water Systems Balikpapan 3 -iF ~ I 1 ~ ~ '4~ $~h ~ r~{~y~~~~ ~ _ ' ~ ~3 ~ ~ wfs-fr.~..m~=FVw~Illt 1 Y~ ^ur A s✓ rft Yae't . • 1 ~ ~ ~ hJ` ~ I'~ t Ems 7r t n dl ~1 ' I t Mr, igloo Y~~~ ~4~ x,~~y tie,. r~ qq q,~ r' y. P f..e. ~ ~ ~t ~a ~ 4~ ~ ~ ~ ~ ~ ,:4~ ",x Y 1L C Sk'~ -:.i i. _ l W I j a ~ ~ / ~ jfl - ~ < ~ 1- 4 `tj i =1 `I _ ~ LL' _ J F r, { - t ~ . , r ~ ~ ,gam: ,r ~ ~ ~ . ~ . T - _ ~ r ~~M '5* ANN= lL 1~.. x. ^R•-`--A-~rr~tw a•,~C A ` / _ if~• 7 . } w { All " . M I 1-~ 1 4 t T , ti 11 j l 4 _ r f . GGG rr . ~r . ~ _ tttttt t I~I° T/j } I 9 el" 'Suw '4. r . -.Y . T' .'r .1 loft 777 G City of Samarinda I City of Samarinda Action Plan Process Steps 1. Review City of Samarinda Water Systems 2. Identify key water systems issues 3. Delegates provide information on key issues rd, 0- and draft action plan 4. City staff review and f revise Action Plan 5. Exchange Partners sign g •S Action Plan i ~ -a,ti , City of Samarinda Action Plan' Key Issues • Watershed Protection - Public Information elements Define watershed areas ~4.- Monitor water quality Water Systems AuditY - Inventory major systems _ -44 - Conduct system surveys;, s, - Implementation Plan - Evaluate water audit data t City of Samarinda - Meet with the Mayor r.. I v ' r` , t21 4{ µ ; 5 sty Tour of Water Systems - Samarinda 9 s Y~ $ s t NOLA ~it`-• ~~~r `.art ate ~ ~ ~'L~~ ; . s I F~ R vile =Tj N. 7 i15t, f :!i yrr'z ti,'' + t ' off 1 t Indonesian Food and Culture .j/y. 1 f 4 T r> • .-r r b i a.l 'C rc~ ~1 J if r~ aF~ ~ r~ r< Ann! { 'i 111■ f , j i •rV+' f AA_ t t Oil N,` , 1 /j III`I t # I Ary ~IIA ` - - ! - a ` Ail' Ivy- - wt q _ t .#I 7 i• i33a:"_?] y 1 .v.."~°ns'Wal3~,..='^'~ ~•.f' ) '''b'v ~ :_~4 J I 4 r And Some Fun! t~ 3.. i . u l A T~ S✓~ ~NOS 0 s ti s•,, r Thanks to our Hosts and New Friends All } 4 ~ ~ z{ t L~ ;y 74 3 Ilk We had fun! - AGENDA ITEM # 77 FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Natural Resources Protection Program Discussion and Goal 5 update PREPARED BY: Julia Hajduk DEPT HEAD OK TY MGR OK ISSUE BEFORE THE COUNCIL Review and provide input on the proposed work plan for the Natural Resources Protection Program and discuss how the current Tualatin Basin (Washington County) and Metro Goal 5 programs relate to Tigard's Natural Resources Protection Program. STAFF RECOMMENDATION Review proposed program and provide input on the program and program goals. INFORMATION SUMMARY One of Council's 2005 goals is to address growth in several ways, including the identification and acquisition of parks and open spaces. This goal is one part of a larger context - the protection of natural resources in Tigard. At the March 22"d Council meeting, staff will • Discuss the policy context for Council's goal, • Provide a brief update on the Tualatin Basin Goal 5 effort and how it folds into Tigard's program, • Discuss the proposed work plan for a Natural Resources Protection Program that will incorporate the Council goal, and • Ask for direction on the program and program goals. OTHER ALTERNATIVES CONSIDERED N/A VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Growth and Growth Management Goal #1 "Growth is accommodated while protecting the character and livability of new and established areas while providing for natural environment and open space throughout the community." Urban and Public Services, Parks and Greenways Goal #2 "Open space and Greenway areas are preserved and protected." ATTACHMENT LIST None FISCAL NOTES N/A Purpose of discussion Update on Tualatin Basin • Provide the policy context for Council's Goal 5 and Natural Resource Growth Goal Protection Program • Provide background/update on the Tualatin Basin Goal 5 effort • Discuss the proposed natural resource March 2005 protection program work plan • Get direction from Council Protection Program Context Tualatin Basin Goal 5 update , • Goals September - 2004 Statement that describes desired future condition • Tualatin Basin developed a Natural Resource • Policies protection program Course of action to achieve goal August-November - 2004 • Tualatin Basin considered the Draft program. Implementation Measures Specific actions to be taken to November - 2004 implement