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City Council Packet - 03/25/2008
City of Tigard, Oregon • 13125 SwHall Blvd. • Tigard, OR 97223 TIGARD TIGARD CITY COUNCIL MEETING March 25, 2008 COUNCIL MEETING WILL BE TELEVISED I:\0fs\Donna's\Ccpkt3 Phone: 503.639.4171 . Fax: 503.684.7297 , . www.tigard-or.gov . TTY Relay: 503.684.2772 g(~1A °2E City of Tigard* Revised March 21, 2008 Tigard Business Meeting - Agenda *Revised March 21, 2008 -Reordered and Item 5 added: Grant Exemption from Property Taxes for Three Non-Profit Low Income Housing Projects Owned by Community Partners for Affordable Housing (CPAH) and One Housing Project Operated by Tualatin Valley Housing Partners (TVHP) and Added Executive Session under ORS 192.660 (2) (e) - Real property transaction negotiations. TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB) MEETING DATE: March 25, 2008 MEETING LOCATION: City of Tigard - Town 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 12.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 TIGARD CITY COUNCIL/LCRB AGENDA - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov ~ Page 1 of 6 City of Tigard* Revised March 21, 2008 Tigard Business Meeting - Agenda TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB) MEETING DATE/TIME: March 25, 2008/6:30 p.m. Study Session and 7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard - Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223 6:30 PM • STUDY SESSION > REVIEW FISCAL YEAR 2008-09 COMMUNITY EVENT FUNDING REQUESTS Staff Report: Financial and Information Technology Department • EIZECUTIVE SESSION: The Tigard City Council will go into Executive Session under ORS 192.660(2) (e), to discuss real property transaction negotiations. 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, and City Center Development Agency 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications & Liaison Reports 1.5 Call to Council and Staff for Non-Agenda Items 7:35 1'M 2. CITIZEN COMMUNICATION (Two Minutes or Less, Please) • Tigard Area Chamber of Commerce Representative • Citizen Communication - Sign Up Sheet • Follow-up to Previous Citizen Communication TIGARD CITY COUNCIL/LCRB AGENDA - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 www.dgard-or.gov Page 2 of 6 7:451'M 3. CONSENT AGENDA: (Tigard City Council and City Center Development Agency) 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: 3.1 Consider an Intergovernmental Agreement Regarding Modifications and Access to a Water Well for Aquifer Storage Recovery Monitoring Purposes Located on Tigard-Tualatin School District Property 3.2 Approve Submittal of Local Government Grant Application for Fanno Creek Park Improvements - Resolution No. 08-10 A RESOLUTION OF THE TIGARD CITY COUNCIL AUTHORIZING THE SUBMITTAL OF A STATE LOCAL GOVERNMENT GRANT APPLICATION FOR IMPROVEMENTS AND ENHANCEMENTS TO FANNO CREEK PARK AND DELEGATING AUTHORITY TO THE TIGARD CITY MANAGER TO SIGN THE APPLICATION 3.3 Authorize the City Manager to Execute a Public Sidewalk Easement Related to the 550-Foot Zone Reservoir No. 2/Elizabeth Price Park Project Site 3.4 Approve Intergovernmental Agreement with TriMet for Signalization of Bonita Road at 70' Avenue - Resolution No. 08-11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TIGARD OREGON APPROVING AN INTERGOVERNMENTAL AGREEMENT WITH TRIMET TO SHARE IN THE COST OF THE TRAFFIC SIGNAL INSTALLATION AT BONIA ROAD AND 74"' AVENUE TO BE PERFORMED AS PART OF THE RAILROAD CROSSING IMPROVEMENTS FOR THE WASHINGTON COUNTY COMMUTER RAIL PROJECT 3.5 Approval of Intergovernmental Agreement between the City of Tigard and the Broadband User's Group (BUG) 3.6 Approve Extension of Incentives to Annex until February 2009 - Resolution No. 08-12 A RESOLUTION AMENDING RESOLUTION NO. 07-13 TO EXTEND THE INCENTIVES FOR VOLUNTARY ANNEXATION OF UNINCORPORATED LANDS TO THE MUNICIPAL CITY LIMITS TO FEBRUARY 2009 3.7 Approve Budget Amendment #6 to the FY 2007-08 Budget Increasing Appropriations by $60,000 in the Parks Capital Fund Budget to Reflect the Additional Anticipated Costs Associated with the Construction of Two Entryway Monuments Leading into the City of Tigard- Resolution No. 08-13 A RESOLUTION APPROVING BUDGET AMENDMENT #6 TO THE FY 2007-08 BUDGET TO INCREASE APPROPRIATIONS IN THE PARKS CAPTIAL FUND BUDGET TO REFLECT THE ANTICIPATED ADDITIONAL COSTS ASSOCIATED WITH CONSTRUCTION OF TWO ENTRYWAY MONUMENTS LEADING INTO THE CITY OF TIGARD TIGARD CITY COUNCIL/LCRB AGENDA - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 1 503-639-4171 1 www.dgard-or.gov I Page 3 of 6 3.8 Approve Budget Amendment # 10 to the FY 2007-08 Budget Increasing Appropriations by $105,000 in the Technology Budget within the Central Services Fund to Reflect the Additional Anticipated Costs in FY 2008-09 Associated with the Implementation of a New Financial, Human Resource and Risk Management System- Resolution No. 08-14 A RESOLUTION APPROVING BUDGET AMENDMENT #10 TO THE FY 2007-08 BUDGET INCREASING APPROPRIATIONS BY $105,000 IN THE TECHNOLOGY BUDGET WITHIN THE CENTRAL SERVICES FUND TO REFLECT THE ADDITIONAL ANTICIPATED COSTS IN FY 2008-09 ASSOCIATED WITH THE IMPLEMENTATION OF A NEW FINANCIAL, HUMAN RESOURCE AND RISK MANAGEMENT SYSTEM 3.9 Approve Budget Amendment # 11 to the FY 2007-08 Budget Increasing Appropriations by $160,000 in the Traffic Impact Fee Fund Budget to Reflect the Costs Associated with Improvements at the Intersection of 72"d Avenue and Dartmouth - Resolution No. 08-15 A RESOLUTION APPROVING BUDGET AMENDMENT #11 TO THE FY 2007-08 BUDGET INCREASING APPROPRIATIONS IN THE TRAFFIC IMPACT FEE FUND BUDGET TO REFLECT THE ANTICIPATED COSTS ASSOCIATED WITH CONSTRAUCTION IMPROVEMENTS AT THE INTERSECTION OF 72ND AVENUE AND DARTMOUTH 3.10 Approve Budget Amendment # 12 to the FY 2007-08 Budget Increasing Appropriations by $800,000 in the Water Capital Improvement Program Fund to Reflect Additional Costs to be Incurred in FY 2007-08 as the Result of a Shortened Construction Schedule on the 3.0 Million Gallon 550-Foot Service Zone Reservoir No 2 - Resolution No. 08-16 A RESOLUTION APPROVING BUDGET AMENDMENT #12 TO THE FY 2007-08 BUDGET INCREASING APPROPRIATIONS BY $800,000 IN THE WATER CAPITAL IMPROVEMENT PROGRAM TO REFLECT ADDITIONALCOSTS TO BE INCURRED IN FY 2007-2008 AS THE RESULT OF A SHORTENED CONSTRUCTION SCHEDULE ON THE 3.0 MILLION GALLON 550-FOOT SERVICE ZONE RESERVOIR NO. 2 3.11 Local Contract Review Board - Award of Contract for Construction of the Fairhaven Street Sanitary Sewer Extension (Sewer Reimbursement District No. 38) • Consent Agenda - Items Removed or Separate Discussion: Any items requested to be rrmoved from the Consent Agenda for separate discussion avill be considered immediately after the Councill City Center Development Agency has voted on those items avhich do not need discussion. 7:50 ]'M 4. PROCLAMATION - NATIONAL COMMUNITY DEVELOPMENT WEEK • Mayor Dirksen TIGARD CITY COUNCIL/LCRB AGENDA - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 www.tigard-or.gov Page 4 of 6 7:55 PM 5. GRANT EXEMPTION FROM PROPERTY TAXES UNDER TIGARD MUNICIPAL CODE SECTION 3.50 FOR THREE NON-PROFIT LOW INCOME HOUSING PROJECTS OWNED AND OPERATED BY COMMUNITY PARTNERS FOR AFFORDABLE HOUSING (CPAH) AND ONE HOUSING PROJECT THAT IS OPERATED BY TUALATIN VALLEY HOUSING PARTNERS (TVHP) a. Staff Report: Financial and Information Services Department City Council consideration of Resolution No. 08-17: Council Member: I move for adoption of Resolution No. 08-17 Council Member: I second the motion Mayor: Will the City Recorder please read the number and title of the resolution? City Recorder: (Reads as requested.) RESOLUTION NO. 08-17 - A RESOLUTION GRANTING AN EXEMPTION FROM PROPERTY TAXES UNDER TIGARD MUNICIPAL CODE SECTION 3.50 FOR THREE NON-PROFIT LOW INCOME HOUSING PROJECTS OWNED AND OPERATED BY COMMUNITY PARTNERS FOR AFFORDABLE HOUSING (CPAH) AND ONE HOUSING PROJECT THAT IS OPERATED BY TUALATIN VALLEY HOUSING PARTNERS (TVHP) Mayor: Is there any discussion? Mayor (after discussion) All those in favor of adopting Resolution No 08-17 please say " aye. Mayor/Councilors Mayor: All those opposed to adopting Resolution No. 08-17, please say "nay." Mayor/Councilors Mayor: Resolution No. 08-17 (is adopted or has failed) by a (unanimous, or however votes were split) vote of the Council members present. Note: Tie votes =failure to pass. TIGARD CITY COUNCIL/LCRB AGENDA - March 25; 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 www.tigard-or.gov Page 5 of 6 8:10 I'M 6. VIEW THE 'WATER FOR TOMORROW' VIDEO AND RECOGNIZE VOLUNTEER DIRECTOR AND SCRIPT WRITER a. Staff Report: Public Works Department 8:2513M 7. REPORT FROM WASHINGTON COUNTY FAIRGROUNDS REVITALIZATION TASK FORCE a. Staff Report: Administration Department 9:4013M 8. COUNCIL LIAISON REPORTS 9. NON-AGENDA ITEMS 10. EZ'ECUTIVE 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. 8:45 I'M 11. ADJOURNMENT 1:\ADM\Cathy\CCA\2008\080325) business.doc TIGARD CITY COUNCIL/LCRB AGENDA - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 www.tigard-or.gov Page 6 of 6 City of Tigard Study Session - Agenda TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB) MEETING DATE/TIME: March 25, 2008/6:30 p.m. Study Session and 7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard - Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223 6:30 PM • STUDY SESSION ➢ REVIEW FISCAL YEAR 2008-09 COMMUNITY EVENT FUNDING REQUESTS - Staff Report: Financial and Information Technology Department ➢ EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under ORS 192.660(2) (e), to discuss real property transaction negotiations. 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 o Team Building Meeting -Proposed dates from Joe Hertzberg: ■ April 19 ■ April 26 ■ May 3 ■ May 10 (Joe's last choice, but still possible) ■ May 17 ■ May 24 (Memorial Day Weekend) ■ May 31 Council Calendar: April 1 Tuesday Special Council Meeting -joint Meeting with Metro Council President Bragdon and Councilors Hosticka and Harrington - 6:30 p.m., Town Hall 8* Tuesday Council Business Meeting - 6:30 pm, Town Hall 15* Tuesday Council Workshop Meeting - 6:30 pm, Town Hall 22* Tuesday Council Business Meeting - 6:30 pm, Town Hall 28 Monday Budget Committee Meeting - 6:30 pm, Library Community Room 29 Tuesday Fifth Tuesday Council Meeting - 7-9, Public Works Auditorium • EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss real property transaction negotiations under ORS 192.660(2) (e) and for consultation with counsel concerning pending litigation under ORS 192.660 (2) (h). 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. TIGARD CITY COUNCIL STUDY SESSION AGENDA - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 www.tigard-or.gov Page 1 of 2 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) (f) - 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) (i) - 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) 0) - 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. TIGARD CITY COUNCIL STUDY SESSION AGENDA - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 www.tigard-or.gov Page 2 of 2 Agenda Item No. -3 - Meeting of Q a ~o City of Tigard E Tigard Business Meeting Minutes x TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB) MEETING DATE/TIME: March 25,2008/6:30 p.m. Study Session and 7:30 p.m. Business Meeting MEETING LOCATION: City of Tigard - Town Hall, 13125 SW Hall Blvd., Tigard, OR 97223 Mayor Dirksen called the Study Session to order at 6:31 p.m. Name Present Absent Mayor Dirksen ✓ Councilor President Sherwood ✓ Councilor Buehner ✓ Councilor Wilson ✓ Councilor Woodruff ✓ Staff Present: Assistant City Manager Newton, Community Development Director Coffee, Attorney Yamachika, City Engineer Duenas, Public Works Director Koellermeier, Finance Director Sesnon, Confidential Executive Assistant Lutz, and City Recorder Wheatley. • STUDY SESSION ➢ REVIEW FISCAL YEAR 2008-09 COMMUNITY EVENT FUNDING REQUESTS o Finance Director Sesnon reviewed the requests for funding for community events for the next fiscal year. The applications and Council Agenda Item Summary are on file in the City Recorder's office. o After discussion, City Council consensus was to authorize the funding as follows: ■ Atfalati (standing agreement) $ 5,000 ■ Broadway Rose 10,000 ■ City of Tigard Dog Park 400 ■ Family Week 8,750 ■ Festival of Balloons 10,000 ■ 4`h of July 10,000 ■ Tigard High School Graduation Party 2,000 ■ Tigard Historical Association 1,000 ■ Tigard Playschool 50`h Anniversary 4,000 ■ Tualatin Valley Community Band 1,000 ■ Tualatin Riverkeepers 2,000 TIGARD CITY COUNCIL/LCRB MINUTES - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 I www.tigard-or.gov Pagel of 7 o City Council decided to hold the remaining $1,000 should there be requests during the year. o City Council discussed the request by Broadway Rose Theatre for $50,000 to help them with the construction and renovation of the C.F. Tigard Building. Council discussed the possibility that the City's donation be based on matching donations. After discussion, the City Council decided to present this request as a "white paper" issue before the Budget Committee suggesting that a one-time contribution be given to the Broadway Rose Theatre. ➢ ADMINISTRATIVE ITEMS o City Council reviewed the upcoming Council meeting calendar. o The Council training session was scheduled for May 17, 2008, 9 a.m. • EXECUTIVE SESSION: The Tigard City Council went into Executive Session at 7:05 p.m. under ORS 192.660(2) (e), to discuss real property transaction negotiations. Executive Session concluded at 7:13 p.m. 1. BUSINESS MEETING 1.1 Call to Order - City Council, Local Contract Review Board Mayor Dirksen called the meeting to order at 7:31:15 PM 1.2 Roll Call Name Present Absent Mayor Dirksen ✓ Councilor Buehner ✓ Councilor Sherwood ✓ Councilor Wilson ✓ Councilor Woodruff ✓ 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. CITIZEN COMMUNICATION (Two Minutes or Less, Please) • Citizen Communication 7:32:52 PM o Connie Ramaekers, Erika Boudreau-Barbee, and Anna Lennartz, representing Tigard Tunas the Tide were present to talk to the City Council about preventing and reducing underage drinking. Council members viewed a video clip and were invited to attend an event on April 3, 2008, to help with efforts to prevent and reduce underage drinking. o John M. Kearney submitted comments concerning Tigard Triangle Local Improvement District 91. Mr. Kearney owns property located within the LID. A copy of his remarks as well as additional TIGARD CITY COUNCIL/LCRB MINUTES - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 1 www.tigard-or.gov Page 2 of 7 information (Outline of Procedural and Substantive Issues Relating to Ordinance No. 80-03) he submitted to the City is attached. Mr. Kearney asked the City Council to review this information and take appropriate action. Mayor Dirksen said he recalled Mr. Kearney's concerns when he spoke to the City Council at a previous meeting. City Council asked several questions of staff when discussing alternatives; the City Council will continue to consider options as the LID progresses. • Follow-up to Previous Citizen Communication o Assistant City Manager Newton gave a follow-up report regarding citizen communications received at the March 11, 2008, City Council meeting. ■ Mr. John Frewing asked questions about Ash Creek Estates and the condition of approval for the need of plantings and invasive vegetation removal on the site. Assistant City Manager Newton advised she spoke with Mr. Frewing this afternoon who said he would not be able to attend tonight's meeting. Ms. Newton said that apparently a beaver dam has caused flooding and it makes it difficult to do the planting and invasive vegetation removal at this time. However, staff is monitoring and will do the necessary improvements when the water recedes. Initially Clean Water Services was responsible for these inspections and the City is now responsible. When the water has receded City staff will make sure the developer takes care of this responsibility. 7:40:31 PM Mayor Dirksen called for City Council consideration of the Consent Agenda: 3. CONSENT AGENDA: 3.1 Consider an Intergovernmental Agreement Regarding Modifications and Access to a Water Well for Aquifer Storage Recovery Monitoring Purposes Located on Tigard-Tualatin School District Property 3.2 Approve Submittal of Local Government Grant Application for Fanno Creek Park Improvements - Resolution No. 08-10 A RESOLUTION OF THE TIGARD CITY COUNCIL AUTHORIZING THE SUBMITTAL OF A STATE LOCAL GOVERNMENT GRANT APPLICATION FOR IMPROVEMENTS AND ENHANCEMENTS TO FANNO CREEK PARK AND DELEGATING AUTHORITY TO THE TIGARD CITY MANAGER TO SIGN THE APPLICATION 3.3 Authorize the City Manager to Execute a Public Sidewalk Easement Related to the 550-Foot Zone Reservoir No. 2/Elizabeth Price Park Project Site 3.4 Approve Intergovernmental Agreement with TriMet for Signalization of Bonita Road at 74`h Avenue - Resolution No. 08-11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TIGARD OREGON APPROVING AN INTERGOVERNMENTAL AGREEMENT WITH TRIMET TO SHARE IN THE COST OF THE TRAFFIC SIGNAL INSTALLATION AT BONIA TIGARD CITY COUNCIL/LCRB MINUTES - March 25, 2008 City of Tigard 1 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 www.tigard-or.gov Page 3 of 7 ROAD AND 74T` AVENUE TO BE PERFORMED AS PART OF THE RAILROAD CROSSING IMPROVEMENTS FOR THE WASHINGTON COUNTY COMMUTER RAIL PROJECT 3.5 Approval of Intergovernmental Agreement between the City of Tigard and the Broadband User's Group (BUG) 3.6 Approve Extension of Incentives to Annex until February 2009 - Resolution No. 08-12 A RESOLUTION AMENDING RESOLUTION NO. 07-13 TO EXTEND THE INCENTIVES FOR VOLUNTARY ANNEXATION OF UNINCORPORATED LANDS TO THE MUNICIPAL CITY LIMITS TO FEBRUARY 2009 3.7 Approve Budget Amendment #6 to the FY 2007-08 Budget Increasing Appropriations by $60,000 in the Parks Capital Fund Budget to Reflect the Additional Anticipated Costs Associated with the Construction of Two Entryway Monuments Leading into the City of Tigard- Resolution No. 08-13 A RESOLUTION APPROVING BUDGET AMENDMENT #6 TO THE FY 2007-08 BUDGET TO INCREASE APPROPRIATIONS IN THE PARKS CAPTIAL FUND BUDGET TO REFLECT THE ANTICIPATED ADDITIONAL COSTS ASSOCIATED WITH CONSTRUCTION OF TWO ENTRYWAY MONUMENTS LEADING INTO THE CITY OF TIGARD 3.8 Approve Budget Amendment # 10 to. the FY 2007-08 Budget Increasing Appropriations by $105,000 in the Technology Budget within the Central Services Fund to Reflect the Additional Anticipated Costs in FY 2008-09 Associated with the Implementation of a New Financial, Human Resource and Risk Management System- Resolution No. 08-14 A RESOLUTION APPROVING BUDGET AMENDMENT #10 TO THE FY 2007-08 BUDGET INCREASING APPROPRIATIONS BY $105,000 IN THE TECHNOLOGY BUDGET WITHIN THE CENTRAL SERVICES FUND TO REFLECT THE ADDITIONAL ANTICIPATED COSTS IN FY 2008-09 ASSOCIATED WITH THE IMPLEMENTATION OF A NEW FINANCIAL, HUMAN RESOURCE AND RISK MANAGEMENT SYSTEM 3.9 Approve Budget Amendment # 11 to the FY 2007-08 Budget Increasing Appropriations by $160,000 in the Traffic Impact Fee Fund Budget to Reflect the Costs Associated with Improvements at the Intersection of 72"d Avenue and Dartmouth - Resolution No. 08-15 A RESOLUTION APPROVING BUDGET AMENDMENT #11 TO THE FY 2007-08 BUDGET INCREASING APPROPRIATIONS IN THE TRAFFIC IMPACT FEE FUND BUDGET TO REFLECT THE ANTICIPATED COSTS ASSOCIATED WITH CONSTRUCTION IMPROVEMENTS AT THE INTERSECTION OF 72ND AVENUE AND DARTMOUTH TIGARD CITY COUNCIL/LCRB MINUTES - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 www.tigard-or.gov Page 4 of 7 3.10 Approve Budget Amendment # 12 to the FY 2007-08 Budget Increasing Appropriations by $800,000 in the Water Capital Improvement Program Fund to Reflect Additional Costs to be Incurred in FY 2007-08 as the Result of a Shortened Construction Schedule on the 3.0 Million Gallon 550-Foot Service Zone Reservoir No 2 - Resolution No. 08-16 A RESOLUTION APPROVING BUDGET AMENDMENT #12 TO THE FY 2007-08 BUDGET INCREASING APPROPRIATIONS BY $800,000 IN THE WATER CAPITAL IMPROVEMENT PROGRAM TO REFLECT ADDITIONALCOSTS TO BE INCURRED IN FY 2007-2008 AS THE RESULT OF A SHORTENED CONSTRUCTION SCHEDULE ON THE 3.0 MILLION GALLON 550-FOOT SERVICE ZONE RESERVOIR NO.2 3.11 Local Contract Review Board - Award of Contract for Construction of the Fairhaven Street Sanitary Sewer Extension (Sewer Reimbursement District No. 38) Motion by Councilor Sherwood, seconded by Councilor Woodruff, to approve the Consent Agenda. The motion was approved by a unanimous vote of City Council present: Mayor Dirksen Yes Councilor Buehner Yes Councilor Sherwood Yes Councilor Woodruff Yes 7:41:^v7 PM 4. PROCLAMATION - NATIONAL COMMUNITY DEVELOPMENT WEEK • Mayor Dirksen proclaimed the week of March 24-30, 2008, as National Community Development Week. 7:42:43 P.M 5. GRANT EXEMPTION FROM PROPERTY TAXES UNDER TIGARD MUNICIPAL CODE SECTION 3.50 FOR THREE NON-PROFIT LOW INCOME HOUSING PROJECTS OWNED AND OPERATED BY COMMUNITY PARTNERS FOR AFFORDABLE HOUSING (CPAH) AND ONE HOUSING PROJECT THAT IS OPERATED BY TUALATIN VALLEY HOUSING PARTNERS (TVHP) Finance Director Sesnon presented the staff report. Councilor Sherwood asked if there was any way to approve this every three years instead of annually. Finance Director Sesnon advised he did not know, but would check into whether this could be considered by the City Council on a less-frequent basis. Mayor Dirksen noted the City's policy is to support affordable housing and spoke in favor of streamlining the process if possible. Motion by Councilor Buehner, seconded by Councilor Woodruff, to adopt Resolution No. 08-17. TIGA_RD CITY COUNCIL/LCRB MINUTES - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 1 www.tigard-or.gov Page 5 of 7 RESOLUTION NO. 08-17 - A RESOLUTION GRANTING AN EXEMPTION FROM PROPERTY TAXES UNDER TIGARD MUNICIPAL CODE SECTION 3.50 FOR THREE NON-PROFIT LOW INCOME HOUSING PROJECTS OWNED AND OPERATED BY COMMUNITY PARTNERS FOR AFFORDABLE HOUSING (CPAH) AND ONE HOUSING PROJECT THAT IS OPERATED BY TUALATIN VALLEY HOUSING PARTNERS (TVHP) The motion was approved by a unanimous vote of City Council present: Mayor Dirksen Yes Councilor Buehner Yes Councilor Sherwood Yes Councilor Woodruff Yes 6. VIEW THE "WATER FOR TOMORROW" VIDEO AND RECOGNIZE VOLUNTEER DIRECTOR AND SCRIPTWRITER Public Works Director Koellermeier introduced this agenda item. A copy of the staff report is on file in the City Recorder's office. The video was shown to the City Council. The purpose of the video was to educate water customers about the need to develop additional water supplies; acquaint water customers with the sources under consideration; let water customers know how they can get involved or learn more. The video has been able to reach a wide audience as it has been aired on the local cable access more than 60 times; is available on the City's website, can be checked out at the Library; and has been aired at the Library from February 17 through March 2. Public Works Director Koellermeier introduced Mr. Louis Babcock who was the video's director and is a City volunteer. Mr. Babcock mentioned other people who did essential work on the video. 7. REPORT FROM WASHINGTON COUNTY FAIRGROUNDS REVITALIZATION TASK FORCE Mr. Jack Franklin, the Eastern County Citizen representative presented information to the City Council regarding the work of the above-mentioned Task Force. Community representatives were appointed by the Washington County Board of Commissioners in March 2007 to develop a plan for the County's 101 acre property located at NE Cornell Road and NE 34`h Street. The goal is to revitalize the property to ensure its long-term economic viability and service to the entire community. Highlights of Mr. Franklin's report to the City Council are on file in the City Recorder's office. Mr. Franklin asked for the City Council's support if this matter goes out for a vote. Council members indicate their support for this project. 8. COUNCIL LIAISON REPORTS: None TIGARD CITY COUNCIL/LCRB MINUTES - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov Page 6 of 7 9. NON-AGENDA ITEMS: None 10. EXECUTIVE SESSION: Not held.. 11. ADJOURNMENT Motion by Councilor Woodruff, seconded by Councilor Sherwood, to adjourn the meeting at 8:26 p.m. The motion was approved by a unanimous vote of City Council present: Mayor Dirksen Yes Councilor Buehner Yes Councilor Sherwood Yes Councilor Woodruff Yes Catherine eat ey, City Recor er Attest: Mayor ity o agar Date: --)009' TIGARD CITY COUNCIL/LCRB MINUTES - March 25, 2008 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 503-639-4171 www.tigard-or.gov Page 7 of 7 Agenda Item No.__!5'~4LU &r 4 SASS/Ofj Meeting of '7llAr~ h as 1-2OD1Y, CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Study Session: Review of FY 2008-09 Community Event Funding Requests PREPARED BY: Robert Sesnon DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Review applications for Community Event Grants and provide preliminary direction as to which grants should be included in the FY 2008-09 Proposed Budget. STAFF RECOMMENDATION Review grant requests and provide 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 received sixteen formal applications by the February 5, 2008 deadline. The total funding requested is $123,150 in direct contributions. An additional $67,100 is requested as in-kind support, broken down as follows: Public Works Department for the Balloon Festival ($65,000) and 4`h of July celebration ($1,600). In addition, the Tualatin Riverkeepers has requested $500 in in-kind funding. 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, $55,100 is available for these grants. On December 18, 2001, Council approved three resolutions guaranteeing base funding to three sponsored community events - Festival of Balloons - $10,000; Broadway Rose - $10,000; and Tigard 4`h of July - $7,500. After removing the guaranteed funding requests, a total of $27,600 remains to be distributed amongst the thirteen other applicants plus a request from Broadway Rose Theatre for additional an $50,000 above their guaranteed amount Any unallocated community event grants funds can either be reserved for the General Fund or could be used for additional Social Service Grant funding. Staff is requesting that the Mayor and Council review the event requests and provide recommendations on which requests should receive full, partial or no funding. These recommendations will then be forwarded to the Budget Committee for consideration during the budget approval process in late April. OTHER ALTERNATIVES CONSIDERED This is a preliminary review only. Final funding decisions and exploration of alternatives may be made at the Budget Committee meetings in May. COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT N/A ATTACHMENT LIST Surninary chart of Community Event Grant requests Community Event Grant Applications (16) FISCAL NOTES Requests for total direct contributions total $55,100 and will be funded from the FY 2008-09 General Fund budget. City of Tigard FY 2008-09 Community Event Grant Requests Target $55,100 FY 2004-05 FY 2005-06 FY 2006-07 FY 2007-08 FY 2008-09 A enc Actual Actual Actual Actual Re uested Recommended Atfalati Recreation District/Tigard Recreation Assoc. Direct 5,000 5,000 5,000 5,000 5,000 In-Kind 0 0 4,600 0 0 Broadway Rose' Direct 10,000 10,000 10,000 10,000 10,000 10,000 In-Kind Broadway Rose' Construction Direct 0 0 0 0 50,000 In-Kind City of Tigard Dog Park Direct 450 400 400 400 400 In-Kind 0 0 13,000 0 0 Family Week Direct 0 0 8,400 6,500 8,750 In-Kind Festival of the Balloons- Direct 10,000 10,000 10,000 10,000 10,000 10,000 In-Kind 0 0 30,500 65,000 65,000 Friends of the Tualatin River Direct 0 1,500 0 0 In-Kind Portland Taiko Program w/Community Partners for Affordable Housing Direct 0 0 0 0 2,000 In-Kind Tigard Blast Direct 5,000 0 0 0 0 In-Kind Tigard 4th of July"' Direct 7,500 7,500 7,500 10,000 11,500 In-Kind 1,600 1,600 1,600 Tigard High Graduation Ceremony Direct 2,000 2,000 2,000 2,000 2,000 In-Kind Tigard Historical Association Direct 0 0 0 0 1,000 In-Kind Tigard Playschool 50th Anniversary Direct 0 0 0 0 5,000 In-Kind Tigard Tree Lighting-Tigard Chamber Direct 0 0 0 0 7,000 In-Kind Tualatin Valley Community Band Direct 2,000 2,000 2,000 2,000 2,000 In-Kind 1:\FIN\Budget 09\Social Service & Community Events\Social Services-CE Summary\ Social Service - Community Event Summary 2/25/2008 4:07 PM Tualatin Riverkeepers Direct 2,500 6,275 4,000 2,000 5,000 In-Kind 1,500 500 500 Washington Co. Bicycle Transportation Coalition Direct 0 0 0 0 1,000 In-Kind Washington Co. Historical Society & Museum Direct 0 0 0 0 2500 In-Kind Total Direct $41,950 $38,400 $45,300 $45,900 $123,150 $20,000 In-Kind $0 $0 $49,700 $66,600 $67,100 $0 *Per Resolution No. 00-22, guaranteed $10,000 each year **Per Resolution No. 00-20, guaranteed $10,000 each year ***Per Resolution No. 00-21, guaranteed $7,500 each year I:\FIN\Budget 09\Social Service & Community Events\Social Services-CE Summary\ Social Service - Community Event Summary 2/25/2008 4:07 PM CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: February 1 2008 Event Name: )__E2 1 (SU~ 7e_~o nlweo55,_D) Address: City, State, Zip: Contact Name: ~ Telephone Number: &D 4P E-mail address: I L~~ n I& d Ica 1. Request (express in whole dollar amounts only) Cash $ E510009 In-Rind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $ ~o 2. Purpose of Funding Request: -re( CZ-?r2 U-aL?e.9, V//Wt7V-- r / p~r ~~sec ern of ( 0-rd c~ X0FFTnL I~eCr'~Qc fic ► i • 1 • ~-iZ R~Gi-i©t~l 5i- t-f ~i Ffi' C- Sew 3. How wts vent benefit dhe Tigard Cm- muity. ~~nC PP ~►e-C, K h r G n eess ~ o eq 54-a ~ ci_nd ad )Q 0 r r 19 6 ~r~R -(D5 c. Kcx~ e the t ifCreo C7 Pal- O~j I~~ ~u'1 i ~I-i c1n~c~ Safe C~~Ts►~cle 4. How many Tigard residents do you anticipate participating in this event (or these del ° • /aL / _ o~W(1 1. l ~°S _ events)? -The a CZi'1 ~I Q,~°,G~F J-2,ce a nf ,c 1jabt a~iC( SoCC c r►~►e5 f~rz-x-►Ces/ f~cc (5 e5+- WW &Aecl to be ~ 5. Please submit the following information wiil-Vthis request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, 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 Liz Lutz at Lizbeth@tigard-orgov. Tigard LL Income Statement 2008 2007 Budget 2007 Actual 2008 Bud a Reforecas 2008 Actual l Contributions 20201 Photo Rebate $1,500.00 $1,446.00 $1 500.00 $0.00 2.0202 Sponsorships $25,000.00 $37 775.00 $30 000.00 $150.00 2.02.03 Scholarship Donation $230.00 $230.00 $320.00 2.02.04 Volunteer Matchin $2,000M $2.025.00 $2,000.00 $0.00 z.oz.os Misr- Contributions $0.00 2.0208 Accident Insurance Credit $500.00 $1,018.20 z.oz.os Refund of Overpayment $1,500.00 $0.00 Total Contributions $29,230.00 $42,976.00 $33,500.00 $0.00 $1,488.20 2.04.0o Total Interest Income $300.00 $553.95 $550.00 $262.98 z.o5.oo Non- Registration Revenue 2.05.01 Softball Clinics $2,000.00 $1,061.50 $1,500.00 $433.00 205.015 Baseball Clinics $4.000.00 $0.00 205.02 PCA $0.00 205.03 Concessions Cook Park/Al nrose $500.00 $633.64 $500.00 $1,293.00 2.05.04 Ti and Home Plate $10,000.00 $12,309.56 $10.0130.00 $0.00 2.05.05 TLL Apparel Sales - Baseball $7.500.00 $5.179.95 $7,500.00 $1,806.00 2.05.06 TLL Apparel Sales - Softball $1,300.00 $1,527.00 $1,300.00 $1,064.00 2..05.07 Decal Sales $600.00 $600.00 $600.00 $0.00 2.05.08 Honors Tournament $2,540.00 $2,500.00 $0.00 Total Non- Registration Revenue $21,900.00 $23,851-65 $27,900.00 $0.00 $4,596.00 2.06.00 Uniform Sales i 206.01 Baseball 2.06.011 A $6,240.00 $6,240.00 $6,240.00 S5,655 2.06.012 AA $7,800.00 $7,345.00 $6,240.00 $5,850 2.06.013 AAA $6,240.00 $5,655-00 $7,800.00 $6,965 2.06.014 Majors $6,240.00 $7,280.00 $6.240.00 $6,695 2.06.02 PeeWee $7,360.00 $7,480.00 $7,680.00 $7,360 2.06.03 Softball 2.06.031 A $1400.00 $1600.00 $1800.00 $1600 2.06.032 AAA & AA $8,255.00 $6.630.00 $7,670.00 $7,865 2.06.033 Ma'ors/JV $1,300.00 $2,470.00 $780.00 $2,535 Post Season 2.06.04 Baseball $2,880.00 $2,680.00 $2,880.00 $0 2.06.05 Softball $1,760.00 $1,040.00 $1,440.00 $0 Total Uniform Sales $49,475 $48,420 $48,770 $0 $44,515.00 Post Season Uniform Replacement Fund 2.06.06 Uniform Replacement BB $720.00 $670.00 $720.00 $0 06.07 Uniform Replacement SB $440.00 $260.00 $360.00 $0 Total Uniform Replacement Fund $1,160 $930 $1,080 $0 $0.00 2.oa.oo Total Cook Park Fund $20 Per Player) $15.480.00 $17,040.00 $16,940.00 $15,420.00 2.08.50 Capital Improvement Fund $25 Per Player) $19,350.00 $19,350-00 $19,375.0D $19,275.00 209.00 Registration 20907 Baseball _ 2.09.011 A $3,840.00 $3,840.00 $3,840.00 $3,480 209.012 AA $4,800.00 $4,52D.00 $3,840.00 $3,6W 209.013 AAA $3,840.00 $3,480.00 $4,800.00 $4,280 2.09.014 Majors $3,840.00 $4,480.00 $3,840.00 $4,120 2.09.02 PeeWee $6,440.00 $6,510.00 $6 720.00 $6,440 209.03 Softball 209.031 A $1225.00 $1,400.00 $1575.00 $1400 209.032 AAA & AA $5,080.00 $4,080-00 $4,720.00 $4,840 209.033 Ma' rs/JV $800.00 $1,520.00 $480.00 $1,660 209.04 Fall Ball $3,960.00 $4,290.00 $3,960.00 $0 209.05 Late Fees $1.225.001 $1,100.00 $0 2.09.06 Post Season Baseball $1,800.00 $1,675.00 $1,800.00 $0 Softball $1100.00 $650.00 $900.00 $0 Total Registration ----$36,725 $37,670 $37.575 $0 $29,720 Total income 1 215r20f)8 2007 - 2008 Season January Financials (2) TLL EXPENSE STATEMENT 2008 2007 Budget 2007 Actual 2008 Budget Reforecast 2008 Actual 1.01.00 Education 1.01.01 Baseball $0.00 $500.00 $4,000.00 $0.00 1.01.02 Softball $3,500.00 $2,420.00 $4,016.00 $840.00 1.01.03 Umpires - Baseball $300.00 $0.00 1.01.04 First Aid Training $0.00 $0.00 1.01.05 Positive Coaches Alliance $0.00 Total Education $3,800.00 $2,920.00 $8,016.00 $0.00 $840.00 1.02.00 Cook Park Fields Capital Equipment 1.02.01 Dugouts and Bullpens $0.00 1.02.02 Dirt and Turface $0.00 1.02.025 Netting $0.00 Misc. Equipment 1.02.03 Railings $1,000.00 $0.00 1.02.04 Bleachers (Cook 3 & 4) $3,000.00 $3,000.00 $0.00 1.02.05 Misc - Replacement $0.00 Field Improvements 1.02.06 Baseball (Cook 1 & 2) $1,000.00 $2,588.27 $0.00 1.02.07 Softball (Cook 3 & 4) $0.00 Total Cook Park Fields $5,000.00 $2,588.27 $3,000.00 $0.00 $0.00 1.03.00 Equipment 1.03.01 ;Baseball Equipment $6,000.00 $5,229.03 $6,500.00 $0.00 1.03.02 !Softball Equipment $2,500.00 $1,783.58 $2,900.00 $0.00 1.03.03 Um ire Equipment $800.00 $0.00 1.03.035 Field Equipment (Breakawa Bases) $0.00 $4,500.00 $0.00 1.03.04 Baseball-Bullpens $0.00 1.03.05 Softball-CFT $0.00 1.03.06 Softball-Metzger $0.00 Total Equipment $9,300.00 $7,012.61 $13,900.00 $0.00 $0.00 1.04.00 Field Maintenance-- Baseball 1.04.01 Bleachers $0.00 1.04.02 Chalk $0.00 1.04.03 Dirt $1,500.00 $1,500.00 $0.00 1.04.04 Fencing $200.00 $0.00 1.04.05 Misc. Repairs $500.00 $387.41 $500.00 $0.00 1.04.06 Tools $500.00 $107.52 $0.00 1.04.07 Fertilizer & Seed $0.00 1.04.08 Turface-MVP $0.00 1.04.09 Turface/Quick Dry/Chalk $3,300.00 $2,648.55 $3,000.00 $0.00 1.04.10 Field Maintenance - Mary Woodward $0.00 1.04.11 Field Maintenance - Cook Park $6,000.00 $4,915.35 Total Field Maintenance Baseball $6 000.00 $3143.48 $11,000.00 $0.00 $4,915.35 Page 1 of 4 2/5/2008 TLL EXPENSE STATEMENT 2008 2007 Budget 2007 Actual 2008 Budget Reforecast 2008 Actual 1.05.00 Field Maintenance--Softball 1.05.01 Chalk $0.00 1.05.02 Dirt $500.00 $500.00 $1,840.00 1.05.03 Misc-Repair $200.00 $200.00 $0.00 1.05.04 Fertilizer $0.00 1.05.05 Turface-MVP $0.00 1.05.05 Turface/Quick Dry/Chalk $1,500.00 $750.00 $1,500.00 $200.00 1.05.10 Field Maintenance Ma Woodward $3,000.00 $3,000.00 $914.14 Total Field Maintenance Softball $5,200.00 $750.00 $5,200.00 $0.00 $2,954.14 1.07.00 Insurance 1.07.01 Additional Fields Insurance $200.00 $181.80 $200.00 $161.60 1.07.02 Board & Volition _ $0.00 1.07.03 Crime $200.00 $180.00 $200.00 $180.00 1.07.04 Liability $2,300.00 $2,256.00 $2,300.00 $2,134.80 1.07.05 Player Insurance $2,500.00 $2,463.40 $2,500.00 $1,696.00 Total Insurance $5,200.00 $5,081.20 $5,200.00 $0.00 $4,172.40 1.08.00 LL Charter Expense $1,500.00 $1,500.00 $1,056.00 1.09.00 Tigard Home Plate 1.09.01 Inventory $4,000.00 $4,141.99 $4,000.00 $0.00 1.09.02 E ui ment $0.00 1.09.03 Building Improvements $114.90 $0.00 1.09.04 Special Sales $0.00 Total Tigard Home Plate $4,000.00 $4,256.89 $4,000.00 $0.00 $0.00 1.10.00 TILL Apparrel Sales Expense 1.10.01 Baseball Apparel Sales $6,000.00 $7,528.01 $6,000.00 $0.00 1.10.02 Softball Apparel Sales $2,000.00 $1,812.00 $2,000.00 $2,056.00 1.10.03 Decal Sales $700.00 $672.00 $700.00 $0.00 Total ApparelSales Expense $8,700.00 $10,012.01 $8,700.00 $0.00 $2,056.00 1.11.00 Umpire Expense 1.11.01 Baseball $11,340.00 $11,444.25 $12,000.00 $471.50 1.11.02 Softball $3,000.00 $2,182.00 $3,000.00 $0.00 1.11.03 Fall Ball $1,200.00 $1,720.00 $1,500.00 $0.00 Total Umpire Expense $15,540.00 $15,346.25 $16,500.00 $0.00 $471.50 1.12.00 Cook Park Expansion 1.12.01 Land Purchase $0.00 1.12.02 Concession Improvements $8,300.00 $8,266.95 $17,625.40 $17,640.25 Total Cook Park $8,300.00 $8,266.95 $17,625.40 $0.00 $17,640.25 Page 2 of 4 2/5/2008 TLL EXPENSE STATEMENT 2008 2007 Budget 2007 Actual 2008 Budget Reforecast 2008 Actual 1.13.00 Room Rentals 1.13.01 Baseball $1,500.00 $1,115.50 $1,200.00 $30.00 1.13.02 Softball _ $1,750.00 $1,068.50 $1,200.00 $0.00 1.13.03 Baseball Tryouts $250.00 $840.50 $900.00 $0.00 1.13.04 Softball Tryouts $400.00 $246.00 $400.00 $0.00 1.13.05 Board Meetings $200.00 $20.00 $200.00 $0.00 1.13.06 Storage $4,800.00 $5,517.65 $5,100.00 $2,125.00 1.13.07 CPR Training $0.00 Total Room Rental $8,900.00 $8,808.15 $9,000.00 $0.00 $2,155.00 1.14.00 Utilities 1.14.01 Alarm Service $0.00 1.14.02 Garbage Collection $700.00 $141.14 $500.00 $0.00 1.14.03 Sanitation Removal $3,500.00 $3,438.39 $3,500.00 -$514.74 1.14.04 Telephone $450.00 $432.44 $450.00 $145.92 1.14.05 Electric Cook Park $750.00 $874.55 $900.00 $124.23 Total Utilities $5,400.00 $4,886.52 $5,350.00 $0.00 -$244.59 1.15.00 Operation Expenses 1.15.01 Sponsorship Expense $1,000.00 $2,756.00 $1,000.00 $0.00 1.15.02 Postage $700.00 $375.40 $500.00 $332.60 1.15.03 Printing $2,500.00 $1,341.33 $2,000.00 $1,451.70 1.15.04 Awards & Pins $100.00 $105.65 $100.00 $0.00 1.15.05 Books $500.00 $0.00 1.15.06 Web Site $1,750.00 $753.55 $1,100.00 $240.00 1.15.07 Opening Da Supplies $500.00 $231.00 $500.00 $0.00 1.15.08 Admin. Supplies $750.00 $49.95 $500.00 $33.85 1.15.09 Registration Supplies $250.00 $250.00 $300.00 1.15.10 Safety Supplies $500.00 $86.00 $200.00 $0.00 1.15.11 Cartography $0.00 1.15.12 CT 12 Tax Report $50.00 $223.00 $250.00 $132.00 1.15.13 Board Meeting Expense $100.00 $100.00 $0.00 1.15.14 Petty Cash $200.00 $200.00 $200.00 1.15.15 Visa/MC Processing Fee $1,250.00 $1,245.13 $3,000.00 $875.85 1.15.16 Bad Check Expense $216.00 $100.00 $0.00 1.15.17 Banking Fees $395.08 $100.00 $50.00 1.15.18 Background Checks $100.00 $0.00 Total Ops Expenses $9,950.00 $7,978.09 $10,000.00 $0.00 $3,616.00 1.16.00 Contributions 1. 6.01 Alpenrose World Series/Regional Toum $800.00 $500.00 $0.00 1.16.02 Service Awards $100.00 $488.39 $200.00 $0.00 1.16.03 Registration Drawing $420.00 $420.00 $420.00 $0.00 1.16.04 Fountain Memorial $0.00 1.16.05 Tryouts Contribution _ $100.00 $0.00 Total Contributions $520.00 $1,808.39 $1,120.00 $0.00 $0.00 Page 3 of 4 2/5/2008 TLL EXPENSE STATEMENT 2008 2007 Budget 2007 Actual 2008 Budget Reforecast 2008 Actual 1.17.00 Tournament Fees 1.17.01 Baseball Post Season $1,650.00 $1,800.00 $1,800.00 $0.00 1.17.02 Softball Tournaments $1,100.00 $600.00 $900.00 $0.00 1.17.03 9/10 District 4 Honors Tournament $1,730.00 $2,000.00 $0.00 1.17.04 Post Season Team Expenses $3,356.45 $3,000.00 $0.00 Total Tournament Fees $2,750.00 $7,486.45 $7,700.00 $0.00 $0.00 1.18.00 Uniforms _ 1.18.01 Baseball 1.18.011 A $6,240.00 4,601.35 $6,240.00 0.00 1.18.012 AA $7,800.00 5,782.22 $6,240.00 0.00 1.18.013 AAA $6,240.00 4,613.45 $7,800.00 0.00 1.18.014 Majors $6,240.00 5,725.86 $6,240.00 0.00 1.18.02 Pee Wee $7,360.00 6,840.02 $7,680.00 0.00 1.18.03 Softball 1.18.031 A $1,400.00 1,502.40 $1,800.00 0.00 1.18.032 AA $5,915.00 5,188.25 $4,550.00 0.00 1.18.033 AAA $2,340.00 2,234.65 $3,120.00 0.00 1.18.034 Ma'ors/JV $1,300.00 1,446.60 $780.00 0.00 1.18.04 Baseball Post Season $2,880.00 6,713.58 $2,880.00 0.00 1.18.05 Softball Post Seaston $1,760.00 877.80 $1,440.00 0.00 1.18.06 Patches 894.00 $900.00 0.00 1.18.07 Umpire Shirts $300.00 $300.00 0.00 Total Uniforms $49,775.00 $46,420.18 $49,970.00 $0.00 $0.00 1.19.00 Scholarship Expense $6,500.00 $6,485.00 $6,500.00 $5,025.00 1.20.00 Cook Park Payment Appropriation $10,080.00 $0.00 1.30.00 Capital Improvement Appropriation $21,425.00 $1,408.60 $0.00 Total Expenses 5187.840.00 $143.250.44 5185.690.00 $0.00 544 Page 4 of 4 2/5/2008 1:03 PM Southside Soccer Club 02101/08 Accrual Basis Profit & Loss December 30 through November 2007 Income Apparel $262.00 Chinook Revenue $22,665.00 Concessions $1,293.00 Donations/Sponsorships $12,138.50 Fundraising $82,778.20 Interest Income $4,297.49 Miscellaneous $2,007.26 OYSA Refunds $3,482.87 Registrations $736,767.13 Uniforms Sold $60,985.00 Total Income $926,676.45 Cost of Goods Sold Apparel Expense $2,388.25 Coaches Pay $166,488.86 Director Fees & Expense $57,287.02 Equipment $15,580.08 Fields $121,059.79 Fundraising Supplies $44,779.20 Goods incl in Registration $38,464.88 OYSA Fees $80,426.39 Referees $74,872.00 Sanitary Services $11,896.57 Scholarship Expenses $500.00 Uniforms Purchased $60,680.40 Total COGS $674,423.44 Gross Profit $252,253-01 Expense Advertising $4,639.62 Automobile Reimbursements $490.35 Bank & Credit Card Fees $11,782.36 Committee Expenses $6,981.67 Help w/ Club Tasks $22,915.00 Insurances $4,734.00 Legal and Accounting $1,740.35 Maintenance & Repair $195.00 Meals & Entertainment $5,585.93 OASA Fees $280.00 Office Expenses $17,589.50 Office Supplies $11,033.04 Payroll Taxes $10,219.23 Postage 8, Shipping $4,218.31 Printing $5,041.84 Rent & Utilities $16,479.10 Pagel of 2 1:03 PM Southside Soccer Club 02/01/08 Accrual Basis Profit & Loss December through November 2007 Salaries & Wages $108,749.87 Travel & Conventions $11,014.11 Web Site Provisioning $20,152.45 Total Expense $263,841.73 Net Income 411,588.72 Page 2 of 2 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: February 1, 2008 Event Name: The Broadway Rose Theatre Company Address: PO Box 231004 City, State, Zip: Ti and OR 97281 Contact Name: Sharon Marone Telephone Number: 503-906-2390 E-mail address: brtcsm@aol corn 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 exceptional, professional theatre at an affordable price. This summer The Broadway Rose will present its 17 season at the Deb Fennell Auditorium at Tigard High School. We will produce five shows in eight performing weeks, June 27 - August 17, 2008. Our season opens with the epic, Tony award-winning musical spectacular, Les Miserables, followed by the tap-dancing musical comedy spoof, Dames at Sea, and concludes with the "who dunnit" musical thriller, Nite Club Confidential. Our summer schedule also includes two children's shows, Pinocchio and The Little Mermaid, and three youth drama camps. In addition to our summer season, the company produces a holiday show, cabaret series and a play reading series. Entering its 17'h year of producing theater in the same location, the company has developed strong relationships with audience members, vendors and over 25 long-term corporate sponsors. We continue to be amazed and grateful for the support that we receive from our donors and patrons. Despite the fact that we are in the middle of a capital campaign when our donors have been asked to give to capital requests, our individual operating donations remain very strong. This is quite unusual for non-profit THEATRE COMPANY Board of Directors Diana Burke US Trust/ Bank of America Joyce Ashmanskas January 24, 2008 Arts advocate Pam Brown West Coast Bank Robert H. Sesnon David Cutz Financial and Information Services Director Paragon Tile & City of Tigard Stone 13125 SW Hall Boulevard Lisa Francolini, L.Ac. Tigard, OR 97223 RiverWest Acupuncture Clinic Dear Robert, Joan Kingsley Portland Spirit I'd like to thank the City of Tigard again for its generous support of The Broadway Rose. Our 2007 Summer Season was our most successful yet! We Rorie Leone Washington Trust received excellent reviews and attendance was at an all-time high. Preparations Bank for our 2008 Summer Season are already underway, and we hope to reach even greater heights this year. We are grateful for the City of Tigard's support, and we F. Jackson Lewis Tonkon Torp, LLP know that The Broadway Rose could not succeed without it. Bill Monahan Enclosed is a 2008 Community Events Funding Request. If you have any Jordan Schrader questions regarding the application or accompanying materials, please don't Ramis PC hesitate to call me at 503-906-2390. William L. Nothstine Professional writer Thank you for your consideration. Harvey Platt Platt Electric Supply Best egards Resource Council aron Maroney Larry Cartier Artistic Director Wellpartner John L. Cook John L. Cook, CPA Dan Yates Portland Spirit P.O. Box 231004 • Tigard, OR 97281 •503-620-5262 • Fax 503-670-8512 • www.broadwayrose.com organizations in the midst of a capital campaign, so we are very pleased. Also, 2007 season ticket sales increased 38%, and our 2008 season ticket sales are currently 21 % ahead of last year's at this time, indicating a need for and an appreciation of professional theater. The City of Tigard's support each year is essential to our continued success. When we approach new foundations and are able to note that The Broadway Rose is a City of Tigard sponsored event, it sends a strong message about community support. The Broadway Rose was fortunate to have garnered excellent reviews for its 2007 Summer Season, repeatedly selling out performances in the 600-seat Deb Fennell auditorium. Grant Butler of The Oregonian wrote, "Singin' in the Rain "fits perfectly into the format Broadway Rose has adopted... one of the reasons that in the past five years, Broadway Rose has emerged as one of the highlights of the summer arts season. " Reviewing our second show of our 2007 Summer Season, Cole; a Musical Celebration of Cole Porter and his Music, The Oregonian offered further praise, writing, "This musical revue, which continues the Broadway Rose Theatre Company's 16th season, is so rich with delicious Cole Porter songs that you had our hearts at the downbeat. What's not to love? " Finally, our last show of the season, the musical comedy thriller, No Way to Treat a Lady, garnered kudos from Ben Waterhouse at Willamette Week, who wrote, "No Way to Treat a Lady, " the last production in Broadway Rose's summer season, is good stuff--class warfare, the loss of self in modern society, and the role of the media in creating monsters. The all-local ensemble is stellar. " The Broadway Rose is gaining a national reputation for excellence, helping us attract ever-stronger performers to the area. 3. How will this event benefit the Tigard Community? As the only professional musical theater company in Washington County, we bring to the community what no other theater can - extraordinary musicals, the breadth and talent of which rival national Broadway tours. We also have a long-term relationship with the Tigard/Tualatin School District who has rented their facilities to us for the last 16 years at a greatly reduced rate, and each year they partner with The Broadway Rose to present an original children's musical, free of charge, to over 3,000 students in the local elementary schools. Additionally, our youth outreach programming includes extensive paid internships to local high school students as well as significantly discounted tickets to participating YMCA chapters. We hold three youth drama camps in the summer, and several students attend free of charge because of scholarships provided by The Broadway Rose, in partnership with Community Partners for Affordable Housing. Each summer The Broadway Rose also sponsors a cover design contest for our children's productions at a local elementary school through the Arts & Literacy Program. The Broadway Rose has also developed relationships with Woodland Heights (an assisted living residence) and Our House, where residents of these programs are invited to attend the final dress of each of our Mainstage productions, free of charge. The Broadway Rose also has important relationships with over 25 local corporate sponsors (ranging from $500 - $2,500), many of whom are secured once again for our 2008 Summer Season, as well as three new sponsors. The Broadway Rose Theatre Company is committed to increasing opportunities for Oregonians to participate in the arts. Approximately 100 local professionals and students will be hired as paid cast members, technicians, musicians, designers and interns throughout the summer season. We believe these partnerships and efforts help 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. In 2007 we served over 30,500 people and expect that number to increase in 2008. Through our surveys and databases we have determined that Tigard residents make up our largest audience base (25%). 