the policies and Goals • Ballot Measure 37 passed . Implementation Strategies/Program • Metro shifted direction Program with timelines, responsible parties, . Focus on regulation only in highest value riparian priorities and organizational structure to move areas Non-regulatory tools for the remainder the implementation measures forward Tualatin Basin Goal 5 update (cont.) What does the program shift mean for Tigard resources? February - 2005 Regulations will not change • NRCC provided direction for program • Upland wildlife habitat will continue to be modification: able to be developed • Follow Metro's direction • Development on significant wetlands will • Regulation limited to existing regulations continue to be prohibited • Incentives, education, acquisition and • Floodplain development for residential zones enhancement activities used to protect will continue to be prohibited resources for all inventoried resource areas • Limited alterations in Commercial and not already regulated Industrial zones will continue to be permitted 1 What does the program shift Implementation options/local natural mean for Tigard resources? resource protection program Protection of resources will be voluntary • Metro anticipates adopting in May 2005 . Will provide several options for compliance, one based on use of non-regulatory tools of which is the Basin approach e Education • Tigard must develop a natural resource • Incentives protection program • Low Impact Development Techniques • Scope of the program depends on what we • Voluntary seller property acquisition want to accomplish - are we satisfied with Basin approach and existing local protection measures? Proposed Program Natural Resource RoMtlon Program p,.a • Comments? aM +.M a,q e.r. o0 • Questions? o" Tigard Natural Resource Goals Goal options Purpose statement - "to maintain and improve the existina ounlity of Tigard Comprehensive Plan does not comprehensive Plan life for the residents of Tigard' have specified goals in the natural Vision Document- 'Openspace and Greenway areas are Urban and Public preserved and protected' resource section - services, Parks and Greenways Goal #2 Metro and Basin Goal To Conserve, Protect and restore a continuous ecologically viable slreamside corridor system, Before a protection program can be from the streams' headwaters to their confluence with other streams and avers, and developed, we need to know what we with their tloodplains in a manner that Is are trying to achieve. integrated with the surrounding urban landscape. This system will be achieved through conservation, protection and appropriate restoration of slreamside corridors through lima 2 r Council Action requested: • Accept the work Plan proposed for the Natural Resource Protection Program • Provide direction on a "working goal" for the Program 3 AGENDA ITEM # FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Annual Review of the Community Assessment (CAP) Program PREPARED BY: Elizabeth A. Newton ~y DEPT HEAD OK d CITY MGR OK ISSUE BEFORE THE COUNCIL A presentation on activities, successes, concerns and recommended changes for the Community Assessment Program (CAP). STAFF RECOMMENDATION Information item. No action necessary, however, Council may want to provide direction. INFORMATION SUMMARY In May 2003, staff presented an introduction to the Community Assessment (CAP) program to the City Council. Council may remember that the program is intended to bring work groups of City employees across department lines into teams that visit each neighborhood once a year so the neighborhood is the focus of an information gathering and issue identification effort. On most Wednesday afternoons for the last two years, a team of employees has gone out to one of 45 neighborhoods to conduct the area assessment. The primary focus in 2004 was to compare the issues reported in 2003 and in 2004 to see how many repeat issues were reported. In most cases, very few issues were repeated. Tracking the number of repeat issues allowed staff to evaluate the effectiveness of the follow-up action - whether that was by general education or direct contact with a specific property owner. There are several by-products of the program. One is the collaborative effort of City staff representing different departments. Second is an improved connection to the community. Third is the identification and delineation of where the City is responsible for action, where private citizens are responsible, and where we can work together to improve the community. Lastly, is the ability to bring volunteer efforts together to address many issues. In 2005 staff intends to focus on improving the connection to the active community. In 2004 staff began mailing cards (copy attached) to volunteers two weeks in advance of the CAP walk in their area and including the upcoming schedule in the Community Connector communication. In one case, a couple joined the CAP team for the entire walk. During many walks, staff encounters citizens who have questions or raise issues. As part of the expanded neighborhood program, staff will propose that each neighborhood have a CAP liaison. This person would review the assessment reports and serve as a link between the neighborhood and the City to address issues identified through the assessments. In 2005 staff will also evaluate the format of the CAP citizen reports to ensure ease of access on the web and highlight the status of follow-up. The presentation this evening will include a summary of comparisons between 2003 and 2004, successes and concerns, and an overview of the recommended changes for 2005. OTHER ALTERNATIVES CONSIDERED Suggest modifications to the program. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY Community Character and Quality of Life Goal #1, Strategy #1: "Improve communication about all aspects of the City's business." ATTACHMENT LIST CAP Mailing FISCAL NOTES .i:\admkity councilkouncil agenda item summaries\2005Wis for cop update.doc3/9/05 Community Assessment Program (CAP) A Community Assessment Program Team will be walking in your neighborhood the afternoon of 3/9/05. The CAP is a collaborative effort to increase awareness of the community's assets and needs and connect employees with citizens at a neighborhood level and identify effective ways to improve our neighborhoods. The City is divided into 45 areas. Teams of City Staff walk an area on Wednesday afternoon to evaluate neighborhood needs, opportunities, and note kudos! Follow-up is assigned as appropriate. Questions? Contact Julia at 503-639-4171 ext. 2442 or Liz at 503-639-4171 ext. 2412. To learn more, log on to www.ci.ttigard.or.us Community Assessment Program (CAP) ' The CAP is a collaborative effort to increase awareness of the community's assets and needs and connect employees with citizens at a neighborhood level and identify effective ways to improve our neighborhoods. The City is divided into 45 areas. Teams of City staff walk an area on Wednesday afternoon to evaluate neighborhood needs, opportunities, and note kudos! Follow-up is assigned as appropriate. Questions? Contact Julia at 503-639-4171 ext. 2442 or Liz at 503-639-4171 ext! 2412. To learnmore, log onto www.ci.tiV_ard.or.us SAMPLES OF POST CARDS: (Top) Mailed to areas to be walked (Bottom) CAP walkers can hand to citizens while on the walk. a Community Assessment Program Area 45 Report to the Community The Community Assessment Program is intended to bring work groups of city employees across department lines into each neighborhood of the city so all neighborhoods are the focus of an information gathering and issue identification effort at least once a year. Staff and two citizens from this area walked the area on October 27, 2004 to conduct a first hand assessment. Corrective actions have been scheduled, assignments made, follow-up is being documented, and this report has been prepared to the community on the area. This area is bounded on the north by Taylors Ferry Road, on the east by 65th Avenue (Tigard City Limits), on the south by Ventura Drive (neighborhood route), and on the west by the boundary between Tigard and Metzger. Below is a summary of the assessment Map of Area 45 of your area. Please note where the city or other agency will assume 4 , responsibility for follow-up and where private citizens are responsible. Volunteer opportunities are also f ' ! 