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. The Broadway Rose Theatre - Projected 2008 Jan - Dec 08 Income Annual Boat Event Income 32,634.00 Corporate Income 55,000.00 Educational Outreach & Classes 20,350.00 Entertainment/Royalty Income 750.00 Grants 162,000.00 Guild 7,500.00 Individual Donations 70,000.00 New York Trip 132,000.00 Program Advertising Income 6,100.00 Raffle Income 254.00 Rental Income 206.00 Shipping & Handling Income 1,200.00 Souvenir Sales 3,060.00 Ticket Sales 555,324.00 Total Income 1,046,378.00 Expense Administrative Expense 171,930.11 Artistic Programming 358,716.70 Bank Service Charges 19,835.45 Boat Expenses 4,873.34 Class Expense 513.05 Company Amenities 2,681.92 Concession Expense 2,616.24 Development 46,668.37 Educational Outreach 17,070.00 Guild Expense 1,705.00 Insurance 40,475.51 Internet Expense 2,226.50 Janitorial 420.00 Marketing Expense 86,920.00 Miscellaneous 10.99 New York City Trip 115,000.00 Office Supplies 8,710.97 Organizational Dues & Expenses 5,235.39 Payroll Taxes 99,552.80 Postage and Delivery 2,942.43 Professional Fees 9,531.25 Prudent Reserve 6,174.60 Publication Subscriptions 158.00 Rental Expense 1,700.00 Repairs & Maintenance 4,175.00 Souvenir Expense 211.98 Staff Education 220.00 Telephone 16,227.41 Travel & Ent 304.09 Utilities 13,231.00 Total Expense 1,040,038.10 Net Ordinary Income 6,339.90 Other Income/Expense Other Income Interest Income - Operations 3,660.10 Total Other Income 3,660.10 Net Other Income 3,660.10 Amount Requested: City of Tigard 10,000.00 2:51 PM Broadway Rose Theatre Company 01/05108 Cash Basis Profit & Loss January through December 2007 Jan - Dec 07 Ordinary Income/Expense Income Annual Boat Event Income 30,642.00 Camp Income 9,354.00 Concession Income 4,116.09 Corporate Income 57,621.75 Entertainment/Royalty Income 112.00 Grants 159,525.00 Guild 7,061.00 Individual Donations 62,455.30 New York Trip 101,975.00 Program Advertising Income 5,084.00 Raffle Income 4,256.45 Shipping & Handling Income 1,215.00 Souvenir Sales 4,255.19 Ticket Sales 506,612.20 Total Income 954,284.98 Expense Administrative Expense 118,996.03 In-Kind 37,000 Artistic Programing 326,250.06 Automobile Expense 208.60 Bank Service Charges 18,507.90 Boat Expenses 4,219.28 Camp Counselors 2,110.00 Class Expense 1,238.09 Company Amenities 3,336.02 Concession Expense 2,647.03 Development 38,932.99 15,000 Facillity Development 284.35 Guild Expense 1,702.47 Insurance 32,988.91 Internet Expense 1,600.50 Janitorial 560.00 Marketing Expense 90,880.09 7,000 New York City Trip 112,255.44 Office Supplies 9,257.54 Organizational Dues & Expenses 6,209.25 Payroll Taxes 101,435.05 Postage and Delivery 3,089.09 Professional Fees 9,911.25 Publication Subscriptions 40.00 Raffle Expense -89.40 Rental Expense 2,400.00 25,000 Repairs & Maintenance 4,214.41 Souvenir Expense 3,084.87 Staff Education 1,130.73 Telephone 14,941.57 Travel & Ent 926.80 Utilities 292.91 Total Expense 913,561.83 total in-Kind $ 84,000.00 40,723.15 Other Income Interest Income - Operations 6,841.47 Net Other Income 47,564.62 Broadway Rose Theatre Company - Major Contributors 2007 Actual Government City of Tigard $10,000.00 City of Tualatin $500.00 Washington County Commissioners $3,000.00 $13,500.00 Foundations M.J. Murdock Foundation 44,500.00 Poznanski Foundation 30,000.00 Regional Arts & Culture Council 21,700.00 Collins Foundation 8,000.00 Kinsman Foundation 25,000.00 Oregon Arts Commission 5,000.00 Portland General Electric 2,500.00 The Fred Meyer Foundation 1,000.00 Templeton Foundation 4,000.00 Miller Foundation 1,000.00 Tucker Foundation 1,500.00 Jackson Foundation 1,000.00 Tigard Rotay 500.00 ZoomCare 250.00 Equity Foundation 75.00 146,025.00 Corporate Sponsorships Platt Electric Supply $20,000.00 Pearson Financial Group $14,000.00 The Portland Spirit $5,000.00 Stash Tea $5,000.00 Union Bank of California $500.00 Riverwest Acupuncture $2,500.00 West Coast Bank $1,000.00 Bank of The West $1,000.00 Tonkon Torp, LLP $1,000.00 Ramis Crew & Corrigan $1,000.00 Minuteman Press $500.00 Paragon Tile $500.00 Umpqua $500.00 Dr. Jordan Family Dentistry $500.00 Landmark Ford $500.00 Wellpartner $1,000.00 Ornaments to Remember $1,500.00 Hillsboro Orthopedic $500.00 Fullhart Insurance $500.00 Robert Gray Partners $500.00 Suroundings $500.00 $58,000.00 THEATRE COMPANY The Broadway Rose Theatre Company 2008 Board of Directors Joyce Ashmanskas Lisa Francolini (Vice Pres.) Bill Monahan Arts Advocate President Jordan Schrader Ramis PC 7575 SW 140 Ave R.iverWest Acupuncture PO Box 230669 Beaverton, OR 97008 5441 SW Macadam Ave # 200 Portland, OR 97281 Home phone: (503) 646-0762 Portland, OR 97239 Work Phone: (503) 598-7070 joyceashmanskas@verizon.net Work Phone: (503) 246-0103 bmonahan20@comcast.net lisa@riverwestacupuncture.com Pam Brown Joan Kingsley Bill Nothstine (Secretary) AVP & Manager Arts Advocate Professional Writer Tigard Branch 2667 SW Upper Drive Place 5478 SW Alger Ave., D5 West Coast Bank Portland, OR 97201 Beaverton, OR 97005-4068 11675 SW Pacific Hwy Home Phone: (503) 223-8889 Home Phone: (503) 641-0270 Tigard, OR 97223 joan@portlandspirit.com nothstine@hotmail.com Work Phone: (503) 598-7482 brownp@wcb.com Diana Burke (President) Rorie Leone Harvey Platt Vice President Vice President Chairman, CEO U.S. Trust Washington Trust Bank Platt Electric Supply 4380 SW Macadam Ave. 920 SW Sixth Ave., Ste. 1300 10605 SW Allen Blvd Suite 450 Portland, Oregon 97204 Beaverton, OR 97005 Portland, OR 97239 Work Phone: (503) 778-7069 Work Phone: (503) 641-6121 Work Phone: 497-2843 hjplatt@platt.com (503) rleone@watrust.com diana.burke@ustrust.com Dave Cutz Jackson Lewis VP Finance Tonkon Torp, LLP Paragon Tile & Stone 1600 Pioneer Tower PO Box 230845 888 SW Fifth Avenue Tigard, OR 97281 Portland Oregon 97204 Work Phone: (503) 684-5330 Work Phone: (503) 802-2130 dave@paragontile.com jackson@tonkon.com 1/16/2008 Resource Council Dan Yates President The Portland Spirit 110 SE Caruthers Portland, OR 97214 Work Phone: (503) 224-3900 dan@portlandspirit.com Larry Cartier VP Pharmacy Operations Wellpartner Building P, Suite 200 7216 SW Durham Road Portland, OR 97224 Work Phone: (503) 718-5708 lcartier@wellpartner.net John L. Cook John L. Cook, CPA 12314 SW Millview Court Tigard, OR 97223 (503) 590-2933 DEPARTMENT OF TEE - - , REVENUE SERVICE --•=-r D== R C 7 DIRECTOR 2 `-P?NT_A CIRCLE MC "=R7'_' PA_RK, CA 91755-7431 Em__ ove_ Identification Nur.,.. er: Dam=a = MAY 1 2 1997 93-1069099 Case 'Nu:;:ber : 9'.-051029 3 C z_DW_1 ROSE THEATRE COMPANY Contact Person: C.-3 G. RYAN =O CUSTOMER SERVICE BOX 231009 Contact Telephone Number: OR 97281-1004 (213) 894-2289 Our Latter Dated: ;-v 1992 Addendum Ac lies : No De-_ .71,p' icant. This modifies our letter of tie above date in which we stated t'--a,: «c__d be treated as an organization that is __ct a private foundat_c w.=_: s ex. _r atior. of your advance ruling period. You:: exempt status under sect:--n 501(a) of the Internal Reveln-_a Cz-°_ or=a= izatior. described in section. 5G? (c) (3) is still in effect. Base; =_rmati cn you submitted, we have determined that you are not a - _'_va:e ~at_on within the meaning of section. 509(a) of the Code because yc•.: a=- .__zation of the type described in section 509 (a) (1) and 170 (b) Gra- tcrs and contributors may rely on t=_-'s determination unless °_r-a_ Revenue Service publishes ,otice _ e contrary. However, if nose yc::r section 509(a) (1) status, a gra =t :r or contributor may t _s de ermination. if he or she was 4- part :responsible for, or was aware --ha act or failure to act or the s-'-stant_=_ or material change c t e crga=_zation that resulted 4,.-- vcur loss cf such- status, or if a c_ act knowledge that the Internal Revenue Se=J'_ce had given notice Nc;_= ~c longer be classified as a section 509(a) (1) organization. As of January 1, 1984, you are liable taxes under the Fedaral _ =s-_=a ce Contributions act (social secur'_t-y ta:ces) on remuneration of c= more you pay to each of your employees d~=_= c a calendar year. You are =o: for the tax imposed under the Federal Unemployment Tax Act You are required to file Form 990 only your gross receipts eac yea= are -normally more than $25, 000. For guidance in determining whether vole !-:ss receimcs are "r_ornally" more than $25,000, see the instructions for Form If a return is required, it must be filed b-r the 15th day of the fifth a=:er t-he end of your annual accounting per_od. A penalty of $10 a day charred when a return is filed late, unless t :-'--ere is reasonable cause de;av. =owever, the maximum penalty charged ca,- ct exceed $5,000 or 5 of cur ress receipts for the year, wnic e-per is 'less. This penalty -a: be _ a=gad if a return is not complete, so _ lease be sure your return: _s co-_;ete before you file it. we have indicated in the heading cf letter that an addend=. a==Lies, e addendum enclosed is an intecral =art of this letter. Letter 1050 (::C CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: February 1, 2008 Event Name: The Broadway Rose Theatre Company Address: PO Box 231004 City, State, Zip: Ti and OR 97281 Contact Name: Sharon Marone Telephone Number: 503-906-2390 E-mail address: brtesm@Aol.com 1. Request (express in whole dollar amounts only) Cash $50,000 In-Kind Services (use of City property, City staff support, $0.00 etc. Please explain the services requested on a separate sheet) Total Request $50,000 2. Purpose of Funding Request: In February of 2007, The Broadway Rose Theatre Company and the Tigard/Tualatin School District entered into a partnership wherein the School District is leasing the vacant CF Tigard "cafetorium" building to The Broadway Rose for $1 per year for 20 years (renewable in I0-yr increments), provided that The Broadway Rose fund capital improvements ($2 million) to renovate the existing building. The C.F. Tigard building currently has a flat floor, a concrete stage, no electricity, no plumbing, and an obsolete kitchen. One key element of the renovation will be the purchase of a raked, retractable seating system with 270 seats. This means better sightlines for our patrons and extra floor space for cabarets and fundraising events. A new floor will be built on the concrete stage and the old kitchen will be removed and replaced with administrative offices for our staff. A workshop will be added so that we can build our own sets, and the parking lot will be expanded to include additional spots. Parking will be free to patrons. Construction for the renovation of the building is scheduled to begin in February, 2008, and end in August, 2008. The organization has strategically designed the construction to take place in two phases in order to maximize our fundraising timeline and minimize construction inflation. Phase I Broadway Rose Theatre Company Pagel of 3 (February, 2008 - April, 2008) includes the renovation of the existing building and construction of the attached scene shop. Phase 2 (May, 2008 - August 2008) includes the addition of another parking lot and the installation of the building's internal technical equipment (lighting, sound, etc). The Broadway Rose hired architect Henry Fitzgibbon (Soderstrom Architects, P.C.), contractor Bob Gray (Robert Gray Partners, Inc.), project manager Francesca Gambetti (Shiels Obletz Johnsen, Inc.) and theatrical consultant Paul Luntsford (P L A Designs, Inc) for the building renovation. The Broadway Rose has raised $1,554,484 to date from individual donors, businesses and foundations. 3. How will this event benefit the Tigard Community? The Broadway Rose Theatre Company has been successfully producing professional summer theater in Tigard since 1992. Primarily a musical theater company, we produce a summer season that includes three large Mainstage shows, two Children's Theatre productions, and three youth drama camps. In 2001, at the request of the City of Tualatin's mayor, we expanded our programming to include an annual holiday show which proved to be such a success that in the following two years we further expanded our off-season programming to include a spring cabaret series, fall play reading series, and a workshop of an original musical, all of which continue to thrive. The company has fostered long-term partnerships in the community with The Tigard/Tualatin School District (providing paid student internships, and free educational musicals), The City of Tigard ($10,000), Community Partners for Affordable Housing and the local YMCA chapter (offering youth camp scholarships & discounted tickets), Woodland Heights Assisted Living, and The Arts and Literacy Program. We also have tremendous support from over 200 volunteers, and it was calculated that their combined yearly efforts equal that of an additional full-time employee. A recent survey indicated that 95% of our patrons would like to see The Broadway Rose Theatre company perform year-round. This project is driven by our audience's demand for more shows, as well as the desire to fulfill our long-term goal of having a permanent space of our own for year-round performances. We perform our summer season in the 600-seat Deb Fennell auditorium at Tigard High School; however, it's only available to The Broadway Rose for 8 (performing weeks in the summer). Now in its 17th year, The Broadway Rose has become so popular that each summer patrons are turned away due to sold-out performances. We were at an unprecedented 88% capacity (in a 600-seat auditorium) for our 2006 Summer Season, 92% capacity for our 2007 Summer Season, and expect that number to increase as our audience grows. To more effectively use the Deb Fennell Auditorium, we will produce two (instead of 3) large-scale musicals each summer which will allow us to extend the run of each show, thereby accommodating more patrons and increasing ticket revenue. Our smaller musicals will move to our new theater space as will our holiday show, cabaret series and play reading series. We will also expand our programming to offer comedies, revues, and classes through the rest of the year, as well as original musical workshops and productions. A full season of shows will give us the opportunity to increase the number of shows we produce each year, expand our outreach efforts, and provide work for a greater number of local directors, actors, designers, musicians and student interns. A permanent theater of its own will allow The Broadway Rose to a) augment our current programming with small musicals, comedies, revues, workshops, classes, and original musicals; b) allow us to present more diverse programming in an ongoing effort to engage younger audiences; c) increase employment opportunities for local artists, designers, actors and technicians; d) become the premiere training ground for musical theater artists - and with classes for beginners to those with advanced training, our expanded programming will have something for everyone; e) create a permanent community gathering place where theatrical arts will thrive; f) have enough office space to comfortably accommodate a staff more than double our current size, and g) increase our visibility in the community. Additional programming means more exposure and word-of-mouth is the most successful way to reach more people in the community. Broadway Rose Theatre Company Page 2 of 3 4. How many Tigard residents do you anticipate participating in this event (or these events)? As the only professional theater company in Washington County, we fill an essential niche. 50% of our audience is from Washington County (7,500 of our patrons are Tigard residents alone), 25% from Multnomah County, 15% from Clackamas County, and 10% from miscellaneous cities as far away as Eugene, Longview, and Hood River. The Broadway Rose is located in an increasingly diverse area. Located 10 miles south of downtown Portland, 22% of our community is multiracial (Hispanic = 10%; Asian or Pacific Islander = 6%; American-Indian or Alaskan Native = 5%; African American & Other = I%). With over 60% of the people moving into Oregon being minorities, we anticipate an even more diverse audience within the next decade. Our attendance has rapidly increased over the years, indicating a need for and appreciation of theater (2004 = 20,870; 2005 = 25,168; 2006 = 27,414; 2007 = 29,308). With increased programming and an additional space, The Broadway Rose, at maximum capacity, will be able to serve approximately 50,000 people per year - a 40% increase over our current maximum. We are proud of our youth education outreach programs that have grown to now reach over 4,500 children each year. We offer free performances at local elementary schools, scholarships for our youth drama camps, discounted tickets for local YMCA chapters, and our unique (paid) student technical internship program. Many of the children who attend are camps return each year, and several of our student interns have gone on to work professionally in technical theater, thanks to their experience and hands-on training through The Broadway Rose. The current number of youth we serve is expected to rise with our expanded programming. According to a recent "Arts & Economic Prosperity III" survey, The Broadway Rose (specifically cited) "supported 20 jobs, created $412,000 in household income and generated $21,700 in taxes and fees for Washington County." The survey also noted that audiences at arts events generated related commerce for local businesses, including restaurants, hotels, retailers and parking garages. Data collected from 905 attendees at a range of arts events showed they spent an average of $24.24 per person above and beyond the cost of event admission. This was figured at a time when our yearly attendance was approximately 24,000. With a new building our maximum capacity will nearly double, thereby increasing our economic contributions to the community (i.e. increased employment and commerce). Broadway Rose Theatre Company Page 3 of 3 Broadway Rose Theatre Company New Theatre Project Budget Construction Costs Based on Contractor Estimate 12/3107 December 17, 2007 PRELIMINARY DEVELOPMENT BUDGET PROJECT SOURCES: PROJECT USES Capital Campaign 2,035,872 Acquisition Costs $0 Construction Cost 1,243,715 Const. Contingency 146,856 Soft Costs 645,301 Subtotal $2,035,872 Working Capital Reserve Total $2,035,872 Total $2,035,872 Surplus/(Gap) $0 Unit Unit Cost Cost Total Cost Acquisition Building Acquisition (Down Payment) 0 Costs Title Insurance, Closing and Recording 0 Real Estate Fee 0 Total Acquisition Costs $0 Hard Site Work 5/11 estimate 288,915 Costs Interior Remodel + New Lobby 12/3 estimate 763,821 Scene Shop 5111 estimate 142,604 Retractable Seating 175 $425 74,375 Fixed Theater Seating 76 $250 19,000 Additional Sprinklers (beyond house) 0 Hazardous Materials Abatement N/A 0 In-Kind Donations (45,000) Contractor Overhead & Fees Incl. 0 Subtotal $1,243,715 Contractor's Inflation/Estimating Contingency 3.9% 46,700 Owner's Construction Contingency 7.5% 100,156 Subtotal $146,856 Total Hard Costs $1,390,571 Soft PREDEVELOPMENT COSTS Costs Architecture/Engineering Studies Incl. $0 Project Management 72,000 Sound Consultant 5,500 Appraisal 0 Survey 2,300 Arborist Study LS 1,500 Traffic Study LS 0 Other 0 Subtotal $81,300 ARCHITECTURE & ENGINEERING FEES Architecture Fees contract 134,640 Acoustical Consultant Incl. 0 Interior Architecture Incl. 0 Landscape Architecture Incl. 0 Engineering Ind. 0 Mechanical & Electrical Incl. 0 Hardware Incl. 0 Civil Engineering Incl. 0 Structural Engineering Incl. 0 Theatre & Lighting Consultant contract 16,000 Geotechnical Studies 0 Construction Testing & Inspection 5,000 Other Consultants 0 Consultant Reimbursables 25,000 Subtotal $180,640 DEVELOPMENT FEES & ADMINISTRATION BRTC Staff Costs 0 Fundraising Consultant 25,000 Contractor Performance & Payment Bonds 0 Owner's Builders Risk Insurance Policy 6,000 Development Contingency 3.9% 25.000 Subtotal $56,000 PERMITS & FEES Building & Public Improvement Permits 2.00% 23,907 Conditional Use Application Fee 5,198 Water Connections 10,000 Systems Development Fee-Water 0 Systems Development Fee-Sewer 0 Systems Development Fee-Parks 1,799 Traffic Impact Fee 5,442 SDC/Permit Contingency 6.000 Subtotal $52,346 LEGAL & ACCOUNTING FEES Pre-Development Legal Fees 0 Legal & Accounting-Development 0 Other Legal Costs 0 Subtotal $0 FURNITURE, FIXTURES & EQUIPMENT (FF&E) Stage rigging and drapes 10,000 Theatrical Lighting Upgrades PEA 9122 est. 55,265 Removable Theatre Seats 18 $ 250.00 4,500 Sound Equipment 60,000 Exterior Signage 50,000 Lobby/Concessions Furniture 10,000 Office Furniture 0 Fire Alarm System 5,250 Computer Systemsfrelephone 35.000 Subtotal $230,015 CARRYING COSTS & MOVING EXPENSES Property Taxes During Dev. Period 0 Bridge Loan Fee 0.00% $ 350,000 0 Bridge Loan Interest 2.0% $ 350,000 7,000 Moving Expenses 3,000 Operating Reserves (3 months) 0 Subtotal 10,000 PROMOTIONAL EXPENSES Campaign Expenses - brochure, printing, events, recognition items 25,000 Project Renderings 0 Marketing Blitz upon Opening 10.000 Subtotal $35,000 Total Soft Costs 32°!° $645,301 TOTAL DEVELOPMENT COSTS $2 035 872 The Broadway Rose Theatre Company Capital Campaign Funding Sources SECURED REVENUE & IN KIND Foundations James F. and Marion L. Miller Foundation $200,000 Meyer Memorial Trust $200,000 Collins Foundation $124,000 Ann and Bill Swindells Foundation $50,000 Tigardlrualatin School District $35,000 Oregon Cultural Trust $12,000 U.S. Bancorp Foundation $10,000 Swigert Foundation $10,000 Wright Family Charitable Fund (Schwab Found) $10,000 Washington Trust $5,000 subtotal $656,000 Board & Staff (100% giving) subtotal $108,300 Major Donor Gifts Anonymous $300,000 Anonymous $50,000 Anonymous $50,000 Anonymous $25,000 Joan & Wayne Kingsley $50,600 Laura & Erik Spurrell $20,000 Anonymous $15,000 Maroney Family $14,250 Craig Baumeister $10,000 Nancy Gilbert $10,000 Mary Durocher $5,000 Joe Murrell $4,590 Anonymous $4,000 Margaret Dragoon $3,000 Richard & Sally Larson $3,000 subtotal $564,440 Individual Donors (250 given 1450 more to ask) subtotal $225,744 Tgtal CASH Secured $1 554 484; In-Kind Platt Electric Supply $20,000 Coast Pavement Services $5,000 Western Plumbing $5,000 Snyder Roofing $5,000 Paragon Tile & Stone $5,000 d Tota% IN K/ND`Secured, $40 000 PENDING REVENUE Foundations The Allen Foundation $200,000 Spirit Mountain Foundation $100,000 PGE Foundation $25,000 $325,000 Corporations Landmark Ford $10,000 Events/Fundraisers Seat & Bricks Sale $20,000 Individual Donors $40,516 TOTAL REVENUE (Secured & Pending) $1,960,000 Amount Requested from City of Tigard $50,000 lip Board of Directors January 30, 2008 Diana Burke US Trust / Bank of Robert H. Sesnon America Financial and Information Services Director Joyce Ashmanskas City of Tigard Arts advocate 13125 SW Hall Boulevard Pam Brown Tigard, OR' 97223 West Coast Bank Dear Robert, David Cutz Paragon Tile & This summer marks The Broadway Rose Theatre Company's 17`b season! We continue to Stone provide exceptional, professional theater to the residents of Tigard in the convenience of Lisa Francolini, L.Ac. their own neighborhood, as well as to all residents and visitors of the greater Portland area. RiverWest Acupuncture Clinic 2008 is a landmark year for The Broadway Rose as we are also in the last stretch of our first Joan Kingsley ever capital campaign. We are renovating the C.F. Tigard building into a second theater and Portland Spirit we have currently raised $1,554,484 of our $2 million goal! The Broadway Rose Theatre Company respectfully requests $50,000 from the City of Tigard to help fund capital Rorie Leone costs to renovate the CF Tigard building into a state-of-the-art theater that will serve as a Washington Trust permanent home for The Broadway Rose Theatre Company Bank F. Jackson Lewis We are so grateful for The City of Tigard's support over the years. Without it we could not Tonkon Torp, LLP continue to provide such valuable programming to children, families and seniors in our community. The City of Tigard has been such a champion for The Broadway Rose that I Bin Monahan wanted to take an opportunity to make this one-time special request to also support our Jordan Schrader Ramis PC capital campaign efforts. We are working exceptionally hard to get the rest of our funding and are thrilled about the excitement and community support the new building project has William L. Nothstine generated. We look forward to being able to increase our capacity and serve even more Professional writer residents of Washington County and the greater Portland metro area. Harvey Platt Platt Electric Supply I sincerely hope that the City of Tigard will consider making a contribution to our capital campaign. I would be happy to speak to the Budget Committee or City Council to answer any questions that might arise with this one-time capital request. I can be reached at 503- Resource Council 906-2390. Larry Cartier Thank you for your consideration. Wellpartner John L. Cook Best Regards, John L Cook, CPA iDan Yates Sharon Maroney Portland Spirit Artistic Director P.O. Box 231004 • Tigard, OR 97281 •503-620-5262 • Fax 503-670-8512 • www.broadwayrose.com CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-6394171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: February 1. 2008 Event Name: City of Tigard Dog Park Community Events Address: 12605 SW 121s Avenue City, State, Zip: Tigard, OR 97223 Contact Name: Jim Stevens Telephone Number: (503) 590-2896 E-mail address: jcalculus@verizon.net 1. Request (express in whole dollar amounts only) Cash $ 400 In-Kind Services $_0_ Total Request $ 400 2. Purpose of Funding Request: The Tigard Dog Park Committee is a citizens group that works with the Tigard Parks Department to manage the 3 off-leash dog parks in the City of Tigard. This request is for funds to support the community events organized by the Committee at these off- leash dog parks. The community attendance at the two events held in the 2007-2008 fiscal year increased over the previous year thanks to good weather and increased awareness by dog park users. The funding we are requesting will give the Committee the necessary resources to continue these events. In addition to these events, the grant funds will also he used to provide educational information to dog park users. These flyers include information on canine behavior, children in the dog parks, owner responsibilities at the dog parks, and other relevant topics. The educational materials have 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 that have established dog parks and those who are considering setting up their own dog parks. Two examples are the City of Hillsboro that opened up its park this past year and the City of Tualatin that has a committee still researching the possibility of a dog park. Committee members have attended planning meetings in both cities and serve as ambassadors for off leash dog parks. Dog Days of Tigard: This is a celebration of Tigard's off-leash dog parks held at Potso Dog Park in July. Along with being a fun event for dogs and people it is a way of letting park users know of the partnership of Coe Manufacturing and the City of Tigard in providing the land for the dog park. Last summers events included a demonstration by the Washington County Sheriff's K-9 Unit. Information booths provided experts on animal health, dog behavior, conflict resolution and even a Committee member trimming dog toenails for free! A number of local businesses contributed merchandise for raffle drawings and prizes for dog- oriented games such as `musical hula-hoops'. Over 125 people attended last summers event. The Committee is planning another Dog Days of Tigard for summer 2008. Grant funds will be used for refreshments, advertising flyers and raffle/game prizes to supplement merchant donations. $225 Halloween Dog and Owner Costume Contest: This annual Halloween costume contest has been consistently the most popular event with dog park users and has become a tradition at Potso Dog Park. The distinguished panel of judges this year included Mayor Craig Dirksen, Tigard Times Reporter Barbara Sherman and Washington County Animal Services Manager Gary Hendel. Rain or shine, dog owners and their canine companions dress up for all to see. The first place winner's picture is published in the Tigard Times newspaper, which adds to the fun. Grant funds will be used for refreshments, advertising flyers and contest flyers. $125 Office Supplies: There are currently 6 canine educational flyers available at the dog parks throughout the summer. We have the 7'b flyer (Canine 108) in editing and hope to add it to the collection this spring. The flyers are printed on colored paper to draw dog owner's attention to them. Approximately 50-75 copies of each are needed each. year. Dog park updates and notifications are posted at each park letting users know when closures are scheduled, special events are upcoming and other information as needed. Grant funds will be used for laminating sheets, print cartridges and paper. $50 3. How will this event benefit the Tigard Community? Off -leash dog parks are an important part of what the City of Tigard offers its residents. The dog parks provide dogs and their owners with a designated space for exercise and socializing. This creates `safe' areas for dogs and their owners as well as the community at-large. Dog parks also promote responsible pet ownership. The parks allow dogs adequate space to run, jump, fetch and play without creating conflicts with other park users. The events at the off-leash parks provide users the chance to participate in fun activities with their canine companions and promote a sense of community between dog owners. People who do not own dogs have also attended dog park events since they are usually quite entertaining to watch. Donations received go toward improving and promoting the use of the off-leash dog parks and canine education for owners. Funds have also been used for community projects such as purchasing a Library Brick in 2004 and installing a memorial park bench at Summerlake Park in 2005. Also, the Tigard Dog Park Committee has established a good working relationship with Washington County Animal Services. They have shared their experience and expertise at our events. 4. How many Tigard residents do you anticipate participating in this event (or these events)? For the year 2007, participation has run between 50-75 residents at each event (Dog Days of Tigard and the Halloween Costume Party). Actual attendance is higher if non-residents are included. Educational materials reach over 150 users in distributed flyers alone. (An example of one of the educational flyers is attached.) The materials are also posted throughout the dog parks so the total number of residents who additionally read the information without taking a copy is significantly higher but difficult to measure. Also, the City of Tigard's web site has links to the dog parks for people to give the Committee feedback on events, register concerns and make suggestions. We don't have figures on how many contacts are made at the site, but the Committee does respond to all emails as needed. If the Committee does not have the information to respond to the email, it is then forwarded to the Parks Department Supervisor for a response. 5. Please submit the following information with this request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. * * SEE ATTACHED b. Audit report or financial statements for the last fiscal year. * * SEE ATTACHED c. Articles of Incorporation.* The Tigard Dog Park Committee is not incorporated. d. 501(c)(3) status.* The Tigard Dog Park Committee does not have 5010(3) status. e. Organization Bylaws.* See above. * 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. AnelectromcversionofthisapplicatiomsavailablebycontactmgLizLutz at Lizbeth@tigard-or.gov. General Ledger Detailed Trial Balance User: roger Printed: 01/24/2008 - 8:06 TIGARD: Period 1 to 12, 2007 Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Bah 100 GENERAL FUND LIABILITIES 100-0000-229081 Dog Parks Trust Account 07/10/2006 CR 01 000099 Dog Parks Trust Account SHIRLEY & PAUL BROWN # 28338 0.00 20.00 Cash Receipts Batch 310-7-2006 07/13/2006 CR 01 000195 Ash Street Tigard Dog parks # 28391 0.00 12.29 Cash Receipts Batch 414-7-2006 07/13/2006 CR 01 000195 Summerlake Tigard Dog parks # 28391 0.00 53.40 Cash Receipts Batch 414-7-2006 07/13/2006 CR 01 000195 Potso Tigard Dog parks # 28391 0.00 49.15 Cash Receipts Batch 414-7-2006 07/27/2006 AP 01 000359 GAR11774 - Chris Garsteck Ck# 46461 104.35 0.00 Dog Park Expense 08104/2006 AP 02 000062 STE12605 - James Stevens Ck# 46681 20.99 0.00 Dog Park Expenses 08/04/2006 CR 02 000090 Cash Receipts Batch 404.08.2006 0.00 95.00 08/22/2006 CR 02 000403 Cash Receipts Batch 322.08.2006 0.00 25.00 09/1212006 CR 03 000166 Cash Receipts Batch 412.09.2006 0.00 158.68 09/19/2006 CR 03 000293 Cash Receipts Batch 319.09.2006 0.00 10.00 10/18/2006 CR 04 000306 Cash Receipts Batch 318.10.2006 0.00 20.00 11/09/2006 CR 05 000194 Cash Receipts Batch 004.11.2006 0.00 85.00 11/09/2006 CR 05 000195 Cash Receipts Batch 409.11.2006 0.00 168.01 12/18/2006 CR 06 000243 Cash Receipts Batch 316.12.2006 0.00 15.00 12/29/2006 CR 06 000457 Cash Receipts Batch 329.12.2006 0.00 5.00 01/12/2007 CR 07 000204 Cash Receipts Batch 412.01.2007 ' 0.00 70.94 04/16/2007 GL 10 000230 Funds put into wrong acct-Recpt 34514 Potso 0.00 99.73 04/16/2007 GL 10 000230 Funds put into wrong acct-Recpt 34514 Summerlake 0.00 38.56 04/16/2007 GL 10 000230 Funds put into wrong acct-Recpt 34514 Ash Street 0.00 15.55 04/17/2007 CR 10 000276 Cash Receipts Batch 317.04.2007 0.00 10.00 05/17/2007 AP 11 000249 Wilesl31 - Nancy Wiles Ck# 51494 40.00 0.00 Dog Park Expenses 06/05/2007 CR 12 000065 Cash Receipts Batch 405.06.2007 0.00 196.05 GL -Detailed Trial Balance ( 01/24/2008 - 8:06) Page Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Bal. 06/30/2007 AP 12 000591 GAR11774 -Chris Garsteck Ck# 52704 276.90 0.00 Dog Park Expenses 100-0000-229081 Totals: (1,403.67) 442.24 1,147.36 (2,108.79 100-0000 LIABII.TTIES Totals: (1,403.67) 442.24 1,147.36 (2,108.79 LIABII.PM Totals: (1,403.67) 442.24 1,147.36 (2,108.79 100 Totals: 0.00 (1,403.67) 442.24 1,147.36 (2,108.79 Report Totals: 0.00 (1,403.67) 442.24 1,147.36 (2,108.79 GL -Detailed Trial Balance ( 01/24/2008 - 8:06) Page : General Ledger Detailed Trial Balance User: roger Printed: 01/24/2008 - 8:04 TIGARD Period I to 12, 2007 Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Bali 100 GENERAL FUND LIABILITIES 100-0000-229079 Dog Park Social Service Grant 07/03/2006 GL 01 000003 Grant funds for FY 06-07 0.00 400.00 08/16/2006 AP 02 000279 Padbury - Julie Padbury Ck# 46947 109.96 0.00 Dog Park Expenses 08/16/2006 AP 02 000279 Smi13750 - Nicole Smith Ck# 46959 4.65 0.00 Dog Park Expenses 10/03/2006 AP 04 000040 Padbury - Julie Padbury Ck# 47827 164.95 0.00 Dog Park Expense 10/31/2006 AP 04 000474 GAR11774 - Chris Garsteck Ck# 48224 86.77 0.00 Dog Park Expenses 11/03/2006 AP 05 000052 Smi13750 - Nicole Smith Ck# 48346 30.00 0.00 Dog Park Expenses 100-0000-229079 Totals: (6.97) 396.33 400.00 (10.64 100-0000 LIABILITIES Totals: (6.97) 396.33 400.00 (10.64 LIABILITIES Totals: (6.97) 396.33 400.00 (10.64 100 Totals: 0.00 (6.97) 396.33 400.00 (10.64 Report Totals: 0.00 (6.97) 396.33 400.00 (10.64 GL -Detailed Trial Balance ( 01/24/2008 - 8.04) Page Proposed 2008 with input Budget: Budget requests for next year need to be received in January. Joanne will send an e-mail requesting budget numbers at the end of December. With increased advertising and visibility, we can expect even larger crowds next year. Budget Amount Requested: 2008 Event Promotion $200 (2006 & 2007) $300 * Cost of carxistock posters & tchotchkies sent me over my limit B.J. Clown, 1st event $500 (2006 &2007) $600 * bigger crowds- ran out of food in 2007 Genealogy Workshop $50 * Very popular this year - need to plan for paper/printing from computer room. Run/Walk $500 (2006 &2007) $1600 " see notes about clock & t-shirts Ice Cream $200 (2006 & 2007) $300 "We ran out again - also, need to include non-dairy alternatives. Movie Night $150_x Sheryl? Fireworks $5,000 (2006 & 2007) $5500 " Verified with vendor Scavenger Hunt $150 Although 99% of prizes were donated, I purchased give-aways for the kids Magic Show $75 $100 Magician fee (Tom Waldrop) will increase CommunityBand Yes " Free? Night Skate Joanne will research cost of lighting & associated needs. 2008 Total Budget Request $8,750 iliy~ioa me\im:dia 60. communicatiom\c%crosVamilr lestcsent\2003\mmnoscd budget 2005 with ioput.dnc I1/S/07 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST f ue: a r 1- 2008 Q ~ Event Name: n9c ~~4kx 21~ Address: ` City, State, Zip: Contact Name: fro( ZA U T21azk Telephone Number: l./ E-mail address: i 1. Request (express in whole dollar amounts only) Cash $ 10 In-Rind Services (use of City property, City staff support, $ tLJ~04 etc. Please explain the services requested on a separate sheet) Total Request $ 7-1 2. Purpose of Funding Request: ~ ® f U ~ f V r~~ f ~ c e COC ~ 07G-® 3. Ho will this event benefit the Tigar Community? pro 4 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. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, 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 Liz Lutz at Lizbeth@dgard-or gov. x edge" 1 Gross Income: OUi 1 Activities $ 20,000.00 2 Balloons $ 6,000.00 3 Carnival $ 15,000.00 4 Field Merchants $ 23,000.00 5 Food Vendors $ 10,000.00 6 Admissions $ 60,000.00 7 Ice 8 Merchandise Sales 9 Parking $ 22,000.00 10 Shuttle $ 4,000.00 11 Sponsorship $ 35,000.00 "x'95OQO'00 kTotalsG~lftcome N.gi g ~c~. 11 Expenses: 1 Legal 2 Refunds 3 Advertising $ 14,000.00 4 Awards $ 6,500.00 5 Food & Beverage $ 500.00 6 Commissions $ 33,000.00 7 Carnival Wristband $ 10,000.00 8 Electrical $ 6,900.00 9 Equipment Rental $ 3,200.00 10 Fireworks 11 Garbage 12 Insurance $ 10,500.00 13 Labor $ 2,000.00 14 Lodging $ 6,500.00 15 Music $ 18,500.00 16 Office $ 3,000.00 17 Pilot Expenses 18 Port-A Potties $ 3,000.00 19 Printing $ 3,000.00 20 Propane & Diesel $ 2,800.00 21 Security $ 13,000.00 22 Shirts & Clothing $ 1,500.00 23 Signs $ 2,500.00 24 Sound Equipment $ 3,500.00 25 Storage $ 2,900.00 26 Telephone $ 1,100.00 27 Tents & Staging $ 18,500.00 28 Videographer $ 2,000.00 29 Website $ 3,000.00 nse~-~~,~;~-~=;~s~ III etlaeom ~h^L IV DPN Donated Labor & Admin $ V Net Loss 2/2512008 2:25 PM Budget 2008 Page 1 of 1 11:43 AM Tigard Fesitval of Balloons, Inc. 02/05108 Profit & Loss Cash Basis January through December 2007 Jan - Dec 07 Ordinary Income/Expense Income Activities Revenue 5K Run 1,501.60 Car Show 985.00 Soccer Tourney 17,595.64 Total Activities Revenue 20,082.24 Admissions Revenue Pre-Sold 1,786.00 Friday 29,947.60 Saturday 21,868.68 Sunday 5,285.25 Admissions Revenue - Other 18.00 Total Admissions Revenue 58,905.53 Balloons Revenue 7,500.00 Carnival Revenue 718.75 Field Merchant Revenue Business Expos 17,095.00 Craft Vendors 7,082.87 Total Field Merchant Revenue 24,177.87 Food Vendor Revenue 5,750.00 Individual Bus. Contributions 29,505.00 Interest Earned 53.72 Other Types of Income Miscellaneous Revenue 337.01 Total Other Types of Income 337.01 Parking Revenue Friday 1,872.10 Saturday 13,273.00 Sunday 5,508.00 Total Parking Revenue 20,653.10 Shuttle Revenue 3,938.68 Total Income 171,621.90 Expense Soccer Expense 3,234.64 Advertising Expense Media 2,128.00 Print 8,844.57 Radio 12,000.00 Television 1,200.00 Website 7,887.05 Total Advertising Expense 32,059.62 Awards Cruisin' 3,100.00 PNWBA 5,000.00 Soccer 902.04 VIP 588.50 Total Awards 9,590.54 Non-Profit Distributions 5K Run 1,205.00 Admissions 7,000.00 Cash Handling 1,000.00 Clean-Up 2,500.00 Moniters 2,500.00 Parking 7,000.00 Shuttle 2,500.00 Traffic Control 7,000.00 Total Non-Profit Distributions 30,705.00 Pagel 11:43 AM Tigard Fesitval of Balloons, Inc. 02105108 Profit & Loss Cash Basis January through December 2007 Jan - Dec 07 Professional Fees Accounting 1,695.12 Electrical 6,830.00 Music 26,575.00 Security 13,132.00 Soccer 3,988.15 Professional Fees - Other 630.00• Total Professional Fees 52,850.27 Insurance Expense Directors & Officers 1,404.00 Event Policy 8,112.00 General Liability 821.00 Umbrella 0.00 Total Insurance Expense 10,337.00 Pilots Awards 9,249.89 Fees 107.05 Lodging 6,453.75 Total Pilots 15,810.69 Dues & Subcriptions 895.00 Event Staff (Temp) 1,786.65 Garbage Expense 130.00 Golf Cart 1,856.00 Ice Expense 370.00 Licenses, Permits, Misc Taxes 151.00 Lighting 1,266.48 Office Supplies 510.57 OtherlMisc Expenses 328.22 Pancake Breakfast 4,882.83 Port-A-Potties 2,888.00 Printing and Copying 3,126.00 Propane and Deisel 2,479.01 Refunds 645.00 Signs Expense 8,912.00 Storage 2,808.00 Telephone & Internet -64.14 Tents and Staging 20,504.88 VIP Dinner 575.20 Water Expense 930.00 Total Expense 209,568.46 Net Ordinary Income -37,946.56 Net Income -37,946.56 Page 2 :PORTLAND January 30, 2008. Lizbeth Lutz City of Tigard T`H I KO 13125 SW Hall Blvd. Tigard, Oregon 97223 ASIAN AMERICAN Dear Lizbeth, DRUM PERFORMANCE Enclosed is an application for your.Community Events Funding Program. 2008-09. As T explained in a phone conversation,, we are planning a series of 3230 NE Columbia Blvd. events with our Tigard-based community partner, Community. Partners for . Portland. OR Affordable Housing, reaching 80-100 low income and at risk youth with. 972 1 1 multiple programs. I took the liberty of enclosing a support letter from CPAH and a description of Portland Taiko, as I wasn't sure whether your panelists would be familiar.with our organization. I also attached our financial statements; not audited, for-our ph: (503) 288.2456 last completed fiscal year, as we just completed our 2007 fiscal year fax: (503) 288.2460 December 31, so have not yet completed an audit. Please contact me if you have any questions about the financial documents or any other aspects of the proposal, Thank you.. for your consideration. email: . info@portlandtaiko.org Sincerely, web site: - www.poitlandtaiko.org :Michael Griggs Executive Director MY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: February 1. 2008 Taiko Program with Community Partners for Affordable Housing Event Name: Port Address: 3230 NE Columbia Boulevard City, State, Zip: Portland, Oregon_ 97211 Contact Name: Michael Griggs Telephone Number. (503) 288-2456 E-mail address: Michael &ordandtaiko org_ 1. Request (express in whole dollar amounts only) Cash $ 2,000 In-Sind Services (use of City property, City staff support, $ 0 etc. Please explain the services requested on a separate sheet) Total Request $ 2,000 2. Purpose of Funding Request: In partnership with Tigard-based Community Partners for Affordable Housing (CPAH), Portland Taiko (PT), a professional Asian American drum performance ensemble, will do an interactive kids' performance and a residency workshop for youth at the CPAH Community Center, host a field trip and workshop at PT's Studio;' and provide 20-25 tickets for Little Feet, Big Drumr, our annual children's matinee on September 22 at the Portland Center for the Performing Arts. Other activity dates are late spring and summer, 2008. 3. How will this event benefit the Tigard Community' This event will allow low-income and at risk youth who have limited access to cultural and artistic programming to participate in a program which is interactive, educational, and enriching. PT workshops and performances use dynamic drumming, movement, and storytelling that speak to Asian American heritage and culture, and the values of respect, perseverance, and cooperation. Past PT programs with CPAH have had a positive impact (see attached letter). 4. How many Tigard residents do you anticipate participating in this event (or these events)? Between 80 and 100 Tigard youth will participate, all of them participating in at least two of the scheduled events. 5. Please submit the following information with this request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, 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 vlowmair vgszon of this aoolication is available by contacting Liz Lutz at oiiauizuna WEV tu:a4 rea ausaarsaazs UOMM ILY rarLuers ILM P.O. Box 23206 • Tigard, OR 97281-3206 F O R AFFORDABLE a o u s i x G. N c. Tel: 503-968-2124 • Fax: 503-598-8923 • www.cpaMnc.org Lizbeth Lutz City of Tigard 13125 SW Hall Blvd. Tmm& Oregon 97233 Dear Ms. Lutz, I am the Youth Program Manager at Community Partners for Affordable Housing (CPAH). CPAH provides permanent affordable housing to 500 individuals of modest means in Tigard and SW Portland. To support stable housing, we offer resident services at all 5 sites including free after school and summer programs which are open to the 90 + residents between the ages of 5 and 14, all of whom are from low income families and many of whom are at risk. One goal of our youth programs is to provide cultural enrichment opportunities. We have worked with Portland Taiko in the past to provide this enrichment and it was incredibly suecessfal. I write to you today in hopes that you will help us to work with them again. The youth living at our complexes rarely get in to Portland, so when they do, the trip into town is a thrill in and of itself. Two falls ago, we were able to take a group of 20 kids to a Taiko Performance at the Arlene Schnitzer Hall. The trip was a hit. The kids were enraptured by the enormous drums and unique story telling. The following summer we invited Taiko to come on-site and do a workshop at our OAKS Summer Program which only served to reinforce our partnership with Taiko and the meaning it has to our youth. Based on last summer's numbers, we expect to be serving between 30 and 40 Tigard youth at the 2008 OAKS Summer Program at the Greenburg Oaks Apartment Complex. With your assistance, between 30 and 40 kids would be able take part in an interactive workshop with the TarEco performers here in T igar d. Those that participate in the on-site workshop will also take part in an in-class performance. The fallowing week we would be able to take 20 kids to the Tatico Studio in Portland for a second workshop. All 30 to 40 youth, including those who did not participate in the workshops, will also receive tickets to the Children's Matinee. CPAH appreciates the many ways that the City of Tigard has contributed to our efforts to build and operate affordable housing in Tigard. Your generous support of other organizations, both service and culturally oriented, has helped bridge the. divide for many of our residents who would otherwise not have access to life-ding resources. With your continued support we will be able to bring the distinctive experience of Taiko to some of Tigard's most disadvantaged youth. Should you have any questions, please feel free to contact either myself or our executive director, Sheila Fink, at 503-968-2724. Sincerely, Maggee Bond . CPAH [loll not &Wrhx&0& agmmt MY Pe- m the boll! 6096 race: eador. rdligim lei handicq; jams" OW" ROM d 044 or nwitd !10116 in the ad uswn or aaul tay or nrm =4 or vWoym= N itlInkrallyamwd prograw mot aCtWtM& ABOUT PORTLAND TAIKO Portland Taiko is an Asian American drum performance group that has established a distinguished reputation as it carries out its mission: Through artistic excellence and innovation in taiko, we affirm Asian American pride, inspire audiences, build community, and educate about our culture and heritage. "Taiko" (the Japanese word for drum as well as the name of the art form), has its roots in ancient Japanese rituals and folk drumming, as well as classical Japanese traditions. American taiko was born in the late 1960s and early 1970s and has exploded in popularity since then. As the first professional taiko ensemble in the Pacific Northwest, and one of a handful of professional groups in North America, Portland Taiko bridges innovative Asian American artistic expression and ancient folk traditions. Since it was formed in 1994, Portland Taiko has reached over 780,000 people through more than 900 community performances, home concert s, school programs, classes and tours and residencies. Past projects have included commissioning new work with composers Masato Baba (for a collaborative work with One World Taiko and Uzume Taiko), Ghanaian Master drummer Obo Addy, and with Kenny Endo for the Continental Harmony Project of the NEA and American Composers Forum. In 2007, we are creating a new musical theater project, Rhythms of Change: The Way Home, in collaboration with composer Byron Au Yong, visual artist Valerie Otani, and poet Lawson Inada. In recent years, Portland Taiko's unique performances and music have placed it onto a national stage with tours that have taken the group all over the country, from Hawaii to the Kennedy Center in Washington D.C. In addition to producing an annual season of performances, Portland Taiko is committed to providing effective educational and community outreach programs. Its school assembly programs. share the excitement of taiko through demonstrations, storytelling and audience involvement. More than just entertaining children and exposing them to the art of taiko, the program is an effective starting point for learning in core curriculum (history, social studies and language arts), while also teaching life skills such as respect, tolerance, teamwork and communication. These assembly programs reach over 15,000 elementary students each year. Educators across the state laud our school assembly programs as among of the highest quality programs they have experienced. Last year, we conducted over 200 performances, workshops, classes and presentations, including 23 hands-on workshops and in-depth classes for youth and adults. Over the past year, we expanded the reach of our Teaching & Reaching Through Taiko (TReaTT) residency program in schools and other learning institutions. This program uses basic taiko principles and in-depth curriculum to engage the students in discussions about the historical connections of North American taiko (including the internment of Japanese Americans and its relationship to current events). Portland Taiko provides youth programs, including an ensemble for young people (Tanuki.Taiko), and children's matinees. These programs are particularly effective in helping Asian American young people gain cultural pride. Portland Taiko also offers a range of workshops for adults. Since its formation, Portland Taiko has created community-partnerships with many effective, community-based organizations that share its goals of strengthening communities, with an emphasis on underserved audiences. Portland Taiko performs extensively throughout the region in numerous community festivals and neighborhood arts programs each year. Portland Taiko has demonstrated its artistic strengths by consistently delivering high quality, critically acclaimed concerts and other programs. In the past two years alone, the group performed 270 times, reaching an audience of over 125,000 people and touring throughout the Eastern seaboard and in the Midwest. Our national tour program has taken us to communities throughout the Pacific Northwest and to dozens of venues throughout the US and Canada, including a standing-room-only debut at the Kennedy Center in Washington D.C. These performances, coupled with thousands of rehearsal hours, have enabled the company to polish and tailor its presentations for a diverse range of venues and audiences. Portland Taiko's self- produced home season events demonstrate the quality of the company's creative expression, as well as its ability to attract a growing audience. Portland Taiko is at the forefront of the North American taiko movement, and has emerged on the national stage. Our artists are frequently called upon to conduct workshops at national taiko conferences, and we have been honored with prestigious creative grants from the National Endowment for the Arts and the Rockefeller MultiArts Production Fund. In June 2006, our growing importance in the North American taiko field led to our hosting of the biennial Northwest Regional Taiko Gathering. This three-day conference featured workshops, performances and networking opportunities for professional and community-based taiko artists. In keeping with our mission, we continue to build partnerships with organizations serving low- income communities and communities of color. Through our community outreach efforts, we . have involved several organizations in mutually-supportive activities and performances, including: Asian Health and Service Center; Japanese American Citizen's League; Epworth United Methodist Church (A Nikkei community church); PCC Multicultural Center, Asian Family Center; Andisheh Center; Oregon Nikkei Legacy Center, and the South Asian Women's Empowerment & Resource Alliance. BUDGET - COMPARISON 2007 BUDGET, ACTUAL with 2008 BUDGET - FY 1/1 to 12/31 2007 "Actual" 2007 2008 Income 4000 • Contributions 195,393 207,520 219,000 5000 - Federal Funds 20,000 0 10,000 5100 State Funds 16,000 13,000 17,000 5200 Local Government Funds 61,115 26,400 34,500 6200 Fees & Admissions 212,384 221,608 222,000 6400 Product Sales 11,830 21,042 12,000 6500 - Investment Income 6,693 4,200 6,600 Total Income 523,415 493,770 521,100 Expense 7000 Salary Expense 174,289 185,564 192,835 7100 Benefit Expense 32,102 35,663 40,566 7200 - Payroll Tax Expense 16,798 19,399 18,705 8000 Professional Fees 67,011 62,145 75,834 8100 Supplies and Services 63,973 53,449 55,000 8200 Telecommunications 5,218 5,255 5,255 8300 • Postage and Freight 22,484 15,203 19,000 8400 • Occupancy Expense 21,905 20,970 21,800 8500 • Equipment Expense 14,139 12,740 4,525 8600 • Printing Expense 5,356 4,760 4,760 8700 Travel Expense 28,019 32,448 32,500 8800 Staff Training Expense 2,061 5,717 6,000 8900 Interest Expense 0 120 120 9000 • Insurance Expense 6,357 7,275 7,400 9100 Depreciation Expense 7,711 7,711 1,200 9800 InKind Expenses 22,685 13,350 20,000 9999 • Reserve Fund Growth 12,000 12,000 15,600 Total Expense 502,108 493,770 521,100 Net Income 21,307 0 0 Portland Taiko Financial Statements December 2007 1. Statement of Financial Position, December 31, 2007 2. Statement of Activities YTD, December 31, 2007 3. Temporary Restricted, December 31, 2007 10:22 PM Portland Taiko Preliminary-unaudited 01/15108 Accrual Basis Statement of Position As of December 31, 2007 Dec 31, 07 Dec 31, 06 ASSETS Current Assets Checking/Savings 1000 • Cash and Cash Equivalents 40,016.83 71,014.86 1100 • Investments 197,060.19 128,277.74 Total Checking/Savings 237,077.02 199,292.60 Accounts Receivable 1200 . Accounts Receivable 39,741.75 36,258.44 1300 • Pledges Receivable 5,420.00 4,660.00 Total Accounts Receivable 45,161.75 40,918.44 Other Current Assets 1500. Rental Deposits 11,281.50 1,500.00 1550 • Utilities Deposits 185.00 185.00 1590 . Prepaid Insurance 3,090.36 3,735.55 1595 • Prepaid/receivable other 88.00 5,030.05 1600 • Inventory 5,381.83 5,381.83 Total Other Current Assets 20,026.69 15,832.43 Total Current Assets 302,265.46 256,043.47 Fixed Assets 1700 • Fixed Assets 125,183.47 118,183.93 1800 . Accumulated Depreciation -112,257.32 -104,546.12 Total Fixed Assets 12,926.15 13,637.81 TOTAL ASSETS 315,191.61 269,681.28 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 2000 • Accounts Payable 4,243.47 5,020.89 Total Accounts Payable 4,243.47 5,020.89 Credit Cards 2200 • Credit Cards 6,714.50 313.82 Total Credit Cards 6,714.50 313.82 Other Current Liabilities 2100 . Payroll Liabilities 0.00 -12.12 2105 • Vacation Payable 6,385.09 5,284.98 2250 . Deferred Revenue 0.00 580.00 Total Other Current Liabilities 6,385.09 5,852.86 Total Current Liabilities 17,343.06 11,187.57 Total Liabilities 17,343.06 11,187.57 Equity 3900 • Retained Earnings Reserve 96,000.00 84,000.00 Temporarily Restricted 93,616.00 85,425.00 Unrestricted 68,877.71 95,215.09 Net income 39,354.84 -6,146.38 Total Equity 297,848.55 258,493.71 TOTAL LIABILITIES & EQUITY 315,191.61 269,681.28 Page 1 of 1 10:25 PM Portland Taiko Preliminary-unaudited 01115/08 Accrual Basis YTD Statement of Activities Budget Comparison December 2007 Dec 07 Budget % of Budget . Jan - Dec 07 YTD Budget % of Budget Annual Budget % of Budget Income 4000 • Contributions 16,573.57• 45,495.00 36.43% 194,963.23 207,520.00 93.95% 207,520.00 93.95% 5000 • Federal Funds 0.00 20,000.00 100.00% 5100 • State Funds 0.00 0.00 0.0% 16,000.00 13,000.00 123.08% 13,000.00 123.08% 5200 - Local Government Funds 0.00 0.00 0.0% 61,115.00 26,400.00 231.5% 26,400.00 231.50% 6200 • Fees & Admissions 25,850.10 4,740.00 545.36% 212,384.67 221,608.00 95.84% 221,608.00 95.84% 6400 • Product Sales 1,180.00 500.00 236.0% 11,829.74 21,042.00 56.22% 21,042.00 56.22% 6500 • Investment Income 542.13 350.00 154.89% 6,692.72 4,200.00 159.35% 4,200.00 159.35% 6900 • Other Revenue 350.00 277.50 100.00% 6990 • Pass-through Income 55.00 6.00 100.00% Total Income 44,550.80. 