1 identified where neighbors could get involved to address issues. Together, • I; f j : r we can work to improve our community. i' - rkM, ' A<4 Kudos - The walkers were - 45 impressed with how well maintained I y ""i' u• the homes and yards were. Kudos to everyone in this area for doing 64 such a great job of maintaining their homes and yards! Ti Tri Hazards on sidewalks - Sidewalk maintenance is the , property owner responsibility. There f t were several areas with cracks, t ;r settling, and overgrown vegetation u ` t - - that could pose a trip hazard and could be a potential liability for property owners. Please make sure that your sidewalk remains a safe place for pedestrians. Questions? Contact Christine Darnell, Code Compliance Specialist, at 503- 639-4171 ext. 2441 or christine(abci.tigard.or.us . Street maintenance - Several comments were received regarding needed street maintenance to fix potholes, cracks etc. The Public Works Department will assess each location and establish a priority for maintenance. Questions? Contact Howard Gregory at 503-639-4171 ext 2606 or •howard _ci.tigard.or.us . Basketball hoops in right-of-way - We found several instances where basketball hoops are on sidewalks or in the street which are in the public right-of-way. Did you know that basketball hoops aren't allowed in the public right-of-way? An article detailing the rules for placement of basketball hoops appeared in the May Cityscape. Contact Christine Darnell, Code Compliance Specialist, at 503-639-4171 ext. 2441 or christine cDci.tigard.or.us . Addresses not visible - There are many homes in the area with addresses that are not visible. It's important that emergency responders find you if they need to. Make sure your home or business is well marked with address numbers that contrasts from the building color. Questions? Contact Jim Wolf, Police Public Information Officer, at 503-639-4171 ext. 2561 or 27047(D_ci.tigard.or.us Outdoor storage of materials - Several examples were seen of outdoor storage of materials in the yard. Outdoor storage may have restrictions based on size, type and location. In addition, it may not block the sidewalk or street. Questions? Contact the Planning Permit Technicians at 639-4171 x 2424 or email them at kristie .ci.tigard.or.us or cherylcOa ci.tigard.or.us Catch basins without bike straps - Some of our older catch basins have grates with slots wide enough for a bike tire to fall if you're not careful. The PW Department needs your help to identify these older catch basins so that we can weld a flat metal bar across the grate to eliminate this hazard. (New style catch basin grates have been designed to eliminate this hazard.) If you notice a catch basin grate that needs a bike strap or for questions please contact Eric Hand at 503-639-4171 ext.2607, or eric .ci.tigard.or.us. Abandoned Vehicles - The walkers noted a few potentially abandoned vehicles in the right of way. The Police Department has been asked to investigate. After investigation and determination that a vehicle is abandoned, the vehicle is posted and removed 7 days later. To report an abandoned vehicle or find out more information on how it is determined that a vehicle has been abandoned, please contact Jim Wolf, Police Public Information Officer, at 503-639-4171 ext. 2561 or 27047 a)ci.tigard.or.us More ways you can help make our community better - If you spot graffiti contact the police non-emergency number at 503-629-0111 to report the location. An officer will be dispatched to photograph the graffiti for the record and the property owner or public agency (if it is on a utility pole, box or transit stop) will be notified. Neighborhood Watch - Are your neighbors watching out for you? Do you know your neighbors? Do you know how and when to call Tigard Police? Start a neighborhood watch program! At some point, your neighborhood may have had an active Neighborhood Watch program working in partnership with the Tigard Police. Over time, many Tigard neighborhoods have evolved with new residents moving in and others moving away. Maybe it is time to take another look at your