51,085.00 87.21% 523,268.86 493,770.00 105.97% 493,770.00 105.97% Expense 7000 • Salary Expense 13,716.14 15,451.34 88.77% 174,289.13 185,563.66 93.92% 185,563.66 93.92% 7100 • Benefit Expense 914.46 3,184.25 28.72% 33,202.37 35,663.30 93,1% 35,663.30 93.10% 7200 • Payroll Tax Expense 1,099.15 1,739.29 63.2% 16,797.67 19,399.01 86.59% 19,399.01 86.59% 8000 - Professional Fees 6,102.17 992.00 615.14% 67,011.18 62,145.00 107.83% 62,145.00 107.83% 8100 • Supplies and Services 1,511.74 3,849.61 39.27% 63,677.54 53,449.40 119.14% 53,449.40 119.14% 8200 • Telecommunications 427.98 438.00 97.71% 5,218.24 5,255.00 99.3% 5,255.00 99.30% 8300 - Postage and Freight 5,028.25 200.00 2,514.13% 22,484.43 15,203.00 147.9% 15,203.00 147.90% 8400 • Occupancy Expense 442.73 1,816.00 24.38% 21,904.55 20,970.00 104.46% 20,970.00 104.46% 8500 • Equipment Expense 487.68 0.00 100.0% 7,139.42 12,740.00 56.04% 12,740.00 56.04% 8600 • Printing Expense 808.03 0.00 100.0% 5,356.02 4,760.00 112.52% 4,760.00 112.52% 8700 - Travel Expense 69.49 1,655.00 4.2% 28,018.85 32,448.43 86.35% 32,448.43 86.35% 8800 -Staff Training Expense 40.00 0.00 100.0% 2,061.00 5,717.00 36.05% 5,717.00 36.05% 8900 • Interest Expense 0.00 60.00 0.0% 0.00 120.00 0.0% 120.00 0.00% 9000 - Insurance Expense 535.08 590.00 90.69% 6,357.47 7,275.00 87.39% 7,275.00 87.39% 9100 - Depreciation Expense 642.60 642.60 100.0% 7,711.20 7,711.20 100.0% 7,711.20 100.00% 9800 • InKind Expenses 0.00 214.00 0.0% 22,684.95 13,350.00 169.93% 13,350.00 169.93% 9999. Reserve Fund Growth 0.00 1,000.00 0.0% 0.00 12,000.00 0.0% 12,000.00 0.00% Total Expense 31,825.50 31,832.09 99.98% 483,914.02 493,770.00 98.0% 493,770.00 _ 98.00% Net Income 12,725.30 19,252.91 66.1% 39,354.84 0.00 100.0% 0.00 100.00% Page 1 of 1 F Phone: (503) 986.2200 A Fax: (503) 378-4381 Articles of Incorporation-Nonprofit Q: O Secretary of State For office use onl Corporation Division y 255 Capitol St. NE. Suite 151 Salem, OR 97310-1327 FILED Registry Number: JAN 0 2 2001 Attach Additional Sheet if Necessary OREGON Please Type or. Print Legibly in Black Ink SECRETARY OF STATE 1) NAME Portland Taiko 2) REGISTERED AGENT 9) DISTRIBUTION OF ASSETS UPON DISSOLUTION Ann Miho TshimarlT U on the dissoluttlo pg th corporation, a sets shall be disribute for one or more e~C m t urEbses within the meaning o 3) ADDRESS OF REGISTERED AGENT (Must be an Oregon Street Address §501(C)~3~ O the Internal Revenue Code, which is identical to the registered agent's business office. Must include city. Or the corres ondin section of any futurh state. zip: no PO boxes.) federal tax code, or shall be distributed. 117 NW Second Avenue to the federal government, or to a state Portland, OR 97209 or local government, for a public purpose Any such assets not so disposed of shall be disposed'. of by the court of a prop 4) MAILING ADDRESS OF REGISTERED AGENT (Address. city state. zip) r i a t e u r i s d i c t i on of the coup ty ,n ah P.O. Box 6795 the principal office of the corporation is then located, exclusively for such Portland, OR 97228 purposes or to such organization or or anizationsf as that court shall S) ADDRESS FOR MAILING NOTICES de ermine,~'.which are organized and P.O. Box 6795 operated exclusively for such purposes. Portland, OR 97228 E) 0PTiONALPROVISIONS (Attacha'separatesheel.) Attached and incorporated by this refereucg are 7) TYPE OFCORPORATIONadditicnal provisions UPubllc Benefit C] Mutual Benefit Religious a) WILL THE CORPORATION HAVE MEMBERS? ❑ Yes lo 1Q) INCORPORATORS (List names and addresses of each incorporator. Attach a separate sheet if necessary.) Ann Ishimaru. 1535- SE 31st Ave Portland, Oregon, 97214 Zachary. Semke, 1536 SE 31st Ave., Portland, Oregon, 97214 11) EXECUTION (All incorporators must sign Attach a separate sheet if necessary.) Printed Name Sig at FEES Ann Miho T himarn , Males rJteclr to Za~hary Semke $zapa,antem •Caporucn oi..sron -th VISA IX MasterCard Th- . Caro rwaeDer aM upr aton oar, um,dd de -Ated on a 12) CONTAGr NAME DAYTIME PHONE NUMBER repa.ate meet ro y- Zachar Semke __..._._........__.._Y 503-224-1458 ext. 2 : CR112 (Rev 5/96) Article 6. Additional Provisions 1. This corporation is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to such organizations that qualify as exempt organizations under §501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. 2. No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, directors, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes of this corporation. 3. No substantial part of the activities of the corporation shall be the carry ing on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under §501(cX3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code. 4. The personal liability of each member of the Board of Directors and each uncompensated officer of the corporation, for monetary or other damages, for conduct as a director or officer shall be eliminated to the fullest extent permitted by current. or future law. INTERNAL REVENUE SERVICE OF THE TREASURY P. O. BOX 2508 R9 ' WED MAY 2 ? 20 CINCINNATI, OH 45201 Employer Identification Number: Date: MAY r 162O~ 93-1309882 DLN: 17053084859076 PORTLAND TAIKO Contact Person: 3230.NE COLUMBIA BLVD JANINE L ESTES ID# 31126 PORTLAND, OR 97211 Contact Telephone Number: (877) 829-5500 Public Charity Status: 509(a)(2) Dear Applicant: Our letter dated February 2001, stated you would be exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code, and you would be treated as a public charity, rather than as a private foundation, during an advance ruling period. Based on the information you submitted, you are classified as a public charity under the Code section listed in the heading of this letter. Since your exempt status was not under consideration, you continue to be classified as an organization exempt from Federal income tax under section 501(c)(3) of the Code. Publication 557, Tax-Exempt Status for Your Organization, provides detailed- information about your rights and responsibilities as an exempt organization. You may request a copy by calling the toll-free number for forms, (800) 829-3676. Information is also available on our Internet Web Site at www.irs.gov. If you have general questions about exempt organizations, please call our toll-free number shown in the heading. Please keep this letter in your permanent records. Sincerely yours, s Lo' s G. Lerner Director, Exempt Organizations Rulings and Agreements Letter 1050 (DO/CG) BYLAWS OF PORTLAND TAIKO NAME OF CORPORATION: Portland Taiko ARTICLE I: PURPOSE This corporation shall be organized and operated exclusively for charitable, scientific, literary, religious, and educational purposes. Subject to the limitations stated in the Articles of Incorporation, the purposes of this corporation shall be to engage in any lawful activities, none of which are for profit; for which corporations may be organized under Chapter 65 of the Oregon Revised Statues (or its corresponding future provisions) and §501(c)(3) of the Internal Revenue Code of 1954 (or its corresponding future provisions). This corporation's primary purpose shall be: "through innovation and artistic excellence in taiko, Portland Taiko affirms Asian American pride, inspires audiences, builds community, and educates about our heritage and culture." ARTICLE II: NONMEMBERSHIP This corporation shall have no members. ARTICLE III: BOARD OF DIRECTORS Section 1. Duties. The affairs of the corporation shall be managed by the Board of Directors. Section 2. Number. The number of Directors may vary between a minimum of three and a maximum of fifteen. Section 3. Term and Election. The term of office for Directors shall be three years. A Director may be reelected, but may not serve more than two consecutive terms. The board shall elect its own members, except that a Director shall not vote on that member's own position. Section 4. Removal. Any Director may be removed, with or without cause, by a vote of two-thirds of the Directors then in office. Section 5. Vacancies. Vacancies on the Board of Directors and newly created board positions will be filled by a majority vote of the Directors then on the Board of Directors. Section 6. Quorum and Action. A quorum at a board meeting shall be a majority of the number of Directors prescribed by the Board, or if no number is prescribed, a majority of the number in office immediately before the meeting begins. If a quorum is present, action is taken by a majority vote of the directors present, except as otherwise provided by these bylaws. Where the law requires a majority vote of the directors in Page 1 office to establish committees to exercise Board functions, to amend the Articles of Incorporation, to sell assets not in the regular course of business, to merge, or to dissolve, or for_other matters, such action is taken by that majority as required by law. Section 7. Regular Meetings. Regular meetings of the Board of Directors shall be held at the time and place to be determined by the Board of Directors. No other notice of the date, time, place, or purpose of these meetings is required. Section 8. Special Meetings. Special meetings of the Board of Directors shall be held at the time and place to be determined by the Board of Directors. Notice of such meetings, describing the date, time, place, and purpose of the meeting, shall be delivered to each Director personally or by telephone or by mail not less than two days prior to the special meeting. Section 9. Meetings by Telecommunication. Any regular or special meeting of the Board of Directors may be held by telephone or telecommunications in which all Directors participating may hear each other. Section 10. No Salary. Directors shall not receive salaries for their Board services, but may be reimbursed for expenses related to Board service. Section 11. Action by Consent. Any action required by law to be taken at a meeting of the board, or any action which may be taken at a board meeting, may be taken without a meeting if a consent in writing, setting forth the action to be taken or so taken, shall be signed by all the Directors. ARTICLE IV: COMMITTEES Section 1. Executive Committee. The Board of Directors may elect an Executive Committee. The Executive Committee shall have the power to make on-going decisions between Board meetings and shall have the power to make financial and budgetary decisions. Section 2. Other Committees. The Board of Directors may establish such other committees as it deems necessary and desirable. Such committees may exercise functions of the Board of Directors or may be advisory committees. Section 3. Composition of Committees Exercising Board Functions. Any committee that exercises any function of the Board of Directors shall be composed of two or more Directors, elected by the Board of Directors by a majority vote of the Directors prescribed by the Board, or if no number is prescribed, of all Directors in office at that time. Section 4. Quorum and Action. A quorum at a Committee meeting exercising Board functions shall be a majority of all Committee members in office immediately before the meeting begins. If a quorum is present, action is taken by a majority vote of Directors present. Page 2 Section 5. Limitations on the Powers of Committees. No committee may authorize payment of a dividend or any part of the income or profit of the corporation to its directors or officers; may approve dissolution, merger, or the sale, pledge, or transfer of all or substantially all of the corporation's assets; may elect, appoint, or remove directors or fill vacancies on the board or on any of its committees; nor may adopt, amend, or repeal the Articles, Bylaws, or any resolution by the Board of Directors. ARTICLE V: OFFICERS Section 1. Titles. The officers of this corporation shall be the President, Treasurer, and Secretary. Section 2. Election. The Board of Directors shall elect the President, Treasurer, and Secretary to serve one year terms. An officer may be reelected without limitation on the number of terms the officer may serve. Section 3. Vacancy. A vacancy of the office of President, Treasurer, or Secretary shall be filled no later than the first regular meeting of the Board of Directors following the vacancy. Section 4. Other Officers. The Board of Directors may elect or appoint other officers, agents and employees as it shall deem necessary and desirable. They shall hold their offices for such terms and have such authority and perform such duties as shall be determined by the Board of Directors. Section 5. President. The President shall be the chief officer of the corporation and shall act as the Chair of the Board. The President shall have any other powers and duties as may be prescribed by the Board of Directors. Section 6. Treasurer. The Treasurer shall have overall responsibility for all corporate funds. The Treasurer shall perform, or cause to be performed, the following duties: (a) keeping of full and accurate accounts of all financial records of the corporation; (b) deposit of all monies and other valuable effects in the name and to the credit of the corporation in such depositories as may be designated by the Board of Directors; (c) disbursement of all funds when proper to do so; (d) making financial reports as to the financial condition of the corporation to the Board of Directors; and (e) any other duties as may be prescribed by the Board of Directors. Section 7. Secretary. The Secretary shall have overall responsibility for all recordkeeping. The Secretary shall perform, or cause to be performed, the following duties: (a) official recording of the minutes of all proceedings of the Board of Directors meetings and actions; (b) provision for notice of all meetings of the Board of Directors; (c) authentication of the records of the corporation; and (d) any other duties as may be prescribed by the Board of Directors. Page 3 ARTICLE VI: CORPORATE INDEMNITY This corporation will indemnify its officers and directors to the fullest extent allowed by Oregon law. ARTICLE VII: AMENDMENTS TO BYLAWS These Bylaws may be amended or repealed, and new Bylaws adopted, by the Board of Directors by a majority vote of directors present, if a quorum is present. Prior to the adoption of the amendment, each Director shall be given at least two days notice of the date, time and place of the meeting at which the proposed amendment is to be considered, and the notice shall state that one of the purposes of the meeting. is to consider a proposed amendment to the Bylaws and shall contain a copy of the proposed amendment. DATE ADOPTED: September 13, 2004 Page 4 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: February 1. 2008 Tigard 4`" of July Celebration Event Name: Tigard 41of July, Inc., 12420 S.W. Main Street Address: Tigard, Oregon 97223 City, State, Zip: Contact Name: Mike Marc 503-624-2975 Telephone Number mikemarr@verizon.net E-mail address: 1. Request (express in whole dollar amounts only) Cash $ 11,500.00 In-Rind Services (use of City property, City staff support, $ 1,600.00 etc.-Please explain the services requested on a separate sheet) Total Request $ 13,100.00 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. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, 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 Liz Lutz at Lizbctb@ti-,"d-,?T.gov. Tigard 4th of July, 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 1, 2008 Mr. Robert H. Sesnon Financial and Information Services Director City of Tigard 13125 S.W. Hall Blvd. Tigard, Oregon 97223 Dear Mr. Sesnon, 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 2008 - 2009. 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, no personal barbecues 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 twenty one annual events successfully accomplished (the 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 twenty one 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. Robert H. Sesnon City of Tigard February 1, 2008 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 $ 10,000.00 for the 2007/2008 fiscal year. We also received a supplemental allowance of $ 1,479.00 for insurance coverage. We took a draw on the current budget account in September of 2007. We will be seeking some or all of the remaining $ 7,500.00 in June of 2008. For the fiscal year 2008/2009, the Board of Directors of Tigard 4th of July, Inc. requests $ 10,000.00 in contribution from the City of Tigard plus approximately $ 1,500 to assist with insurance costs we are incurring. For most of the twenty one years, we were able to present the event with the same $ 7,500 support from the City of Tigard. However, in recent years the costs have increased, other public/private support has been increasingly difficult to obtain, and the City's insurance carrier no longer allows for the event to be insured as a City event. 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 is no longer available through the City. Tigard 4th of July, Inc. purchases fireworks liability insurance from the fireworks supplier and general liability insurance from a Special Events carrier. Robert H. Sesnon City of Tigard February 1, 2008 Page 3 Should you have questions about any of the above, please contact me for assistance. R. Michael Marr Treasurer RMWdbm Enclosures CC: Board Members TIGARD 4TH OF JULY, INC. Statement of Assets, Liabilities, & Fund Balance (Unaudited) December 31, 2007 Current Year 12 Mo. Period To Date 1000 ASSETS 1450 Cash - Non Interest Bearing 1451 Petty Cash 0.00 0.00 1452 General Checking Account (35.03) 243.28 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 (35.03) 243.28 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, 2007 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 > 01/01/2007 0.00 (278.31) 3732 Current Earnings > 12/31/2007 35.03 35.03 Total Fund Balance 35.03 (243.28) TOTAL LIABILITIES & FUND BALANCE 35.03 (243.28) 0.00 0.00 Footnote: Footnote: Footnote: 2 TIGARD 4TH OF JULY, INC. Statement of Revenue & Expense (Unaudited) December 31, 2007 Current Year 12 Mo. Period To Date 4000 INCOME 4010 Contributions, Gifts, Grants 4011 Direct Public Support (379.50) (379.50) 4012 Indirect Public Support 0.00 0.00 4013 Government Grants (12,979.00) (12,979.00) 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 (1,092.40) (1,092.40) 4106 Cost of Goods Sold 860.93 860.93 4107 Cost of Goods Sold 0.00 0.00 4108 Cost of Goods Sold - Permit 33.00 33.00 4110 Other Revenue - - - - Total Revenue (13,556.97) (13,556.97) 6000 EXPENSES 6130 Program Service Expenses 6131 Tigard 4th Celebration 13,443.00 13,443.00 6140 Management 8, General Expenses 6141 Bank Service Charges 69.00 69.00 6142 Miscellaneous - Government 80.00 80.00 6150 Fundraising Expenses 6151 Miscellaneous 0.00 0.00 6160 Payments to Affiliates Total Expense 13,592.00 13,592.00 (Excess) or Deficit 35.03 35.03 3 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: Febnl=1.2008 Event Name: Tigard High School All Night Drug & Alcohol Free Grad Night Address: P.O. Box 23664 City, State, Zip: Tigard, OR 97281-3664 Contact Name: Judi Roberts Telephone Number: cell: 971-570-9299, home: 503-598-7504 E mail address: jarobe@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: This grant will aid the funding of Tigard High School's All Night, Drug and Alcohol Free Grad Night Celebration. 3. How will this event benefit the Tigard Community? Tigard High School Graduates are provided a safe and secure Drug and Alcohol Free graduation night party. The 'controlled celebration' is chaperoned both in transit and at the site. Students, families and the community at large benefit from this type of 'safe' event. 4. How many Tigard residents do you anticipate participating in this event (or these events)? 350 to 450 5. Please submit the following information with this request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, 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 avw7able by contacting Liz Lutz at Lizbeth@tigard-or.gov. January 31, 2008 Robert Sesnon Financial and Information Services Director City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Mr. Sesnon: I am pleased to submit the FY2008-2009 Community Events Funding Request for the Tigard High School Drug and Alcohol Free Graduation party. The City has been a strong supporter of the program in the past, and we are hopeful the City will again find the event for the youth of Tigard worthy to support. There are approximately 450 students slated to graduate this spring, and the party planning committee has been working on the details for this event since April 2007. Although the grant will actually aid the Class of 2009 party with approximately 500 graduating, the structure of the event will be similar. Please contact me if there is any further information you need or if I can answer any additional questions. Sincerely, Judi Roberts Co-Chair, Tigard High Graduation Committee 971-570-9299 iarobe _comcast.net cc: Sherri Lee Co-Chair, Tigard High Graduation Committee Class of 2007/2008 and 2008/2009 Tigard High School 2008 Drug and Alcohol Free Graduation Party 2006-2007 Actual and 2007-2008 Budget 2007 2008 Actual Budget Income: 50/50 sales (fundraiser) 1,353 1,200 Corporate Donations 3,660 5,000 Grants 4,000 4,000 Interest 3 5 Parent Donations 660 650 Snack Shack (fundraiser) 3,451 2,300 Ticket Sales 14,021 14,000 Balloon Festival 1,000 1,000 TSO Donation 2,000 2,000 30,149 30,155 Expenses: Decorations/set up 678 800 Entertainment/Games 10,427 11,000 Food 1,532 1,600 Gifts-bus drivers 322 400 Banner 120 150 Insurance 250 250 Misc 19 500 Postage, supplies, PO Box 480 500 Printing 201 200 Prizes 3,139 5,000 Publicity 280 400 Site Expense 6,160 6,500 Tax preparation Towel Service 285 Donations 700 700 Hampers and cameras 1,279 1,500 Magician 250 250 26,122 29,750 Excess of Revenue over Expenses 4027 405 PROFIT & LOSS STATEMENT TIGARD HIGH SCHOOL GRAD NIGHT BUDGET vs ACTUAL July 2006 through June 2007 Jul '07 - Jun '07 Budget $ Budget % of Budget Income 50/50 (fundraiser) 1,353 1,400 -47 96.6% Balloon Festival 1,000 1,000 100.0% Corporate Donations 3,660 5,000 -1,340 73.2% Grants 4,000 3,000 1,000 133.3% Interest Earned 3 10 -7 30.0% Parent Donations 660 400 240 165.0% Snack Shack (fundraiser) 3,451 3,500 -49 98.6% Ticket Sales 14,021 14,000 21 100.2% TSO 2,000 1,250 750 160.0°x6 Total Income 30,149 29,560 589 102.1% Expenses Banner 120 160 -40 75.0% Decorations/Set-up 678 800 -122 84.7% Donations 700 700 0 100.0% Entertainment/Games 10,427 12;000 -1,573 .87.1% Food 1,532 1,500 32 102.1% Gifts/Bus Drivers 322 400 - 78 80.5% Hampers/Cameras 1,279 1,750 -471 73.1% Insurance 250 500 -250 50.0% Magician 250 250 0 100.0% Misc 19 150 -131 12.6°x6 Postage, PO Box, Supplies 480 350 130 137.1% Printing 201 150 51 134.0% Prizes 3,139 4,000 -861 78.5% Publicity 280 300 -20 93.3% Site Expense 6,160 7,500 -1,340 82.1°x6 Tax Preparation 0 500 -500 0.0% Towel Service 285 400 -115 71.3% Total Expense -26,122 .31;410 -5;288 ..83:2% Net Income 4.027 1.850 5.877 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: Februgg 1. 2008 Event Name: Tigard Historical Association Address: PO Box 230402 (103rd & SW Canterbury Lane) City, State, Zip: Tigard OR 97281 Contact Name: Clarinda Hanson White Telephone Number. 503-629-7094 E-mail address: clarindahansonwhite@comcast.net 1. Request (express in whole dollar amounts only) Cash $ 1,000 In-Bind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $ 1,000 2. Purpose of Funding Request. To support the July 19th Ice Cream Social and September 14 Apple Harvest Celebration. These events celebrate Tigard's cultural heritage and offer living history demonstrations, tum-of-the-century games for children, and making apple cider using antique presses. 3. How will this event benefit the Tigard Community? Events will provide opportunities for residents/visitors to learn about their local heritage, and bring to life Tigard's rich past as well as community progress over the last 150 years. Events help develop a sense of community pride and bring together all ages & cultures. 4. How many Tigard residents do you anticipate participating in this event (or these events)? A minimum of 500 residents will attend the events. In addition, 125 students from MITCH Charter School will continue their Apple Harvest educational experiences on Sept. 15, with hands-on learning activities focused on the agrarian culture of early Tigard. 5. Please submit the following information with this request. a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, 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 Liz Lutz at Lizbeth@tigard-orgov. w Enriching our future by EST. 1978 preserving our past January 31, 2008 City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Friends: I am pleased to submit the attached application which requests a grant of $1,000 from the City of Tigard. The purpose of our request is to support the July 19a' Ice Cream Social and September 14'° Apple Harvest Celebration. These community events celebrate the rich cultural heritage of our past with good old fashion fun. Activities include toe tapping fiddle music, a step back in time with living history demonstrations, games and activities for children that were played at the turn-of-the-century, a tour of the 1883 John Tigard House Museum, free ice cream and an opportunity to press, core and pare apples from the House's orchard. Local community members are also invited to exhibit their personal collection in our Collector's Showcase. Past collections have included toys covering 135 years, kitchen "gadgets" which illustrate how homemakers prepared and cooked meals, and local school memorabilia dating back to 1859. Over 500 residents will attend these events. In addition, the MITCH Charter School (located across from the John Tigard House) will join the Apple Harvest Celebration on Monday, September 15th. Students will learn from educational experiences that focus on the agrarian culture of early Tigard. Learning opportunities will include hands-on activities focusing on how apples were prepared for eating, and games and activities that their grandparents and great-grandparents enjoyed as children. 125 students from grades K-5 will benefit from this educational opportunity. As Oregon's 11th largest city, it is important for residents to understand our local heritage. Both events contribute to a great source of community pride as they bring to life Tigard's past and the city's progress made over the past 150 years. We appreciate the opportunity to submit this application in celebration of the City of Tigard's rich past, present and future! Sinceiely, 44;16 Clarinda Hanson White Interim Executive Director 503-629-7094 direct; clarindahansonwhite@comcast.net Attachments PHONE: 503-639-2857 MAIL: PO BOX 230402 TIGARD, OR 97281 LOCATION: JOHN TIGARD HOUSE - 103RD & SW CANTERBURY LANE TIGARD, OREGON Tigard Historical Association 2006 - 2008 Budget (as oft/31/08) ACTUAL ACTUAL CURRENT BUDGET 2006 BUDGET 2007 BUDGET 2008 INCOME Cash Contributions Donations & Sponsorships $ 290 $ 2,233 $ 3,500 "Memberships $ 1,080 $ 1,975 $ 2,500 'Fundraising Event $ 40 $ - $ 1,000 Cash withdrawn from Reserves $ - $ 38,100 $ 20,000 Earned Income $ 471 $ - $ 800 Government: City of Tigard $ - $ - $ 1,000 Grants $ - $ 13,090 $ 10,000 Interest on Investments $ 16,863 $ 17,765 $ 11,200 Miscellaneous $ 211 $ - $ - TOTAL INCOME $ 18,955 $ 73,163 $ 50,000 EXPENSE Administration Employee: Salary & Benefits $ - $ 28,255 $ 30,000 Insurance $ 2,735 $ 2,594 $ 2,600 Memberships/Subscriptions $ 25 $ 192 $ 200 Office Supplies: $ 124 $ 1,796 $ 2,000 Postage $ 65 $ 1,995 $ 2,000 Printing/Photocopies (incl. newsletter) $ 174 $ 1,188 $ 1,200 Professional Fees & Services $ 500 $ 500 $ 500 Operations Capital Improvements / Projects $ - $ 3,700 $ 1,000 Collections $ 400 $ 1,100 $ 600 Exhibitions $ - $ - $ 400 Miscellaneous $ 220 $ - $ - Programs / Events $ 280 $ 1,457 $ 3,000 Repairs & Maintenance of J. Tigard House $ 1,022 $ 2,925 $ 2,500 Security System $ 423 $ 476 $ 500 Signage $ - $ - $ 2,000 Utilities $ 941 $ 1,462 $ 1,500 TOTAL EXPENSES $ 6,909 $ 47,640 $ 50,000 FROM :-CPC FAX NO. :5036030703 Jan. 31 2008 11:25AM P2 ` 10:04 Ana Tigard Area Historical Preservation Association 01114108 Profit & Lose Cash Basle January through December 2007 Jan • Dec 07 Ordinary IncomelExpense Income Gift Income 1,593.00 Grant and Preservation Income 13.090.00 Interest income 11,531.55 Membership dues Income 1.975.00 Open "cum Revenue 640.05 Tout Income 28,829.60 Expense Building Repairs 2,925.00 Contrast Labor 28,255.00 Corthibutlorre 1.100.00 Dues & Subscriptions 117.00 Event Expenses 370.37 I-lability krsura" 2,594.00 Membership Expenses 75.00 Office suppiles 1.796.19 Open House Expenees 763.26 Postage a Delivery 1,965.46 Postal Box Rental 40.00 Printing S Reproduction 1.188.30 Professional Fees 500.00 Repairs 3,699.76 Sanitation Expense 268.60 Security Alarm 475.55 Speaker Expenses 55.00 suspense 0.00 Taxes -1.05 Telephone 345.30 Utilities 1,116.54 Vold checks 0.00 Total Expense - 47,639.28 Not Ordinary Income 48,809.68 Net Income -18,809.48 Page 1 2008-01-31 10:06 CALVIN PRESBYTE 5036030703 Page 212 FROM :CPC FAX No. :5036030703 Jan. 31 2008 11:25M P1 Tigard Area Historical Preservation Association o+~1a Balance Sheet cast' Basis AS Of December 31, 2007 Doc 31, 07 ASSETS Current Assets CtreckinglSavings Secondary Account Warn chking 1W.00 THA Collection A Preservation 10,540.D0 Wa$Mngton Mutual Main cheo t i; 4.183.33 Total Chscking18avtngs 14.803.33 Other Currant Assets Charles Schwab 134,800.00 Columbia Funds 130,358.18 Vanguard Gip 67.620.73 Total Oyler Current Assets 332,778.91 Total current Assets 347,582.24 Fixed Assets Land Building 6 Equipment 90,165.00 Total Find Assns 90,165.00 Other Assets Acculated Dapnrclayon .16.w Total Other Assets -15.00 TOTAL ASSETS 437,732.24 UAB)LITIES a EQUITY Equity Equity 443,390.49 Unrestrict{retained earnings) 13,151.43 Not Income .18,809.68 Total Equity 437,732.24 TOTAL LIABILITIES S EQUITY 437.732 Z4 Pots 1 Page 1 2008-01-31 10:05 CALVIN PRESBYTE 5036030703 11 January 2008 Maria Rojas Treasurer Tigard Historical Assn. 14856 SW 106tH Avenue Tigard, OR 97224 Dear Maria, At last today 1 received the final statement for year end 2007. Here are the figures you requested to close out your books for that year: VANGUARD ACCOUNT: This is the account from which we have been withdrawing funds for the 2007 year, so while we began the year with a balance of $101,731.22, we end the year with $67,620.73. The earnings for 2007 in this account: $3,989.51 . We made the following withdrawals from the account as follows: $10,000.00 on Feb 16th, $9,000.00 on April 181H, $11,000.00 on June 7tH, $4,200.00 on September 25tH, $3,900.00 on December 12th. This account consists of ordinary and treasury money market accounts. COLUMBIA FUNDS ACCOUNT: The beginning balance on Jan 1 was $122,818.28 and the ending value on Dec 31 was $130,358.18 and earnings were $6,267.34. The difference in the numbers is $1,272.56 which represents the increase in value of the mutual funds in the account. This account consists of mostly money markets funds and two stock accounts. CHAS. SCHWAB ACCOUNT: The beginning balance for the account was $123,356.75 and the ending balance was $134,799.91. The earnings for the year for dividends and interest were $7,508.20. This account consists of mostly money market funds. The total earnings from all three accounts for the year 2007 is: $17,765.05. Please advise me if you need anything further. Respectfully submitted, Don Feller Chair, Investments Committee Tigard Historical Assn 9875 SW View Ct Tigard, OR 97224 Qua Plo~,sch a pio~,s03 o TIGARD PLAYSCHOOL, INC. C r p 9845 SW WALNUT PLACE . TIGARD, OR 97223 503-639-8110 WWW.TIGARDPLAYSCFIOOL.COM January 31, 2008 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 RECOIVIMUNITY EVENTS GRANT Dear Sir or Madam: Enclosed you will find out Community Events grant application. The Tigard Playschool is a cooperative preschool that has a membership of nearly eighty families and their two, three, four and five year old children. We have been serving the community of Tigard since 1958 and have a strong reputation for a warm, loving environment with close teacher-student relationships. Tigard Playschool will be celebrating its 50d` anniversary in 2008. We are planning on hosting a celebration to share this historic event with our community. Having a preschool in the same location for 50 years is very rare and something worth celebrating! We have seen thousands of children come through our doors and continue on to higher learning. We feel it would be a great community event to host a celebration and invite all the alumni to come and share their experiences over the last 50 years. With your help, we hope to be closer to our goal of providing this community event that we hope will spotlight education and the important role it plays in our community. Sincerely, 4~a - Kristin Coffin Grant Writer, Tigard Playschool CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: Februga 1.2008 Event Name: Tigard Playschool, INC 50th Anniversary Address: 9845 SW Walnut Place City, State, Zip: Tigard, OR, 97223 Contact Name: Susie Long Clark Telephone Number. 501639=8110 !:mail address: clarkpckis@comeast.net;-www.tigardplayschool.com 1. Request {express in whole dollar amounts only) Cash $ 5000.00 In-Kind Services (use of City property, City staff support, $ 0.00 etc. Please explain the services requested on a separate sheet) Total Request $ 5000.00 2. Purpose of Funding Request: To commemorate Tigard Playschool's 50th anniversary serving the Tigard community. 3. How will this event benefit the Tigard Community? The citizens of Tigard and the Tigard Playschool alumni will be celebrating the fast that the community has had such a high quality preschool for 50 years. Not every community has that and this is snmmeWnng that should be celebrated. 4. How many Tigard residents do you anticipate participating in this event (or these events)? We wilt be inviting` alumni from overthe la'st'50'years fd 166 where they'are f6day.'That" could be over 2000 people. We will also be inviting the community to attend. 5. Please submit the following information with this request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. ne Budget `should identify'the periud'tu- vvhii:h it applies; htgiiitiitig and; ending balan'ce's; major revenue sources, major expenditure categories, and number of authorized positions. *s b. Audit report or financial statements for the last fiscal year.** C. Articles of Incorporation.* d_ 501(c)(3) stauas* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Lack of adequate financiatinfomaation, could result in denial of request. An electronic version of this application is available by contacting Lia Lutz at LizberhQu tigm drorgov. Tigard Playschool, Inc. Financial StatemenW Year ending July 31, 2007 (Unaudited) Statement of Earnings Tuition and Registration $ 87,105 Fundraising 19,502 Other 270 Income 106,877 Payroll 70,522 Payroll Taxes 6,041 Rent 6,435 Insurance 3,451 Scholarship Awards 1,961 Other Program Expenses 15,413 Expenses 103,822 Income from Current Operations 3,055 Interest Income 1,806 Net Income $ 4,861 -Balance Sheet Assets Current Assets cash $ 37,721 Other 102 Total Current Assets 37,824 Restricted Cash 6,795 Total Assets 44.619 Liabilities & Equity Current Liabilities Future Year's Income 16,153 Total Current liabilities 16,153 Reserve for Restricted Cash 6,795 Total Liabilities 22;948 Equity 21,670 Total Llabilites 8 Equities $ 44,619 ' Tigard Playschool, inc. is a small not-for-profit organization without the resources neccesary to have audited financial statements and the accompanying- annual report prepares Tigard Playschool, Inc. Financial Statements` tiding duly 31, 2007 (Forecast Results) (Unaudited) Statement of Earnings Tuition and Registration $ 90,443.00 Fundraising 18,475.00 Other 750.00 Income 109,668.00 Payroll 79,256.100 Payroll Taxes 7,308.00 Rent 7,400.00 Insurance 4,150.00 Scholarship Awards 0.00 Other Program Expenses 12,554.00 Expenses 110,668.00 Income from Current Operations (1,000:00) Interest Income 1,000.00 Net Income $ 0.00 Tigard Playschool, inc. Financlal Statements" Year ending duly 31, 2507 (Unaudited) Statement of Earnings Tuition and Registration $ 87,105 Fundraising 19,502 Other 270 Income 106,877 Payroll 70,522 Payroll Taxes 6,041 Rent 8,435 Insurance 3;451 Scholarsbip Awards 1,961 Other Program Expenses 15,413 Expenses 103,822 Income from Current Operations 3;055 interest Income 1,806 Net Income $ 4,861 Balance Sheet Assets Current Assets Cash $ 37,721 Other 102 Total Currer►t Assets 37,824 Restricted Cash 6;795 Total Assets 44,619 Liabilities & Equity Current Liabilities Future Yew's Income 15,153 Total Current Liabilities 16,153 Reserve for Restricted Cash 6,795 Total Liabilities 221948- Equity 21,670 Total LiabAtes & Equities $ 44,619 Tigard Playschool, inc. is a small not-for-profit organization without the resources neccesary to have audited financial statements anstthe- accompanying, annual report prepares Tigard Playschool, inc. Financial- Statements' nd.Ing .luly 31, 2007 (Forecast Results) (Unaudited) Statement of Earnings - Tuition and Registration $ 90,443.00 Fundraising- 18;475.00 Other 750.00 Income 109,668.00 Payroll 79,256.00 Payroll Taxes 7,308.00 Rent 7,400.00 Insurance 4,150.00 Sohdlarship Awards 0.00 Other Program Expenses 12,554.00 Expenses 110,668.00 Income from Gwent Operations (1;000-00) Interest Income 1,000.00 Net income $ 0.00 CITY OF TIGARD. OREGON 13125 SW HALL BLVD. TIGARD. OREGON 9722; 503-639-4171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: February 1.20/08 Event Name: 011rp Ir2J2. bhVl Address: ~?3~ J wL~ept.i%A Citv, State, Zip: 1 ti~ i L• 3 .1J 4&n Contact Name: Ja4V,, Telephone Number. 5D3 - O 1 E-mail address: Q1 5 } J 4J 15YV1 ► ~X~. 1. Request (express in whole dollar amounts only) Cash $ 7Doa . In-Kind Services (use of City property, City staff support, $ etc. Please explain the services requested on a separate sheet) Total Request $ 2. Purpose of Funding Request 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. Most recent annual budget compared with the prior yews actual revenues and expenditures. The Budget should identify the period to which it applies, beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. " *.s 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 Liz Lutz at Lizbetb@tigard-orgov. P~D'LQ A W V ~R of C0r Where business soars Tigard Tree Lighting Funding Request January 2008 Supplemental questions 2) Purpose of funding request: The purpose of this funding request is to assist in offsetting the costs associated with putting on the annual "Tigard Tree Lighting" event which happens on the first Friday of December. What was once a small event has grown substantially into a large Tigard signature event catering to families in our community. As the event grows in size, so does the cost associated with pulling it off. As you will see in the attached financials, it will be over $10,000 to put on the event next year. It is the desire of the tree lighting committee to grow with the event and accommodate the growing number of attendees each year. \'t One area of concern is that we have essentially run out of an event site for the reception which happens directly after the tree lighting. The tree lighting committee is solely comprised of volunteers who do everything from build sets, to dress up in costumes and everything in between. With limited funding, it has been an arduous task trying to keep up with the growing number of attendees and demand for the event. The committee would greatly appreciate financial assistance from the City of Tigard. 3) How will this event benefit the Tigard Community? The tree lighting event is open and free to the public. Many families anticipate the event so that they will have the chance to meet Santa Claus, enjoy complimentary cookies and hot cocoa and mostly to enjoy a safe, fun evening out with their families. The Tigard. community is working diligently to foster a deeper sense of community. The tree lighting event parallels with this mission and helps to support and celebrate our great community of Tigard. With proper funding, we will finally have the ability to execute the event to the extent it needs to be. 12345 S.W. Main Street, Tigard, Oregon 97223 503-639-1656 FAX: 503-639-6302 www.tigardchamber.org • into@tigardchamber.org Ti and Tree Li htin Event: Main Needs Stage & steps $1,800.00 outdoor Tent $3,700.00 To house Santa Reception ILights New lights per string 500.00 @ .30 ea or, to o green LED Lights $2,500.00 @ 1.05 ea. 1500 total lights rehan lights United Rental $250.00 see in-kind Take lights down United Rental 250.00 see in-kind extension cords sound $400.00 fourspeakers and cables wireless mikes Characters Cinnamon Bear & Elf 2 $240.00 Santa Costumes Mr. & Mrs. 200.00 V.I.P. Room refreshments 250.00 Supplies for Children $200.00 Page Total: $10,290.00 Page Total: minus LED Lights $7,790.00 f: Tigard Tree lighting Event: In-Kind Services TVFR Decorate tree with lights w/ lift truck $250.00 Remove tree lights in Spring $250.00 Transport Santa and Mrs. Claus Tigard PD Traffic control night of event Banners Photography Flashers on Hwy Stuffed animals Parks & Rec Tree light trimming Tree light removal Het with electrical box Provide barricades Provide candles if needed Public Relations Mayor & City Council appearance City Website info Newsletter info Tigard Times Oregonian Channel 12 - Kimerberly Maus Chamber of Commerce Website Supplies Store Donation Cost Unit units Total Main Street Santa Stationery $0.20 400 80.00 Main Street Red/ green envelopes $0.10 338 $33.80 Home Depot Gift Cards $25.00 2 $50.00 Lowe's Duct Tae $7.99 6 $47.94 Party City Red Plastic Rolls $19.99 2 $39.98 Mitch School Trees $10.00 5 $50.00 $301.72 Refreshments Coffee Sub-Shop 100.00 Cookies [Sub-Shop arious stores Hot Chocolate Sub-Shop 100.00 Napkins ub-Shop $30.00 Plastic utensils $20.00 $551.72 Page Total: 1 1®3.44 Santa Reception Expenses Store Item Cost/unit units Total 76-Ann -Eabri~ Brown felt laAr~[i f=abrics felt $2;50 Ilatgreex~s = rrinttck4 8 . 43 2:OQ 100- n' Pi ~riLTltal'>43:g 29.3 ~rter 6` > $ 3 4 94: ,O71Ne11 ?BinC 2 $5.3$: 3(T7~kC3 ; dollar StOt~... D li i~ tore.:' ` Q Ham', ~ $1 ,Q D(2W1` x ip(far Glitter Gl1 _ . 1:00, 1 Ot3` tUin'd4w Rte $13.94. s. 1 Page-Total 202.15 1/30/2008 ' Tigard Tree Lighting Event: TOTALS Area Totals Explanation Tree Lighting Event $7,790.0 without LED lights $10,290.001 With LED lights - going green! Children's Activity Supplies $202.15 in-Kind Services $1,103,44 ti Y% l 2 2S S~ f a IK I! 4 v. 4. .3 _ J,y s fh i ~ I~ ~'1 III ~ i~ s M' '`h~F3 1 ? ss' ? b`~~? f~ K ti r ~ f ~ Tualatin Valley Community Bond Tualatin _ - - voila P. O. Box 230773 Community 71yard, OR 97281-0773 Oared January 29, 2008 Mr. Robert Sesnon Financial and Information Services Director City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Mr. Sesnon, I am pleased to submit our 2008 community events 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 503-692-4689 or Ialdridg@comcast.net. I look forward to working with you and the City to continue our Band's tradition of serving the Tigard Community with quality, live musical performances and community services. Sincerely, rrvw Lonn Aldridge President, Tualatin Valley Community Band Cc: Tualatin Valley Community Band Board of Directors NCB, P.O. Box 97281-0773, Tigard, OR The Tualatin Valley Community Band is a 501(c)(3) Organization EIN 93-1168909 Tualatin Valley Community Band FY-2008 Community Event Funding Request Event Name: Tualatin Valley Community Band - http://www.tvcb.org Address: P.O. Box 230773, Tigard, Oregon 97281-0773 Contacts: Lonn Aldridge, Board President, 503-6924689 (h), 503-349-6230 (w) laldridg_(a)comcast.net Steve Heuser, Music Director, 503-691-1446 (h), 502-691-9700 (w) steve.heuser@verizon.net 1. Request Cash $2,000 In-kind Services Use of the Bishop-Scheckla Structure for weekly rehearsals and free public 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 for FY-2008 year, the same amount as in 2007, 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 70 members, ranging in age from teens to 80s. The funds requested from the City of Tigard would be used as follows (see TVCB Adopted Budget for details): • Tigard/Tualatin High School Auditorium rental, 2 free public concerts @ $600/concert ..........................................................................$1,200 • Music scores, funds matched by TVCB, approximately 6 music scores ............................$300 • Liability insurance to perform free public concerts in Tigard ............................................$500 Total Request $2,000 3. How will this event benefit the Tigard Community? TVCB 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 2007, the TVCB provided seven free public events in the Tigard, Lake Oswego, and Portland metropolitan area: 1. "Adult Band Festival," Lake Oswego, April 28, 2007 2. "Spring Into Music," Tigard High School, May 11, 2007 3. "Miles for Smiles," Fund Raiser, Hillsboro Stadium, May 19, 2007 4. Tigard 4th of July Celebration, Tigard High Football Stadium 5. "Summer Concert," Tigard Cook Park, July 29, 2007 6. "Tigard Family Fest," Tigard Library, September 8, 2007 7. "Winter Melodies Concert," Tigard High School, December 9, 2007 1/30/2008 11:56:00 AM tigardfunds-request-2008-v3 Pagel of 6 Tualatin Valley Community Band FY-2008 Community Event Funding Request The TVCB plans to continue its performance schedule in 2008 using a variety of venues in the Tigard area. Our summer Cook Park rehearsals are open to the public every Tuesday evening. 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. 1/30/2008 11:56:00 AM tigardfunds-request-2008-v3 Page 2 of 6 Tualatin Valley Community Band FY-2008 Community Event Funding Request 5. Financial Information 5.a.1 FY-2007 Actual Expenditures TVCB Income & Expense - 2007 1/1/2007 through 12/31/2007 Category Amount INCOME 6,918.58 CD at HomeStreet 1,100.00 CD Sales 207.00 Donations 2,604.00 Instrument Fund 1,530.00 Int Inc 57.58 Replacement Music 100.00 Shirt Sales 1,320.00 EXPENSES -5,931.85 Ads -508.45 Business Tax -60.00 CD Cost -84.99 Concert Expenses -22,98 Gifts -50.00 Insurance -539.00 JW Pepper Music -859.49 Office Supplies -84.68 P O Box Rent -40.00 Postage -7.38 Rent Paid -1,197.51 Scholarshp Fund -1,219.00 Sheet Music Svc -89,29 Shipping -6.80 Shirt Cost _1,162.28 OVERALL TOTAL 986.73 1/30/2008 11:56:00 AM tigardfunds-request-2008-0 Page 3 of 6 Tualatin Valley Community Band FY-2008 Community Event Funding Request 5.a.2 PY-2008 TVCB Adapted Budget, 1/19/2008 NCB PLANNING BUDGET - FY 2008 1/28/2008 FY-2007- FY-2007 FY-2008 GENERAL FUND Planned Final Diff (F-P) Planned INCOME Uncategorized CD Archive Sales $125.00 $207.00 $82.00 $200.00 Donations $3,100.00 $4,134.00 $1,034.00 $3,100.00 Folio Rent $0.00 $0.00 $0.00 $0.00 TVCB Shirt Sales $1,200.00 $1,320.00 $120.00 $200.00 Interest Income Checking $40.00 $57.58 $17.58 $55.00 FROM Sheet Music Svc $0.00 $0.00 $0.00 $0.00 Replacement Music $0.00 $100.00 $0.00 $0.00 TOTAL INCOME $3,535.00 $5,818.58 $2,283.58 $3,555.00 EXPENSES Ads - Publicity $200.00 $508.45 -$308.45 $400.00 Business Tax $50.00 $60.00 -$10.00 $60.00 CD Costs $100.00 $84.99 $15.01 $160.00 Entry Fees $125.00 $0.00 $125.00 $125.00 Donations Paid to TTSD (Rental) $150.00 $50.00 $100.00 $100.00 Finance Charge $0.00 $0.00 $0.00 $0.00 Concert Expenses $20.00 $22.98 -$2.98 $20.00 Instrument Rental (TTSD) $0.00 $0.00 $0.00 $0.00 Instrument Service $0.00 $0.00 $0.00 $100.00 Instruments $0.00 $470.00 -$470.00 $0.00 Insurance $510.00 $539.00 -$29.00 $550.00 Office Supplies $25.00 $84.68 -$59.68 $30.00 P O Box Rent $38.00 $40.00 -$2.00 $40.00 Postage $10.00 $7.38 $2.62 $10.00 Printing $215.00 $114.00 $101.00 $115.00 Rent Paid (Concerts) $1,200.00 $1,197.51 $2.49 $1,200.00 Signage $50.00 $0.00 $50.00 $50.00 Shipping $30.00 $6.80 $23.20 $10.00 TVCB Shirt Sales $1,125.00 $1,162.28 -$37.28 $300.00 Music Purchases $700.00 $948.78 -$248.78 $700.00 TOTAL EXPENSES $3,118.00 $4,788.40 -$1•,670.40 $3,970.00 1/30/2008 11:56:00 AM tigardfunds-request-2008-0 Page 4 of 6 Tualatin Valley Community Band FY-2008 Community Event Funding Request SCHOLARSHIP FUND Starting Balance $5,189.95 $4,197.03 Interest Income CD Scholarship $226.08 $230.00 Scholarship Donations $281.00 $0.00 Total Income $507.08 $230.00 Expenses $1,500.00 $1,500.00 Final Balance $4,197.03 $2,927.03 NET BALANCE CHANGE -$992.92 -$1,270.00 GENERAL FUND Starting Balance $7,123.43 $8,153.61 Income $5,818.58 $3,555.00 Expenses $4,788.40 $3,970.00 Final Balance $8,153.61 $7,738.61 NET BALANCE CHANGE $1,030.18 -$415.00 FY-2007- FY-2007 FY-2008 Planned Final Diff (F-P) Planned 1/30/2008 11:56:00 AM tigardfunds-request-2008-0 Page 5 of 6 Tualatin Valley Community Band FY-2008 Community Event Funding Request Budget 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 based on amount available and will not exceed $500 per individual. Three scholarships projected in FY-2006 for a total of $1,500. 3. Cash balances as follows: a. General Fund: 1/1/2007 $7,123.43, 12/31/07 $8,153.61 b. Scholarship:, 1/1/2007 $5,189.95, 12/31/07 $4,197.03 4. Major revenue sources for 2006 were the City of Tigard $2,000, Washington County Arts, Heritage, & Humanities Coalition $2,000, Tigard 4`s of July Committee $200, Cash concert donations $304. The Saxton Scholarship Fund received $100. 5. Major expenditures were for auditorium rental $1,197.51, music $948.78, liability insurance $539, advertisements $508.45, printing $114. 6. Authorized positions are as follows: Lorin Aldridge, President; Tim Roberts, Secretary; Phil DeLuca, Treasurer. Board Members include Steve Heuser, TVCB Music Director Robert Shannon, Associate Director, Chris Lewis, Librarian, Dave Nelson, Dave Nottke, Ken Scheckla, Phillip Pasteris, Barry Albertson and Dan Golden. All positions are uncompensated. 5.b Financial Statements The TVCB FY-2007 check register from Quicken is presented. 5.c Articles of Incorporation Articles of Incorporation are on file with the City of Tigard. Lorin Aldridge was elected President on 1/19/08, Phil DeLuca was elected treasurer in FY-2007. 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 By-laws are on file with the City of Tigard. No changes were made during FY-2007 1/30/2008 11:56:00 AM tigardfunds-request-2008-0 Page 6 of 6 Register Report - Last year 1/1/2007 through 12/31/2007 1/27/2008 Page 1 Date Account Num Description Memo Category Clr Amount BALANCE 1213112008 7,123 43 1/3/2007 TVCB Checking DEP Cash CDs CD Sales R 64.00 1/8/2007 TVCB Checking 523 Community Newspapers inv 15373074 Ads R -65.31 1/18/2007 TVCB Checking 524 Robert Haas More Archive CDs of 12110 ...CD Cost R -45.00 1/18/2007 TVCB Checking 525 State of Oregon, Corporation...reg #444948-88 Business Tax R -50.00 1/18/2007 TVCB Checking 526 J.W. Pepper As a Wind From the South JW Pepper M... R -80.00 Beyond The Breaking Tides JW Pepper M... R -72.00 shipping JW Pepper M... R -12.99 1/29/2007 TVCB Checking 527 Postmaster - Tigard P O Box Rent R -40.00 1130/2007 TVCB Checking Interest Earned Int Inc R 4.52 2/6/2007 TVCB Checking 528 Pender's Music Company inv# 2324348 Sheet Music Svc R -27.65 2/11/2007 TVCB Checking DEP ...Misc Invoice #116 Tim Fleck Replacement... R 100.00 Shirt Sales R 20.00 CD Sales R 36.00 Donations R 5.00 2/13/2007 NCB Checking 529 Chris Lewis 5 bins & binder Office Supplies R -35.74 2/17/2007 TVCB Checking 530 Lone Mountain Sportswear new shirts Shirt Cost R -1,080-28 2/18/2007 NCB Checking DEP ...Shirts & CDs 8 trpts, 2 tuba and Condu Shirt Sales R 220.00 CD Sales R 6.00 2/23/2007 TVCB Checking DEP Shirts Shirt Sales R 580.00 2/24/2007 TVCB Checking 531 TTSD - Deb Fennel December 10 concert balan...Rent Paid R -214.75 2128/2007 TVCB Checking Interest Earned Int Inc R 4.09 315/2007 TVCB Checking DEP Shirts Shirt Sales R 420.00 3/29/2007 TVCB Checking 532 THS - Deb Fennell 5/11/07 Deposit 5/11/07 concert Rent Paid R -50.00 3/30/2007 - TVCB Checking Interest Earned Int Inc R 4.34 4/6/2007 TVCB Checking Awards For 2006 CD at HomeSt... R 1,100.00 4110/2007 TVCB Checking 533 THS - Deb Fennell 05/11/07...50% 5/11/07 concert Rent Paid R -300.00 4/10/2007 NCB Checking 534 Lone Mountain Sportswear new shirts - large Shirt Cost R -82.00 4/15/2007 NCB Checking 535 TTSD - Deb Fennel 1/9/07 rental for Durham Rent Paid R -39.00 4/17/2007 TVCB Checking 536 SafeCo Business Insurance Insurance R -539.00 4/28/2007 TVCB Checking 537 Dan Minnich Adult Band archive CD CD Cost R -25.00 4!29/2007 TVCB Checking 538 Tiffany Ross Scholarshp Fu... R -300.00 4/29/2007 TVCB Checking 539 Scott DeLuca Scholarshp Fu... R -300.00 4/29/2007 TVCB Checking 540 Karen Bowman Scholarshp Fu... R -300.00 4/29/2007 TVCB Checking 541 J.W. Pepper shipping JW Pepper M... R -8.99 4/30/2007 TVCB Checking Interest Earned Int Inc R 4.57 5/2/2007 TVCB Checking 542 Oregon Department Of JusticeCT-12 form Business Tax R -10.00 Register Report - Last year 1/1/2007 through 12/31/2007 1/27/2008 Page 2 Date Account Num Description Memo Category Clr Amount 5/14/2007 TVCB Checking DEP ...Misc Accounts Suphawadee Ross Scholarshp Fu... R 50.00 Cash from the hat Scholarshp Fu... R 131.00 Linda Eaton on behalf of Donations R 100.00 CD Sales R 62.00 Tuba, drum & bassoon Shirt Sales R 60.00 5114/2007 TVCB Checking 543 Phillip Pasteris CD-RW CD Cost R -14.99 - 5/30/2007 TVCB Checking Interest Earned Int Inc R 4.24 6/5/2007 TVCB Checking 544 Tiffany Ross Scholarshp Fu... R -200.00 6/5/2007 TVCB Checking 545 Scott DeLuca Scholarshp Fu... R -200.00 6/5/2007 TVCB Checking 546 Karen Bowman Scholarshp Fu... R -200.00 6/512007 TVCB Checking 547 Steve Heuser Return music Shipping R -6.80 6/28/2007 TVCB Checking 548 Community Newspapers Ads R -130.62 6/28!2007 TVCB Checking 549 J.W. Pepper Misc JW Pepper M... R -180.98 6/30/2007 TVCB Checking Interest Earned Int Inc R 3.69 7/512007 TVCB Checking DEP ...Mixed Accounts Tigard Fourth of July Donations R 200.00 Shirt Sales R 20.00 CD Sales R 19.00 GRANT- Regional Arts & Cu Instrument Fund R 2,000.00 7/9/2007 TVCB Checking 550 THS -Deb Fennell 05/11!07...5!11!07 concert balance Rent Paid R -26.01 7/19/2007 TVCB Checking DEP Town Of Tigard Donations R 2,000.00 7/23/2007 TVCB Checking 551 Donna DeLuca 18 Stamps Postage R -7.38 7/24/2007 TVCB Checking 552 j.W. Pepper JW Pepper M... R 5-4- 7/30/2007 TVCB Checking Interest Earned Int Inc R 5.21 8112/2007 TVCB Checking 553 Community Newspapers Ads R -130.62 8/12/2007 TVCB Checking 554 ...TTSD 1216/05 Rent Paid R -30.25 10/18/05 Rent Paid R -60.50 6/13/06 Rent Paid R -27.50 3/14/061 assume its ren Rent Paid R -71.50 10/19/04 1 assume it's re Rent Paid R -35.00 5/1!07 Rent Paid R -33.00 8/302007 TVCB Checking Interest Earned Int Inc R 5.93 8/31/2007 TVCB Checking DEP Cash CD Sales R 20.00 9/1/2007 TVCB Checking 555 Chris Lewis - Library Supplies library supplies Office Supplies R -48.94 9/42007 TVCB Checking 556 Sheet Music Service of Portl... gift carts 4 Twality & THS Gifts R -50.00 9/17/2007 TVCB Checking 557 j.W. Pepper inv 14246486 JW Pepper M... R -176.99 926/2007 TVCB Checking 558 Tigard High School December concert deposit Rent Paid R -310.00 9/30/2007 NCB Checking Interest Earned Int Inc R 5.52 101142007 TVCB Checking 559 Penders Music Co (sheet M... #2355835 & 2349839 Sheet Music Svc R -61.64 Register Report - Last year 1/12007 through 12/31/2007 1/27/2008 Page 3 Date Account Num Description Memo Category Clr Amount 10117/2007 TVCB Checking 560 Tigard Music - Bells Instrument Fund R -470.00 10/302007 TVCB Checking Interest Earned Int Inc R 5.46 11/182007 TVCB Checking 561 Steve Heuser Posters for concert 12/9 Ads R -114.00 111302007 TVCB Checking DEP Interest Int Inc R 4.89 12/5/2007 TVCB Checking 562 j.W. Pepper 14259121 JW Pepper M... R -72.00 12113/2007 TVCB Checking DEP Concert Donations Scholarship fund Schokarshp Fu... R 100.00 12/13/2007 TVCB Checking DEP Concert Donations General Fund Donations R 279.00 - - 1212412007 . TVCB Checking DEP Donation Donations R 20.00 1229/2007 TVCB Checking 563 Community Newspa 1129/07 ad Ads -67.90 12/292007 TVCB Checking 564 Phil Pasteris Flowers for Dec concert Concert Expe... -22.98 12/302007 TVCB Checking Interest Earned Int Inc R 5.12 111112007 -1213112007 986.73 BALANCE 12/3142007 8110:16 TOTAL INFLOWS 7,669.58 TOTAL OUTFLOWS -6,682.85 NET TOTAL 986.73 Sheet for bookmarking items unable to send to microfiche Date: 3/25/08 Item: CD Subject: Water for Tomorrow, December 2007 City of Tigard, Public Works Department Stored in vault: See Records Division TUALATIN RIVERKEEPERS® 12360 SW Main Street Tigard. OR 97223 (503) 620-7507 • fax: (503) 620-7645 • www.tualatinriverkeepers.org email: info@tualatinriverkeepers.org February 1, 2008 Mr. Robert H. Sesnon Financial and Information Services Director City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Mr. Sesnon: Enclosed please find Tualatin Riverkeepers' event funding application for 2008/09. We respectfully request a grant of $5,500 to support our 2008/09 Trips and Tours program. We are grateful for the generous support the City of Tigard has provided over the past eight years. Your support has been very important allowing us to build an effective low cost recreational program. Thank you for your consideration. Sincerely, Monica Smiley Executive Director Enclosures CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2007-08 COMMUNITY EVENTS FUNDING REQUEST Due: February 1, 2008 Event Name: Tualatin Riverkeepers' Trips & Tours 2008 Season Address: 12360 SW Main St.. Suite 100 City, State, Zip: Tigard, OR 97223 Contact Name: Monica Smiley Telephone Number. 503-620-7507 E-mail address: monicantualatinriverkeepers.org 1. Request (express in whole dollar amounts only) Cash $5,000 In-Kind Services (use of City property, City staff support, $ 500 etc. Please explain the services requested on a separate sheet) Total Request $5,500 Tualatin Riverkeepers additionally supports this program through corporate and foundation grants, corporate sponsors, fees for service trips for businesses/community groups and the support of 50 trained volunteers contributing approximately 1,570 hours of service. 2. Purpose of Funding Request: Funding will support the Tualatin Riverkeepers' 2008 Trips and Tours Season featuring multiple outdoor activities (paddling, hiking, nature classes and youth day camps). Events will be held April through October. Outreach will be conducted to reach broad and diverse segments of the community including youth, low income, and Latino populations. Feature activities will include: • Tualatin River Family Day Paddle Trip - June 1, 2008 at Cook Park in Tigard. Tualatin Riverkeepers will host a public paddle trip for 40-50 participants. TRK will provide all gear and instruction. To date, we have 10 scheduled public trips and anticipate a total of 30 events with participation of 1000 people during this season. • Rumba al Rio Tualatin, a bi-lingual paddle, picnic and nature hike designed to engage the Latino community in recreation and build awareness of local natural resources. Rumba al Rio will take place on a weekday in August at Cook Park. • Nature Awareness Youth Camp, a three day program that will serve 25 students in grades 4-6 at Cook Park. TRK Day Camp will feature nature activities (animal tracking, native plant identification, water quality monitoring), hiking, paddling and a service project. • Four Nature Awareness Classes/Field Trips for adults and youth over age 12 at Tigard Library/Fanno Creek Trail. Topics include amphibian/reptile identification, backyard birds and Nature Awareness (tracking & stream/wetland ecology). Each class will include a classroom presentation at the Tigard Library and field trip to Fanno Creek Park. 3. How will this event benefit the Tigard Community? This program provides local recreational opportunities that engage participants in environmental education, connects the community to local natural resources and fosters watershed stewardship. Our events are open to the public and many of our participants, members and volunteers are Tigard residents. These experiential activities are the most effective way to promote environmental awareness and stewardship. Additionally, our Trips and Tours program encourages outdoors physical activity and promotes a healthful lifestyle. Many of those who participate in our trips are first time paddlers who gain the skills and confidence needed to then venture out and repeat these experiences on their own. Tualatin Riverkeepers' public paddle trips are provided free or at a nominal cost of $5 to $10 per person. Community grants are what allow Tualatin Riverkeepers' to provide low cost access to the Tualatin River. Nature Awareness Classes are free and open to the general public. 4. How many Tigard residents do you anticipate participating in this event (or these events)? We anticipate 125 participants in the bi-lingual paddle day and approximately 1000 individuals will participate in our 2008 paddling season as paddlers and volunteers. We anticipate 100 participants in Nature Awareness Classes and 25 day campers. One third to one quarter of the participants will be Tigard residents. Tualatin Riverkeepers' Trips & Tours Program In-Kind Services - use of City property Tualatin Riverkeepers request use the of Cook Park picnic facilities, boat ramp, dock and restrooms for Rumba Rio Tualatin, a weekday event in August and three weekdays in June for Nature Awareness Day Camp. We assigned an estimated value of $500 for these in-kind services throughout the year. Trips and Tours 2008 January 1, 2008 - December 31, 2008 Revenue Foundation Grant - Secured 5,000 Government Grants - Tigard 5,000 Corporate Grant - REI - Pending 5,000 Corporate Event Sponsorship 8,500 Contract Services/Trips/Field 4,500 Total Revenue 28,000 In Kind Donations Volunteer Time 1570 hrs x $18.77 $29,469 Equipment Donations $2,000 Facilities Rentals $1,000 Total In Kind Foundations $31,469 Expenses Salaries and Benefits 11,858 Professional Services 400 Occupancy 2,600 Insurance 3,517 Telephone 750 Office Supplies 350 Equipment 750 Postage 390 Printing 3,600 Subscriptions / Publications 100 Dues 200 Travel 450 Meetings/Food & Beverages 300 Miscellaneous 50 Depreciation 2,750 Total Expenses 28,065 TRK Annual Budget 2007-2008 TUALATIN RIVERKEEPERS JULY 1, 2007 - JUNE 30, 2008 Statement of Activities Revenue New Revenue Foundation Grants 15,000 5,000 39,500 10,000 69,500 Government Grants 5,000 4,000 9,000 Memberships - INDIVIDUAL 35,000 35,000 Memberships - BUSINESS 5,000 5,000 Appeals/Major Gifts 2,000 10,000 12,000 Corporate Support 500 500 Events 2,000 1,000 8,500 35,197 46,697 ESO Workplace Giving 8,500 8,500 Contract Services/Trips/Field 500 9,000 4,500 2,000 16,000 Sales of Materials 250 250 500 Other 800 800 Interest 3,500 3,500 Total Revenue 25,250 10,000 22,000 41,500 73,050 35,197 206,997 Released from Restriction Foundation Grants 4,500 10,000 Government Grants 185,500 4,500 195,500 200,000 Total 29,750 205,500 22,000 41,500 73,050 35,197 406,997 Expenses Personnel Salaries (2.2 Staff) 22,248 17,500 8,200 14,118 8,975 7,986 79,027 Taxes and Fringe Benefits 4,462 4,256 1,978 3,477 2,186 1,955 18,314 Health Care/Opt. Out benefit 995 2,139 1,155 1,208 801 525 6,823 Retirement 630 552 525 390 626 578 3,301 Americorps 7,500 7,500 Total Personnel Expenses 28,335 24,447 11,858 26,693 12,588 11,044 114,965 Operating Contract Services 1,000 158,750 159,750 Professional Services 2,000 400 11,500 13,900 Occupancy 2,600 2,600 2,600 2,600 2,600 2,600 15,600 Bank Fees 4,000 2,000 6,000 Insurance 417 417 3,517 417 1,617 417 6,802 Telephone 750 750 750 750 750 750 4,500 Office supplies 350 350 350 350 350 350 2,100 Equipment 500 500 750 500 500 500 3,250 Postage 390 390 390 390 390 390 2,340 Printing 2,000 2,000 3,600 2,000 2,000 2,000 13,600 Subscriptions/ Publications 460 100 100 100 100 100 960 Advertising - Dues 200 200 200 200 200 200 1,200 Travel 1,000 450 450 450 450 450 3,250 Conferences/Training 1,300 2,000 3,300 Meetings/Food & Beverages 300 300 300 300 300 300 1,800 Miscellaneous 50 50 50 50 50 50 300 Depreciation 300 300 2,750 300 1,100 300 5,050 Events Expense 5,959 5,959 Total Operating Expenses 13,617 167,157 16,207 8,407 27,907 16,366 249,661 Total Expenses 41,952 191,604 26,065 35,100 40,495 27,410 364,626 Increasel(Decrease) In Net Assets (12,202) 13,896 (6,065) 6,400 32,555 7,787 42,371 TRK 2007-2008 ADOPTED budget.xts Printed 217/2008 3:18 PM INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR P. 0. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: Date: APR S 138; 94-3184499 DLN: 17053059783028 TUALATIN RI4ERKEEPERS Contact Person: 16340 SW.BEEF BEND RD D. A. DOWNING SHERWOOD, OR 97140-7411 Contact Telephone Number: (513) 241-5199 Our Letter Dated: September, 1993 Addendum Applies: No ' Dear Applicant: This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt status under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3) is still in effect. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a)(1) and 170(b)(1)(A)(vi). Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a)(1) status, a grantor or contributor may not rely on this determination if he or she was in part responsible fcr, or was aware of, the act or failure to act, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a)(1) organization. if we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral.part of this letter. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent records. It you have any questions, please contact the person whose name and telephone number are shown above. Sincerely yours, Distri Director Letter 1050 (DO/CG) INTERNAL R6vENUS SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR 2 CUPANIA CIRCLE MONTEREY PARK. CA 91755 Employer Identification Number: Date: 'SEP ? -2 7993 94-3184499 Case dumber: 953200056 TUALATIN RIVEMEEPERS Contact Person: 17960 SW KINVAMA 8. TERRY IZUMI ALOHA, OR .97007 Contact Telephone Number: (213) 725-6619 Accounting Period Ending: December 31 Foundation status Classification: 170 (b) (1) (A) (vi) Advance Ruling Period Begins: Feb. 13, 1993 Advance Ruling Period Ends: Dec. 31, 1997 Addendum Applies: NO Dear Applicant: Based on information you supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue Code as an organization described is section 501(c)(3). Because you are a newly created organization, we are not now making a final determination of your foundation status under section 509(a) of the Code. however, ve have determined that you can reasonably expect to be a publicly supported organization described in sections 509 (a) (1) and 3.70 (b) (1) (A) (vi) . Accordingly, during an advance ruling period you will be treated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. Within 90 days after the and of your advance ruling period, you must send us the information needed to determine whether you have met the require- meets of the applicable support test during the advance ruling period. If you establish that you have been a publicly supported organization, we will classi- fy you as a section 509(a)(1) or 509(a)(21 organization as long as you continue to meet the requirements of the applicable support test. if you do not meet the public support requirements during the advance ruling period, we will classify you as a private foundation for future periods. Also, if we classify you as a private foundation, we will treat you as a private foundation from your beginning date for purposes of section 507(d) and. 4940. Grantors and contributors may rely on our determination that you are not a private foundation until 90 days after the end of your advance ruling period. If you send us the required information within the 90 days, grantors and contributors may continue to rely on the advance determination until we'make a final determination of your foundation status. If we publish a notice in the internal Revenue Bulletin stating that we Letter 1045 (DO/CG) -2- TUALATIN RIVERKEEPERS will no longer treat you as a publicly supported organization, grantors and contributors may not rely on this determination after the date we publish the notice. In addition, if you lose your status as a publicly supported organi- zation, and a grantor or contributor was responsible for, or was aware of, the act or failure to act, that resulted in your loss of such status, that person may not rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly supported organization, then that person may not rely on this determination as of the date he or she acquired such knowledge. If you change your sources of support, your purposes, character, or method of operation, please let us know so we can consider the effect of the change on your exempt status and foundation status. If you amend your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, let us know all changes in your name or address. As of January 1, 1984, you are liable for social securities taxes under the Federal Insurance Contributions Act on amounts of s100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA) _ Organizations that are not private foundations are not subject to the pri-. vate foundation excise taxes under Chapter 42 of the internal Revenue Code.- However, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment, or other :federal taxes, please let us know. Donors nay deduct contributions to you as provided in section 170 of the Internal Revenue Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Donors may deduct contributions to you only to the extent that their contributions are gifts, wit:h• no consideration received. Ticket purchases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circLunstanees. Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2, on page 104, gives guidelines regarding when taxpayers may deduct payments fox' admission to, or other participation in, fundraising activities for charity. You are not required to file Form 990, Return of Organization Exempt From Income Tax, if your gross receipts each year are normally $25,000 or less- If you receive a Form 990 package in the mail, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return. If you are required to file a return you must file it by the 15th- day of the fifth month after the end of your annual accounting period. We charge a penalty of $10 a day when a return is filed late, unless there is reasonable Letter 1045 (DO/CG) -3- TUALATIN RIVERRERPERS cause for the delay. However, the maximum penalty we charge cannot exceed $5,000 or 5 percent of your gross receipts for the year, whichever is less. We may also charge this penalty if a return is not complete. So, please be sure your return is complete before you file it. You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. if you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return. In this letter we are not. determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code- You need an employer identification number even if you have no employees. If an employer identification number was not entered'on your application, we trill assign a number to you and advise you of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. Evidence you submitted with your application shows that you may engage in lobbying activities. Section 501(c)(3) of the'tode specifically,prohibits lob- bying as a substantial part of your activities. If you do not wish to be sub- ject to the test of substantiality under section 501(c)(3), you may elect to be / covered under the provisions of section 501(h) of the Ccde by filing Form 5766, Election/Revocation of Election by an Eligible Section 501(c)(3) Organization to Make Expenditures to Influence Legislation. Section 501fh) establishes ceiling amounts for lobbying expenditures. If we said in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help us resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely yours, Michael J_ Quinn District Director Letter 104, Tualatin Riverkeepers The following documents are available upon request to Bob Sesnon 1. Financial Statements 2. Amended Articles of Incorporation 3. Bylaws Lizbeth Lutz From: Hal Ballard [bicyclist@comcast.net] Sent: Tuesday, January 29, 2008 11:27 AM To: Lizbeth Lutz Cc: Hoogey Subject: And We Bike campaign request for community funds Attachments: WashcoBTC Balance Sheet.xlsx; WashCo BTC cash flow 2007.xlsx; WashCo BTC draft budget 2008.xlsx; Strategic Plan 2008-2013.doc; wcbtc501c3deter pgl.pdf; DSCN3503.JPG; DSCN3502.JPG; Tigard Donations request.doc; Bylaws.doc; arts inc pg3.jpg; arts inc pgl.jpg; arts inc pg2.jpg Importance: High Liz, Well, I finally figured out how to produce a budget. It is scary seeing all the red text as I projected what we anticipate in incoming compared to what we actually have. But that is definitely the nature of the beast. We are asking for $1000 to revitalize the campaign as we conducted in last fall. For its support, the City of Tigard will receive placement of the cutouts and handouts for a pre- determined period of time. For example, the City of Beaverton and its library and Tualatin Hills Park & Recreation District each displayed the life-sized models in their lobbies for a month. The 'pockets' installed on each start with 50 each of the handouts. A member of the WashCo BTC checks on the amounts in the pocket each week, replacing them as needed. After the cutouts are removed, a cardboard counter top case will be provided with the handouts place in them so the visiting public can take one. In addition, countertop sized display cases will be provided at any location the city deems fit to present our message that the next person on a bicycle one sees may just be someone they know, are related to, work with, or are neighbors to and to drive as if it was true. The WashCo BTC will periodically check on the amount of handouts in each display and refill them as needed for the entire year. So far, the City of Beaverton and THPRD have contributed $1000 each. Sherwood, Hillsboro and Tualatin are considering similar amounts, and North Plains is considering a lesser amount to fit in with their budget and mission. Our goal is to raise the money to conduct the campaign in every city in the county and several community venues like farmers markets and other safety events. Please find the following documents attached: Tigard Community Events Funding Request The WashCo BTC Strategic Plan, adopted Jan 8, 2008 - outlines our goals and strategies for the future A copy of our 501(c)(3) designation letter from the IRS Our Bylaws and Articles of Incorporation (3 pages "arts inc pg1,2,Y) Two pictures of our cutouts. (DSCN 302, 3502) Copies of our Budget, Balance Sheet and Cash flow statements are also included for a total of 12 attachments. Thank you for the opportunity to apply, i }{GLL3a~.latrcL acting Executive Director Chair, WashCo BTC hftp://washcobtc.org 503.516.6733 1 ride my bicycle to ride my bicycle. " -Zen proverb No virus found in this outgoing message. Checked by AVG Free Edition. Version: 7.5.516 / Virus Database: 269.19.14/1247 - Release Date: 1/28/2008 10:59 AM 2 WashCo BTC Balance Sheet - As of 1/28/2008 Account 1/28/2008 Balance ASSETS Cash and Bank Accounts Expenses 1,144.57 Grants 241.98 TOTAL Cash and Bank Accounts 1,386.55 Other Assets Publications 250 Safety Equipment-Includes helmets, MICS, E 250 WashCo BTC Office Equipment 2,316.00 TOTAL Other Assets 2,816.00 TOTAL ASSETS 4,202.55 LIABILITIES & EQUITY LIABILITIES 0 EQUITY 4,202.55 TOTAL LIABILITIES & EQUITY 4,202.55 WASHINGTON COUNTY BICYCLE TRANSPORTATION COALITION STRATEGIC PLAN 2008-2013 O g~~6lE ~jDO 9 ISH 0 y o m a S ~ O Mission: The mission of Washington County Bicycle Transportation Coalition is to promote bicycle transportation, protect bicyclists' rights, and to improve bicycling conditions throughout Washington County, Oregon through education and advocacy. Adopted January 8, 2008 02008 WashCo BTC TABLE OF CONTENTS STRATEGIC PLAN EXECUTIVE SUMMARY I INTRODUCTION TO WASHCO BTC I WASHCO BTC MISSION & VALUES ..........2 Core Values .....................................................................................................................2 Six E's .................................................2 STRATEGIC PLANNING PROCESS OPERATING ENVIRONMENT SEVEN BROAD VISION ELEMENTS ..................................................................5 1. Road User Education 5 2. Improved and Enhanced Infrastructure ...................................................................5 3. Improved Attitudes and Actions ..............................................................................5 4. Positive Policy Advocacy ........................................................................................5 5. Community Bicycle Center .....................................................................................6 6. Safe Routes to School ..............................................................................................6 7. WashCo BTC Growth BARRIERS .........................................................................................................6 STRATEGIC DIRECTIONS .................................................................................7 STRATEGIC DIRECTIONS WITH KEY SUCCESS INDICATORS 8 ACKNOWLEDGEMENTS ....................................................................................9 i Strategic Plan Executive Summary The Washington County Bicycle Transportation Coalition ("WashCo BTC") is a 501(c)(3) non-profit organization whose members have been a voice for the bicycling community in Washington County, Oregon since 1998. WashCo BTC initially was formed as a chapter of the Bicycle Transportation Alliance. In 2005, it became an independent non-profit agency to promote bicycle education, and rider empowerment while advocating bicycling interests and supporting events that encourage community participation. Since its inception, WashCo BTC has expanded its connection with bicyclists, bicycling interests, public bodies and private developers. Due to the growing interest in bicycling and the increased congestion on roadways in Washington County, it is critical to promote safe practices and opportunities. The Board of Directors and acting Executive Director have articulated goals and have developed and conducted bicyclist and motorist education programs with positive effects on hundreds of residents. Board members and staff also are actively involved with public advocacy and education throughout the county. Through a strategic planning process conducted fall of 2007, the Board, with community stakeholders, identified core values, a shared vision, and strategic directions for the future. Key success indicators were developed for the first year of the Strategic Plan, and the Strategic Plan will be updated annually. First quarter priorities were identified and will guide the staff and organizational activities for the next 90 days. The operations and governance of WashCo BTC are guided by core values that hold that bicycles are vehicles with legitimate and desirable access to the road. Six "E's" also direct the organization as it strives to promote the bicycle as viable transportation: Education, Encouragement, Engineering, Enforcement, Equality, and Evaluation. Introduction to WashCo BTC WashCo BTA (Alliance) was founded as a chapter of the Bicycle Transportation Alliance in 1998. Chapter members, realizing they could better serve the needs of Washington County road users of all types as an independent agency with a focused mission, filed for and received 501(c)(3) designation by the IRS in 2005. The name was changed to WashCo BTC (Coalition) to avoid confusion with other regional players. Since its inception, WashCo BTC has grown from a group of activists with commitment and energy to a focused organization with members serving on project committees, advisory boards, and other forms of citizen involvement at all levels of government. In addition, WashCo BTC has provided clinics, educational events and promoted bicycling in the county. 1 WashCo BTC is actively pursuing partnerships to open a "Bicycle Transportation Center" where anyone can repair a bike, buy a used one, and learn how and where to ride. The center will offer classes focused on motorists and bicyclists sharing the road, pointers for the everyday commuter, and classes in advanced bicycle maintenance and handling skills. Community rides and group ride clinics for the uninitiated also will be available. ' Currently WashCo BTC has 43 members, of whom 10 to 15 are active volunteers aiding with various programs. These members and more than 200 "interested parties" receive information on the activities and pursuits of the group. Many residents, businesses, and agencies of Washington County have been positively affected by the outreach, education, and promotional activates that we have conducted over the past few years. The past year has generated renewed interest regarding bicycling, including motorists' failure to yield and how well bicyclists follow the rules of the road. WashCo BTC is uniquely situated to react to this confluence of trends through education, public outreach, and proactive advocacy, with the aim of heightening public awareness of bicycling, encouraging more bicyclists, improving the safety of bicyclists, and furthering the inclusion of bicyclists in the county's transportation infrastructure. WashCo BTC Mission & Values "The WashCo BTC promotes bicycle transportation, protects bicyclists' rights, and improves bicycling conditions throughout Washington County, Oregon through education and advocacy. " Core Values Its core values hold that bicycles are vehicles with legitimate and desirable access to the road. Six E's Six E's also direct the organization as it strives to promote the bicycle as viable transportation. 1. Education - teach bicyclists proper handling and road skills, and educate bicyclists and motorists about rules of the road and key safety issues. 2. Encouragement - promote bicycling as a means of transportation. 3. Engineering - support development of sound road and facility infrastructure for bicycling. 4. Enforcement - promote consistent enforcement of traffic laws to ensure safe behavior by all users. 5. Equality - advocate government legislation for the fair and equal treatment of bicyclists, motorists, and other road users. 6. Evaluation - enable and seek feedback to measure the success and to improve activities that support the other E's. 2 Strategic Planning Process Preliminary meetings with the acting Executive Director and a board member clarified the need, timing and approach to conduct the strategic planning process. A participatory approach involving community stakeholders, board members, staff, and interested community members was selected. Prior to the planning sessions, the Facilitator conducted interviews of key community stakeholders including local bike shop owners, county and city transportation officials, other regional bicycling advocates, and avid recreational and commuting bicyclists. These interviews identified key issues and environmental trends and helped form a focus question for the strategic planning process. Key findings included the need to support safe cycling routes to schools; a timely focus on greater connectivity with existing trails and bicycle infrastructure; broader representation and collaboration with regional players; and a shared interest in increasing driver education, awareness, and requirements related to safe driving with bicyclists. The strategic planning workshop sessions began with a discussion of these issues and trends, and with the following focus question: "Given changing landscapes and growing community needs in Washington WashCo, how does WashCo BTC proactively support bicycling in Washington WashCo by 2013? " The planning workshops included a small yet diverse group of community bicyclists; board members, active volunteers, bike shop owners, members of county or city bicycle advisory committees, and the Executive Director of the Westside Transportation Alliance, a regional transportation management association whose members consist of businesses in Washington WashCo. Members of this group came together three times from October through December 2007, including two extended planning sessions involving five workshops, to: 1. explore trends in the operating environment 2. create a shared vision for the future of Wash Co BTC 3. identify potential barriers to the vision 4. determine major strategic directions 5. begin development of a first year implementation plan The planning process was conducted using participatory strategic planning methods from the Institute of Cultural Affairs. Following these workshop sessions, a small team continued to translate the group's work into a strategic plan, and to move the board and staff to implementation, including launching committee-based action plans. WashCo BTC new Strategic Plan was adopted in January, 2008. The plan provides a framework to guide operations and governance that will be reviewed and updated periodically by the staff and Board of Directors. 3 Operating Environment Stakeholder interviews conducted prior to the strategic planning process identified some internal strengths and weaknesses of WashCo BTC. • WashCo BTC has a board of directors, a strong corps of volunteers and an acting Executive Director who is locally active and visible. • WashCo BTC has a written business plan, an adopted mission statement and some funding for 2008. • Outreach, promotions, and workshops conducted by BTC have been well- received; stakeholders encourage more. • Collaboration with county and regional agencies to include bicycling in policy initiatives and funding proposals is effective. • WashCo BTC needs more diverse membership and board composition to represent growing population diversity and interests in the County. These strengths and weaknesses were presented to and acknowledged by the strategic planning group. In addition, all participants acknowledged that bicyclist safety issues were becoming increasingly important since recent incidents with motorists and seven fatalities in the past two years. These cases, resulting from shared road space, have underscored the importance of addressing safety and infrastructure needs through education and advocacy. Further development and increased population density in Washington County is anticipated. Community efforts to address bicyclist safety and education, adequate infrastructure, and public policy are timely. Since financial and infrastructural resources are limited in the county, efforts to support bicycling in the region need to be coordinated with other agencies and advocates. Preliminary interviews with regional stakeholders also identified some areas of emphasis: • Support improved and increased safe routes to school. • Focus on greater connectivity with existing trails plans and infrastructure. • Broaden representation and collaboration with regional players working on similar objectives. • Advocate for stronger motorist education, awareness, and requirements concerning sharing the road with bicyclists. The planning group identified some trends in the environment and some community needs: • County population growth and greater traffic density have created an increased demand for road space. • Bicyclists' safety is increasingly endangered on roadways. • Transportation funding is limited; coordination with regional plans, programs and initiatives is essential. 4 Seven Broad Vision Elements In light of identified trends in the operating environment and the organization's history, the planning group focused on the question, "Given changing landscapes and growing community needs in Washington County, how does WashCo BTC proactively support bicycling in Washington County by 2013? " The group, including board, staff and community members, generated numerous ideas, which were grouped within the following seven broad vision elements for WashCo BTC: 1. Road User Education - is the focus of WashCo BTC Community Center and program outreach. Classes focus on bicycle handling skills; bicycling in traffic; bike repair and maintenance; group, trail, and family bicycling; and bicycle commuting. There is also a curriculum directed toward motorists to educate them about expected bicyclist behavior and the courtesies that facilitate how to "Share the Road." 2. Improved and Enhanced Infrastructure - in Washington County is demonstrated by a complete and understandable network of bike routes and trails and a well maintained bicycle infrastructure, including signals and signs. WashCo BTC has a hotline or a web form where bicyclists can easily get information on routes, road maintenance, facilities, and safety 3. Improved Attitudes and Actions - of bicyclists and motorists is characterized by their understanding of one another's needs and behaviors and evidenced by how all road users safely and politely share the road. Improved driving and bicycling behavior is supported by classes for all road users, enforcement of road rules, encouragement by governments, and equal treatment by the police and courts. Bicyclists of modest income will have ready access to safety equipment including helmets and lights through safety promotions. There are stiff penalties for motorists whose actions cause injury or death of bicyclists or other vulnerable roadway users. There are significantly fewer bicyclist injuries and deaths, in spite of greatly increased ridership. Bicycling is broadly perceived as a cheaper, more convenient, environmentally friendly, healthy, appealing, and patriotic means of transit. As measured in miles, bicycle ridership has doubled, while motor vehicle mileage has decreased by 10%. 4. Positive Policy Advocacy - partnerships are forged and supported with every city within the county, among them the county's Land Use & Transportation Department, ODOT, Metro, and Tri-Met, and other government agencies. Collaborative efforts with other regional and local advocacy groups to affect legislation are undertaken as they befit the mission and vision of WashCo BTC. Finally, WashCo BTC has developed partnerships with businesses, community facilities, and others to provide a bicyclist friendly built environment that strengthens incentives for bicycle transportation. The county is a positive model for other areas as a result 5 of a strong bicyclist friendly "voice" affecting transportation policy and infrastructural planning and funding decisions. Regional bicycling plans and major activities are collaborative and coordinated. 5. Community Bicycle Center - is a physical center offering bicycling classes, maintenance classes, equipment, and safety information. It is also a resource for tabling services at community events that reach the potential new bicyclist in addition to the recreational rider and bicycle commuter. The center is a local, self-sustaining hub for bicycling information and services in collaboration with other regional agencies, bicyclist friendly businesses, and bicyclist friendly organizations. 6. Safe Routes to School - support through advocacy and education has empowered more children and young adults to commute safely to school and community events, and has persuaded more parents to encourage their children to do so. 7. WashCo BTC Growth - is guided by a shared and motivating vision for future influence and is fueled by fund-raising events, fee income services, active membership, foundations, and grant support. WashCo BTC is recognized as the "go-to" resource center having information linkages and collaborative relations with other regional groups. Barriers With their key vision elements articulated, the planning group examined WashCo BTC barriers, the well-established patterns of thinking or operating that may act as "blocks" on the path to realizing their vision. The main blocks identified by the group included: • Public perceptions of exclusiveness and divisiveness as a result of uncoordinated advocacy from a small group. • Late participation in regional planning and funding processes. • Transportation priorities appear to be focused on motor vehicles; • Negative public perceptions toward bicyclists, which is driven by insufficient motivation or incentive to change behaviors and attitudes of motorists-and is reinforced by local and regional funding allocations supporting use of motor vehicles; • Unclear value of WashCo BTC in the public arena, which creates a need to promote the vision and value of the mission and membership to the community; • Insufficient fundraising and coordination to support the development of the center, staffing, volunteers and community involvement projects; • Uncoordinated policy efforts across agencies which impact effective methods or leadership to effect change without planning, clear communications, and collaborative efforts. 6 Strategic Directions Strategic directions are broad directions for action for the next five years. Each strategic direction may involve several associated action arenas and activities. The three strategic directions below represent areas of board, staff and planning group agreement. As part of ongoing strategic plan implementation, specific accomplishments (success indicators) are developed annually for each strategic direction. These indicators help WashCo BTC to continually monitor and evaluate its progress. Following the overview of strategic directions below is a breakout of each strategic direction with associated annual success indicators. WashCo BTC Shared Vision for the near future emphasizes: • Road user education programs • Effective advocacy for improved public infrastructure supporting cycling • Increased public awareness and support of bicycling • Integration of regional plans, services, and regulations • Programs that support bicycle transportation throughout the county • A community bike resource and education center • Safe routes to schools • Organizational growth with sustained funding to meet community needs To move towards this vision in a dynamic and challenging operating environment, WashCo BTC will pursue the following Strategic Directions with a five year horizon. Educating and Enhancing Public Awareness includes developing an ad campaign and a collaborative marketing program with bicyclist-friendly businesses, expanding offerings of bicycle education programs and events, developing stronger links with similar organizations and programs through website enhancements, media, and public events, and heightening public awareness of the need for bicycling programs and policies. Influencing Policy and Community means collaborating with regional groups to advocate for improved transportation resources, regulations, programs, and infrastructure promoting bicycling in the county. Creating a Viable Organization involves implementing the strategic plan, securing funding for an Executive Director and key staff, securing funding and the location for a community bicycling center, and creating influence and sustainability through volunteers, growing membership, and valued programs. 7 Strategic Directions with Key Success Indicators Strategic Direction Areas of Year 1 Success Indicators Activity ➢ Business outreach group is active; ➢ Cooperative ad campaign acknowledges bicyclist friendly Strategic businesses and agencies; Marketing ➢ WashCo BTC website is updated with Educating and educational information and links to Enhancing collaborating agencies & businesses. Education & ➢ Commuter workshops conducted have Public Outreach been at 5 business sites; Awareness ➢ 10 education classes have been presented to 150 students; ➢ Significant bicycling/motorist crashes are tracked and reported. Volunteer ➢ Volunteer advocacy group is active in Advocacy targeted regional transportation planning efforts; Influencing Effective, ➢ Recommendations have been made to Policy and Collaborative local plans and policies to support Community Partnerships bicycling, including commuting and recreation; ➢ BTC is significant and recognized "go-to" group for safe cycling information & advice. Strategic Plan ➢ Approved strategic plan is being implemented by board & staff; Strategic Staffing ➢ Funding supports ED and 2 PT staff; & Board Vitality ➢ Board has 10 active, diverse directors; ➢ Funding has been secured for center; Creating BTC Center ➢ Center hosts programs & events; Viable ➢ BTC has 100 active, paying members, Organization Targeted with 500 "interested parties receiving Programs & information regularly. Events ➢ Programs and events are financially self-sufficient, have included 150 residents, and involved 25 active volunteers; 8 . Acknowledgements Board of Directors Hal Ballard, Acting Executive Director and Board Chair Anthony Fisk, Volunteer/Membership Director Chris Hoogendijk, Development Director Kat Iverson, Treasurer/Finance Director Terry Nobbe, Recorder Mark Norberg, Director D. Jason Penney, Director Planning Team Karen Frost, Executive Director, Westside Transportation Alliance Kevin Chudy, Owner Bike `n Hike, Beaverton, Hillsboro and community advocate Zach King, member, web designer and community advocate Mike Olson, Owner Olson's Cyclery, Forest Grove, member and community advocate Dirk Pauwells, Owner Kissler's Cyclery, Beaverton and community advocate Les Peterson, member and community advocate Peter Welte, college student and community advocate Keith Lewis, Supervisor, Wash Co LUT Operations and Maintenance Division Participating Stakeholders Rob Drake, Mayor, City of Beaverton Kevin Chudy, Owner Bike `n Hike, Beaverton, Hillsboro and community advocate Karen Frost, ED Westside Transportation Alliance Kathy Lehtola, Director, Washington County Land Use and Transportation (LUT) Gregg Leion, Wash Co. LUT Sr. Planner Mike Olson, Owner Olson's Cyclery, Forest Grove, WashCo BTC member, advocate Dirk Pauwells, Owner Kissler's Cyclery, Beaverton and community advocate Susan Remmers, ED, Community Cycling Center, Portland Dick Schouten, Washington County Commissioner Strategic Planning Facilitator/Consultant Ann Witsil * ann@catalystrategies.com Funding WashCo BTC strategic planning process was funded by a generous grant the Meyer Memorial Trust. 