neighborhood. For more information on how to take a bite out of crime in your neighborhood and at the same time get re- acquainted with your neighbors, contact the Tigard Police Crime Prevention Officer at 503-718-2561. Help protect our streams - If you and your neighbors, church group or scout troop would like to help keep our streams clean, help out by volunteering to stencil storm drains. The "dump no waste, drains to stream" message reminds people not to dump,soapy water, pesticides or other substances down the storm drains. If you are interested, contact Susan Koepping at 503-639-4171 x 2402 or susank(@ci.tigard.or.us. If you are interested in serving as a community connector for this area, please contact Liz Newton at 503-639-4171 ext. 2412 or liz(cDci.tiQard.or.us. The role of the community connector is a two way communicator of information as well as the neighborhood contact in times of emergency. is\Irpln\julia\cap\reports\Area 45 citizen report 2004.doc ( I ~ I SOf 1315-i~-a~•i•8 ~-.?,,._i r ti I 113.H VI \ ly;~ ITI I MNy e . y CAP MISSION "The Community Assessment Program is a collaborative effort, to increase employees' awareness of the community's assets and needs, connect employees with citizens at a neighborhood level, and identify effective ways to improve neighborhoods." GOALS Connection: _ ; _ - to the community `between staff Familiarity: c-{n -with assets and needs -provides valuable= oinformation Identification and delineation -City responsibility -Property owner responsibility -Where we can work together CAP SUCCESSES Address Visibility Notices • Removal of Abandoned Vehicles • CIP Project List ;f, • Street/Pothole Repair • Catch Basin Repair • Fire Hydrant Maintenance j a~ • Business Tax • Citizen Education ~ 'tnY r ~Yli+•" 'mss ~.d N, q^ pij~`o• ..r 5'+t t+ ~ a..la. ;i~s.:!Ji • Staff & Citizen Connections 2003~2004 • Comparisons • Decrease in Assigned Actions Decrease in Repeated- MO. _ fh^~w ti Issues .f ~ Decrease in Basketball N Hoops in Right-of-Way `j x~ •f~~ ;rf-y ) • Increase in Reports of s. t..~YJ J. p} f N Catch Basins Needing Bike Straps Follow- 14 .L1.~.ti q" fY a w+Y", Walkers note graffiti ommen Reported Primary dept. Initial updated I Follow-up assigned follow-up Last Follow-up j Comments action to status updated status _ i Graffiti written on Investigate and ~ PD CSO will be Case # 04- Photos the underground follow-up as i assigned for 207254 taken and i cable box beside needed follow-up. referred to I- j Durham Park Apt Get. No j entrance. suspect info. Fod-low-up,as ass:i gned Im rovements for 2005 • Verify Consistency of Comments • Continue Walker Education • Engage Citizens More ~r t • Identify Creative .4 rK Ways to Address Issues me ove r S for .ln. Now Verl •y Conslsten~y o comments f f y ments Pas Year tom t ~ Review .K y f r Staff o Traini-09 arterly - Qu r Fvaluation of FollOw-lup • Improvements for'2005 Engage C itizens More • Citizen Cards Mail to Volunteers v~ - Distribute on Walks Neighborhood Liaisons -k Community Connectors - Cityscape -Web page - Evaluate and Modify Report to Citizens CAP Card Samples "o A Community Assessment Program Team will be walking in your neighborhood (Area 44) the afternoon of 2/23/05. The CAP is a collaborative effort to increase the awareness of the community's assets and needs and connect employees with citizens at a neighborhood level and identify effective ways to improve our neighborhoods. The City is divided into 45 areas. Teams of City staff walk an area on Wednesday afternoon to evaluate neighborhood needs, opportunities, and note kudos! Follow-up is assigned as appropriate. Questions? Contact Julia at 503-639-4171 ext. 2442 or Liz at 503-639-4171 ext. 2412. To learn more, log on to www.ci.tigard.or.us Community Assessment Program (CAP) The CAP is a collaborative effort to increase awareness of the community's assets and needs and connect employees with citizens at a neighborhood level and identify effective ways to improve our neighborhoods. The City is divided into 45 areas. Teams of City staff walk an area on Wednesday afternoon to evaluate neighborhood needs, opportunities, and note kudos! Follow-up is