9 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P. 0. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: Date: MAY 0 5 2006 20-2557070 DLN: 606074144 WASHINGTON COUNTY BICYCLE Contact Person: TRANSPORTATION COALITION TERRY IZUMI ID# 95048 C/O HAL BALLARD Contact Telephone Number: P 0 BOX 1144 (877) 829-5500 BEAVERTON, OR 97075-0000 Accounting Period Ending: December 31 Public Charity Status: 170(b)(1)(A)(vi) Form 990 Required: Yes Effective Date of Exemption: April 11, 2005 Contribution Deductibility: Yes Advance Ruling Ending Date: December 31, 2009 Dear Applicant: We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. Shortly before the end of your advance ruling period, we will send you Form 8734, Support Schedule for Advance Ruling Period. You will have 90 days after the end of your advance ruling period to return the completed form. We will then notify you, in writing, about your public charity status. Please see enclosed Information for Exempt Organizations Under Section 501(c)(3) for some helpful information about your responsibilities as an exempt organization. Letter 1045 (DO/CG) 1/1/2008 through 12/31/2008 Using WashCo BTC Budget 2008 Category Description 1/1/2008 Actual Budget 12/31/2008 Difference INCOME Corporate Donations-Donation Income Fair Value Donation-Asset Donatic 0 30,000.00 -30,000.00 Other Corporate Donations-Dona 0 45,000.00 -45,000.00 TOTAL Corporate Donations-Done 0 75,000.00 -75,000.00 Gift Received-Gift Received 1,300.00 999.96 300.04 Gov't Donations 0 252 -252 Gr Sales-Gross Sales Accessories 0 9,000.00 -9,000.00 Donated Parts Sales 0 1,800.00 -1,800.00 Helmet Sales-Sales of helmets 0 1,000.00 -1,000.00 Labor-Repairs 0 16,000.00 -16,000.00 MICS-Medical Information Carrier 0 630 -630 Organized Rides 0 370 -370 Parts Sales 0 16,500.00 -16,500.00 Pedal Power sales 5 275 -270 Rebuilt Bikes 0 4,500.00 -4,500.00 Other Gr Sales-Gross Sales 0 0 0 TOTAL Gr Sales-Gross Sales 5 50,075.00 -50,070.00 Membership-Membership dues 220 1,999.92 -1,779.92 Other Inc-Other Income 0 749.97 -749.97 Other Inc, Bus-Other Business Inca 0 750 -750 Programs And We Bike Campaign 0 4,999.92 -4,999.92 Bicycle Education 0 4,500.00 -4,500.00 Fundraising 0 1,200.00 -1,200.00 Restricted Grants 0 4,999.92 -4,999.92 Other Programs 0 0 0 TOTAL Programs 0 15,699.84 -15,699.84 TOTAL INCOME 1,525.00 145,526.69 =144,001.69 EXPENSES Accounting-Fees for services 0 1,000.00 1,000.00 Bank Charge-Bank Charge 0 84 84 Bicycle Education-Education 117.85 610 492.15 Board Development-Costs for trai 351 240 -111 Building Building Supplies 0 374.94 374.94 Other Building-Home Repair & Mi 0 0 0 TOTAL Building 0 374.94 374.94 Charity-Charitable Donations - Ca: 0 0 0 Charity-Non Cash-Charitable Dons 0 120 120 Computer-Computer Software-Computer 0 120 120 Other Computer-Computer 0 120 120 TOTAL Computer-Computer 0 240 240 Consignment Sales Consignment Bikes-Contractural f 0 -1,800.00 -1,800.00 Misc Expense 0 3,150.00 3,150.00 Operational Expense (OTHER) Other Consignment Sales:Operati. 0 900 900 TOTAL Operational Expense (0TH 0 900 900 Parts 0 7,497.00 7,497.00 Tools 0 100 100 Other Consignment Sales 0 0 0 TOTAL Consignment Sales 0 9,847.00 9,847.00 Consultant Fees 2,500.00 2,509.00 9 Dues and Subscriptions-Dues and 0 237.48 237.48 Employee Benefit, Business-Empli 0 1,872.00 1,872.00 Entertainment-Entertainment 0 0 0 Food 0 150 150 Gifts Given-Gift Expenses 0 0 0 Licenses and Permits-License and 0 60 60 Meals & Entertn-Meals & Entertai 0 275 275 Office-Office Expenses 71.92 250 178.08 Office Supplies 0 396 396 Organized Rides 0 100 100 Payroll Service Fee 0 462 462 Postage and Delivery-Postage anc 36.6 264 227.4 Printing and Reproduction-Printin 0 360 360 Professional Fees (other) 0 60 60 Rent-Building Rent 0 16,500.00 16,500.00 Subscriptions-Subscriptions 0 120 120 Supplies-Other 0 0 0 Supplies, Bus-Supplies 0 240 240 Tax-Taxes Other Tax-Taxes 0 0 0 TOTAL Tax-Taxes 0 0 0 Tax, Business-Taxes & Licenses Fed-Federal Tax 0 0 0 Local-Local Tax 0 0 0 Property-Property Tax 0 0 0 State-State Tax 0 0 0 Other Tax, Business-Taxes & Licer 0 1,923.75 1,923.75 TOTAL Tax, Business-Taxes & Licei 0 1,923.75 1,923.75 Utilities, Bus-Water, Gas, Electric Telephone, Bus-Telephone Expen; 0 144 144 Other Utilities, Bus-Water, Gas, El 0 0 0 TOTAL Utilities, Bus-Water, Gas, E 0 144 144 Visa MC Fees 0 927.45 927.45 Wages-Wages & Job Credits 0 59,999.99 59,999.99 Workers Comp 0 477 477 TOTAL EXPENSES 3,077.37 99,843.61 96,766.24 OVERALL TOTAL -1,552.37 45,683.08 -47,235.45 WashCo BTC Cash Flow 2007-2008 1/2/2007 through 1/28/2008 Category Description 1/2/2007- 1/28/2008 INFLOWS Corporate Donations-Donation Income 7,500.00 Other Corporate Donations-Donation Incom 350 TOTAL Corporate Donations-Donation Incon 7,850.00 Gift Received-Gift Received 1,552.84 Gov't Donations 250 Gr Sales-Gross Sales Helmet Sales-Sales of helmets 40 MICS-Medical Information Carrier Systems 50 Pedal Power sales 10 Other Gr Sales-Gross Sales 161.25 TOTAL Gr Sales-Gross Sales 261.25 Membership-Membership dues 380 Other Inc, Bus-Other Business Income 358 Subscription Setup-Pay Pal account set up 0.3 TOTAL INFLOWS 10,652.39 OUTFLOWS Uncategorized 189.78 Bank Charge-Bank Charge 81 I Bicycle Education-Education 407.85 Board Development-Costs for training 1,058.34 Board Development Seminar Reimbursemer 120 Computer-Computer Software-Computer 164.9 TOTAL Computer-Computer 164.9 Consultant Fees 6,000.00 Domain Name Services 99.95 Licenses and Permits-License and Permits E) 65 Meals & Entertn-Meals & Entertainment 237.53 Miscellaneous, Bus-Misc. Business Expense 10.5 Office-Office Expenses 198.78 Postage and Delivery-Postage and Delivery E 175 Printing and Reproduction-Printing and Repi 223.09 Returned Deposited Item 25 Returned Deposited Item Fee 7 Room Rental 120 Utilities-Water, Gas, Electric Telephone-Telephone Expense 105.12 TOTAL Utilities-Water, Gas, Electric 105.12 TOTAL OUTFLOWS 9,288.84 OVERALL TOTAL 1,363.55 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-6394171 FY 2008-09 COMMUNITY EVENTS FUNDING REQUEST Due: February 1. 2008 Event Name: Washington County Museum's Exhibits & Education ProgramsIn Tigard Address: 17677 NW Springville Road City, State, Zip: Portland, OR 97229 Contact Name: Mark Granlund Telephone Number" 503-645-5353 Ismail address: markgraniund@juno.com 1. Request (express in whole dollar amounts only) Cash $ 2,500 In-Sind Services (use of City property, City staff support, $ -0- etc. Please explain the services requested on a separate sheet) Total Request $ 2,500 2. Purpose of Funding Request: This request will fund display of at least one major traveling exhibit at Tigard City Library and Washington Square, 10 Mobile Museum history education presentations in Tigard public and private schools and 5 Scout Saturdays presentations for Scout groups in Tigard. 3. How will this event benefit the Tigard Community? This requests supports/stimulates history education and cultural activities in schools and public libraries. Studies show that young people participating in the arts are more likely to achieve academically, participate in math/science and perform community service. 4. How many Tigard residents do you anticipate participating in this event (or these events)? Estimated numbers benefitting are: 30,000 at the Tigard Library, 500,000 at Washington Square, 300 students in public and private schools and 50 Scouts. In addition, thousands more will benefit from WCHS's Historian Magazine & Crossroads Lectures. 5. Please submit the following information with this request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, 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. L %vf adequate financial information could result in denial of request. An electronic version of dus application is available by contacting Liz Lutz at Lizbctb@tigard-orgov. 6:43 PM 06/18/07 Accrual Basis Operating Accounts Jul '04 - Jun 05 Jul '05 - Jun 06 Jul '06 - Jun 07 BUDGET Ordinary Income/Expense Income 4-1000 • Government 4-1100 . Washing Cnty Contract 66,529.00 104,225.00 103,997.00 107,659.50 4-1200. Cities 0.00 16,114.00 16,754.50 18,000.00 Total 4-1000 • Government 66,529.00 120,339.00 120,751.50 125,659.50 4-2000 • Contributions and Fund-Raising 4-2010 . Annual Giving/Appeals 5,958.55 9,017.40 6,805.00 10,000.00 4-2015 • Corp. Matching Fund 0.00 0.00 60.00 4-2025 • Donation Box 142.50 293.00 515.40 500.00 4-2030 • Fall Fundraiser 4-2035 • Bar and Gaming Script 0.00 0.00 2,421.00 2,500.00 4-2031 • Ticket Sales 2,810.00 0.00 100.00 8,500.00 4-2032 • FF Donations 200.00 7,750.00 15,250.00 25,000.00 4-2023 • Auction Sales 20,651.72 46,758.73 39,306.00 43,500.00 4-2030 • Fall Fundraiser - Other 20,890.16 5,436.76 9,759.65 Total 4-2030 • Fall Fundraiser 44,551.88 59,945.49 66,836.65 79,500.00 4-2040 • Memberships 20,291.00 22,782.00 20,868.76 30,000.00 4-2050 • Memorials 0.00 150.00 0.00 4-2080 - Planned Giving 0.00 0.00 110.00 100.00 4-2095 • Discount on pledges -2,462.00 1,135.00 1,327.00 4-2098 - P.R. & Development 0.00 0.00 55.00 Total 4-2000 . Contributions and Fund-Raising 68,4817393,322.89 96,577.81 120,100.00 4-3000 • Program Fees and Registrations 4-3050 • Draft Horse Plowing 0.00 0.00 0.00 4-3100 • General Admission 466.78 898.96 434.62 750.00 4-3250 • Mobile Museum Presentations 14,564.50 12,439.00 10,825.00 14,400.00 4-3400.Other Programs 179.50 1,469.70 445.53 500.00 4-3500 • Scout Saturdays 4,036.50 4,804.25 1,109.50 2,500.00 4-3700 • Traveling Exhibit 0.00 2,000.00 29.30 2,500.00 Total 4-3000 • Program Fees and Registrations 19,247.28 21,611.91 12,843.95 20,650.00 4-4000 • Sales Income 4-4250 . Historian - Magazines and Ads 3,570.00 7,742.45 9,992.81 20,000.00 4-4530 • History Books - Sunset Land 1,328.90 369.90 0.00 44600 • Miscellaneous Income 190.78 2,004.50 0.00 44700 • Photo Reproduction 873.50 979.90 3,749.25 2,500.00 44750 • Publication Sales 641.60 1,54320 1,425.69 2,500.00 4-4770 • Photocopying 53.40 85.75 351.30 350.00 4-4800 . Rental Income 150.00 350.00 200.00 1,000.00 Total 4-4000 • Sales Income 6,808.18 13,075.70 15,719.05 26,350.00 4-5000 • Investment Income 4-5122 • Int on B/W Restr 0.00 321.41 3,200.33 10,800.00 4-5125 • Interest - Money Market 48.83 739.57 1,071.75 4-5130 • Interest on Trust 3,171.46 5,246.34 0.00 4-5132 • Int on SA Restr. Reserve 0.00 0.00 4,735.96 3,600.00 4-5134 • Int on SA Unrestr. Reserve 0.00 0.00 428.66 600.00 4-5135 • Dividents on trust 2,103.57 0.00 0.00 4-5140 - Interest - Other 0.00 0.00 -759.59 4-5160.Ordinary Dividends 0.00 0.00 687.44 4-5162 • Qualified Dividends 0.00 0.00 500.09 4-5170 • Capital Gains Distributions 0.00 0.00 4.06 4-5180.Other Distributions 0.00 0.00 18.45 Page I of 3 6:43 PM 06/18/07 Accrual Basis 4-5186 Original Issue Discount 0.00 0.00 660.20 4-5999 • Unrealized Gain/Loss Mkt 9,359.27 -6,943.71 898.49 Total 4-5000 • Investment Income 14,683.13 -636.39 11,445.84 15,000.00 4-7000 • In Kind Contribution 30,342.50 0.00 26,038.58 28,000.00 4-9000 • Restricted Income 4-9210 • Mobile Museum Restricted 25,000.00 0.00 38,627.97 40,000.00 4-9250 • Research Library 0.00 16.00 0.00 4-9520 • Restricted Other Programs 10,000.00 8,000.00 7,171.34 10,000.00 Total 4-9000 • Restricted Income 35,000.00 8,016.00 45,799.31 50,000.00 Total Income 241,092.02 255,729.11 329,176.04 385,759.50 Expense 6-1000 • Personnel Expense 6-1922 - Workers Comp Insurance 0.00 538.18 648.47 650.00 6-1387 • Work-Study Staff 0.00 248.75 981.31 1,000.00 6-1010 . Staff Salary and Wages 93,771.77 97,033.12 105,110.85 116,500.00 6-1020 • Salary - Director (MG) 55,650.08 57,500.04 57,608.28 63,000.00 6-1400 . Less PR Reimbursements -7,445.36 0.00 -3,672.52 6-1500 • Payroll Taxes 13,042.66 16,073.04 13,696.57 14,360.00 6-1800 • Education & Training 0.00 243.00 594.65 1,000.00 6-1900 • Benefits Expense 14,161.76 18,702.56 21,984.78 28,500.00 6-1999 • Apportion Personnel to Programs 0.00 -87,832.53 -34,431.37 -40,000.00 6-1000 • Personnel Expense - Other -110.22 0.00 0.00 Total 6-1000 . Personnel Expense 169,070.69 102,506.16 162,521.02 185,010.00 6-2001 • Advertising and Marketing 1,096.00 27.50 1,576.02 2,500.00 6-2002 • Bank Charges & CC Processing 803.16 2,009.63 3,023.26 9,237.56 6-2600 Cost of Items for Resale 38.08 3,057.23 2,136.49 2,400.00 6-2530 Custodial Services 2,635.00 2,735.00 2,560.00 2,700.00 6-2210 - Dues & Subscriptions 1,650.95 1,405.61 1,013.30 1,300.00 6-2100 . Depreciation Expense 23,018.00 23,312.00 22,548.00 25,000.00 6-5000 • Fundraising Expense 6-6510 • Annual Giving/Special Appeals 3,237.28 3,802.90 0.00 6-6520 • Donor Recognition 900.42 852.03 2,293.84 1,400.00 6-6550 • Fall Fundraiser Expenses 24,282.66 18,832.89 34,529.92 35,000.00 6-6560 • Hospitality 1,306.53 2,053.49 2,322.72 2,400.00 6-6570 • Membership 180.12 891.28 1,393.84 2,000.00 6-6575 • Memorial Expense 1,190.28 2,253.40 100.00 6-6580 • Planned Giving 0.00 3,442.45 11,606.58 10,000.00 Total 6-5000 • Fundraising Expense 31,097.29 32,128.44 52,246.90 50,800.00 6-2400 • Insurance 7,182.33 7,751.31 6,479.47 6,500.00 6-2480 • Licenses & Fees 50.00 0.00 207.00 157.00 6-2490 - Materials and Supplies 6-2004 • Books, Mags, Reference 213.59 384.84 163.11 255.33 6-2012 • Computer Expense 0.00 552.95 -552.95 1,200.00 6-2014 • Conservation Materials 1,927.49 580.90 374.16 400.00 6-2016 . Supplies- Programs/Presentation 11,431.76 -7,342.38 3,105.04 2,910.00 6-2022 • Moving Traveling Exhibit Exp 0.00 85.50 701.43 500.00 Total 6-2490 • Materials and Supplies 13,572.84 -5,738.19 .3,790.79 5,265.33 6-2450 • Mileage reimbursement / Travel 311.95 597.02 2,876.86 3,000.00 6-6000 • Miscellaneous Expense 355.85 235.47 0.00 7,465.34 6-2484.Office Supplies 4,951.66 4,055.97 5,684.21 6-2488 • Photographic Reproduction 83.21 4.64 0.00 5,655.07 6-2320 • Postage and Shipping 5,128.87 4,805.01 5,659.88 Page 2 of 3 6:43 PM 06/18/07 Accrual Basis 6-2330 • Printing and Reproduction 8,206.32 4,910.47 6,318.74 7,081.80 6-3000 • Program Costs 6-3010 • Historian Expense Acct. 0.00 572.00 0.00 6-3100 • Mobile Museum Expenses 536.71 582.10 0.00 6-3220 Oral Hist Proj 150.60 75.77 0.00 6-3250 Other Program 5,962.90 1,866.84 0.00 6-3262 • Research Library expense 137.85 100.00 0.00 6-3280 • WACO Jail -7,342.84 0.00 0.00 Total 6-3000 • Program Costs -554.78 3,196.71 0.00 6-2500 • Professional Fees 6-2528 • Editing 55.00 210.00 1,974.00 970.00 6-2555 • Presenters 333.13 20,255.50 23,894.83 28,500.00 6-2510 • Accounting-Audit 7,779.50 14,958.00 458.75 9,000.00 6-2515 • Bookkeeping 0.00 2,587.50 10,351.06 14,400.63 6-2520 • Consultants 0.00 240.00 1,320.00 240.00 6-2532 • Fees and Contracts 0.00 2.85 0.00 6-2540 - Grant Writing 2,750.00 3,770.00 6,180.00 6,323.00 6-2542 • Graphic Design 13,110.70 3,285.00 5,199.56 6,837.65 6-2545 • HR Service 232.50 862.00 411.00 500.00 6-2548 - Legal 0.00 0.00 2,000.00 6-2550 • Payroll Service 0.00 488.13 1,376.42 1,680.00 6-2552 • Public Relations 6,427.50 4,759.15 4,560.56 6,458.90 6-2590.Other Professional Services 292.00 202.00 670.06 1,000.00 Total 6-2500 • Professional Fees 30,980.33 51,620.13 58,396.24 75,910.18 6-2650 - Rent - Storage Unit 0.00 340.00 2,075.00 21100.00 6-2610 • Repair and Maintenance 985.00 2,045.53 1,443.88 1,800.00 6-2800 • Telephone 2,744.76 3,166.70 3,203.05 3,270.00 6-2820 • Utilities 6-2822 • Alarm Monitoring 522.00 815.00 533.00 662.00 6-2830 • Electricity and Water 8,085.63 5,280.75 4,759.48 7,531.80 6-2832 • Garbage Collection 233.38 269.40 356.99 386.00 6-2840 • NW Natural 906.12 1,294.12 1,237.52 1,948.47 6-2820 - Utilities - Other 0.00 0.00 -640.73 -1,660.00 Total 6-2820 . Utilities 9,747.13 7,659.27 6,246.26 8,868.27 6-9999 • Uncategorized Expenses 0.00 0.00 567.44 Total Expense 313,154.64 251,831.61 350,573.81 406,020.55 Net Ordinary Income -72,062.62 3,897.50 -21,397.77 -20,261.05 Other Income/Expense Other Income 4-7800 • Capital gains/losses -27.76 -1,359.69 0.00 Total Other Income -27.76 -11359.69 0.00 Other Expense 9-1000 • Capital Expense 3,810.57 -8,816.14 0.00 Total Other Expense 3,810.57 -8,816.14 0.00 Net Other Income -3,838.33 7,456.45 0.00 Net Income -75,900.95 11,353.95 -21,397.77 -20,261.05 Adjustment for Depreciation Expense -$23,018.00 423,312.00 -$22,548.00 -$25,000.00 Net Income per Cash-flow 452,882.95 $34,665.95 $1,150.23 $4,738.95 Page 3 of 3 internal Revenue Service Department of the Treasury P.O. Box 21224, Seattle, WA 9$111 MS 550 7istr:ct Perst,n ;c Cuntac:- Washington County Historical Society John Sutton c/o Washington County Museum Te!epnone Nunuer: 611. East Main Street (200') 442-5106 Hillsboro, OR 97123 Reler Reply to: E'P`/EO II:RS8 . Date: November 21, 1939 Oear Applicant: This is in reply. .to your telephone request/l,:__,f November 6, 19"9 regarding your exempt status. Although a copy of your original letter of exemption is no longer available, our records disclose that your organization was grantee exemption from Federal income tax under section 501(c)(3) of the, Internal Revenue rode in our let,*er dated September 30, 1958. we also determined you were not a private foundation because you are an organization described in section 509(a)(2) of the Code. This exemption remains in effect. Sincerely yours, Ralph S. Busacker Chief, Technical Staff EP/EO Oivision PLEASE NOTE: The Washington County Historical Society's federal tax exempt identification number is: 93-603-1454 Washington County Museum"s Exhibits & Education Programs in Tigard The following documents are available upon request to Bob Sesnon 1. Financial Statements 2. Operation Brochures PAGtNDA ITEM NO.2 - CITIZEN COMMUNICATION DATE: March 25, 2008 `(Limited to 2 minutes or less, please) 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. This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. All written and oral testimony becomes part of the public record. The names and addresses ofpersons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. NAME, ADDRESS & PHONE TOPIC STAFF Please Print CONTACTED Name• /LellQ~ G1w(ln, s 10Ct) AJJ Also, please spell your name as it sounds, if it will y~ help the presiding officer pronounce: Address 9~ 5,~5 City State Zip Phone NON:!) b 3d " G?' Name: -Y\ Va ~)Q V1d rea U - & Y PC' r0V`lr1 H a a Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Mderaq e 1/ n Y1 ng Address ~ && So ' oN ~Q R a CC City F1 ad rd State 0 IZ Zip q ZZ4 Phone No. ~03~ q 88aZ Name: Anrt L-Q-V no-y4-t To(, pi Hafl (5r) Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Uvoeray, d n nkmj Address 1 la (al S~ 811 PL City 1 rG State 0 Zip Z Z Z Phone No. 0=z)) CITIZEN COMMUNICATION A,GE~NDA ITEM NO.2 - CITIZEN COMMUNICATION DATE: March 25, 2008 "(Limited to 2 minutes or less, please) 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. This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. All written and oral testimony becomes part of the public record. The names and addresses ofpersons who attend or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public record. NAME, ADDRESS & PHONE TOPIC STAFF Please Print CONTACTED Name: q t/' Vl ~ Also, please spell your name as it sounds, X it will ! r yG~ help the presiding officer pronounce: 7/' L I P, 9 c l PJ p A2 N Address 2sa Zy City State ©61! Zip p-7~)- Phone No. 5~ ~O y 7 Name: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address City State Zip Phone No. Name: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address City State Zip Phone No. CITIZEN COMMUNICATION THE SURGEON GENERAL'S CALL TO ACTION TO PREVENT AND REDUCE 1 ERAGE DRINKING What It Means to YOU k q l , J I c 7,M1~ , o i uYgNII1~Yi~IM■~~~II~ > J~PN SF.RVICFS G~9 1G ~~L~''+► ~ ~ ~a 111 ~ O,~C i s i!-~ ate,. E ~y -2wz-` b"daa 1798 ABOUT THIS SURGEON GENERAL'S CALL TO ACTION The Surgeon General is the Nation's top doctor and public health officer. The President of the United States appoints the Surgeon General to help protect and promote the health of the Nation. The Surgeon General lets people across the country know the latest news on how to get healthy and stay healthy. He explains how to avoid illness and injury. When a health topic needs special attention, the Surgeon General issues a national call to 11 action to everyone in America. The Surgeon General's Call to Action To Prevent and Reduce Underage Drinking explains why underage alcohol use is a major public health and safety issue. It asks everyone to take action. About This Guide to Action for Communities When it comes to tackling public health problems, knowledge is power. When people have the facts and the right tools, they can take action. This guide gives you the knowledge and tools you need to take action against underage drinking. 'iIt tells you about underage alcohol use and the damage it can do. And, it suggests ways you an end underage drinking in your community and across the country. 11 lf. F Suggested Citation: U. S. Department of Health and Human Services. The Surgeon General's Call to Action To Prevent and Reduce Underage Drinking..- A Guide to Action for Communities. U. S. Department of Health and Human Services, Office of the Surgeon General, 2007. All material in this report is in the public domain and may be reproduced or copied without permission from the Federal government. Citation of the source is appreciated. TODAY, NEARLY 10.8 MILLION YOUTH, AGES 12-20, ARE UNDERAGE DRINKERS Drinking alcohol can harm the growing body and brain. That's why it's important for young people to grow up alcohol-free. And it takes every adult in the community to help young people choose not to drink alcohol. It takes you. What Is Underage Drinking? When anyone under age 21 drinks alcohol, we call it underage drinking. And underage drinking is against the law, except in special cases, such as when it is part of a religious ceremony. Underage drinking is also dangerous. It can harm the mind and body of a growing teen in ways many people don't realize. Yet, children and teens still drink, even though it can harm them. Underage drinking is a serious problem, with roots deep in our culture. It is time to change that picture. It's time to take action. It's time to stop looking the other way. It's time to tell children and teens that underage drinking is not okay. It will take a lot of work over time to change how people think about underage drinking. It's a long-term project for parents, schools, local groups, community leaders, and other concerned adults. And it's a project that should start when children are young and continue through the teen years. In any month, more youth are drinking than are smoking cigarettes or using marijuana. Alcohol Is the Substance of Choice for Youth 50 r 45 c 0 2 40 N a 35 w 3o More teens c 25 drink than U 20 smoke or 3: 15 10 - use drugs. a. 5 0 8th 10th 12th Grade ❑ Alcohol Cigarettes ■ Marijuana -Johnston, et al. 2006 Monitoring the Future National Survey Results on Drug Use. 1 THE FACTS '4. As they grow older, the chance that young people will use alcohol grows. Approximately 10% of 12-year-olds say they have - used alcohol at least once. By age 13 that number doubles. And by age 15, A; N approximately 50% have had at least one drink. ® Alcohol dependence is a term doctors use when. people have trouble controlling their drinking, and when their consumption of, or preoccupation with, alcohol w occurs to the extent that it interferes with normal personal, family, social, or work life. Alcohol dependence rates are highest among young people between ages 18 and 20. And they're not even old enough to drink legally. Did You Know? The greatest influence on young people's decisions to begin drinking is the world they live in, which includes their families, friends, schools, the larger community, and society as a whole. ® Alcohol use by young people often is made possible by adults. After all, teens can't legally get alcohol on their own. FACT Most young people who start drinking before age 21 do so when they are about 13-14 years old. That's why it's important to start talking early and keep talking about underage drinking. And that's why ALL adults working with young people should send the some message that underage drinking is not okay. 2 WHAT IS"A DRINK," ANYWAY? \ A drink can come in many forms. It can be a shot of hard liquor or a mixed drink containing vodka, rum, tequila, gin, l' scotch, etc. It can also be wine, a wine cooler, beer, or malt liquor. A standard drink is any drink that contains about 14 grams of pure alcohol (about 0.6 fluid ounces or 1.2 tablespoons). This is the amount of alcohol usually found in- One 12-ounce beer One 4- to 5-ounce glass of wine One 1.5-ounce shot of 80 proof liquor What's a Standard Drink? beer or malt table fortified cordial, brandy spirits cooler liquor wine wine liqueur, or (a single shot) (a single shot 8.5 oz. shown (such as sherry aperitif of 80-proof gin, in a 12-oz. glass or port) vodka, whiskey, etc.) that, if full, would 3.5 oz. shown 2.5 oz. shown Shown straight hold about 1.5 and in a highball standard drinks glass with ice to of malt liquor show level before adding mixer r, r f_ I ~ t i FFIb• EA~Qc0 EIbCf~l ~il1Y726 EibCQCU 12 oz. 8.5 oz. 5 oz. 3.5 oz. 2.5 oz. 1.5 oz. 1.5 oz. 'Note: It can be difficult to estimate the number of standard drinks served in a single mixed drink made with hard liquor. Depending on factors, such as type of spirits and the recipe, one mixed drink can contain from one to three or more standard drinks. But not all drinks are standard drinks. In fact, different drinks often have different amounts of alcohol. Mixed drinks may contain more than one shot of liquor, and different beers or wines may not have the same amount of alcohol in them, even when the drinks are the same size. For example, some beers and beer products, like "ice" beers, and malt liquors, and some wines, have more alcohol than others. Remember, the legal drinking age is 21 and underage drinking can be a threat to health and development. 3 WHY IS UNDERAGE DRINKING A PROBLEM? So many young people drink. Percent of Youth Who Have Used Alcohol by Age and Gender Many more young people use alcohol than 100- tobacco or illegal drugs. By age 18, more than go--- 70% of teens have had at least one drink. so 70 - - - When young people drink, they 60- drink a lot at one time. Teens drink less 50- often than adults. But when teens do drink, a ao-- - they drink more than adults. On average, 30 young people have about 5 drinks on a single occasion. This is called binge drinking, a very 10- dangerous way of drinking that can lead to 0 serious problems and even death. 12 13 14 15 16 17 18 19 20 Age Early drinking can cause later ❑ male ■ female alcohol problems. Of adults who started -SAMHSA, 2005 National Survey on Drug Use & Health (NSDUH) drinking before age 15, around 40% say they have the signs of alcohol dependence. That rate is four times higher than for adults who didn't drink until they were age 21. Alcohol may have a special appeal for young people. The teen years are a time of adventure, challenges, and taking risks. FACT Alcohol is often one of the risks young people take. But most people don't know how alcohol Rates of death and injury affects a teen's body and behavior. They don't nearly triple between the realize that alcohol can affect young people in early teen years early different ways from adults. And they don't realize Dangerous adult life. that underage drinkers can also harm people other than themselves. activities like underage .drinking large role. ending That's why alcohol use can save lives. 4 I THE RESULTS OF UNDERAGE DRINKING CAN BE GRAVE Many people don't know that underage alcohol use- Is a major cause of death from injuries among young people. Each year, approximately 5,000 people under the age of 21 die as a result of underage drinking; this includes about 1,900 deaths from motor vehicle crashes, 1,600 as a result of homicides, 300 from suicide, as well as hundreds from other injuries such as falls, burns, and drownings. ® Increases the risk of carrying out, or being a victim of, a physical or sexual assault. ® Can affect the body in many ways. The effects of alcohol range from hangovers to death from alcohol poisoning. Can lead to other problems. These may include bad grades in school, run-ins with the law, and drug use. ® Affects how well a young person judges risk and makes sound decisions. For example, after drinking, a teen may see nothing wrong with driving a car or riding with a driver who has been drinking. ® Plays a role in risky sexual activity. This can increase the chance of teen pregnancy and sexually transmitted diseases (STDs), including HIV, the virus that causes AIDS. ® Can harm the growing brain, especially when teens drink a lot. Today t we know that the brain continues to develop from ` birth through the teen years a into the mid-20s. ` 5 The Teen Years Are a Time of Many Changes Boys physically become young men and girls become young women. Young people move from elementary to middle to high school. Responsibilities increase. For example, teens learn to drive, may get a job, and have more chores, and more homework. Teens spend less time with their parents. They spend more time alone or with friends. They also like to stay up later and sleep in. Teens search for who they really are and who they want to be. They worry about friendships and social groups. And they have growing romantic and sexual interests. The desire for adventure, excitement, and action increases. That's why many young people want to take more chances, try new things, and be more independent. These changes are important steps on the road to adult life. However, these changes also increase the chance that some young people may turn to alcohol. Did You Know? The different "worlds" teens live in can have a big effect on their drinking. Some young people are more involved with family than others. Others turn to their friends first. Still others turn to social groups like sports teams and clubs, faith-based groups or groups of like-minded youth. The Internet, media, music, and videos are also an important part of the world of most teens. All of these affect a young person's choices about using alcohol. FACT teens Pr VPF Factors in an adolescent's environment affect both the appeal of alcohol and its availability. Among these factors are the social systems within which function with which - interact. Examples of these social systems are parents, friends, family, schools, and the community. The media and the larger social culture, including how alcohol is marketed and portrayed, also contribute to alcohol's appeal to young people. 6 Why Teens May Choose to Drink Many things affect a young person's decisions about drinking- The different "worlds" in which teens live, including family, friends, school, and community A greater desire to take risks % ♦ Less connection to parents and more independence ♦ More time spent with friends and by themselves ♦ Increased stress ♦ Greater attention to what they see and hear about alcohol Did You Know? Teens with behavior or family problems are at higher risk for alcohol use. And if anyone in the family has a drinking problem, it can affect the entire family. It also may affect a teen's choices about drinking. C FACT PF FF, Youth with histories of behavior problems (for example, delinquent activity, impulsive actions, and difficulty controlling responses) are more likely to use alcohol than are other young people. The same is true for youth who have an unusually strong I desire for new experiences and sensations, and for those with histories of family conflict and stress, and/or alcohol problems. 7 UNDERAGE DRINKING IS EVERYONE'S PROBLEM Underage drinking can affect anyone, including people who don't drink. ♦ Underage alcohol use can lead to dangerous behavior, property damage, and violence. ♦ The results can be injury and even death for the drinker, and for other people nearby. ♦ About 45% of people who die in car crashes involving a drinking driver under age 21 are people other than the driver. The effects of underage drinking can be felt by everyone. That makes underage alcohol use everyone's problem. FACT okay. Most 6-year-olds know that alcohol is only for adults. Between ages 9 and 13, youth begin to think that alcohol use is never early Teens start talking with young people about the dangers of underage drinking. - - adults in their lives more than anyone else to help them make tough decisions and to provide good advice. 8 ENDING UNDERAGE DRINKING` , J IS EVERYONE'S JOB- 4 There is ca role for everyone. Everyone can work together to create a community where young people can grow up and feel good about themselves without drinking. Everyone in the community should deliver the message that underage drinking is not okay. The message should be the same whether youth hear it in school, at home, in places of worship, on the sports field, in youth programs, or in other places where young people gather. Families can help prevent underage drinking by staying involved in their children's lives. It is important for families to pay attention to what's happening with their teens. Young people can learn about the dangers of alcohol use. They can change how they and others think about drinking. It's time to change how we all think, talk, and act when it comes to underage drinking. We need to stop accepting it and to start discouraging it. It's time to help young people understand that it is not okay for them to drink alcohol. The discussion needs to start long before youth start thinking about drinking. 9 WHAT COMMUNITIES CAN DO ABOUT UNDERAGE DRINKING While many teens drink, underage alcohol use is not inevitable. It will take everyone in the community to make change happen. All of us can help change attitudes about teen drinking and help replace environments that enable underage alcohol use with environments that discourage it. After all, changing how people think isn't easy. Drinking is legal for adults. That's why some people think drinking is a rite of passage for youth. Many young people think drinking is a way for them to feel more grown-up. People of all ages forget that underage drinking is illegal and dangerous. Communities can come together to encourage a new attitude about underage drinking. A community that opposes underage drinking can help change how people think and act. But it takes time. So it's important to keep sending the message that the community does not approve of underage drinking. Together, communities can support teen decisions NOT to drink. Get organized. Work on underage drinking as a community health and safety problem that everyone can solve together. 0 Organize groups to change community thinking about underage alcohol use. Support the message that underage drinking is not okay. 0 Work with sponsors of community events to help them send the message that underage drinking is not allowed. Share knowledge. 0 Get the word out about policies to prevent underage drinking. This includes age checks for people buying alcohol, including on the Internet. 0 Help people learn about the latest research on underage alcohol use. Include information about the dangers of youth alcohol use for teens and others. An informed public is key to ending underage drinking. Teach young people about the dangers of underage alcohol use. Support programs that help teens already involved with drinking. 10 1• Change the teen scene. l ® Create friendly, alcohol-free places where teens can gather. ® Create programs, including volunteer work, where young people can grow, explore their options, succeed, and feel good about themselves without alcohol. ® Help teens realize that, like "doing drugs" or smoking, underage drinking is unhealthy and can drastically impact their lives. Let teens involved with underage drinking know that it's okay to ask for and get help. Take action. ♦ Work to change community attitudes about underage drinking. ♦ Focus as much community attention on underage drinking as on tobacco and drug use. ® Work with State, Tribal, and local groups to reduce underage drinking. i ® Make it easier for young people who are involved with or at risk for underage drinking to get help. ® Get the word out about underage drinking laws. The law that makes drinking under age 21 illegal is only one of them. Other laws forbid selling or giving alcohol to youth. Others make it against the law to drink and drive. Work to help ensure these laws are always enforced. 11 ADVANCING THE CALL TO ACTION The Surgeon General's Call to Action To Prevent and Reduce Underage Drinking was written to improve public knowledge about underage drinking. It encourages action by people and groups nationwide. Each person in America has a role to play to help prevent and reduce underage alcohol use. This Call to Action helps adults across the country rethink underage drinking as we know it today. It provides the tools to get the word out in discussions around the dinner table, in school or campus-based programs, and in communities. It can also inform local, Tribal, State, and national programs and policies. Adults in the community are better able to help protect youth from the dangers of underage drinking when they know how underage drinking affects a young person's body and brain. People and communities working with individual adolescents or groups of teens can help them choose not to drink. In addition, communities can help create a safer environment for adolescents when they work with parents, schools, health care professionals, local organizations, and policymakers to prevent and reduce underage drinking. This Call To Action is exactly that. It calls on every adult in the country to join with the Surgeon General in a national effort to address underage drinking early and often. Underage alcohol use is everyone's problem-and its solutions are everyone's responsibility. References for "A Guide to Action for Communities" 11 The data, facts, and suggestions presented here come primarily from the Surgeon General's Call to Action To Prevent 11 and Reduce Underage Drinking, cited on the inside front cover. Other sources ofsome data presented in this document include: Grant BF, Dawson DA, Stinson FS, Chou SP, Dufour MC, Pickering RP. The 12-month prevalence and trends in DSM-IV alcohol abuse and dependence: United States, 1991-11992 and 2001-2002. Drug and Alcohol Dependence 74:223-234, 2004. Johnston LD, O'Malley PM, Bachman JG, Schulenberg JE. (December 21, 2006). Teen drug use continues down in 2006 particularly among older teens; but use ofprescription-type drugs remains high. University of Michigan News and Information Services: Ann Arbor, MI. [On-line]. Available: www.monitoringthefuture.org; accessed 01/03/07. Substance Abuse and Mental Health Services Administration. Results from the 2005 National Survey on Drug Use and Health: National Findings. Rockville (MD): U.S. Department of Health and Human Services, Substance 11 : www.oas.samhsa.gov/nsduh.htm; Abuse and Mental Health Services Administration; 2006. Available accessed 01 /03/07. 12 r Acknowledgements This public document was prepared by the U.S. Department of Health and Human Services (DHHS) under the direction of the Office of the Surgeon General. Its purpose is to make information contained in the Surgeon General's Call to Action To Prevent and Reduce Underage Drinking available in a brief, accessible format to improve public knowledge on this topic. Rear Admiral Kenneth P. Moritsugu, M.D., M.P.H., Acting Surgeon General, U.S. Public Health Service, Office of the Surgeon General, Office of the Secretary, DHHS, Washington, D.C. Richard H. Carmona, M.D., M.P.H., EA.C.S., former Surgeon General, U.S. Public Health Service, Office of the Surgeon General, Office of the Secretary, DHHS, Washington, D.C. Commander Karen A. Near, M.D., M.S., Senior Science Advisor, Office of the Surgeon General, U.S. Public Health Service, Office of the Secretary, DHHS, Washington, D.C. Ron Schoenfeld, Ph.D., former Senior Science Advisor, Office of the Surgeon General, U.S. Public Health Service, Office of the Secretary, DHHS, Washington, D.C. Ting-Kai Li, M.D., Director, National Institute on Alcohol Abuse and Alcoholism, DHHS, Bethesda, MD. Rear Admiral Eric B. Broderick, D.D.S., M.P.H., Acting Deputy Administrator, Assistant Surgeon General, Substance Abuse and Mental Health Services Administration, DHHS, Rockville, MD. Editors and Writers Patricia A. Powell, Ph.D., Senior Scientific Editor, Acting Chief, Science Policy Branch, Office of Science Policy and Communications, National Institute on Alcohol Abuse and Alcoholism, DHHS, Bethesda, MD. Vivian B. Faden, Ph.D., Senior Scientific Editor, Deputy Director, Division of Epidemiology and Prevention Research, National Institute on Alcohol Abuse and Alcoholism, DHHS, Bethesda, MD. Stephen Wing, M.S.W., Associate Administrator for Alcohol Policy, Substance Abuse and Mental Health Services Administration, DHHS, Rockville, MD. Science Writers Hamilton Beazley, Ph.D. Scholar-in-Residence, St. Edward's University, Austin, TX. Theodora Fine, M.A., A.B.D., Executive Officer, Fine WordCrafters: Communications and Editing Alchemy, Ellicott City, MD. 13 FOR MORE INFORMATION Underage drinking is a public health and safety problem that results in serious personal, social, and economic consequences for adolescents, their families, communities, and the Nation as a whole. Your involvement can make a difference. Many free sources of information are available to help you take action to prevent and reduce underage drinking. Some of the materials can help better educate youth and their families, your colleagues and your community about the dangers of underage drinking and how to help stop it before it starts. ♦ To read the entire Surgeon General's Call to Action To Prevent and Reduce Underage Drinking, be sure to log on to the Surgeon General's Web site at www.surgeongeneral.gov. ♦ For more information about ways you can help to prevent and reduce underage drinking in your community, please check out www stopalcoholabuse.gov, a comprehensive portal of Federal resources for information on underage drinking and ideas for combating the problem. ♦ Another excellent source of information is the Web site of the National Institute on Alcohol Abuse and Alcoholism at http://www.niaaa.nih.gov. ♦ General information about underage drinking, its effects on adolescents, families and communities, and what you can do to help stop underage drinking is available through the National Clearinghouse on Alcohol and Drug Information (NCADI), on the Internet at http://ncadi.sa-mhsa.gov/ or by calling (800) 729-6686. The words and images in this Guide to Action were designed to reach a broad audience. Copies of this booklet and the Surgeon General's Call to Action To Prevent and Reduce Underage Drinking can be downloaded from both of the Web sites noted. To order copies by mail, please contact the National Clearinghouse on Alcohol and Drug Information (NCADI) http://ncadi.samhsa.gov/ or by calling (800) 729-6686. SERVICES G ~EAL s o 798 The Surgeon General's Call to Action to Prevent and 1 Reduce Underage Drinking "Alcohol remains the most heavily abused substance by America's youth. We can no longer ignore what alcohol is doing to our children. This Call to Action is exactly that a call to every American to join with the Surgeon General in a ll national effort to address underage drinking early, continuously, and in context of I human development. Underage drinking is everybody's problem and its solution l is everyone's responsibility." -Acting Surgeon General Kenneth P. Moritsugu, M.D., M.P.H What is the Call to Action? • Consistent with other Surgeon General Calls to Action, this science-based document seeks to stimulate action in all sectors of society to solve a major public health problem. It is supported by specific action steps to achieve the goals of the Call to Action at the national, state, and community levels. Why is :the Surgeon General, issuing this Call to Action to all Americans? • Alcohol is the drug of choice among American adolescents, used by more young people than tobacco or illicit drugs. Although there has been a significant decline in tobacco and illicit drug use among teens, underage drinki-ng has remained at consistently high levels. • Young people who start drinking before the age of 15 are five times more likely to have alcohol problems later in life than those who begin drinking at age 21 or older. I • New research indicates that alcohol may harm the developing adolescent brain. • There are approximately 1 1 million underage drinkers in the United States. Nearly 7.2 million (18.8 percent) ! are considered binge drinkers and more than 2 million (6 percent) are classified as heavy drinkers. By age 18, more than 70 percent of teens have had a drink. • As they get older, the chance that young people will use alcohol grows. Over 1 1 percent of 12-year-old children (6th graders) say that they have used alcohol at least once. By age 13, that number doubles. By age 14 :-(8th grade), 41-percent of children have had-at-least one. drink, and nearly 20 percent.say they have been drunk at least.orice. . F av Who is the Call to Action for? The Call to Action calls upon every member of society to recognize the severity of the underage drinking problem in ' i the United Stares and work to prevent and reduce alcohol use by children and adolescents to protect them from the negative effects of underage drinking. • i What is in the Call to Action? • The Call to Action is organized into four sections that provide a public health approach to prevent and reduce underage drinking: - Section I provides an overview of the scope of the underage drinking problem in the United States. - Section 2 describes alcohol use and its relationship to and impact on adolescent development. - Section 3 describes the framework for prevention and reduction of alcohol use and alcohol disorders in adolescents - Section 4 delineates strategies for action that can lead to improved interaction, communication, and r cooperation to prevent and reduce underage drinking. j Six Goals of the Call to Action Developed in collaboration with the National Institute on Alcohol Abuse and Alcoholism (NIAAA) and the Substance Abuse and Mental Health Services Administration (SAMHSA), The Surgeon General' Call to Action to Prevent and Reduce Underage Drinking identifies six goals for the nation to reduce the number of underage drinkers and prevent children and adolescents.from beginning to drink. GOAL 1: Foster changes in American society that facilitate healthy adolescent development and that help prevent and reduce underage drinking. GOAL 2: Engage parents, schools, communities, all levels ofgovernment, all social systems that interface with ~couth, and youth themselves, in a coordinated national effort to prevent and reduce chinking and its consequences. i GOA.L3: Promote an understanding of underage alcohol consumption in the context of human development and maturation that takes into account individual adolescent characteristics as well as environmental, ethnic, cultural, and gender differences. GOAL 4: Conduct additional research on adolescent alcohol use and its relationship to development. GOAL 5: Work to improve public health surveillance on underage drinking and on population-based risk factors i for this behavior. GOAL 6: Work to ensure that policies at all levels are consistent with the national goal of preventing and reducing underage alcohol consumption. Department suezested Citation: i Undo-age Drinking. U.S. of Health and Human Services. The Surgeon GeneraA Call to Action to Prevent and Reduce Department of Health and Human Services, • Surgeon General, 11 Copies of The Suigeon General~ Call to Action to Prevent and Reduce Undet-age Drinking and other related materials are available at www.surgeongencral.gov or by calling the National Clearinghouse fior Alcohol and Drug Information 1-800-729-6686. y , ou.r 7 bg61rot Favv.%l,%es - DLcr Tboo 2rol Youth 0 k r Tibo12rol Cowv.vu.ki&L tU - 0 k r FVttV_re of T'boProl `CALLING ALL TICARD RESIDENTS' Tigard YOU CAN MAKE A DIFFERENCE Turns The Tide JOIN PARENTS, YOUTH, AND COMMUNITY LEADERS As we address this nationwide effort... The Surgeon General's Call to Action To Prevent and Reduce Underage Drinking April 3, 2008 7:00 to 8:30 pm Tigard High School Cafeteria Become Part of the Solution- Help implement strategies and support efforts that will reduce underage drinking in Tigard Underage drinking continues to be a leading public health problem in the United States. Alcohol use threatens the safe and healthy development of more young people than any other substance. On an average day in 2006, 7,970 teens drank alcohol for the first time, a much higher number than began smoking or tried illicit drugs. Alcohol use among children and adolescents starts early and increases rapidly with age. As part of a national effort to help communities in their efforts to stop underage drinking, a series of Town Hall Meetings will take place across America during the week of March 31-April 4, 2008. • Of the teens who drink, most start before age 15. • From 2001 to 2005, 8th-grade alcohol use among girls increased 8.2%. • Eighth-grade girls are almost twice as likely to get alcohol from friends as 8th grade boys. • Almost 45 percent of Oregon's 11th graders drank alcohol during the past month. • More than one in three of Oregon's 8th graders had a drink during the last 30 days. T'bgarol Tu.rv%.s the T'&c{e ~s a coVIAmutvultowL%tLoo, cov~s~stlvo of parevlts, ~mcth, schools, Law eo-forcemeo't, &,(S, lesses, heaLthcare, LocaL goverv-vu.eot, meol~a anol reLigLou.s avzd clvLc orgavuizatLovus worl6vug together to promote a safe avzd heaLth~ cove vu uvu%tU b~ reduc ng alcohoL, tobacco and other drug related probLen&s wLtkLvL the covu.w nu tU. Please RSVP to COLAV.ie RaVUaehzers - 503-431-4022 or cravuael2ers@ttsd.h~i2.or.u5 . a John V24 Kearney 2508 th Ave Portland, OR 97212 (503) 806-1406 Notes for Tigard City Council Meeting March 25, 2008 On February 26, 2008, Tigard City Council declared an emergency and adopted Ordinance No. 08-03, approving Tigard Triangle Local Improvement District #1. At that meeting, Council Member Buehner noted that Dartmouth Townhomes, LLC, owner of property located on Dartmouth Street between 69th and 70th Avenues, should be given special consideration regarding the amount of their financial contribution to the District. This was based on the fact that Dartmouth Townhomes would have purchased improved property, contributed land to widen Dartmouth Street, and be required to pay for the property to be developed a second time. Council Member and Mayor Dirksen also noted that Dartmouth Townhomes should receive additional consideration in light of the residential nature of the development. Dartmouth Townhomes remains committed to discussing its equitable portion of the District assessment. I invite Mayor Dirksen and the City Council to enter into a dialogue with us regarding the development and re-development of the property. Finally, I note that City Engineer, Gus Duenas, and City staff have repeatedly ignored or stepped on the property rights of property owners in the District. While the instances are too numerous to read in my allotted timeframe, I am attaching a sheet which outlines a few of Mr. Duenas's and his staff s transgressions and urge Mayor Dirksen and City Council Members to review this information and take appropriate action thereon. Respectfully submitted, John M. Kearney Outline of Procedural/Substantive Issues Relating to Ordinance No. 80-03 On February 26, 2008, Tigard City Council declared an emergency and adopted Ordinance No. 08-03, approving Tigard Triangle Local Improvement District #1. On January 22, 2008, City Council held a public hearing on the District. After hearing testimony, City Council directed changes to the proposed district, directed that staff conduct a meeting with owners to describe the changes and receive comments, and continued the hearing to February 26, 2008. Council Member Buchner rebuked City Engineer, Gus Duenas, for his failure to comply with basic procedural notice rules. Prior to the January 22 meeting, City staff failed to provide any meaningful financial information regarding the proposed assessments, including amount of assessment, bond repayment period, and interest rates. After more than 20 minutes of research on the City's website, I stumbled upon the financial information. The assessment for Dartmouth Townhomes, LLC, ("DTLLC") was more than $120,000. Many property owners who attended the meeting had never seen the information prior to the meeting. On February 6, 2008, Mr. Duenas and a representative from Group Mackenzie met with property owners. This time the staff was more prepared. They came bearing formal binders including engineered plans. The financials reflected the removal of several properties from the District. The new price tag for DTLLC was more than $130,000, or more than $17,000 per year for 10 years. I suggested to Mr. Duenas that DTLLC be permitted to build its own portion of the District. He said he would look into it. I also asked the Group Mackenzie representative whether he had considered using a traffic- impact approach on the Dartmouth Street improvements. He responded that he had not. On February 26, 2008, Tigard City Council met to discuss the pared-down District. In the agenda prepared for the February 26, 2008 meeting, City staff included a "declaration of emergency" for the adoption of the ordinance. During his staff recommendation at the meeting, Mr. Duenas repeated that this was an emergency situation. This was based on completing development during calendar year 2008. This "emergency" situation was Mr. Duenas's own doing. But for his failure to provide proper notice to the parties in a timely manner and to provide them with all applicable materials to allow them to make an informed decision, he would not have had to plea for an emergency adoption of the ordinance. When the government's desire to finish a project by a time certain takes precedence over federal and state rights of property owners, and limits their access to information and time to seek counsel thereon, there is something wrong with the system. In the agenda prepared for the February 26, 2008 meeting, City staff addressed two requests by owner/developers to be removed from the District and to be permitted to develop their portion of the District. DTLLC's request was denied. Staff recommended that they remain in the District because there were no means to ensure timely completion of work, if at all. At the meeting, Mr. Duenas insisted that this was because the City would have no leverage over DTLLC. Mr. Duenas would do well to speak with Mike White of the City's Public Facility Improvement (PFI) section about the rigors and bonding issues facing DTLLC on the PH portion of the development. In contrast, City staff has permitted the owner/developer of the median on SW 68th Parkway (who shall remain nameless out of re-specht for his privacy) to remove its property from the District for self-development. Fundamental fairness would dictate that likes be treated alike. In the February 26, 2008 agenda, City staff stated that DTLLC was under a restrictive covenant to participate in future improvements to Dartmouth Street. The word "under" indicates a past tense - that the form had been submitted. Mr. Duenas repeated this during his staff recommendation at the meeting. Again, a past tense reference that the proper forms had been submitted to, and approved by, the City. Under the rules of order, Mr. Duenas's statement could not be refuted or addressed at the Council meeting. The required form "Waiver (Non-Remonstrance Agreement)," is a city form which requires the signature of the City Engineer. As City Engineer, Mr. Duenas surely should have known whether he had signed such a document. In fact, DTLLC has not even submitted this document. In my opinion, Mr. Duenas's misrepresentations were more than simple negligence, as in the case of failing to notify property owners about a meeting. Taken with the desire to complete the District in 2008, they represent material misstatements of fact which the Council acted upon and which could result in claims of official misconduct. Mr. Duenas should remember that the taxpayers pay his salary and that he should not be so cavalier or callous when spending their money. Under Site Development Review 2007-00008 ("SDR"), DTLLC is required to execute a restrictive covenant for future development of SW Dartmouth Street adjacent to the subject property. DTLLC is not required to file this until prior to the final building inspection (see pp. 4-5 of SDR). DTLLC is willing to discuss this matter with the City so that both its development and the District development can be completed in a timely manner. I look forward to hearing from the City Council regarding these matters. Respectfully submitted, John M. Kearney 31 7:43:07 PM John Frewing testified he is interested in protecting natural resources. He referred to generic conditions of approval for developments. There are two conditions that he is concerned about as he does not think they are being implemented or enforced. He commented on agreement between the City and Clean Water Services regarding private development activities. He said Tigard is responsible to make sure a developer removes invasive species from wetlands and vegetative corridors. To his observation, he said this is not being done. Mr. Frewing alos said he would like to comment on the acceptance of the lot within Ash Creek Estates (Consent Agenda item) if the Council deems it appropriate. Mayor Dirksen advised that if there are instances where regulations are not being met, then the Council will ask the staff to look into. With regard to Ash Creek Estates, Mayor Dirksen advised that the City Council has received Mr. Frewing's e-mail on this subject. The Council has been assured by staff that terms of compliance are being met. In response to a question from Councilor Woodruff, Mr. Frewing advised that he does not think the invasive species have been removed on the parcel being donated to the City from Ash Creek Estates. He said he's concerned about the cost if the City should accept; this could become a liability. 7:50:30 PM Eldon Tichener - Summerfield Civic Assn. and Pamela Warner, Administrator for Summerfeld addressed the Council. Summerfield is a community of about 1700 residents. They noted concersn with SW Durham Road from 98`'' Street west to Summerfield Drive. Owners are responsible for maintaining rights of way adjacent to their lots. Mr. Tichener described how this is difficult for homeowners to do because of the wall between their lot and the right of way property. As the City develops its budget for the upcoming year, he said he hoped the City Council would consider devoting adequate funds for the City of Tigard to maintain this right of way. There was discussion on the street maintenance fee, which was put into place several years ago. Initially, the City Council considered including sidewalk, street lights, and right of way maintenance. A variety of negotiations on what the street maintenance fee ensued. Agreement was reached to address the backlog of streets that needed repair/maintenance. After five yens, the fee and what it addresses would be reviewed to determine if other maintenance needs could be added. The street maintenance fee has been in force for four years. Mayor Dirksen noted one of the difficulties is why would one street's right of way be maintained using these funds when another street would not. He agreed that Durham Road is an entrance to the City. Maintenance of the right of way has not been included in the budget. It was estimated that it would cost about $174,000 per year to maintain the Durham Road right of way. I:\ADM\Cathy\CCM\citizen communication follow up\080311.doc City of Tigard . Memorandum To: Robert Yamachika, City Attorney From: Cathy Wheatley CAI. Re: Intergovernmental Agreement with Washington County Commuter Rail Project Date: March 27, 2008 Rob, enclosed are three sets of the above-referenced agreement. I need to get signatures again. You signed the agreement after the council approved it on March 25. However, I had the Mayor sign the agreement also, but the resolution said the City Manager is to sign the agreement. Enclosed is an envelope to send these back to me. Thanks for your help. Enclosures IAADM\Packet'08\080325\memo commuter rail project signature.doc l Exhibit A INTERGOVERNMENTAL AGREEMENT BETWEEN CITY OF TIGARD AND TRIMET FOR TRAFFIC SIGNAL IMPROVEMENT COST SHARE RELATED TO THE WASHINGTON COUNTY COMMUTER RAIL PROJECT . This Intergovernmental Agreement ("Agreement") is made and entered into by and between the City of Tigard, a political subdivision of the State of Oregon ("City") and the Tri-County Metropolitan Transportation District of Oregon, a mass transit district organized under the laws of the state of Oregon ("TriMet") (collectively referred to herein as "the Parties"), as of the date the last party executes this Agreement. RECITALS A. TriMet is in the process of designing and constructing the Washington County Commuter Rail Project ("Project"), which has been in the planning stages since 1996, when Washington County, TriMet, the Oregon Department of Transportation, Metro, and the Cities of Beaverton, Wilsonville, Tigard and Tualatin began studying the feasibility of a commuter rail line in a branch rail corridor that parallels I-5 and Oregon Highway 217 between Wilsonville and Beaverton. B. TriMet's final design for the Project included a raised concrete median at the intersection of 74`h Avenue and Bonita Road in Tigard. The raised concrete median will prohibit vehicles from making a left turn from northbound 74`h Avenue to westbound Bonita Road, and will prohibit vehicles from making a left turn movement from westbound Bonita Road to southbound 74th Avenue. The raised concrete median was required as an element of final design by the Oregon Department of Transportation ("ODOT"). C. Traffic studies demonstrate that eliminating these left turn movements would adversely impact many businesses by diverting approximately 750 vehicles per day that currently use the.74d Bonita intersection to access businesses located on 74th Avenue. D. TriMet, ODOT and the City have explored alternative designs in an effort to avoid installation of the raised concrete median. As a result of this effort, TriMet, ODOT and the City have agreed to revise the Project's final design to eliminate the raised concrete median and install instead a traffic signal and pre-signal at Bonita Road and 74`t' Avenue. TriMet, ODOT and the City are satisfied that the alternative design will accomplish their safety goals at least as well as the raised concrete median would have. E. TriMet and the City have the authority - to enter into intergovernmental agreements under ORS Chapter 190. F. The City recognizes that installation of the traffic signal and pre-signal is outside the scope of the Project in that it is a replacement of the approved Project final design with a new, different design. As a result, the City has agreed to reimburse TriMet for a portion of its increased Project costs in accordance with the terms and conditions set forth below. Page 1 - INTERGOVERNMENTAL AGREEMENT BETWEEN CITY OF TIGARD AND TRIMET FOR TRAFFIC SIGNAL IMPROVEMENT COST SHARE RELATED TO THE WASHINGTON COUNTY COMMUTER RAIL PROJECT NOW THEREFORE, the premises being in general as stated in the foregoing recitals, it is agreed by and between the Parties as follows: AGREEMENT 1. TriMet Obli atg ions. TriMet shall cause its contractor to perform the work necessary to install the traffic signal and pre-signal at the intersection of Vh Avenue and Bonita Road in Tigard, as shown on the drawing attached as Exhibit A. 2. City Obli ations. The City shall contribute to TriMet's costs in performing the signalization work, in the amount of Fifty Thousand Dollars ($50,000). No additional costs beyond this amount will be charged to the City, regardless of the actual cost of the work. The City's payment in full shall be made to TriMet within thirty (30) days of receipt of TriMet's invoice, which is expected to be submitted to the City before June 30, 2008. 3. General Provisions: a. Relationship of the Parries. Each of the Parties hereto shall be deemed an independent contractor for purposes of this Agreement. No representative, agent, employee or contractor of one Party shall be deemed to be an employee, agent or contractor of the other party for any purpose, except to the extent specifically provided herein. Nothing herein is intended, nor shall it be construed, to create between the Parties any relationship of principal and agent, partnership, joint venture or any similar relationship, and each party hereby specifically disclaims any such relationship. b. Indemnification. Within the limits of the Oregon Constitution and the Oregon Tort Claims Act, codified at ORS 30.260 through 30.300, each of the Parties shall hold harmless, indemnify and defend the other and its officers, employees and agents from and against all claims, demands, penalties, and causes of action of any kind or character relating to or arising from this Agreement (including the cost of defense thereof, including attorney fees) in favor of any person on account of personal injury, death, damage to property, or violation of law, which arises out of, or results from, the negligent acts or omissions of the indemnitor, its officers, employees, or agents. c. Compliance with Laws. The Parties shall comply with all federal, state and local laws, regulations, executive orders and ordinances applicable to the work under this Agreement, including, without limitation, the provisions of ORS 279C.505, 279C.515, 279C.520, 279C.530, which hereby are incorporated by reference. Without limiting the generality of the foregoing, the Parties expressly agree to comply with: (i) Title VI of Civil Rights Act of 1964; (ii) Section V of the Rehabilitation Act of 1973; (iii) the Americans with Disabilities Act of 1990 and ORS 659A.142; (iv) all regulations and administrative rules established pursuant to the foregoing laws; and (v) all other applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. d. Entire Agreement; Modification; Waiver. This Agreement and attached exhibit constitute the entire Agreement between the Parties on the subject matter hereof, and supersede all prior or contemporaneous written or oral understandings, representations or Page 2 - INTERGOVERNMENTAL AGREEMENT BETWEEN CITY OF TIGARD AND TRIMET FOR TRAFFIC SIGNAL IMPROVEMENT COST SHARE RELATED TO THE WASHINGTON COUNTY COMMUTER RAIL PROJECT communications of every kind. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this Agreement. No course of dealing between the Parties and no usage of trade will be relevant to supplement any term used in this Agreement. No waiver, consent, modification or change of terms of this Agreement shall bind the Parties unless in writing and signed by all Parties. Such waiver, consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose given. The failure of a party to enforce any provision of this Agreement shall not constitute a waiver by a party of that or any other provision. e. No Third-Party Beneficiary. Except as set forth herein, this Agreement is between the Parties and creates no third-party beneficiaries. Nothing in this Agreement gives or shall be construed to give or provide any benefit, direct, indirect or otherwise to any third parties unless such third party is expressly described as an intended beneficiary under this Agreement. f. Effective and Termination Dates. This Agreement shall be effective on the date the last party executes the Agreement, and shall remain in effect until the completion of all obligations created by this Agreement. g. Early Termination of Agreement. i. The Parties, by mutual written agreement, may terminate this Agreement at any time. ii. Either party may terminate this Agreement in the event of a breach of the Agreement by the other party. Prior to such termination, however, the party seeking the termination shall give the other party written notice of the breach and of the party's intent to terminate. If the breaching party has not entirely cured the breach within thirty (30) days of the notice, then the party giving the notice may terminate the Agreement at any time thereafter by giving a written notice of termination. h. Remedies. The remedies provided under this Agreement shall not be exclusive. The Parties also shall be entitled to any other equitable and legal remedies that are available. i. Oregon Law, Dispute Resolution and Forum. i. This Agreement shall be construed according to the laws of the State of Oregon. ii. The Parties shall negotiate in good faith to resolve any dispute arising out of this Agreement. If the Parties are unable to resolve any dispute within fourteen (14) calendar days, the Parties are free to pursue any legal remedies that may be available. iii. Any litigation between the Parties arising under this Agreement or out of work performed under this Agreement shall occur, if in the state courts, in the Multnomah Page 3 - INTERGOVERNMENTAL AGREEMENT BETWEEN CITY OF TIGARD AND TRIMET FOR TRAFFIC SIGNAL IMPROVEMENT COST SHARE RELATED TO THE WASHINGTON COUNTY COMMUTER RAIL PROJECT County Circuit Court, and if in the federal courts; in the United States District Court for the District of Oregon located in Portland, Oregon. j. Subcontracting. City acknowledges that TriMet may intend to contract or subcontract its work under this Agreement, in whole or in part. City agrees to TriMet's contracting or subcontracting and no specific approval of any of TriMet's contractors or subcontractors is required. TriMet shall require any contractor or subcontractor to agree, as to the portion contracted or subcontracted, to fulfill all applicable obligations of.TriMet as specified in this Agreement. k. Severability/Survivability. If any provision of this Agreement is found to be illegal or unenforceable, this Agreement nevertheless shall remain in full force and effect and the provision shall be stricken. All provisions concerning indemnity survive the termination of this Agreement for any cause. 1. Interpretation of Agreement. This Agreement shall not be construed for or against either Party by reason of the authorship or alleged authorship of any provision. The Section headings contained in this Agreement are for ease of reference only and shall not be used in constructing or interpreting this Agreement. IN WITNESS WHEREOF, the Parties have executed this Agreement effective the date first noted herein. TRI-COUNTY METROPOLITAN CITY OF TIGARD TRANSPORTATION DISTRICT OF OREGON By Tl~e Nye: ss;54- mdnagaA- Neil McFarlane, Executive Director NAimTitIe: n Date: Date: 3 . . 05~ APPROVED AS TO FORM: APPROVED AS TO FORM: By: By: Tamara H. Lewis ober~- ~~Qm0.Chi~A Deputy General Counsel G-kj A++vrn Q j Page 4 - INTERGOVERNMENTAL AGREEMENT BETWEEN CITY OF TIGARD AND TRIMET FOR TRAFFIC SIGNAL IMPROVEMENT COST SHARE RELATED TO THE WASHINGTON COUNTY COMMUTER RAIL PROJECT ' INSTALL NOAT RAILROAD STOP SIGN SO' FROM END OF PANELS INSTALL TRAFFIC SIGNAL WITH ROADWAY LIONTING 80' ANGLE OF INTERSECTION INSTALL OVERHEAD -DO NOT STOP ON TRACKS- SIGN (MUTCD RS-8). EXISTING NO.2 3 FLASHING LIGHT SIGNAL AND NOA AUTOMATIC GATE MIX WITH STOP INSTALL 'NO RIGHT TURN' PIN SIGN CLEARANCE LINE TO REMAIN. INSTALL 'STOP HERE ON RED` SIGN. REMOVE EXISTING CANTILEVER AND OVERHEAD INSTALL TRAFFIC SIGNAL NIiX PETiY 1551 VE/PROTECTED, FLASHING LIGHT SIGNAL. F WFSOR L D APPRNOACN TO BE PRp(iIAYMEp SIGNAL ASPEC75 INSTALL NOT STOP DE (HL' SIGN WITH WD), VISIBILITY TYPE. ROADWAY LIGHTING INCLUDED. HIGH LEVEL WARNING DEVICE CE (11L . T. i Rt _.._.._.-_-.~---~z,.. ...--.-..:.,_..s._-~._».. ~ it ~ ;•t ,I I ~ TRAFFIC SFP.,{3tATOR j I I SIP BANTA ROAD 1 h OZIE ACTIVATED FLASHING AMxv-S AND 'DO NO T STOP ON 7RACK5 DETECTOR LOOP FOR OLE11E I ACTIVATED FLASHING BEACONS. EXISTING DRIVEWAY TO BE CLOSED. INSTALL RAILROAD TRACKS ON RIGHT SIGN (WTCO WID-X) K INSTALL TRAFFIC SIGNAL ` WITH ROADWAY LIGHTING EXISTING TILLAMOOL BRANCH AND OVER READ 00 NOT NEW BONITA SIDING STOP ON TRACKS- SIGN (MUTCO R"- y DUSTING N .2 I L S L IW0 90.1 AUTOMATIC CATE ARM WITH STOP CLEARANCE LINE TO REMAIN. EXISTING OE MAINLINE 20' IV O' 20? AO' •S •~1 ';I SCALE: P 20' 1 •I. NOTES POSTED SPEED ON SW BONITA ROAD + 33 MPH II SD ® TRI-COUNTY METROPOLITAN TRANSPORTATION DISTRICT OF OREGON WASHINGTON COUNTY COMMUTER RAIL II 70 CAPFFAL PROJECTS TRACK/SYSTEMS/STATION CMGC AYD IS - SW BONITA ROAD DKS -4wOciates IMM' T R I @M E T F-'u7IES OMSION CROSSING ORDER E)0418TT A Ao NVIER nolma - TsAttlD~TATION tOL0TI0gt nD N.C HCLLA&%Y STREET M AOr i-T IRK MHLINIMARY REVIEW PGRTAN0. OR[l.OIT 9T]72 ra 0+11 W wa 4YR.0 -6>I- /wo@ PeL swq fMylY i6: tK 11/30/07 II-70-07 1'-30' IBDO013A RN0702AIBM otn Exhibit A Page 1 of 2 RA I L ROAD PREEMPT I ON MATR I X RAIL ROAD PREEMPTION PLAN LEG E N O C O N T p O L L E R S ~ 1 N A Oc CONTROLLER (SEE SIGNAL PLAN). ® PHASE (Ph-PHASE) VEHICLE SIGNALS (SEE SIGNAL PLAN} RAILROAD CONTROLLER (BY OTHERS). PHASE (Ph-PHASE) PROGRAMMED VISIBILITY VEHICLE SIGNALS (SEE SIGNAL PLAN). C A B I H F T S O PEDESTRIAN SIGNAL MIN BASE MO44TED SERVICE CABINET is CLAMSHELL MOUNT RETURN TO NORMAL PHASE ROTATION O (SEE SIGNAL Pte). (SEE SIGNAL RAN). AFTER PREEMPTION ' WB 3 PHASE NWBER s• . OLA G G C G Y R R R B1C OLD G FY FY FY Y R R R NTS ga VEH 6 G G G Y R R R R VEH 2 G G G Y R R R R y U VEH 4 R R R R R G G Y d a PEO B DW W FOW OW DW WP Ow OW GNAT IC CATE SIGNAL -C ° ZS PEO 4 DW OW OW OW DW W FDW ON j PTR OFF OFF OFF OFF OFF OFF OFF OFF P~ b~ 1 I L < F C PHASE 'al SW BON/TA RD NUMBER : - OLA v Y R O.B Y Y R VEH 8 Y R R YEN 2 Y R R YEN 4 R R Y \ ' \ PEG 6 DIN OW DW \1 Q FED 4 DW DW DW r PIR ON ON ON 1~ - h AUTOMATIC GATE SIGNAL T FY . FLASHING YELLOW ARROW /QLS OLA PR 2 Gu P1, 2 Ped 4 (PROTECTED) POLS (PERU ISSIVE) PeQ.6.... Y t Y Y vn s 90% PLAN SUBMITTAL Ph-s 2.OLA AND OLB Phams ; 6. OLA AND OLB Ph... 4 NORMAL PHASE ROTATION RAIL PREEMPTION 11-&07 ® TRI-COUNTY METROPOLITAN TRANSPORTATION DISTRICT OF OREGON WASHINGTON COUNTY COMMUTER RAIL " TRACK/SYSTEMS/STATION CMGC 1L- CAPITAL PROJECTS 1s`~ d~`~`/]/~~p(' AM 02-SW BON ITA RD & SW 74TH AVE r. II 3D DK ' w`~`~ dates T R I ~~i M E T FACIUTLES 0-10" RAILROAD PREEMPTION MATRIX TIO N.E. -Ml O y SWET I Pc iol 4M 4ty0' THANIP61TATION SOLUTIONS ooaltNl4. ORCION .T e r.n a , .n.a1m um uu. o.~o asu ~a 1-31-08 I-31-08 NTS 16730203 ~~~RM030241BW Exhibit A Page 2 of 2 Agenda Item # .3, 1 Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Tide Consider an Intergovernmental Agreement (IGA) with Tigard-Tualatin School District Regarding Access and Modifications to a Water Well on School District Property Prepared By: Dennis Koellermeier Dept Head Approval: City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall the City enter into an agreement with the Tigard-Tualatin School District to ensure access to an existing well on School District property for use in monitoring aquifer storage and recovery wells? STAFF RECOMMENDATION Staff recommends the City Council authorize the City Manager to execute the IGA. KEY FACTS AND INFORMATION SUMMARY • For the past six years an abandoned water well located on Tigard-Tualatin School District property has been used to monitor the City's aquifer storage and recovery (ASR) program. ■ ASR is a process which allows large quantities of drinking water to be stored in a naturally occurring underground aquifer. Water is injected into the aquifer during the rainy season when the region's water supply is plentiful and the cost of water is relatively low. During times of peak demand, stored water is pumped out of the aquifer, re-chlorinated and used to supplement Tigard's other drinking water sources. ■ In using this abandoned well, the City was able to avoid the cost of drilling an ASR monitoring well. ■ The City now intends to modify the abandoned well in order for it to serve as a long-term observation well and also to bring the well into compliance with the Oregon Water Resources Department. ■ City staff are currently accessing the well and conducting ASR monitoring activities without any formal agreement between the City and the District. ■ The City approached the District about solidifying the existing informal arrangement by way of an intergovernmental agreement, and the School District Board has authorized the Superintendent to sign the agreement. ■ The attached IGA: - Gives the City formal access to the well on District property for the next ten years, with the City and the District agreeing to discuss extending the IGA at the end of that time period. - Spells out how the City intends to modify the well which includes bringing the well into compliance and construction of long-term ASR monitoring equipment. ■ The City Attorney has reviewed the agreement. OTHER ALTERNATIVES CONSIDERED The City Council could choose to not approve the IGA. In this case the District may decide to continue to allow access and monitoring, or may interpret this action as a decision by the City to terminate the existing informal arrangement. CITY COUNCIL GOALS None ATTACHMENT LIST IGA between the Tigard-Tualatin School District and the City of Tigard FISCAL NOTES The IGA itself does not commit the City to any specific expenditures; the agreement simply formalizes an existing arrangement between the City and the District. The work to bring the well into compliance and make the necessary modifications for long-term ASR monitoring will be accomplished under a separate contract. The cost to perform this work is expected to be about $45,000. There are sufficient funds in the'07-'08 Water Capital Improvement Program to pay for these modifications. 1 a~ TIGARD City Council Document Transmittal To: & c s+c~~) From: Date: 3 ' ~g I'm sending you: Document Type: IGA ❑ Contract ❑ Other Document Name: 1j!! W- r.CQ /~XU u V 1 ~CQU~ 1 ~ Cca~c s /0 (.Uo-u C20 Sc12vo 1 j,0A, Approved at the Council Meeting of. 2 - Q S-C-rK Number Copies Included: c;~ CSI / n a CS ❑ Your document(s) have been signed by the Mayor Your document(s) have been signed by the iZ, anager XlYour document(s) requires an additional signature(s) ❑ When all signatures have been obtained, file an original document with City of Tigard Records ❑ Additional instructions: I:\ADM\FORMS\CITY COUNCIL DOCUMENT TRANSMITTAL.DOC INTERGOVERNMENTAL AGREEMENT Tigard-Tualatin School District / City of Tigard THIS AGREEMENT is made and entered into pursuant to the authority found in ORS 190.010 et seq. between the City of Tigard ("CITY") and the Tigard-Tualatin School District ("TTSD"). V.14EREAS, CITY is a municipal corporation and is a unit of local government authorized to enter into intergovernmental agreements pursuant to the provisions of ORS 190.010, et seq.; and WHEREAS, the TTSD is a public body corporate and politic, and is authorized to make and execute contracts necessary or convenient to the exercise of its powers, including entering into intergovernmental agreements pursuant to the provisions. of ORS 190.010, et seq.; and WHEREAS, TTSD in the City of Tigard operates Tigard High School, WHEREAS, CITY desires to contract with TTSD for access to the Tigard High School to monitor the well located on the Tigard High School Campus, 9000 SW Durham Road, Tigard, therefore, IN CONSIDERATION of the terms and conditions set forth hereafter, and pursuant to the provisions of ORS chapter 190, the parties agree to be bound as follows: 1. TTSD agrees to allow CITY access to the well located on the Tigard High School campus as a monitoring station for aquifer storage and recovery (ASR) activities. This may include placement of radio frequency monitoring equipment and use of electrical power. TTSD agrees to work with the CITY to allow access convenient to both parties prior to addition of radio frequency remote monitoring equipment or if CITY does not add radio monitoring. 2. CITY agrees to abandon the well as pursuant OAR 333-061 and OAR 690-210. The City shall use a state registered well driller and hydro-geologist to perform the work required in accordance to state rules and regulations. The CITY shall bear all costs associated with proper abandonment and reconstruction for monitoring equipment including liability insurance during construction. Work is scheduled to commence on June 17th, 2008. The CITY shall supply TTSD with a State of Oregon certificate declaring the well has been properly abandoned. The CITY agrees that there will be no Unsupervised Contact with Students. "Unsupervised contact with students" means contact with students that provide the person opportunity and probability for personal communication or touch when not under direct supervision. The City of Tigard will ensure that its officers, agents, and employees will have no direct unsupervised contact with students while on District property. The City of Tigard will work Contracts & RFP - IGA between COT/TTSD 1 February 2008 I of 3 with the District to ensure compliance with this. requirement. If the City of Tigard is unable to ensure through a security plan that none of its officers, agents, or employees will have direct, unsupervised contact with students in a particular circumstance or circumstances, the City of Tigard shall so notify the District prior to beginning any work that could result is such contact. The City of Tigard will provide the District with information about its officers, agents, or employees and allow the District to conduct a criminal background check, including fingerprinting, of any officer, agent, or employee that will have unsupervised contact with students. The City of Tigard shall pay directly to the Oregon Department of Education all fees assessed by the Department for processing the background check. Indemnification and Liability 3. CITY agrees to indemnify and hold harmless TTSD, its directors, employees and agents from all claims, suits, actions or expenses of any nature resulting from or arising out of the acts, errors or omissions of the CITY when performing its duties on the TTSD property. 4. TTSD agrees to indemnify, defend and hold harmless CITY, its officers, employees and agents, from all claims, suits, actions or expenses of any nature resulting from or arising out of the acts, errors or omissions of TTSD or its assignees. Contract Administration 5. TTSD designates Dr. Rob Saxton, Superintendent, to represent TTSD in all matters pertaining to administration of this Agreement. 6. CITY designates Craig Prosser, Tigard City Manager, to represent CITY in all matters pertaining to administration of this Agreement. 7. Any notice or notices provided for by this Agreement or by law to be given or served upon either party shall be given or served by certified letter, deposited in the U.S. mail, postage prepaid, and addressed to: Dr. Rob Saxton, Superintendent Tigard-Tualatin School District 6960 SW Sandburg St. Tigard, OR 97223 Craig Prosser Tigard City Manager 13125 SW Hall Blvd. Tigard, OR 97223 8. CITY agrees to retain all pertinent records associated with this Agreement for 10 years after February 21, 2028, or until all audits are complete and claims resolved. Contracts & RFP - IGA between COT/TTSD 2 February 2008 2 of 3 9. TTSD and CITY agree to meet as needed during the contract period to review the progress of the Agreement. Contract Term Modification and Termination: 10. The Agreement shall be effective on February 21, 2008 and shall run through February 21, 2018. The CITY and TTSD will meet at the end of this term to determine renewal for an additional term 11. TTSD and CITY agree that either party to this Agreement may terminate the Agreement by giving the other party not less than 60 days written notice. 12. TTSD and CITY agree this Agreement may be modified or amended by mutual agreement of the parties. This Agreement constitutes the sole and entire existing agreement between parties and supersedes all prior agreements and practices, whether oral or written, and expresses all rights, obligations, or restrictions imposed upon the CITY and TTSD. Any modification to this agreement shall be effective only when written and signed by Rob Saxton (or his designee or successor), City Manager Craig Prosser (or his designee or successor), and the Mayor of the City of Tigard. IN WITNESS WHEREOF, THE PARTIES HAVE CAUSED THIS AGREEMENT TO BE EXECUTED BY THEIR DULY APPOINTED OFFICERS ON THE DATE WRITTEN BELOW. TIGARD-TUALATIN SCHOOL DISTRICT.- CITY OF TIGARDD By: By: Rob Saxton, Superintendent /:3anth n , 1C ty Manager /assts n4- Date: Date: c-~p Lam, C3 002, Contracts & RFP - IGA between COT/TTSD 3 February 2008 3 of 3 Agenda Item # 3 Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Local Government Grant Application for Fanno Creek Park Improvements Prepared By: Duane Roberts Dept Head Approval: ' City Mgr Approval: lJ~l ISSUE BEFORE THE COUNCIL Should Council approve a resolution authorizing the submittal of an application for funding available through the Local Government Grant Program, as a means of providing needed financing for the implementation of the Fanno Creek Park Master Plan? STAFF RECOMMENDATION Staff recommends Council approve the resolution authorizing the submittal of the grant application. KEY FACTS AND INFORMATION SUMMARY The Oregon Parks and Recreation Department is accepting applications for Local Government Grant Program funding assistance for fiscal year 2008/2009. The Local Government Grant Program was created in 1998 and distributes a portion of state lottery funds to eligible park providers for public outdoor park and recreation areas and facility projects. Eligible activities under the program include land acquisition, development, and rehabilitation. In previous cycles, the City has received program funds for the expansion and renovation of Cook Park and for the construction of Jim Griffith Memorial Skate Park. The current-year application deadline is April 4, 2008. The sponsors of projects selected for funding will have two years to complete their projects. In February 2008, Council adopted the Fanno Creek Park Master Plan. The plan includes a proposed upland park, with active use facilities, bordered by a 21-acre nature park. Staff proposes to seek grant funding assistance for trail work, natural area restoration, and pedestrian bridges within the lower park. City Finance Department review of the project for financial, budgetary, and purchasing requirements is in process. Copies of the draft project proposal will be available in the City Recorder's office. OTHER ALTERNATIVES CONSIDERED None considered. CITY COUNCIL GOALS Goal #3: Implement the Downtown Urban Renewal Plan. 1A1,RP1,N\Counci1 Matetials\2008\3-25-08 AIS Local Gov G=t.doc ATTACHMENT LIST Attachment #1: Resolution of the Tigard City Council authorizing the submittal of a state local government grant application for improvements and enhancements to Fanno Creek Park and delegating authority to the Tigard City Manager to sign the application. FISCAL NOTES Staff proposes to seek $200,000 in grant dollars. A minimum 50% match is required under the Local Government Grant Program. Clean Water Services will contribute $750,000 in hard dollars toward the cost of restoring the creek to near-original form, to the removal of invasive species, and replanting with native species. The City plans to use the value of the Clean Water Services improvements as the project sponsor's matching share. No City dollars will be involved. I:\LRPLN\Council ASatetials\2008\3-25-08 AIS Local Gov Gmt.doc a Agenda Item # Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Authorize the City Manager to Execute a Public Sidewalk Easement Related to the 550-Foot Zone Reservoir No. 2/Elizabeth Price Park Project Site Prepared By: Dennis Koellermeier Dept Head Approval: City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall the Council authorize the City Manager to execute a public sidewalk easement on the 550-Foot Zone Reservoir No. 2/Elizabeth Price Park project site? STAFF RECOMMENDATION Authorize the City Manager to execute the public sidewalk easement. KEY FACTS AND INFORMATION SUMMARY ■ The 550-Foot Zone Reservoir No. 2/Elizabeth Price Park project was approved by the City under a conditional use permit (CUP 2007-00001). ■ One condition of the CUP is to obtain approval from Washington County Department of Land Use and Transportation. As part of this approval, a public sidewalk easement is required. ■ The public sidewalk easement will provide for an easement over the section of sidewalk which deviates from the roadway and serves as an entry point to the park. ■ Execution of this easement is required before the County can issue a public improvement permit. This permit will allow the City to construct the half-street improvements associated with the reservoir/park project. OTHER ALTERNATIVES CONSIDERED None CITY COUNCIL GOALS Not Applicable ATTACHMENT LIST 1. Public Sidewalk Easement FISCAL NOTES There are only minor recording costs associated with the execution of these documents. After recording, please return to: Washington County Surveyor's Office 155 North First 4200-17 Hillsboro, Oregon 97124 PUBLIC SIDEWALK EASEMENT KNOW ALL MEN BY THESE PRESENTS, that the City of Tigard, a Municipal Corporation of the State of Oregon, hereinafter called the Grantor, in consideration of the granting of Development Review Approval, Item No. (CUP) 2007-00001, which is the whole consideration, does hereby grant to Washington County, apolitical subdivision of die State of Oregon, Grantee, for the use.of the public as a public way forever, a perpetual easement for the construction, inspection and maintenance of sidewalk, in, upon, over and across a.strip of land situated in the County of Washington, State of Oregon, shown on the attached Exhibit "B" and being more particularly described as follows: PUBLIC SIDEWALK EASEMENT Described in Exhibit "A", and shown on Exhibit "B"Attached hereto and by this reference made a part hereof Grantor, hereby covenants to and with Grantee, that it is the owner of said property which is free from all encumbrances, except for easements, conditions and restrictions of record,. and will warrant and defend the easement rights herein granted from all lawful claims whatsoever, except as stated herein. To Have and To Hold, the above described and granted preinises unto Washington' County for the public forever for the uses and purposes hereinabove mentioned. It is understood that the easement herein granted does not convey any right or interest in the above described land, except as expressly stated herein. IN WITNESS WHEREOF, the Grantor above named, by and through its City Manager has caused this instrument to be duly signed hereto, Dated this day of 2007. City of Tigard, a Municipal Corporation of the State of Oregon By: Craig Prosser, City Manager STATE OF OREGON ) ) ss. County of Washington- ) This instrument was acknowledged before me on this- day of 2007, by Craig Prosser,. City Manager, on behalf of said Municipal Corporation. I Notaty Public for Oregon My Commission Expires: Accepted on behalf of Washington County, Oregon. Dated this day of , 2007 By: James H. Elam, County Surveyor Approved as to form: Loretta S. Skurdahl. Senior Assistant County Counsel Date: -12117/98 I EXHIBIT "A" LEGAL DESCRIPTION FOR SIDEWALK EASEMENT A tract of land situated in the Northeast one-quarter of Section 9 Township 2 South, Range 1 West, Willamette Meridian, City of Tigard, Washington County,. Oregon, described as follows: Beginning at the Southwest. coiner of Parcel 2, Partition Plat 2000-086 recorded as Document No. 2000094935 in the Washington county Survey records, being on the northerly tight-of-way of SW Bull Mountain Road 20.00 feet fiom center line (-,vhen measured at right angles); Thence N 00° 01' 12" W, along the west line of said partition, a distance 19.44 feet to a point which is 37.00 feet from the center line of Bull Mountain Road (when measured at right angles); Thence S 60° 59' 55" E, parallel with and 37' from said centerline, a distance of 35.00 feet to the True Point of Beginning; Thence N 29° 00; 05" Ea distance of 20.00 feet; thence S 60° 59'55" E a distance of 80.00 feet; thence S 29° 00' 05" W a distance of 20.00 feet to a point 37.00 feet from the centerline of SW Bull Mountain Road (when measured at right angles); Thence N 60° 59' 55" W parallel with and 37' from said centerline, a distance of 80.00 feet to the True Point of Beginning. Containing 1600 square feet. 1:NnB4ohnrhthull nwuhlaln wolor lank twdoo =AD r"s :S~OSdAI Stn :?R o!~.con July 12, 19ro JOilI lc. 11ADLEY ~uya r X piP.$ (o - 30- 0 l EXHIBIT "B" ITE moo' SW BULL MT. RD. VICINITY MAP w , Q W ~ PARCEL 1 PARCEL2 Q PARTITION PLAT CD ° 2000-086 oQ = 20 00 1600 SO. FT, ° 20' X 80' 3 SIDEWALK EASEMENT 20.00 37,00 S~ ~T . ~O I ENGINEERING DEPARTMENT 13125 S: W. HALL BLVD. BULL MT, RIGHT-OF-WAY TIGARD,.OREGON 97223 $IG11t1A VOICE: (503) 639=4171 D E D LC A T N CITY of TICARD FAX: (503) 624-0752 OREGON f~ City Council Document Transmittal To: Grew Ga66y-) From: Date: I'm sending you: Document Type: ❑ IGA ~ ❑ Contract ❑ Other _IC% tiQ Document Name: a5 C Approved at the Council Meeting of. Number Copies Included: oy Yl ❑ Your document(s) have been signed by the Mayo s~- Your document(s) have been signed by the,,CCiitty{ anager ❑ Your document(s) requires an additional signature(s) "hen all signatures have been obtained, file an original document with City of Tigard Records ❑ Additional instructions: I:\ADM\FORMS\CITY COUNCIL DOCUMENT TRANSMITTAL.DOC After' recording, please return to: Washington County Surveyor's "Office 135 Norih:First #d00-17 Hillsboro, Oregon 97124 PUBLIC SIDEWALK EASEMENT KNOW ALL MEN BY THESE, PRESENTS, that the CitybtTigard, it Municipal Corporntionof ttic:,Stnte of Oregon; hereinafter 'called; the Grantor; to consideration of thc,grttnting of;Devclopment Review Approval,'Item No: (C.Up) 200740001, which is the whole consideration, does hereby grant to Washington County, a political subdivision.of the State of Oregon, Grantee, for the use of the public as a public.way forever, a perpetual easement for the construction, inspection and maintenance of sidewalk, in,, .upon, over and across a strip ofland situated in the County of Washington, State of Oregon, shown on the attached Exhibit "B" wi&being more particularly:described as 'follows¢ PUBI:IC'SIDEWALK EASEMENT Described in Exhibit."A", and shown on Exhibit "b", Attached hereto and by this reference made.apart hereof. Grantor,. hereby covenants, to and with Granteei that it is the owner of said property which is free from all. encumbrances, except for easemerits, conditions and restrictions'of record, and will warrant and defchd the easement rights herein granted from all lawful claims whatsoever, except as stated herein. To, Have and:To:Hold ,.the above describedmid granted.premises unto Washington County for the public: forever far the uses and, purposes hereinabove mentioned. It is understood that the gasement.hercin granted does not convey any right or interest in-the above described land; except' as.expressly stated Herein. IN:WITNESS'WHLREOF,.tlte.Grantorabove named, by and`through its City Manager has caused this instruipent to be duly signed hereto. hkMh , 20UA.. Dated (his day of City of Tigard, a Municipal Corporation of the State of Oregon By.: CiaigPrasser,. t Manager •EI ~,~i n r~ wton STATE. OF OREGON ) ASS i STCt ) ss: County of-Washitigton ) This.instrumentwas acknowledged before, me. on'thi~_~ day of e 200 by CMg-Pr,a s'r, CitylGJnnagcr, on behalfofsaid_Municipal Corporation. Et;3a 1 h Ann nJ~itii)- l Assis,6, + ~~t2 0 tary public for Oregon I I My Commission Expires: OFFICIAL SEAL Accepted on behalf of Washington County,. Oregon. CATHERINE D WHEATLEY *I OTARY Pte-OREGON Dated this any of , 2007 COMMISSION NO. 410M MY COMMISSION MORES AUG. 04, 2QMM By: James K Elam, County Surveyor Approved,as to form: Loretta:S.. Skurdahl, Senior Assistant County Counsel bete:-.- 12117/98 1 EXHIBIT "A" LEGAL DESCRIPTION FOR SIDEWALK EASEMENT A tract of land situated in the Northeast one-quarter of Section 9 Township 2 South, Range 1 West, Willamette Meridian, City of Tigard, Washington County, Oregon, described as follows: Beginning at the Southwest corner of Parcel 2, Partition Plat 2000-086 recorded as Document No. 2000094935 in the Washington county Survey records, being on the northerly right-of-way of SW Bull Mountain Road 20.00 feet from center line (when measured at right angles); Thence N 00° 01' 12" W, along the west line of said partition, a distance 19.44 feet to a point which is 37.00 feet from the center line of Bull Mountain Road (when measured at right angles); Thence S 60° 59' 55" E, parallel with and 37' from said centerline, a distance of 35.00 feet to the True Point of Beginning; Thence N 29° 00; 05" Ea distance of 20.00 feet; thence S 60° 59' 55" E a distance of 80.00 feet; thence S 29° 00' 05" W a distance of 20.00 feet to a point 37.00 feet from the centerline of SW Bull Mountain Road (when measured at right angles); Thence N 60° 59' 55" W parallel with and 37' from said centerline, a distance of 80.00 feet to the True Point of Beginning. Containing 1600 square feet. I 6engyohnrhlhull mountain water tank row.doc :AD f.GIS'i`E[~L0Rt=GQN July 13. 19t'0 J0itN R. tIADLEV 1394 r XPI'05 (0-30-07 J EXHIBIT "B" ITE SW BULL MT RD. VICINITY MAP w • F- Q W ~ PARCEL 1 PARCEL2 q PARTITION PLAT CD LL_ 2.000.-086 oQ 1.600 SQ. FT. 3 D 20,00 20' X 80' SIDEWALK EASEMENT 20.00 37,00 ROFF Q~ NGINEERING DEPARTMENT E 13125 S'.W.. HALL BLVD. BULL MT RIGHT-❑F-WAY TIGARD, .DREGON 97223. VOICE: 503 639-4171 DEDICATION ' FAX: r 503 624-0752 CITY DE TIGARD OREGON. Agenda Item # 3 l Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title: Approval of an Intergovernmental Agreement with TriMet for Signalization of Bonita Road at 74' Avenue Prepared By: A.P. Duenas Dept Head Okay City Mgr Okay ISSUE BEFORE THE COUNCIL Should City Council approve an IGA (Intergovernmental Agreement) with TriMet, which establishes the obligations for each in the traffic signalization of Bonita Road and 74 h Avenue at the railroad crossing and sets the City's share of the cost at $50,000? STAFF RECOMMENDATION That Council pass the attached resolution approving the IGA with TriMet and authorizing the City Manager to sign the agreement documents. KEY FACTS AND INFORMATION SUMMARY The change in the railroad crossing design at Bonita Road from a raised concrete median to a traffic signal and pre- signal at the intersection of Bonita Road and 74`'' Avenue will result in additional costs to the Commuter Rail Project. This change has been requested by property owners in the industrial area along 74 h Avenue to allow for left-turning movements into and out of 74`'' Avenue at Bonita Road. The City has agreed to share in the cost of constructing this alternative design. An IGA between the City and TriMet establishes that cost sharing arrangement and allows the City to pay TriMet for implementation of the signal system. The City's share of the additional costs is $50,000, and no additional costs beyond this amount will be charged to the City, regardless of the actual cost of the work. A resolution approving the IGA and authorizing the City Manager to sign the agreement documents is submitted for Council consideration. OTHER ALTERNATIVES CONSIDERED None COUNCIL GOALS The signalization of Bonita Road at 74 h Avenue to be integrated into the railroad crossing at that location will allow for turning movements into and out of 74 Avenue from Bonita Road. The sgnalization eliminates the need for that traffic to use heavily-congested Durham Road for access to 74th Avenue. This signalization alternative to the original median design for the crossing supports the Council Goal of pursuing opportunities to reduce traffic congestion in Tigard. ATTACHMENT LIST Proposed Resolution approving the IGA with TriMet and authorizing the City Manager to sign the agreement documents. FISCAL NOTES The City's share of the traffic signalization costs is $50,000. No additional costs beyond this amount will be charged to the City, regardless of the actual cost of the work. Resolution No. 07-71 approved Budget Amendment No. 8 to the FY 2007-08 Budget. Budget Amendment No. 8 provided $50,000 from the Gas Tax Fund to cover the City's share of the traffic signalization improvement. i:tengtgustoouncll agenda summaries%3-25.08 approval of intergovernmental agreement whh trimet for signalization of bonne road at 74th avenue als.doo Agenda Item # Meeting Date 3 - ZJ -C3~ COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Intergovernmental Agreement a GA) Between the City of Tigard and the Broadband User's Group Prepared By: Louis Sears Dept Head Approval: City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall the City Council approve the new intergovernmental agreement between the City of Tigard and the Broadband User's Group? STAFF RECOMMENDATION Approve by City Council the IGA for continued participation in the Broadband User's Group (BUG). KEY FACTS AND INFORMATION SUMMARY The Broadband User's Group, commonly referred to as the BUG, provides many of the cities and other jurisdictions in Washington County with internet access, enhances network security, easier access to shared hardware and software resources and systems, shared technical expertise and support. The City of Tigard has been a member of the BUG for many years. The new IGA establishes an Executive Committee made up of the top 5 Internet usage agencies, a Governing Board composed of all BUG members, and a BUG Operations Team. Currently there exists only the Operations Team, composed mainly of technical staff. The new structure directs that the Executive Committee will provide recommendations to the overall Governing Board concerning strategic planning, goals, and expenditures, with the Governing Committee having final voting power to approve or change the Executive Committee's recommendations. OTHER ALTERNATIVES CONSIDERED Contract Internet service through a third party Internet Service Provider. CITY COUNCIL GOALS ATTACHMENT LIST BUG IGA FISCAL NOTES The City of Tigard pays an annual fee to the BUG, as do the other members. For the 2007-08 fiscal year the City of T igard's the BUG fee was $9,700 and the cost for 2008-09 anticipated to be substantially unchanged. M City Council Document Transmittal To: From: Date: a~ -6 <K I'm sending you: Document Type: IGA ❑ Contract ❑ Other Document Name: --&Oa-01bCf/r t c/ (_-2~ Approved at the Council Meeting of. 0% Number Copies Included: V Your document(s) have been signed by the MaYor ❑ Your document(s) have been signed by the City Manager ❑ Yo r document(s) requires an additional signature(s) Shen all signatures have been obtained, file an original document with City of Tigard Records ❑ Additional instructions: I:\ADM\FORMS\CITY COUNCIL DOCUMENT TRANSMITTAL.DOC INTERGOVERNMENTAL AGREEMENT BROADBAND USER'S GROUP (BUG) Shared Use of Public Communication Network, Internet Access, Communication Devices and Communication Equipment FINDINGS This Intergovernmental Agreement (Agreement) is between the units of local government listed in Exhibit A that is incorporated by reference. Each entity listed is a Participant. A. ORS 190.010 authorizes the Participants to provide shared use of the public communication network, internet access, communication devices and communication equipment among the Participants referred to as the Broadband Users Group (BUG); and, B. The Intergovernmental Agreement "Shared Use of Public Communications Network, Internet Access, Communication Devices and Computer Equipment." (Original Agreement) is terminated and replaced by this Agreement AGREEMENT 1. Broadband Users Group Established 1.1. The Broadband Users Group (BUG) is established. 