assigned as appropriate. Questions? Contact Julia at 503-639-4171 ext. 2442 or Liz at 503-639-4171ext. 2412. To learn more, log on to www.ci.tigard.or.us Focus for 2005 Continue Walker Training Develop and Implement Evaluation Tools for Effective Follow-up Integrate into Neighborhood Program AGENDA ITEM # FOR AGENDA OF March 22, 2005 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE UPDATE- D IRECTION ON REVISED CITY LOGO Q t V/ PREPARED BY: Elizabeth A. Newton 01/ DEPT HEAD OK CITY MGR OK U ISSUE BEFORE THE COUNCIL Provide direction on the design elements and process for a new City logo and sign program. STAFF RECOMMENDATION Review the information developed by Vision Task Force members and provide direction on the design elements and process for development of a new City logo and sign program. INFORMATION SUMMARY One of the 2005 Council Goals is Graphic Identity (branding) to include a new City logo, signage and letterhead. Members of the Vision Task Force met on February 24, 2005 to brainstorm ideas for themes and values. Their suggestions are listed in the attached memo. Staff is seeking direction from Council on the design elements and the process to select a designer. OTHER ALTERNATIVES CONSIDERED Modify or delay the process. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST Memo from Liz Newton FISCAL NOTES It is estimated that development of the design by a graphic designer will cost approximately $1,000. i:\admkity council council agenda itcm summarics\2005Wis for new city Iogo050322.doc3/9/05 MEMORANDUM Administration CITY OF TIGARD Shaping A Better Community TO: Honorable Mayor and City Council FROM: Liz Newton, Assistant to the City Manager DATE: March 9, 2005 SUBJECT: Update- Direction on Revised City Logo At the Council Goal Setting on January 24, 2005 Council discussed graphic identity (branding) to include signage, a new logo and stationary. Council directed staff to convene the Vision Task Force to brainstorm themes to incorporate into the design and present them to Council for consideration. Council consensus was to obtain the services of a professional designer to implement the concept rather than to develop proposals by committee. On Thursday, February 24, 2005 eleven members of the Vision Task Force met to brainstorm ideas for themes and values that might be captured in a new City logo. Themes are items that can be presented graphically in a logo. Values are ideas that might be reflected in a slogan. The Vision Task Force members had the Executive Overview of the 2004 Community Survey Results as a resource for their discussion. The Themes identified by the group were: Trees Downtown Skyline Trails, Tracks & Tributaries Washington Square Gateway to the Wine Country Cook Park Fanno Creek/Summer Creek Mt. Hood view Trails Along the Creek Urban Village Creeks/Trails/Access Hot Air Balloons People/Young People More than 99W Train Station/Railway Crossing Not cars or traffic Pioneer The list of Values included: Family Friendly Trails, Tracks & Tributaries Sense of Community Generations, Longevity, Circle of Life Gathering Place/Hometown Care About the Community/People Natural Resource Protection Pride Safe and Clean Quality A Place to Call Home- Livability The Task Force members also suggested signs be to scale. Next Steps: Staff is seeking Council direction on what themes and values Council would like to incorporate into a new logo and slogan. Once Council provides direction on the design elements, staff proposes to develop a letter inviting graphic designers to submit design ideas. The letter will request no more than 3 design concepts for a logo, letterhead, and sign program consisting of three sign types. Letters will be mailed to local area graphic designers and Council members are encouraged to submit names. Council would review the submitted proposals and select a designer to work with to develop the final design. In checking with graphic designers, an estimated cost for developing a design is about $1,000. Once Council has provided direction on the design elements, staff will prepare the letter to designers. iAadm\liz\memos\memo to mayorcoundkity logo revision.doc3/9/05