2. Purpose 2.1. The BUG is formed to foster collaboration between the Participants including the shared use of the Public Communications Network, internet access, communication devices and communication equipment. The BUG may exercise any of the powers, rights, duties necessary to carry out the purposes of this Agreement including the authority to expend funds necessary to perform the following: 2.1.1. Shared usage of advances in technology, internetworking resources and interoperability solutions; 2.1.2. Shared equipment and services associated with agency interconnects and shared internet access; 2.1.3. Shared cost of the acquired equipment, internet workings and interoperability solutions; 2.1.4. Development of internal expertise , including personnel, to share among the Participants; 2.1.5. Provision of a best practices frame-work for Participants to follow for secure internetwork configuration management and equipment and resources for centralized access to the internet; 2.1.6. Becoming a model for units of local government in sharing the technology, expertise and cost to benefit the citizens and taxpayers of the Participants; 2.1.7. Maintaining secure computer connections to the shared broadband infrastructure in accordance with this Agreement; and; Final 12/11/07 BUG IGA Page 1 2.1.8. Use of the shared Wide Area Network in a manner that will not impair other Participants' use of the Wide Area Network and the internet connection. 3. Definitions 3.1. As used in this Agreement, the following terms mean: 3.1.1. Broadband Users Grou (p BUG). The collective group of Participants with the responsibilities stated in sections 4, 5 and 6 of this Agreement. 3.1.2. Governing, Board (GB : The BUG GB members are Participant representatives with the responsibilities set forth in section 4 of this Agreement. 3.1.3. Executive Committee (EC: -The BUG EC members are Participant representatives with the oversight responsibilities set forth in section 5 of this Agreement. 3.1.4. Fiscal Year: The BUG fiscal year shall be July 1 to June 30 of each calendar year. 3.1.5. BUG Operations Team ( BOT ):.The BOT team members are Participant representatives with the operating responsibilities set forth in section 6 of this Agreement. 3.1.6. Participant ofBUG: Participants shall make payments to the BUG as stated in the standard schedule attached as Exhibit B to this Agreement. Participants have representation on the GB and the BOT, vote on all BUG matters and may propose items for any GB or BOT meeting agenda. 3.1.7. Provisional Participant o BUG: Provisional participants shall make payments to the BUG as stated in the special schedule attached as Exhibit C to this Agreement. Provisional participants may not vote on BUG matters. They are normally small agencies with reasons to join BUG, but who lack the financial ability or internal support resources required to be a Participant. 3.1.8. Public Communications Network (PCN)The public fiber network owned/operated by Comcast Cable, as a requirement of their franchise with the Metropolitan Area Communications Commission (MACC), which was built to provide service within the MACC member jurisdictions. 3.1.9. Lead Administrative Agency: The agency that houses, maintains, and configures shared physical assets and handles administrative and financial functions for the BUG. 3.1.10. Written Notice: Includes paper (via USPS or hand delivery), facsimile, or successful email transmission. However, all notices of termination or withdrawal from BUG must be in writing on the Participant's official letterhead and must be delivered via USPS or by hand. 4. Governing Board 4.1. The GB shall be composed of the chief executive officer or designee of each Participant entity. 4.2. The GB is responsible for: 4.2.1. Review and approve BUG strategic plans, goals and objectives and annual, work plans recommended by the EC and prepared by the BOT, 4.2.2. Review and approve the annual budget, related fee schedules, and other fiscal documents recommended by the EC and prepared by the BOT, Final 12/11/07 BUG IGA Page 2 4.2.3. Approve the addition or expulsion of Participants, 4.2.4. Approve selection of the Lead Administrative Agency, 4.2.5. Review and approve the standard and special schedules once a year (see Exhibits B & C), and, 4.2.6. Approve the Service Level Agreement (SLA) with the Lead Administrative Agency. 4.3. A majority of the GB members constitutes a quorum at any special or regular meeting. 4.4. The GB will adopt rules governing its procedures including the time and place of its regular quarterly meetings, and a procedure for calling special meetings. 4.5. The GB will elect a Chair and Vice Chair by a simple majority vote of the members; however, neither the Chair nor the Vice Chair may be the chief executive officer or designee of the Lead Administrative Agency. The terms will be for two years, with elections held at the first meeting in even numbered fiscal years. The Vice-Chair will preside and act in the absence of the Chair. The Lead Administrative Agency will be the Clerk of the GB and is responsible for providing notices of meetings and keeping of minutes. Any permanent vacancy in the positions of Chair or Vice-Chair shall be filled by a special election of the GB held at a regular or special meeting of the GB. 5. Executive Committee 5.1. The EC shall consist of 5 members of the GB. These members shall include: the Chair of the GB; the GB representative from Washington County; the GB representative from Washington County Cooperative Library Services; one (1) GB representative selected by the special district representatives; and one (1) GB representative selected by the municipal government Participants. If the GB Chair is the representative from Washington County, Washington County Cooperative Library Services, or a special district then the membership on the EC normally designated for that group or entity shall be a GB representative from a second municipal government Participant. At no time shall any Participant have more than 1 representative on the EC. Except for the EC Chair, all other members shall be appointed to serve for one fiscal year and may serve more then one term. 5.2. The EC is responsible for: 5.2.1. Review and recommend to GB strategic plans, goals and objectives and annual work plans prepared by the BOT, 5.2.2. Review and recommend to GB the annual budget, related fee schedules and other fiscal documents prepared by the BOT, 5.2.3. Recommend to GB the addition of new. Participants, or the expulsion of current Participants, 5.2.4. Recommend to GB the approval of the selection of the Lead Administrative Agency, 5.2.5. Review regular BOT updates regarding status and issues related to BUG operations and recommend to GB required action if appropriate, and 5.2.6. Review and recommend SLA with Lead Administrative Agency. 5.3. A majority of the EC members constitutes a quorum at any special or regular meeting. Final 12/11/07 BUG IGA Page 3 5.4. The EC will adopt rules governing its procedures including the time and place of its regular meetings, and a procedure for calling special meetings. 6. BUG Operations Team 6.1. The BOT shall have one representative appointed by each Participant, and each representative has one vote. 6.2. The BOT will nominate and elect a Chair, Vice Chair, and Secretary for two year terms. The Vice Chair will preside and act in the absence of the Chair. 6.3. A majority of the BOT members constitutes a quorum. 6.4. The BOT will meet at least quarterly at a time and place designated by the Chair. All meetings require at least seven days written notice to all BOT members. Special meetings of the BOT may be called by the Chair or any two members upon at least seven days prior written notice to all BOT members. 6.5. The BOT is responsible for BUG operational decisions and for making recommendations to the EC regarding: 6.5.1. Strategic plans, goals and objectives, 6.5.2. Policy and Procedures Manual, 6.5.3. Performance standards for service levels, 6.5.4. Annual budgets, related fee schedules and fiscal documents, 6.5.5. Approval of all BUG contracts within budget authority, 6.5.6. Coordination of BUG technical operations, and 6.5.7. Participants and provisional participants. 6.6. The BOT may appoint committees for research and review of technical and other issues. These committees may provide recommendations to the BOT and EC. 7. Lead Administrative Agency 7.1. The GB will select and appoint a Lead Administrative Agency based upon administrative and technical competence related to BUG operations. The Lead Administrative Agency until changed is the City of Hillsboro (Hillsboro). 7.2. The Lead Administrative Agency provides technical support for all BUG assets. All assets are installed, maintained, and configured by the Lead Administrative Agency Personnel. The Lead Administrative Agency's responsibilities in this role will be defined by an annual SLA between the Lead Administrative Agency and the GB. 8. Funding BUG Expenses 8.1. The services of the Lead Administrative Agency and other BUG expenses will be funded with dues set by the Fee Schedules contained in Exhibits B and C paid by Participants and Provisional Participants. 9. Procedures Manual 9.1. The BOT will consider and adopt procedures for the BUG and will incorporate them into a Procedures manual. The GB has oversight authority and final editorial control over this manual. 10. Additional Participants 10.1. The GB will develop methods for extending participation to additional local governments and agencies. New Participants will be accepted into the BUG only upon recommendation of BOT and approval of two thirds of the GB. 11. Duration, Withdrawal, Expulsion, Termination, and Ownership Final 12/11/07 BUG IGA Page 4 11. 1. Each Participant owns an undivided common interest in BUG assets including equipment and software purchased and installed for common use after January 1St, 2008, and in all unexpended and unencumbered funds held by the Lead Administrative Agency for BUG, in the same proportion as the Participant pays current annual fees. 11.2. This Agreement and the BUG will continue for 5 years. A Participant may withdraw from the BUG by giving at least 180 days written notice of its intent to withdraw to the GB Chair. The written notification (not email) must include a transition plan developed by the withdrawing Participant to allow the orderly and coordinated ending of all BUG related services. The withdrawing Participant is responsible for the transition plan that must include: 1) an inventory listing each BUG related interconnectivity requirement with certification that each is addressed prior to disconnection, 2) a written summary of a meeting with the Lead Administrative Agency to review termination requirements, and 3) a timeline for withdrawing based on that meeting with the Lead Administrative Agency. 11.3. The 180 day notice begins upon receipt of the complete written notification by the Lead Administration Agency. After the notice period, the withdrawal will not be effective until the withdrawing Participant has paid the full fee for the entire fiscal year in which its request becomes final. Upon withdrawal, the former Participant is not entitled to a refund of any amounts for start-up, maintenance, or continuing costs, whether or not any amount is unencumbered or unexpended. Upon withdrawal, the former Participant has no financial obligations to BUG for future dues, but forfeits any claims for goods or services purchased (or held for future purchases) under this Agreement. 11.4. A Participant may withdraw from the BUG without written notice as provided in section 11.2 only with the consent of all remaining Participants. 11.5. If any Participant fails to pay dues or acts in any manner inconsistent with the good faith duties and obligations of a Participant in the BUG by violating the rules and procedures outlined in the Procedures Manual and not acting to correct any violations in a timely manner, the EC may, at a meeting called solely for that purpose, consider and recommend to the GB that a Participant's membership be terminated for default. The recommendation shall specify the reasons for the termination. A vote to terminate a membership requires unanimous approval of the EC; provided however, that the Participant, if a member of the EC, shall be excluded from the calculation. Upon the GB receiving a recommendation for termination, the GB, upon not less than 10 days notice to the Participant, which notice includes a copy of the EC recommendation, shall hold a meeting, special or general, to consider whether or not termination will best serve the interests of the BUG. At such meeting, the EC representative shall present the issues to the GB, and the Participant shall be provided an opportunity of not less than 30 minutes, but otherwise at the discretion of the GB Chair, to address the GB and respond to the allegations. A vote to terminate requires 75% of the GB. The Participant will be excluded from the 75% calculation. Any termination shall be effective immediately, and the Participant shall be treated as a withdrawing Participant for all other purposes. Final 12/11/07 BUG IGA Page 5 11.6. The BUG and this Agreement may be terminated upon mutual agreement of all Participants. At the time of termination, all Participants are entitled to a share of the proceeds of sale of BUG assets including equipment and software and any unexpended and unencumbered funds held for use by BUG in the same proportion as their ownership interests. 12. Remedies 12.1. If a Participant attempts to withdraw from the BUG but fails to follow the notice process required by section 11.2 or to obtain the consent authorized by section 11.4, the Participants agree that the liquidated damages for such action will be not less than the withdrawing Participant's share of the BUG annual operation costs for the next fiscal year, as determined by the current BUG Fee Schedule. 12.2. If any Participant files a legal action to enforce this Agreement, the prevailing party is entitled to reasonable attorney fees and costs, including any fees and costs incurred in an appeal, and as determined by the appropriate court. 13. Liability and Indemnification 13.1. To the extent allowed by Oregon law each Participant agrees to be responsible for the consequences of any wrongful acts of their employees or agents that affect any other Participant or a person not a party to this Agreement and each Participant agrees to hold harmless, defend and indemnify each other Participant, including its officers, employees and agents against all claims, demands, actions or suits (including all attorney fees and costs) arising from this Agreement where the loss or claim is attributable to the acts or omissions that Participant. 13.2. Each Participant agrees to hold harmless the BUG, GB, EC, BOT and the Managing Agency for any system outage whether planned or accidental. 14. Amendments 14.1. This Agreement may only be changed, modified, or amended in writing by agreement by at least three-quarters of the Participants. 15. Effective Date 15.1. This Agreement becomes effective for all Participants who have authorized it when it has been authorized by resolution of three-quarters of the governing bodies of the Participants identified in Exhibit A. Any local government desiring to join the BUG may do so in accordance with section 10. 16. Prior Agreements 16.1. Upon its effective date, this Agreement supersedes previous BUG Intergovernmental Agreements, specifically, the Original Agreement. 17. Severability 17.1. The terms of this Agreement are severable and a determination by an appropriate body having jurisdiction over the subject matter of this Agreement that results on the invalidity of any part does not affect the remainder of the Agreement unless the surviving agreement materially changes the consideration for any other Participant's entry into the agreement. 18. Interpretation 18.1. The terms and conditions of this Agreement will be liberally construed under Oregon law in accordance with the general purposes of this Agreement. Final 12/11/07 BUG IGA Page 6 APPROVED AND SIGNED by the appropriate officers who are authorized to execute this Agreement on behalf of the governing body of each Participant. Dated this day of 12008 City of Beaverton City Attorney APPROVED AS TO FORM Dated this day of )2008 City of Cornelius City Attorney APPROVED AS TO FORM Dated this day of , 2008 City of Forest Grove City Attorney APPROVED AS TO FORM Dated this day of )2008 City of Hillsboro City Attorney APPROVED AS TO FORM Dated this day of 12008 City of King City City Attorney APPROVED AS TO FORM Final 12/11/07 BUG IGA Page 7 Dated this day of 1 2008 City of Lake Oswego City Attorney APPROVED AS TO FORM Dated this o? J day of 12008 z L. City f Tigard City Atto APPRO D AS TO FORM Dated this day of , 2008 City of Tualatin City Attorney APPROVED AS TO FORM Dated this day of 12008 Clean Water Services CWS Attorney APPROVED AS TO FORM Dated this day of 52008 Tualatin Valley Fire & Rescue TVF&R Attorney APPROVED AS TO FORM Final 12/11/07 BUG IGA Page 8 Dated this day of 1 2008 Washington County/WCCLS WC Attorney APPROVED AS TO FORM Dated this day of 12008 WCCCA WCCCCA Attorney APPROVED AS TO FORM Dated this day of 52008 MACC MACC Attorney APPROVED AS TO FORM Final 12/11/07 BUG IGA Page 9 EXHIBIT A PARTICIPANTS City of Beaverton City of Cornelius City of Forest Grove City of Hillsboro City of King City City of Lake Oswego City of Tigard City of Tualatin Clean Water Services Metropolitan Area Communications Commission Tualatin Valley Fire & Rescue Washington County Washington County Consolidated Communications Agency Washington County Cooperative Library Services Final 12/11/07 BUG IGA Page 10 EXHIBIT B Standard Schedule for Participants The GB will approve the annual BUG budget in accordance with section 4 no later than December 15`h of each year. Participant payments will be due and payable on August 15`h of each year of the Agreement. The Lead Administrative Agency will invoice Participants no later than July 15`h for the fee for the upcoming year. Usage fees will be determined by the GB in accordance with section 4 no later then December 151h of each year. Example of Annual Payment matrix based on annual internet usage follows: Partner Payments (Usage) Agency Percentage Partnership Usage Total Washington County 27.33% $ 6,000.00 $ 22,276.67 $ 28,276.67 WCCLS 33.33% $ 6,000.00 $ 27,166.67 $ 33,166.67 Hillsboro 9.33% $ 6,000.00 $ 7,606.67 $ 13,606.67 Beaverton 4.67% $ 6,000.00 $ 3,803.33 $ 9,803.33 Clean Water Service 6.67% $ 6,000.00 $ 5,433.33 $ 11,433.33 TVF&R 5.33% $ 6,000.00 $ 4,346.67 $ 10,346.67 Lake Oswego 4.67% $ 6,000.00 $ 3,803.33 $ 9,803.33 Tigard 2.67% $ 6,000.00 $ 2,173.33 $ 8,173.33 Forest Grove 1.33% $ 6,000.00 $ 1,086.67 $ 7,086.67 Tualatin 1.33% $ 6,000.00 $ 1,086.67 $ 7,086.67 WCCCA 2.00% $ 6,000.00 $ 1,630.00 $ 7,630.00 MACC 0.67% $ 6,000.00 $ 543.33 $ 6,543.33 Cornelius 0.67% $ 6,000.00 $ 543.33 $ 6,543.33 Kin City 0.00% $ 6,000.00 $ - $ 6,000.00 Total 100.00% $ 84,000.00 $ 81,500.00 $ 165,500.00 Final 12/11/07 BUG IGA Page 11 EXHIBIT C Special Schedule for Provisional Participants The Special Schedule for Provisional Participants will follow the Standard Schedule in Exhibit B unless modified by the GB in accordance with this Agreement. Final 12/11/07 BUG IGA Page 12 Agenda Item # 3, 6 Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Tide Resolution to Extend the Incentives to Annex until February 2009 Prepared By: Marissa Daniels Dept Head Approval: City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall City Council approve a resolution to extend the offer of incentives to property owners who voluntarily annex until February 2009? STAFF RECOMMENDATION Approve the proposed resolution to extend the offer of incentives to annex until February 2009. KEY FACTS AND INFORMATION SUMMARY On March 13, 2007, City Council approved Resolution 07-13 establishing policy to guide City actions pertaining to annexation of unincorporated land to the municipal City limits. The policy emphasizes Tigard's desire to work with property owners and residents of the unincorporated Urban Services Area to secure voluntary annexation based on the benefits to be gained by both parties. Section 4 of Resolution 07-13 directs the City to work directly with property owners who express voluntary interest in annexation and sets out incentives to annex, including: ■ waiver of the City annexation application fee until July 1, 2008; and ■ phasing in of increased property taxes over a three-year period at the rate of 33%, 67%, and 100%, for properties that annex during the period of March 13, 2007, to February, 2008 per Oregon Administrative Rule (OAR 150-222.111). For the property tax phase in, a year's time was given to allow Council to assess the effectiveness of this effort and make changes during the annual review of the annexation policy. Resolution 07-47 amends Resolution 07-13 to expand the incentives to include City payment of the Metro mapping/ filing fee until July 1, 2008. On February 26, 2008, City Council discussed the incentives to annex at its annual review of the annexation policy and agreed to continue to offer all incentives to property owners who voluntarily annex to the City until February 2009. It is the intent of the annexation incentives to make the annexation application process essentially free to individual property owners who voluntarily choose to annex to the City before the incentives expire. As such, it has been the operational procedure of the Community Development Department to waive the pre-application conference fee to individual property owners interested in voluntary annexation, and to offer the Development Engineering Division's assistance in preparing legal descriptions as long as they do not require field survey work. I:\LRPLN\Council Materials\2008\3-25-08 AIS Annexation Incentives.doc The attached Resolution gathers all of the incentives to annex into one place and includes the Community Development Department's efforts to make the annexation application process free to individual property owners interested in annexation. All incentives are to be reviewed in one year during Council's annual review of the annexation policy. OTHER ALTERNATIVES CONSIDERED None. CITY COUNCIL GOALS None. ATTACHMENT LIST Attachment 1: Proposed Resolution amending Resolution 07-13 Attachment 2: Resolution 07-13 Attachment 3: Resolution 07-47 FISCAL NOTES The following outlines the basics of phasing-in of City property taxes. Oregon Administrative Rule (OAR) 150-222.111 provides for phasing in of property taxes and sets out the process. The City is required to notify the assessor's office that taxes are to be phased in for annexed property and of the tax ratio it wishes to be applied. The Assessor, in turn, establishes separate tax-codes for territory subject to "phased" property taxes. If the City wishes to phase-in the City's property tax-rate over a period of time; for example three years, it would notify the Assessor that a newly annexed property shall pay a proportional increment of property taxes each year. For instance, as proposed the City could request the County levy 33% of the City's tax-rate the first year; 67% the second, and 100% the third year. When cities have general obligation (GO) bond levies, as Tigard does for the new library, phased in levy taxes are calculated using the same general methodology applicable to the permanent tax rate. The table below summarizes the loss in tax revenue for a single property valued at $350,000: Loss in Revenue for a Property with an assessed value of $350,000.00 1St Year 2nd Year 3rd Year Taxes 33% 67% 100% Paid $316.11 $641.81 $957.92 Annual Lost Revenue $641.81 $316.11 0 Total Lost Revenue $957.92 * FY 2007-2008 I:\LRPI.N\Council Materials\ 2008\ 3-25-08 AIS Annexation Incentives.doc There is also revenue loss due to foregone annexation application and pre-application conference fees. During Fiscal year 2006-2007 there were four annexations, and six during 2007-2008. Based on an average of five annexations per year, the total revenue loss due to foregone fees would be about $14,340. In addition to the Tigard annexation application fee, Metro charges a mapping/filing fee according to the following schedule: $150 Single tax lot less than 1.0 acre $250 1.0 to 5.0 acres $300 5.1 to 40.0 acres $400 Greater than 40.0 acres The total cost to the City of Tigard depends on the number of annexations and the number of acres annexed. For example, during fiscal year 2006-2007, four annexations resulted in a total of $1,100 in mapping/filing fees paid to Metro. During fiscal year 2005-2006, five annexation applicants paid Metro $1,400l mapping/filing fees. Annexation Acres Metro Fee FY 2006-2007 Goodlett 1.74 $250 Sunrise Lane 39.42 $300 Topping/Kemp 1.81 $250 Cach Creek 35.78 $300 Total $1,100 FY 2005-2006 Wilson Ridge No. 2 3.50 $250 Sunrise Lane 25.61 (Withdrawn) Alberta Rider School/Summit Ridge 19.56 $300 Wilson Ridge 2.68 $250 Arlington No. 3 16.97 $300 Mountain View Estates 6.94 $300 Total $1,400 Average Fee Per Year $1,250 1:\LRPL.N\Council Materials\ 2008\3- 25-08 AIS Annexation Incentives.doc CITY OF TIGARD, OREGON ATTACHMENT 2 TIGARD CITY COUNCIL RESOLUTION NO. 07- A RESOLUTION OF THE CITY OF TIGARD ESTABLISHING POLICY TO GUIDE CITY ACTIONS PERTAINING TO ANNEXATION OF UNINCORPORATED LAND TO THE MUNICIPAL CITY LIMITS WHEREAS, Oregon law provides standards and procedures that permits annexation of unincorporated lands to cities and the City of Tigard has adopted, as part of its acknowledged Comprehensive Plan, guiding policies pertaining to annexation; and WHEREAS, Washington County and the City of Tigard have, by intergovernmental agreement, mutually determined: a) the extent of an area called the Tigard Urban Services Area (TUSA) within which the City shall be the ultimate provider of urban services and, b) these lands shall be eventually part of the City of Tigard; and WHEREAS, accessible governance and complete urban services are essential to the quality of urban life and annexation is a necessary means to: a) ensure delivery of complete urban services to the TUSA, and b) guarantee the cost of services are more equitably shared among all those that use them; and WHEREAS, annexation is an important tool to establish and maintain regular and logical city boundaries necessary for effective planning for public facilities services; the provision of said services and timely response by law enforcement; and WHEREAS, parts of Tigard's municipal boundary are irregular and confusing, and there exists unincorporated lands (islands) completely surrounded by the City; and this situation is incongruous with the City's responsibility to promote the effective and efficient provision of urban services; and WHEREAS, the City of Tigard offers a wide range of benefits to its citizens including, full urban services; proximate and responsive governance and political representation; opportunities for civic participation, and quick to respond law enforcement, and consequently many property owners within the unincorporated TUSA have expressed interest in annexation; and WHEREAS, the City wishes to promote the benefits of being part of the City and wishes to encourage voluntary annexation. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: The City shall not resort to involuntary annexation of unincorporated land, except in cases where it is found that such action is in the overall City's interest, such as to resolve public safety and/or health issues where it is necessary to extend or provide essential City services consistent with an adopted Community RESOLUTION NO. 07 Page 1 Investment Plan (CIP) or Public Facility Plan (PFP), and/or resolve incongruous municipal boundaries. SECTION 2: Tigard shall work with other cities, Washington County, Metro and the state to promote regional and statewide policies and actions that recognize that logical, efficient and economically sustainable urban development can best occur in existing incorporated cities. SECTION 3: The City shall proactively promote the benefits of being within the municipal City limits and invite owners of unincorporated properties to voluntarily join the City. However, each annexation shall be evaluated on its own merits to ensure it is in the City's overall interests. SECTION 4: The City shall communicate with and otherwise work directly with those that express voluntary interest in annexation to facilitate the annexation process. This shall include providing incentives to annex such as the following: ■ Waiver of the City annexation application fee until July 1, 2008. ■ Phasing in of increased property taxes over a three-year period at the rate of 33 percent, 67 percent, and 100 percent, for properties that annex during the period of March 13, 2007 to February, 2008, per Oregon Administrative Rule (OAR 150-222.111). SECTION 5: In consideration that conditions and circumstances change over time, the City Council shall revisit this policy in February 2008 and make changes if warranted. SECTION 6: This resolution takes is effective upon passage. PASSED: This ' day of 2007. f Mayor - ty of Tigard ATTEST: City Recorder - City of Tigard RESOLUTION NO. 07 - Page 2 ATTACHMENT 3 CITY OF TIG-ARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 07 A RESOLUTION AMENDING RESOLUTION NO. 07-13 TO EXPAND THE INCENTIVES FOR VOLUNTARY ANNEXATION OF UNINCORPORATED LANDS TO THE MUNICIPAL, CITY LIMITS TO INCLUDE CITY PAYMENT OF THE METRO MAPPING/FILING FEE. WHEREAS, Resolution 07-13 establishes policy to guide City actions pertaining to annexation of unincorporated urban lands to the municipal City limits, and provides incentives to annex, including waiver of the City annexation application fee until July 1, 2008, and phasing in of increased property taxes over a three-year period; and WHEREAS, Metro charges a mapping/filing fee for annexation and boundary change applications according to the following schedule: $150 for a single tax lot less than 1.0 acre, $250, 1.0 to 5.0 acres, $300 5.1 to 40.0 acres, $400 greater than 40.0 acres; and WHEREAS, the City Council discussed the Metro fee at its May 22, 2007 work session and agreed to provide fzulding for the Metro mapping/filing fee to property owners who voluntarily annex to the City until July 1, 2008. NOW, THEREFORE, BE IT RESOLVED by the Tigard City Council that: SECTION 1: Resolution 07-13 is hereby amended to expand the incentives to annex to include City payment of die Metro mapping/filing fee until July 1, 2008. SECTION 2: This resolution is effective immediately upon passage. PASSED: This _ day of 2007. Mayo - City of Tigard ATTEST: City Recorder - City of Tigard RESOLUTION NO. 07 - /47 Page 1 Agenda Item # 3.9 Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title: Resolution Approving Budget Amendment #6 to the FY 2007-08 Budget Increasing Appropriations by $60,000 in the Parks Capital Fund Budget to Reflect the Additional Anticipated Costs Associated with the Construction of Two Entryway Monuments Leading Into the City of Tigard. Prepared By: Robert Sesnon Dept Head Approval: jW City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall the City Council approve Budget Amendment #6 to increase appropriations in the Parks Capital Fund budget to reflect the additional anticipated costs for constructing two entryway monuments leading into the City of Tigard? STAFF RECOMMENDATION Staff recommends approval of Budget Amendment #6. KEY FACTS AND INFORMATION SUMMARY In the FY 06/07 budget, the City Council initiated the Tigard Entryway Monuments project and appropriated funds for design and construction. The design was started and the project was carried over to FY 07/08. The City Council approved appropriations of $35,000 for the project in the FY 07/08 budget, expecting these funds to be sufficient for final design and construction of two entryway monuments. Staff issued a formal Invitation to Bid in the summer of 2007 and received no response. Staff then contacted specialized contractors such as sign makers, masons and landscapers in an attempt to get quotes for some or all of the work. Staff finally received a complete bid of $38,895 for one monument. This bid is significantly higher than the $15,000 per monument that was estimated during the budgeting process. A second Invitation to Bid was executed in January and yielded five bid responses. Based upon the bid amounts, which remain in the $40,000 per sign range, and a review of the bidders' qualifications, a contract was awarded by the LCRB at the February 26`h meeting to Zink Commercial Contractors, Inc. for the completion of two signs. Of the $35,000 that was budgeted for this project in FY 07/08, approximately $3,600 has been spent or encumbered for the design work. This leaves $31,400 available for construction which is not even sufficient to construct one monument. Therefore, staff requests a budget amendment to appropriate an additional $60,000 to account 225-6400- 754027 for this project. This will bring the total available budget to approximately $91,400 and allow for construction of two entryway monuments this fiscal year. This amount will also allow for additional design or consultant work, if necessary. OTHER ALTERNATIVES CONSIDERED None CITY COUNCIL GOALS Not Applicable ATTACHMENT LIST Resolution including Attachment A. Fiscal Notes This amendment reduces the Parks Capital Fund contingency by $60,000. Agenda Item # , 13 Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title: Resolution Approving Budget Amendment #10 to the FY 2007-08 Budget Increasing Appropriations by $105,000 in the Technology Budget Within the Central Services Fund to Reflect the Additional Anticipated Costs in FY 2008-09 Associated with the Implementation of a New Financial, Human Resource and Risk Management System. n- Prepared By: Robert Sesnon Dept Head Approval: /'CI. City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall the City Council approve Budget Amendment #10 to increase appropriations in the Central Services Fund budget to reflect the additional anticipated costs in FY 2008-09 associated with the implementation of the new financial, human resources and risk management system? STAFF RECOMMENDATION Staff recommends approval of Budget Amendment #10. KEY FACTS AND INFORMATION SUMMARY Last fall, Council approved a contract with SunGard Bi-Tech to license and implement a new financial, human resource and risk management system. The total amount of this contract is $715,836, with $310,000 budgeted in the current fiscal year. The remaining $405,000 is included in the requested budget for next fiscal year. Rapid progress is being made on this project and staff anticipates going live with the core financial piece (procurement, general ledger, accounts receivable and reporting) in July 2008. The human resource and risk management modules will be implemented during FY 2008-09. The $310,000 budgeted for this fiscal year will not be sufficient to cover the costs staff anticipates incurring through June 30`h, and it will therefore be necessary to increase appropriations by $105,000. This will not increase the total budget for the project. Rather, the $405,000 requested for next year will be reduced by this amount, to $300,000. OTHER ALTERNATIVES CONSIDERED None CITY COUNCIL GOALS Not Applicable ATTACHMENT LIST Resolution including Attachment A. Fiscal Notes This amendment reduces the Central Services Fund contingency by $105,000. Agenda Item # 3,q Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title Resolution Approving Budget Amendment #11 to the FY 2007-08, Budget Increasing Appropriations by $160,000 in the Traffic Impact Fee Fund Budget to Reflect the Costs Associated with Improvements at the Intersection of 72"d Avenue and Dartmouth. Prepared By: Joe Barrett Dept Head Approval: 8 City Mgr Approval: CP ISSUE BEFORE THE COUNCIL Shall the City Council approve Budget Amendment #11 to adjust the TIF Fund Budget to cover the costs associated with improvements at the intersection of 72"d Avenue and Dartmouth? STAFF RECOMMENDATION Staff recommends approval of Budget Amendment #11. KEY FACTS AND INFORMATION SUMMARY In January 2007, the Local Contract Review Board (LCRB) issued W & H Pacific a Work Order Agreement for $220,154.62 to design intersection improvements for 72"d Avenue and Dartmouth Street. This intersection is currently configured as an "all-way stop" and is one of the most heavily-traveled intersections in the City. The work was not completed during last fiscal year and the appropriations were inadvertently left out of the FY 2007-08 budget. W & H Pacific had a balance of approximately $160,000 on their agreement at the end of FY 2006-07, which needs to be appropriated this fiscal year to complete the work. OTHER ALTERNATIVES CONSIDERED N/A. CITY COUNCIL GOALS N/A ATTACHMENT LIST 1. Resolution FISCAL NOTES This amendment reduces the TIF Fund contingency by $160,000. Agenda Item # 310 Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title: Resolution Approving Budget Amendment #12 to the FY 2007-2008 Budget Increasing Appropriations by $800,000 in the Water Capital Improvement Program Fund to Reflect Additional Costs to be Incurred in FY 2007-2008 as the Result of a Shortened Construction Schedule on the 3.0 Million Gallon 550-Foot Service Zone Reservoir No. 2. Prepared By: _Toe Barrett Dept Head Approval: (Liar City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall the City Council approve Budget Amendment #12 to increase appropriations in the Water Capital Improvement Program Fund budget to reflect the additional anticipated costs in FY 2007-08 associated with the construction of the 3.0 million gallon 550-Foot Service Zone Reservoir No. 2? STAFF RECOMMENDATION Staff recommends approval of Budget Amendment # 12. KEY FACTS AND INFORMATION SUMMARY In the fall of 2007, the Local Contract Review Board approved a contract to Emery & Sons Construction for the construction of the City's new 3.0 million gallon 550-Foot Service Zone Reservoir No. 2. The total estimated cost of the project is $5.7 million, with $4.4 million budgeted in FY 2007-08 and the remaining $1.3 million currently included in the FY 2008-09 Proposed budget. Due to slowing economic conditions, the contractor is now able to utilize more construction workers on the project than was originally anticipated, and as a result progress has accelerated. Because of this acceleration, the amount budgeted for this project in the current fiscal year will be insufficient and it will therefore be necessary to increase FY 2007-08 appropriations for this project by $800,000. This will not increase the total cost of the project, rather the FY 2008-09 Proposed budget will be reduced by this amount. OTHER ALTERNATIVES CONSIDERED None CITY COUNCIL GOALS Not Applicable ATTACHMENT LIST 1. Resolution including Attachment A. Fiscal Notes This amendment reduces the Water Capital Improvement Project Fund's Contingency by $800,000. Agenda Item # 3-// Meeting Date March 25, 2008 LOCAL CONTRACT REVIEW BOARD AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Tide Award of Contract for Construction of the Fairhaven Street Sanitary Sewer Extension (Sewer Reimbursement District No. 38 Prepared BY: Vannie N$uYen Dept Head Approval: r/ City Mgr Approval: l~ ISSUE BEFORE THE LOCAL CONTRACT REVIEW BOARD Shall the Local Contract Review Board, by motion, approve a contract award for construction of the Fairhaven Street Sanitary Sewer Extension (Sewer Reimbursement District No. 38)? STAFF RECOMMENDATION Staff recommends that the Local Contract Review Board, by motion, approve a contract award to Northwest Earthmovers in the amount of $277,492.80 and authorize an additional amount of $27,000 to be reserved for contingencies and applied as needed as the project goes through construction. The total amount committed to the project is therefore $304,492.80. KEY FACTS AND INFORMATION SUMMARY • On February 12, 2008, Council approved the formation of Reimbursement District No. 38. • The project was advertised for bids on February 19, 2008 in the Daily Journal of Commerce, and February 21, 2008 in The Times. Three project addenda were issued to clarify design issues and extend the bid opening date from March 4 to March 6, 2008. The bid opening was conducted at 2:00 PM on March 6, 2008 and the bid results are: Northwest Earthmovers Tualatin, OR $277,492.80 Canby Excavating Canby, OR $279,649.90 H&R Utility Hillsboro, OR $329,238.00 Sonoma Pacific Clackamas, OR $340,712.50 Emery & Sons Stayton, OR $354,875.00 Kuenzi Communications Silverton, OR $399,541.25 Crestview Construction Hillsboro, OR $424,253.00 Dunn Construction Gresham, OR $699,815.00 Engineer's Estimate Range $378,000 to $462,000 • The project constructs approximately 2,100 feet of 8-inch sanitary sewer main and 500 feet of 4-inch service lateral to provide sewer service to 22 lots on Fairhaven Street, Fairhaven Court, 115`h, 114`h and 110`h Ave. Connection of the downstream sewer lines to an existing manhole located on a private property is not allocated to the Reimbursement District. The City will pay for these costs as approved in the district formation meeting. • The bid submitted by Northwest Earthmovers for completion of the sewer lines to be paid by the district is $217,588.80 and for the downstream connection is $59,904.00 for a total of $277,492.80. • The low bid amount is approximately $100,000 less than the low number in the Engineer's estimate range. The major difference between the Engineer's estimate and the low bid is contained in three bid items. The relatively low unit bid prices on those three bid items are explained by Northwest Earthmovers as follows:: - The short distance between the job site and the company's office in Tualatin makes the "Mobilization" item less expensive. - Eight-inch polyethylene vinyl chloride (PVC) pipe is ordered in large quantities to supply multiple projects including the City's. As a result, the unit bid price is almost 30% less than the average price submitted by other bidders. - The "Trench Excavation and Backfill" item is also less because the contractor anticipates that proper construction methods can be used to ensure limited usage of rock and asphaltic concrete when backfilling and paving the sewer's trench. • Staff has reviewed all the bids submitted and has determined that Northwest Earthmovers' bid is responsive and reasonable. Staff recommends approval of the contract award to this lowest bidder. • Upon Council approval of the contract and after the Notice to Proceed has been issued, the contractor will have 60 days to complete the construction of the project. The construction is anticipated to start in mid- April and is expected to be completed by mid June of this year. OTHER ALTERNATIVES CONSIDERED None CITY COUNCIL GOALS The proposed Reimbursement District meets Goal No. 1, Updating the Comprehensive Plan, by providing areas currently on septic systems with sewer service as required by the Plan. ATTACHMENT LIST Project location map FISCAL NOTES This and other Sanitary Sewer Extension projects are funded in the amount of $2,000,000 in the FY 2007-08 Capital Improvement Program. The approximate fund balance of $1,460,000 is sufficient to award a contract of $277,492.80 to Northwest Earthmovers and to reserve a contingency amount of $27,000 for the project. FAIRHAVEN STREET-REIMBURSEMENT DIST NO. 38 FY 2007-08 SANITARY SEWER EXTENSION PROGRAM A PORTION OF THE SW 1 /4 SECTION 3 T2S R1 W W.M. z ~ oL m ~ N A/ A N ST w N GARDEN ARK P Q VICINITY MAP NTS Agenda Item No. Meeting of ,aej,~ aS a008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title A Resolution Granting an Exemption from Property Taxes Under Tigard Municipal Code Section 3.50 for Three Non-Profit Low Income Housing Projects Owned and Operated by Community Partners for Affordable Housing (CPAH) and One Housing Project that is Operated by Tualatin Valley Housing Partners VHP. Prepared By: Robert Sestnon Dept Head Approval:3 City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall three low-income housing projects owned and operated by the Community Partners for Affordable Housing (CPAH) and one housing project managed and operated by the Tualatin Valley Housing Partners (I'VHP) be exempted from City of Tigard property taxation for 2008? STAFF RECOMMENDATION Staff recommends approval of this resolution. KEY FACTS AND INFORMATION SUMMARY Tigard Municipal Code 3.50 allows certain organizations providing low income housing to be exempted from Tigard property taxation upon application by March 1 of each year and a demonstration of compliance with certain criteria listed in the Code. Community Partners for Affordable Housing owns and operates Greenburg Oaks, located at 11875 SW 91" Avenue in Tigard. Community Partners for Affordable Housing also owns a single family house located at 9330 SW Tangela Court in Tigard and a low-income housing project on SW Hall Boulevard, known as the Village at Washington Square. These projects are operated as low-income housing and meet all criteria listed in the Tigard Municipal Code. Community Partners for Affordable Housing submitted three applications for exemption from 2008 property taxes on February 22, 2008, which is within the March 1 deadline. All three properties were exempted from property taxation in 2007. Tualatin Valley Housing Partners has applied for the low-income housing tax exemption for the 119-unit Hawthorne Villa, located at 7705 SW Pfaffle Street. The application for exemption was submitted on February 18, 2008, which is also within the March 1 deadline. This will be the third year that Tualatin Valley Housing Partners has applied for this exemption and their property was exempted in 2007. The applications were reviewed by staff in the City's Community Development Department and staff determined that the requested tax exemptions are consistent with the applicable Tigard Municipal Code and also the adopted City Housing Policy. The attached resolution gives consent from the City of Tigard for this tax abatement. Under State law, Community Partners for Affordable Housing and Tualatin Valley Housing Partners must receive similar approval from jurisdictions accounting for 51% (or more) of the total property taxes to be levied on these properties. Both organizations will also make application to the other taxing units. OTHER ALTERNATIVES CONSIDERED Do not approve this tax exemption. CITY COUNCIL GOALS N/A ATTACHMENT LIST Resolution Three applications from Community Partners for Affordable Housing. One application from Tualatin Valley Housing Partners. Memos from Duane Roberts regarding CPAH's and TVHP's applications meeting Tigard Municipal Code criteria. FISCAL NOTES The estimated assessed value of the four properties and the estimated impact of an exemption from City of Tigard property taxes are shown below: Property Estimated City of Tigard City of Tigard Total Tax Rate Total Property Assessed Value * Tax Rate Property Tax Tax Impact Including Bond Impact Levy) (Estimated) Village at $2,663,060 $2.7266/$1,000 $7,261 $15.7510/$1,000 $41,946 Washington Square Single Family $181,468 $2.7266/$1,000 $495 $15.7510/$1,000 $2,858 Home - 9330 SW Tan ela Ct. Greenbur Oaks $3,097,385 $2.7266/$1,000 $8,445 $15.7510/$1,000 $48,787 Hawthorne Villa $2,494,969 $2.7266/$1,000 $6,803 $15.7510/$1,000 $39,298 Total Impact $23,004 $132,889 *Because these properties have been exempted from property taxation in the past, Washington County does not show a current assessed value. This figure is an estimated value. MEMORANDUM TIGARD TO: Bob Sesnon FROM: Duane Roberts RE: TVHP Application for Property Tax Exemption DATE: 3/7/08 SUBJECT: Applications for Tax Abatement The Beaverton-based Tualatin Valley Housing Partners (TVHP) has submitted an application for a City low-income housing tax exemption for the 119-unit Hawthorne Villa, located at 7705 SW Pfaffle Street in the incorporated Metzger area. TMC 3.50.020, "Nonprofit corporation low income housing; exempt criteria", lays out five criteria for considering exemption requests. Whether and how the TVHP application meets each of these criterions is detailed below. 1. The property is owned or being purchased by a corporation that is exempt from income taxes under section 501(c) (3) or (4) of the Internal revenue Code A copy of an Internal Revenue Service letter, dated October 7, 1998, verifies that TVHP qualifies as a 501(c) organization. According to a copy of previously submitted letter, dated June 23, 2005, TVHP is the "Managing General Partner" for the property in question. 2. Upon liquidation, the assets of the corporation are required to be applied first in payment of all outstanding obligations, and the balance remaining, in cash and in kind, to be distributed to corporations exempt from taxation and operated exclusively for religious, charitable, scientific, literary or educational purposes or to the State of Oregon. The list of submittal requirements under TMC 3.50.040 does not include any reference to information on asset liquidation, and the TVHP application does not contain any such information. Tom Benjamin, TVHP Executive Director, verbally has advised staff that the organization's incorporation papers assign the organizations assets, upon liquidation, to a 501(c) 3 non-profit, engaged in activities similar to those of TVHP. f 3. The property is occupied by low income persons. The TMC defines low income as household income at or below 60% of area median. According to the TVHP Executive Director, tenant income is verified upon application and is re-certified on an annual basis. Household income at or below 60% of median is the cut- off for new and continued rental unit occupancy. Many of the Hawthorne Villa tenants are "case managed", or current clients of public and non-profit social service providers. 4. The property or portion of the property receiving the exemption is actually and exclusively used for the purposes described in section 501(c) (3) or (4) of the Internal Revenue Code The application certifies that the Hawthorne Villa complex is exclusively used for the intended purpose of providing affordable housing to income restricted households. 5. The exemption has been approved as provided in section 3.50.050 This criterion relates to the required City process for handling exemption requests. Conclusion: TVHP was established some years ago by the County Community Action Agency. Hawthorne Villa was the agency's first project. This is the fourth year TVHP has applied to the City for tax abatement. The request appears to meet all of the qualifying criteria established in TMC 3.50.020. The "Affordable Housing Program", adopted in 9/03 as "a complete and official statement of the City's overall affordable housing program", includes tax abatement as one of the City's strategies for facilitating affordable housing in the community. Its purpose is to allow the non-profit operators of low-income housing to reduce annual operating expenses, thereby allowing these operators to serve lower-income households. Granting the requested tax exemption to TVHP would be consistent with the applicable TMC standards and also with the adopted City housing policy. MEMORANDUM TO: Bob Sesnon FROM: Duane Roberts RE: CPAH Applications for Tax Exemption DATE: 3/7/08 The Tigard-based Community Partners for Affordable Housing (CPAH) has submitted separate applications for low-income housing tax exemptions for three properties it owns and manages inside the City. The three include the 26-unit Village at Washington Square, the 84-unit Greenburg Oaks, and a four-bedroom single family house located two blocks from the Greenburg Oaks units at 9330 SW Tangela. TMC 3.50.020, "Nonprofit corporation low income housing; exempt criteria", provides standards for considering exemption requests. Whether and how the CPAH applications meet each of these standards is detailed below. 1. The property is owned or being purchased by a corporation that is exempt from income taxes under section 501(c) (3) or (4) of the Internal revenue Code A copy of an Internal Revenue Service letter, dated March 11, 1999, verifies that CPAH qualifies as a 501(c) organization. 2. Upon liquidation, the assets of the corporation are required to be applied first in payment of all outstanding obligations, and the balance remaining, in cash and in kind, to be distributed to corporations exempt from taxation and operated exclusively for religious, charitable, scientific, literary or educational purposes or to the State of Oregon. The list of submittal requirements under TMC 3.50.040 does not include any reference to information on asset liquidation, and the CPAH applications do not contain any such information. The director has verbally confirmed to staff that the organization's incorporation papers do, indeed, include a provision of this kind. 3. The property is occupied by low income persons. The TMC defines low income as household income at or below 60% of area median. According to the CPAH submittals, in the case of all three of its pro)ects, tenant income is verified upon application and is re-certified on an annual basis. Household income at or below 60% of median is the cut-off for continued eligibility. Within each of its applications, CPAN certifies that all residents served by the three properties in question earn at or below the 60% level. 4. The property or portion of the property receiving the exemption, is actually and exclusively used for the purposes described in section 501 (c) (3) or (4) of the Internal Revenue Code The applications certify and a staff visit to the two apartment complexes confirms that all the property is exclusively used for the intended purposes. 5. The exemption has been approved as provided in section 3.50.050 This criterion relates to the required City process for handling exemption requests. Conclusion: CPAH-owned properties have qualified for tax abatement every year since 1996. According to the applications submitted for FY 08/09 abatement, no changes in circumstances have occurred that would disqualify the non-profit housing provider from continuing to receive the exemption. The "Affordable Housing Program", adopted 9/03 as "a complete and official statement of the City's overall affordable housing program", includes tax abatement as one of the City's strategies for facilitating affordable housing in the community. The abatement's purpose is to allow the operators of low-income housing to decrease annual operating expenses, thereby allowing them to serve lower-income households. According to the CPAH applications, if granted, 100% of the property tax exemptions would continue to be passed on as a direct subsidy for its residents. Therefore, granting the exceptions to CPAH would be consistent with the applicable TMC standards and also with adopted City housing policies. ~Q9 •~11~ • P.O. Box 23206 • Tigard, OR 97281-3206 FOR A FT O R D A-B L E H O U S UN G, INC. Tel: 503-968-2724 • Fax: 503-598-8923 + www.cpdhinc.org February 22, 2008 Mr. Robert H. Sesnon City of Tigard Financial & Information Services Director 13125 SW Hall Blvd. Tigard, Oregon 97223 . Re: Low-Income. Housing Property Tax Exemption Greenburg Oaks Village at, Washington Square Tangela Single Family Rental Home Dear Mr. Sesnon, Please find enclosed applications for Low-Income Housing Property Tax Exemptions for . Community Partners for Affordable Housing. We appreciate your assistance and will be pleased to respond to any questions. that you may have. Sincerely, Linn Brillman Asset Manager Encs. CPAH does not discriminate against any person on the basis of race. color, religion, sex, handicap, familial status national origin, or marital status in the Q admission or access to, or treatment. or emplayment in its federally assisted programs and activities. V~ =2V FOR AFFOR.DAB.LE HOUSING, INC. 9 PO Box 23206 • Tigard OR 97281-3206 • Tel:503.968.2724 • Fax:503.598.8923 • www.cpahinc.org • info@cpahinc.org City of Tigard Application for Tax Abatement FdM"Y2Z 200 Greenburg Oaks (formerly Villa La Paz) Apartments 11875 SW 91 st Avenue, Tigard A. Property Description B. Project's Charitable Purpose C. Certification of Resident Income Levels D. How Tax Exemption. Will Benefit Residents E. Tax Exempt Status F. Verification of Information G. IRS Letter A. Property Description Greenburg Oaks Apartments (Tax account # R-276472),11895 SW 91" Avenue, is just off Greenburg Road and Pacific Highway. The site sits on 3.01 acres and consists of 84 units in four buildings: 12 one-bedroom/one-bath 564 square foot units, 60 two-bedroom/one-bath 839 square foot units, and 12 three-bedroom/one-bath 1,007 square foot units. In 1998, CPAH added a Community Center to the complex. The Community Center houses a computer center, library, multipurpose room and property management office. In 2005/2006, CPAH completed a $3.5 million dollar rehabilitation of the apartment interiors, building exteriors and project site. Highlights of the rehab include: replacing all building siding and windows, re-configure and repave the parking lot, replace all property landscaping, upgrade the recreation facilities, renovate and upgrade project site lighting and signage. Interior work included replacing all waterlines and drains, replacing all cabinets, countertops, light fixtures and most appliances (refrigerators, dishwashers, hot water heaters) with Energy Star rated devices, replacing all window coverings and many carpets, re-texture and repaint all apartments. The project featured energy saving appliances, compact fluorescent light fixtures, better insulation, and low volume plumbing fixtures, all of which have reduced tenant energy costs. The rehab work was done without displacing any tenants and with only minimal rent increases. The project has now achieved stable occupancy, has experienced reduced maintenance and energy costs, and, after many years of operating deficits, has paid off all its accounts payable and has positive cash flow each month. Financing for the project came from a number of public and private grants and low income housing tax credit investments. No new debt was taken on. Approximately $10,000 of the funding was provided by the City of Tigard Affordable Housing Fee Assistance program. Other funding came from the Meyer Memorial Trust, the Paul Allen Foundation, the Oregon Community Foundation, Washington County Office of Community Development through the CDBG and HOME investment programs, and the State of Oregon. Key Bank increased its investment by over $2 million dollars. Legal Description: The site is located in the southeast '/o of Section 35, Township 1 South, Range 1 West (Willamette Meridian). Tax Lot: The Washington County Map shows the site as tax lot 23-74-2000, Parcels I, 11, and M B. Project's Charitable Purpose The mission of Community Partners for Affordable Housing, Inc. (CPAH) is to promote a healthy community through the development of. permanent affordable housing, sustainable economic growth, and community-based partnerships. CPAH's acquisition and renovation of the complex has ensured that the previously neglected property is professionally managed as safe, decent, and affordable housing for families with a shrinking number of housing options. Our property has significantly reduced the housing burdens of our families. The efficient delivery of our services has improved the health and prospects of all APPLICATION FOR TAX ABATEMENT PAGE 2 OF 4 household members, and served to break the multi-generational cycles of poverty. CPAH's commitment to 40 years of affordability for those at 50 and 60% of median income guarantees that these apartments will be affordable effectively for the life of the buildings. CPAH maintains active partnerships with the Tigard Police Department, Tualatin Valley Fire & Rescue, Tigard Libraries, and the Tigard School District to enhance the safety and quality of life for residents and to be sure that our programs are well-coordinated with other community resources. Partnerships with Community Action, Good Neighbor Center, Luke-Dorf, HopeSpring, Neighborhood House, Lifeworks NW and other organizations to provide information and referral as well as emergency services like food boxes and rent and utility assistance. Coordination agreements with these agencies enhances ongoing case management and has provided a fresh start to many families facing significant barriers to moving from homelessness to permanent housing. Several families each year are being reunited with their children as a result of receiving a housing opportunity at Greenburg Oaks. The Community Center at Greenburg Oaks is the focal point for support, skill building, and community building activities offered by CPAH through its resident services program which includes after-school and summer youth programs. CPAH's on-site computer learning center is used by youth for homework, research, e-mail, and educational games; and by adults for job search activities and Internet access. The Tigard Library has twice obtained grant resources to purchase children's material for our on-site library. CPAH offers a variety of adult services as well. These include classes in support of parenting skills, budgeting and other financial literacy skills, and nutritional shopping and cooking. The Community Center is also host to a number of general community activities including rent readiness courses, HopeSpring parenting classes, financial literacy classes, parenting safety skills and budget and nutrition classes. The Community Center hosts weekly meetings for AA, NA, and Alanon groups. The rehab project was designed to extend the functional life of this project by at least another 30 years. The affordable rents covenant with the state was extended for another 40 years. No households have been displaced as a result of the rehab. Rents at the project will remain affordable to households earning 50% of less of the area median income. Three of the apartments will be reserved for low income families with at least one member in active recovery from alcohol or drug addiction C. Certification of Resident Income Levels Resident income levels are verified upon application for tenancy and are recertified each year. CPAH has covenants with the state and with Washington County to use the property exclusively for low income rentals for a period of at least 40 years. These covenants require that all households have earnings at or below 60% of the area median income. Some units are restricted to households earning at or below 50%. Compliance with these covenants is monitored by the State of Oregon Department of Housing and Community Services and by theWashington County Office of Community Development. We certify that all apartments in this property are targeted to and remain affordable to households earning at or below 60% of the Area Median Income. APPLICATION FOR TAX ABATEMENT PAGE 3 OF 4 D. How Tax Exemption Will Benefit Residents 100% of the property tax exemption is a direct subsidy for the residents. Every dollar reduction in operating costs is passed on as a reduction in the scheduled rents. Some costs, such as the cost of operating our youth programs, must be funded from outside sources. Without property tax abatement, we would have to shift some of our fundraising efforts from developing sources for these programs and use them instead to cover basic operations. It can be argued that using property tax revenues to subsidize well managed affordable housing units results in a net savings of public resources. Fewer and less-severe police calls, healthier students, and stably housed social service consumers, all provide a direct reduction in the demand for government funded services. E. Tax Exempt Status CPAH is general partner of the Villa La Paz Limited Partnership, a single asset entity established for the purpose of acquiring the apartments and qualifying for low-income housing tax credits. CPAH's IRS Determination Letter is attached. CPAH undergoes a full independent audit of its books annually, as does Villa La Paz, LP. Both the State of Oregon Housing and Community Services Department and the U.S, Department of Housing and Urban Development review the project and resident files annually. F. Verification of Information I hereby certify that the information in this application for tax abatement is accurate and complete to the best of my knowledge. Income Property Management Company performs day-today management of the property and is responsible for certifying income levels of each resident for compliance with program guidelines. 2. S-~kA7( -2-0. OF Sheila Greenlaw-Fink, Executive Director Date APPLICATION FOR TAX ABATEMENT PAGE 4 OF 4 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR P. O. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: Date: 93-1155559 VAR I 1 fill Derr : 17053030720009 COMMUNITY PARTNERS FOR AFFORDABLE Contact Person: HOUSING THOMAS E O'BRIEN ID# 31187 PO BOX 23206 Contact Telephone Number: TIGARD, OR 97281-3206 (877) 829-5500 Our Letter Dated: February 1995 Addendum Applies:' No Dear Applicant: This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt.status under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3) is still in effect. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a)(1) and 170(b)(1)(A)(vi)'. Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a)(1) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware'of, the act or failure to'act, or the substantial or material change on the.part of the organization that resulted in your loss of such status, or if he-or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as k•section 509(a)(1) organization. If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help resolve any questions about.your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. ' Sincerely yours, District Director Letter 1050 (DO/CG) J Ave FOR AFFORDABLE HOUSING, INC. ~~~r PO Box 23206 • Tigard OR 97281-3206 • Tel:503.968.2724 • Fax:503.598.8923 • www.crahinc.org • irrb@cpahinc.org City of Tigard A►M-M--- on iorTaocAbac6eme Febl ay 22, 2" Village at Washington Square 11157-11163 SW Hall Boulevard, Tigard IA. Property Description I B. Project's Charitable Purpose C. Certification of Resident Income Levels D. How Tax Exemption Will Benefit Residents E. Tax Exempt Status F. Verification of Information G. IRS Letter A. Property Description Village at Washington Square is located at 11157-11163 SW Hall Boulevard, between SW Spruce and SW Pfaffle in Tigard. The site is located within the Washington Square Regional Center and is proximate to many employment opportunities as well as public transportation and other services. The Village at Washington Square includes three residential buildings with a total of 26 dwelling units, and a community building, all arranged around a central courtyard/play yard. The project includes one studio, seven one-bedroom, five two-bedroom, seven three-bedroom and six four-bedroom units. Eleven of the units are traditional apartment flats, while the other 15 are 2 story townhomes with bedrooms above the main floor living space. The project includes a community green space with benches, a path and a butterfly garden. The total site sits on.84. acres. Legal Description: Partition Plat 1998-038, Lot 1 and Partition Plat 1998-038, Lot 2 in the City of Tigard, County of Washington, State of Oregon Tax Lot: 1 S 135DA (04600 & 04700) B. Project's Charitable Purpose The mission of Community Partners for Affordable Housing, Inc. (CPAH) is to promote a healthy community through the development of. permanent affordable housing, sustainable economic growth, and community-based partnerships. When it opened in 2002, The Village at Washington Square was the fast addition of affordable units to the Tigard housing stock in a decade. The 26 units are priced to be affordable to very low, low, and moderate-income residents. The project is subject to an extended use agreement to keep the rents affordable for 60 years, effectively the full life of the property. This covenant is recorded with the title of the property and requires that rents will be affordable to households at 30%, 45% and 60% of area median income and significantly below market rents. Half of the units are three and four bedroom apartments serving larger families who are often unable to find affordable rental opportunities in Tigard. CPAH maintains active partnerships with the Tigard Police Department, Tualatin Valley Fire & Rescue, Tigard Libraries, and the Tigard School District to enhance the safety and quality of life for residents and to be sure that our programs are well-coordinated with other community resources. CPAH works closely with Community Action and other agencies to provide information and referral as well as emergency services like food boxes and rent and utility assistance. Coordination agreements with social service programs such as HopeSpring (a partnership of Lutheran Family Services, Community Action Organization, Good Neighbor Center, Luke-Dorf, and Lifeworks, NW enhance ongoing case management and link stable housing with successful program outcomes. The Community Center at The Village at Washington Square is the focal point of the support, skill building, and community building activities offered by CPAH through its resident services programs. CPAH's on-site three-computer learning center is used by youth for homework, research, e-mail, and educational games; and by adults for job search activities and Internet access. CPAH offers a variety of adult services as well. These include Neighborhood Watch, classes in support of parenting skills, budgeting and other financial literacy skills, and nutritional shopping and cooking. The center is also host to weekly HopeSpring self-sufficiency classes. APPLICATION FOR TAX ABATEMENT PAGE 2 OF 3 The Village at Washington Square is located within a census tract (309) which has a higher than average concentration of low-income rental households. The number of residents without a high school diploma is notably higher than for Tigard as a whole (15% vs. 9%). This area has the second highest concentration of children under 9 of the eight census tracts in Tigard. While this area represents 9% of Tigard's population, it is home to nearly 16% of the city's minority households. C. Certification of Resident Income Levels Resident income levels are verified upon application for tenancy. Residents may remain in their units as long as they income qualify at entry. Rents are well below the market for the area. We certify that all apartments in this project are targeted to and remain affordable to households earning at or below 60% of the AMI. Compliance with income restriction requirements is audited annually by the State of Oregon Department of Housing and Community Services, Washington County Office of Community Development, and by our limited partner investor, Key Bank D. How Tax Exemption Will Benefit Residents 100% of the property tax exemption is a direct subsidy for the residents. Every dollar reduction in operating costs is passed on as a reduction in the scheduled rents. Some costs, such as the cost of operating our youth programs, must be funded from outside sources. Without property tax abatement, we would have to shift some of our fundraising efforts from developing sources for these programs and use them instead to cover basic operations. It can be argued that using property tax revenues to subsidize well managed affordable housing units results in a net savings of public resources. Fewer and less-severe police calls, healthier students, and stably housed social service consumers, all provide a direct reduction in the demand for government funded services. E. Tax Exempt Status CPAH is the general partner of the Village at Washington Square Limited Partnership, a single asset nonprofit corporation. CPAH's IRS Determination Letter is attached. CPAH undergoes full audit of its books annually, as does the Village at Washington Square. The State of Oregon Housing and Community Services Department and the U.S. Department of Housing and Urban Development review the project and resident files annually. F. VeMcation of Information I hereby certify that the information in this application for tax abatement is accurate and complete to the best of my knowledge. Income Property Management Company performs day-today management of the property and is responsible for certifying income levels of each resident for compliance with program guidelines. Sheila Greenlaw-Fink, Executive Director Date APPLICATION FOR TAX ABATEMENT PAGE 3 OF 3 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR P. O. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: Date: 93-1155559 VAR 1 1 1~9 DLN: 17053030720009 COMMUNITY PARTNERS FOR AFFORDABLE Contact Person: HOUSING THOMAS E O'BRIEN ID# 31187 PO BOX 23206 Contact Telephone Number: TIGARD, OR 97281-3206 (877) 829-5500 Our Letter Dated: February 1995 Addendum Applies:' No Dear Applicant: This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt.status under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3) is still in effect. Based on the.. information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a)(1) and 170 (b) (1) (A) (vi). Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a)(1) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material change-on the.part of the organization.that resulted in your loss of such status, or if he-or she acquired knowledge that the Internal Revenue Service had given notice.that you would no longer be classified as a,-section 509(a)(1) organization. If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help resolve any questions about.your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. ' Sincerely yours, j District Director Letter 1050 (DO/CG). Mel 1 kyll U 011 CIO, Is I oto r • • • FOR AFFORDABLE HOUSING, INC. -Ah PO Box 23206 • Tigard OR 97281-3206 • Tel:503.968.2724 • Fax:503.598.8923 • www.cpahinc.org • info@cMhinc.org City of Tigard Application for Tax Abatement Fe xay22, 2" Tangela Single Family Rental Home 9330 SW Tangela IA. Property Description 1B. Project's Charitable Purpose C. Certification of Resident Income Levels D. How Tax Exemption Will Benefit Residents E. Tax Exempt Status F. Verification of Information G. IRS Letter A. Property Description Community Partners for Affordable Housing, Inc. acquired the single family "Tangela House" at 9330 SW Tangela in Tigard, on December 31, 1999, with assistance from the Washington County CDBG program and a loan from Washington Mutual Savings Bank. It is located just two blocks from CPAH's multifamily project, Greenburg Oaks Apartments. The two story 1,916 square foot house sits on a 5,450 square foot lot and is zoned R-7 residential. CPAH converted an upstairs bonus room into a 5th bedroom and completed other necessary repairs after initial acquisition. In late 2006, the long term resident of the house gave notice that her family was growing and moving out and her Section 8 certificate was being reduced. She gave notice and moved into a smaller house consistent with her reduced Section 8 subsidy. We consider this a very successful outcome of a long term occupancy providing a stable neighborhood environment to raise a family that had previously experienced transient and sub-standard housing. CPAH completed more than $5,000 in repairs and replacements and the home was re-rented in early 2007 to the existing large low income family. Legal Description: Barbee Court,. Lot 1, Tigard, County of Washington, State of Oregon. Tax Lot: 1S135DC-05300. B. Project's Charitable Purpose The mission of Community Partners for Affordable Housing, Inc. (CPAH) is to promote a healthy community through the development of permanent affordable housing, sustainable economic growth, and community-based partnerships. CPAH acquired the four-bedroom single family home in order to assist the County and the Good Neighbor Center Shelter in meeting a "replacement unit" requirement triggered by the Uniform Relocation Act when the shelter acquired its current site and demolished a single family home housing a low-income family. CPAH completed needed repairs and upgraded the home to a five- bedroom dwelling, in order to provide a rare opportunity in our community - an affordable single-family rental house for a very large family. The home is proximate to CPAH's Greenburg Oaks property, where management and resident services are available to the household. These services include a computer center, community room, neighborhood watch, Individual Development Account grants, and other programs. The resident services coordinator and property management staff visit the home on a regular basis to ensure that the property is well managed and to maintain an ongoing relationship with the residents. The home is located within a census tract (309) which has a higher than average concentration of low-income rental households. The number of residents without a high school diploma is notably higher than for Tigard as a whole (15% vs. 9%). This area boasted the second highest APPLICATION FOR TAX ABATEMENT PAGE 2 OF 3 concentration of children under 9 of the eight census tracts in Tigard. While this area represents 9% of Tigard's population base, it is home to nearly 16% of the city's minority households. C. Certification of Resident Income Levels Resident income level is verified upon application, and must be less than 60% of the area's median income. Income is recertified annually. We certify that all residents served by this property earned at or below 60% of the AMI. D. How Tax Exemption Will Benefit Residents 100% of the property tax exemption is passed on as a direct subsidy for the residents. Every dollar reduction in operating costs results in a reduction in the scheduled rents. Some costs, such as the cost of operating our youth programs, must be funded from outside sources. Without property tax abatement, we would have to shift some of our fundraising efforts from developing sources for these programs and use them instead to cover basic operations. It can be argued that using property tax revenues to subsidize well managed affordable housing units results in a net savings of public resources. Fewer and less-severe police calls, healthier students, and stably housed social service consumers, all provide a direct reduction in the demand for government funded services. E. Tax Exempt Status CPAH is direct owner of the Tangela property and is a nonprofit 501(c)(3) organization. Our operations are audited annually to, among other things, confirm that we are in compliance with our charitable status and with requirements of the County grant and Washington Mutual loan documents. Verification of Information I hereby certify that the information in this application for tax abatement is accurate and complete to the best of my knowledge. Income Property Management Company performs day-to-day management of the property and is responsible for certifying income levels of each resident for compliance with program guidelines. 2 Z.o - o 8` Sheila Gr w-Fink, Executive Director Date APPLICATION FOR TAX ABATEMENT PAGE 3 OF 3 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR P. O. BOX.2508 CINCINNATI, OR 45201 Employer Identification Number: Date: 93-1155559 r►(AA 1 1 1~4 DLN: 17053030720009 COMMUNITY PARTNERS FOR AFFORDABLE Contact Person: HOUSING THOMAS E O'BRIEN ID# 31187 PO BOX 23206 Contact Telephone Number: TIGARD, OR 97281-3206 (877) 829-5500 Our Letter Dated: February 1995 Addendum Applies:' No Dear.Applicant: _ This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt. status under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3) is still in effect. Based on the., information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a)(1) and 170(b)(1)(A)(vi)'. Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a).(1) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material change-on the part of the organization that resulted in your loss of such status, or if he-or she acquired knowledge that the Internal Revenue service had given notice.that you would no longer be classified as a,-section 509(a)(11 organization. If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral.part of this letter.. Because this letter could help resolve any questions about -your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. .Sincerely yours., District Director Letter 1050 (DO/CG) Tualatin Valley Housing Partners TUALATItl vAUer HOUSING a eo.wrw+.ni~ ~ov~eotr+wow ~io2~ro2aio+. PART February 18, 2008 Mr. Robert H Sesnon City of Tigard - Finance Department 13125 SW Hall Boulevard Tigard, OR 97223 RE: Hawthorne Villa Apartments Annual Application for Property Tax Exemption Dear Mr. Sesnon, Enclosed is the annual application for property tax exemption for Hawthorne Villa Apartments, pursuant to Chapter 3.50 of the Tigard Municipal Code. This property was first approved for exemption by Tigard City Council Resolution No. 05-26 in April 2005, as well as the Tigard School District in June 2005. Since being appointed as the Managing General Partner of this 119-unit low-income housing tax credit project, TVHP has proactively worked to improve property operations and expand community outreach efforts to low-income residents in the community. A Resident Services Coordinator was placed on-site to interact with residents and develop tenant-appropriate services. Please feel free to contact me if you have any questions concerning the application, or if you require additional documentation. Sincerely, Tom Benjamin Executive Director 6160 Sod Qvos. ~oarotxo.,., O,'e 97006 PO 3,. 1505, ~oaraa~o. O~ 97075 PV: 503_6'11-51137 fix: 503-350-0707 Application for property tax exemption under Chapter 3.50 of the Tigard Municipal Code. 1. Description of the property: a. Legal owner: Hawthorne Villa Limited Partnership b. Tax account number: 8282429 c. Address: 7705 SW Pfaffle, Tigard 97223 d. Date partnership formed: 1996 e. Original funding source: Tax exempt bonds and 4% tax credits f. Managing General Partner: Tualatin Valley Housing Partners 6160 SW Main Beaverton, OR 97008 General Partner: Hawthorne Associates Limited Partnership c/o PNC MultiFamily Capital 121 SW Morrison, Suite 1300 Portland, OR 972043635 g. Type of use: 119 multi-family rental apartments consisting of 30 studios, 83 one-bedroom, 5 two- bedroom, and 1 house (used as community center for resident services programs) 2. Charitable purpose: 100% of the units are rent-restricted by the investor, lender, and State of Oregon (with 'a restrictive covenant recorded on the deed) to residents earning less than 60% of the Portland area median income (AMI). However, a majority of the tenants at Hawthorne Villa frequently fall well below this income restriction. The maximum rental rates that may be charged are limited to 30% of the income of a family earning 60% of AMI. Rental rate maximums are set annually by HUD. -TVHP, s mission is: Tualatin Valley Housing Partners promotes self-sufficiency through affordable. housing for low and moderate income people throughout the Tualatin-Valley. We accomplisli our mission by meeting our objectives: • Acquiring, renovating & preserving existing affordable housing • Building partnerships with for-profit, non-profit & public sector entities in developing new affordable housing • Creating computer centers that provide residents with increased access to information & job skills Design housing sited to increase access to job opportunities & services via public transportation • Expand on-site resident-centered services that increase access to community resources 3. TVHP hereby certifies that all of the residents at Hawthorne Villa meet the requirement of IRS Section 42 income restrictions for projects limited to those earning 60% or less of Area Median Income. 4. Resident benefits of the property tax exemption: Ongoing tax exemptions will contribute to more effficient property operations and continued affordable housing by. a) reducing or eliminating annual rent increases that are often necessary to avoid/offset increasing property operating costs and deficits. b) stabilization of the tenant population by enabling continued residency for those who could not afford significant rent increases c) being able to deliver resident services programs 5. A copy of the IRS 501 (c) (3) exemption is attached. I hereby certify that the above information is correct. Hawthorne Villa Limited Partnership By. Tualatin Valley Housing Partners, its Managing General Partner e Director . Tom Benjamin; Exec* INTER %L REVEMM SMVIC: r DIL. RTdtA= OV TAE TREASMY DISTRYL'F DI'REC'TOR P. o, im 2soe CINCINNATY.t CK. 45201 Rmplayer Identification Number: Date 93 1152 592 1.70532557S9026 TWLA.T= VALLEY HOUSING PARTNERS Contact Person.: Cf0-DAN OLEARY U. & DOWNING PO BOX 2-SOS Contact Telephone: Number: BBAVERTGYIQ, OR "075-1505 1.513) .24.16-5199 Our. Letter Dated: F'ebrrary :1.995 : Addendum Applies:: No Dear App1i cant : This modifies our. letter of the above date itt. which we stated that you would be.ti reated as an. organization than is 'not a. private foundation until t1Ye expiration, of your advance ruliliq period.. Your exempt status under :section 5111 {a) of the :Internal Revenue Cone as a i organizat#' described in section. 5-01.(c) (3) is still. in effect B. "ed. on the information you submitted, we have-determined that you, a , not a private foundations. within the meaning of Section 509 (a) of the Code because` you are an organization of the type described in section 509(a),(1) and i,70 (b) (I) (A),(vi) Grantors and eantrDmtors may rely on this determination unless the internal Revenue service publishes notice..to the contrary: However, if you lose your section 509 (a) (3:) -status. a :grantor or cmtri:butor <may not rely on skis determination if he or she. was: ass. part responsible for., or was aware of, the act or .failure .to act, or the substantial or material change on the part-of the organization..tbat.,~resulted in your lass of such status.. or if he or she acquired knowledge that the 3.nteraa3 Revenue.Service,had given.notice that you would no longer. be classified as A section 509(a)(1) organization _ If we have indicated in, the heading of tba; letter that an addendum applies, the addendum enclosed is. an integral part of thin 'letter, because this letter could help resolve any questions about your private foun.dation'status,. please keep 1.:t in your permanent records If you have any questions:, please. contact-the person whose name. and., telephone number :are shaman above. Sincerely yours, District Director Lettet 105C1 (DO/OGl • Agenda Item # Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Title View the "Water for Tomorrow" Video and Recognize the Volunteer Director and Scriptwriter Prepared By: Dennis Koellermeier Dept Head Approval: City Mgr Approval: 02 ISSUE BEFORE THE COUNCIL View the "Water for Tomorrow" video and recognize the volunteer director and scriptwriter. STAFF RECOMMENDATION View the video and recognize the volunteers. No action is required. KEY FACTS AND INFORMATION SUMMARY ■ In the near future, the City of Tigard and the Intergovernmental Water Board will make some decisions about which long-term water source option(s) should be pursued and which option(s), if any, should be eliminated. ■ The City, attempting to reach as many of its 60,000 water customers as possible, was interested in creating a short video to: - Educate water customers about the need to develop additional water supplies. - Acquaint water customers with the sources under consideration. - Let water customers know how they can get involved or learn more. ■ City staff knew developing the video would be a substantial undertaking, so volunteers Louie Babcock and Debby Dodds were brought on as the video's director and scriptwriter respectively. Their expertise, talent and commitment made the video possible and enabled the City to convey an important message to its water customers. • The video has been able to reach a wide audience and: - Has been aired on the local cable access channel more than 60 times between January and March 2008. - Can be viewed on the City of Tigard web site at www.dgard-or.gov/water. - Is available for check out at the Tigard Public Library. - Has been aired at the Tigard Public Library from February 17 through March 2. OTHER ALTERNATIVES CONSIDERED Not Applicable CITY COUNCIL GOALS Goal # 6 - Make a decision on Tigard's long-range water source(s). ATTACHMENT LIST None FISCAL NOTES Staff was very resourceful and was able to produce the video for under $100. This was accomplished by employing volunteers and the talents of City staff. The City's Volunteer Program Development Specialist facilitated the recruitment of Mr. Babcock and Ms. Dodds, the Chief of Police offered to narrate the video, the City's graphic design expert created charts and other professional materials, the City's information technology division assisted with technical aspects of the project, and volunteers, including citizens, staff and Councilor Woodruff, were willing to take on parts in the video. As a member of the Metropolitan Area Communication Commission, the City is entitled to video-related services as part of its membership. These services were used to record video segments and the narrative, to incorporate music and text into the video, and to assemble the video. Agenda Item # 2 Meeting Date March 25, 2008 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue/Agenda Tide Report from the Washington Coun Fair ounds Revitalization Task Force Prepared By: C. Wheadgy Dept Head Approval: City Mgr Approval: P ISSUE BEFORE THE COUNCIL Hear a report on the proposed recommendation from the Washington County Fairgrounds Revitalization Task Force on the 101-acre County property. STAFF RECOMMENDATION Listen to the report presented by the Task Force and give feedback to the presenters. KEY FACTS AND INFORMATION SUMMARY Mr. Jack Franklin, the Eastern County Citizen representative, will make this presentation to the City Council. The Fairgrounds Revitalization Task Force was appointed by the Board of County Commissioners in March 2007 to ensure the long-term economic viability and service to the community of the County Fair Complex property in Hillsboro. The Task Force has held eight public meetings and is now embarking on a public outreach effort to share the recommendations regarding the future of the Fairgrounds. OTHER ALTERNATIVES CONSIDERED N/A. CITY COUNCIL GOALS N/A ATTACHMENT LIST List of Task Force members. FISCAL NOTES N/A 1:\ADM\13acket'08\080325\wash co fairgrounds ais.doc Washington County Fairgrounds Revitalization Task Force Category Name and Title Washington County Board of Commissioners Tom Brian, Chairman and Task Force Co-Chair Hillsboro City Council Tom Hughes, Mayor and Task Force Co-Chair Washington County Fair Complex Board of Directors W. Rafe Flagg, President Washington County Fair Boosters Dave Rohrer, President Washington County Board of Commissioners Andy Duyck, Commissioner Fair Complex Users Representative Allen Van Volkinburgh Hillsboro Business Representative Deanna Palm, President, Greater Hillsboro Area Chamber of Commerce Visitor and Tourism Representative Terry Goldman, Hotelier and Treasurer, Convention and Visitors Bureau of Washington County Agricultural Business Representative Tad Vanderzanden, President, Washington County Farm Bureau Countywide Corporate Community Representative Tino Ornelas Hillsboro Citizen Representative Jim Darr Western County Citizen Representative Bob Terry Eastern County Citizen Representative Jack Franklin Northern County Citizen Representative John Leeper Southern County Citizen Representative Delna Jones I:\ADN4Vacket'08\080325\Washington County Fairgrounds Revitalization'1'ask Forcc.doc Tofk Force Memberf The Task Force held eight public meetings in Have Feedbock? QleV~t~ O 2007 to develop the Fairgrounds Revitalization aS . On Master Plan. E-mail comments to J~ Tom Brian Terry Goldman fairgroundscomments@gmail.com % "0 Washington County Washington County Q For more information, visit Board of Commissioners Visitors Association Chairman &Task Force Hotelier and Treasurer www.FairgroundsRevitalization.com - Co-Chair & Visitor and Tourism f(lo! Questions. - - Representative Please call 503-846-8821` Tom Hughes Building Tomorrow'.r City of Hillsboro Tad Vanderzanden Gommunit Toda Mayor &Task Force Washington County What'f next? Co-Chair Farm Bureau President The County is currently seeking public input on & Agricultural Business W. Rafe Flagg Representative the preliminary Fairgrounds Revitalization Master 0 ©o = Washington County Plan. The Task Force will reconvene in the coming Fair Complex Board of Tino Ornelas months to make a formal recommendation on Directors President Countywide the plan. Corporate Community Dave Rohrer Representative; 711 - 1K Washington County Fair © . ~ o . - a = o 01 - ri~ 111 i ~ _ _ = ♦ _ + 4. 1 Boosters President Jim Darr Hillsboro Citizen Andy Duyck Representative i Washington County Board of Commissioners Bob Terry Western County Citizen o o©0 6 Allen Van Volkinburgh Representative Fair Complex Users Representative Jack Franklin. Eastern County Citizen Deanna Palm Representative Greater Hillsboro Area - Chamber of Commerce John Leeperr" _ President & Hillsboro Northern County Citizen Business Representative Representative rt~~,°tONCO~ _ Delna Jones Southern County Citizen r _CITY -`r HILLSBORO - O kr<,~~ Representative Funding The phase one investment is an estimated $55 million and would be funded b through various revenue sources. Implementation of additional phases - - would depend on voter approval of phase one. Detailed information is n. - available at www.FairgroundsRevitalization.com. j, 4 "Our challenge was to develop a plan that maintains and improves traditional uses for this land while creating an exciting place for year-round events." Washington County Board of Commissioners Chairman Tom Brian "The future of the fairgrounds is important to all of us. The recommended master Propofed Exhibit Holt plan will make the property a viable venue for trade shows and expos." Hillsboro MayorTom Hughes Fairgrounds Rerultr Revitalization The Task Force unanimously Tork Force recommended the Fairgrounds Propofed (Tlafter Plan Community representatives were Revitalization-Master Plan.-Features of the (Larger version available online) p appointed by the Washington four-phase plan include: County Board of Commissioners • A 120,000 sq. ft. exhibit hall p0 On \k • A connection plaza between the light rail in March 2007 to develop a plan and exhibit hall with green space for the County's 101-acre property I, located at NE Cornell Road and • The extension of Grant Street from NE CD cn 2811 Avenue,to NE Brookwood Parkway I I - _ - 4i NE 34 Avenue. • The addition of green space along \ Li I,,I Cornell Road Our Goal • A relocated National Guard armory 1`h~ To revitalize the property to - 0 sq. ft. open pavilion ensure its long-term economic 1;r • The addition of an athletic field and viability and service to the entire 4.. retention of existing fields & ° community. o ° o The rehabilitation of existing buildings e ff F f-S q ' ,g 8~q FIGURE 1 Mangy P_ Afuture development site MASTER PLAN _ h Ms 3 i aS 9xvit0lizotion ! Fairgrounds Revitalization Q o~ M100 t Master Plan 'I Presented by N The Washington County Fairgrounds Revitalization Task Force `ACTON r.O Recur CITY OF HILLSBORO S',6 • Washington County Fairgrounds Revitalization Task Force - Created in March 2007 by Washington County Board of Commissioners -15 community members - Represents various groups and industries from all geographic regions of County - Led by Chairman Tom Brian and Hillsboro Mayor Tom Hughes 2 1 y , ik O }p O ~ ® ~ `'t f~ S i 1 { i ~Y • Held eight public meetings in 2007 - Heard from a variety of stakeholders • Current and potential users of the Fair Complex • Land and transportation planners • Financial consultants • The public - Developed the Fairgrounds Revitalization Master Plan for the County's 101-acre property located at NE Cornell Road and NE 34th Avenue 3 n • The Outcome - In December 2007, the Task Force unanimously recommended the Fairgrounds Revitalization Master Plan - Conducting public outreach effort - After gathering input, the Task Force and County will reconvene and finalize the plan 4 2 t • Our goal is to revitalize the County's 101-acre property - To ensure its long-term economic viability and service to the entire community - To create a place for year-round events - To strengthen the County's role in the metro region as a center for diverse educational, recreational and civic programs - To foster Washington County's growing crafts, entertainment and tourism industries- - To preserve the County's agricultural heritage by maintaining traditional uses of the grounds 5 14-1 0 ® © 0 l0 Airport 0~ oe Cornell Road x CIj . ~,C%S - CUSs~ao6i .o c.r aocer bc~e,oa Li7 ty6 ~4 Ali 3 I 1 O • Phase One • 120,000-square-foot exhibit hall • Light rail connection plaza with. green space • Extension of Grant Street • Green space- along Cornell Road • Phase One is planned to be built in 2010 7 d Phase One mo 3 i d e r n v b N .?a 4.on ~i.+~kerpb r. C!awC ~ J Exhibit Hallf 8 4 Phase One a u ^ro ' i 3 G I* Light Rani Connection Plaza n u. Green Space Alang Cornell Road mo=b s w , Phase One xk p5 w u Sy' , Grant Street 10 5 1 1: fii Tf yr 4:: • Phase Two • Relocation of National Guard armory • Federal funding is planned for 2014, but could be accelerated to early 2010 Phase Two ws A {National Guard Armory , ,2 6 A ~ ~ lM: .rte jj ~ I ) O • Phase Three -100,000-square-foot covered pavilion • Will host outdoor events such as rodeos and farmers markets - Restoration of existing buildings - Addition of an athletic field and retention of existing fields 13 Phase Three lye , w - r =3 c n r r , ` . ti . tAt PevltoUZOUpCovered Pavilion & X' New Athletic Field 14 7 '3. 011 r r r 'T • Phase Four - Future development site 15 f . Future Development Site • The plan will take place in four phases, but let's focus on Phase One • 120,000-square-foot exhibit hall to host - Conventions - Trade shows - Performing arts - Other activities 16 8 Current view from corner where exhibit hall will be 17 I COMCT_PIWEFEA CTI= IPASMINGTONCOIINT.TFAIAGAD SMASTFA PIAV OEC_MBFA D6, fi1t pG.IPF.I Conceptual perspective of exhibit hall 18 9 ~h7' r y' . Y t. ~ 4 R • Phase One investment - An estimated $55 million - Funded through various sources: • 30-year Washington County GO bond $39.792 million • City of Hillsboro-backed revenue bonds $5 million • City of -Hillsboro TIF, Grant Street $6.874 million City of Hillsboro TIF, Connection Plaza $3.415 million 19 • Projected cost to homeowners - Initial rate of 6 cents per $1,000 of assessed value - Estimated to decline each year thereafter for an average of 3 cents per $1,000 over life of 30-year bond • Homeowners with assessed value of $200,000 would pay $12 for first year and reduced amounts after that 20 10 ~ T w • Construction and renovations will allow a variety of events for all Washington County residents, boosting the County's economy • Implementation of additional phases dependent on voter approval of Phase One 2, r • We're currently seeking public input on the Master Plan and want your feedback • Please send your comments and questions to fairgroundscomments@gmaii.com or call 503-846-8821 • Outreach Web site launching soon www.FairgroundsRevitalization.com • Having a contest and asking the public to help name the new complex 22 11 ;i 3 : tt W~ RT *4111e. u MBWiRN. VSN 4K` Vj qR~,x. , y: N h. ffil. ff' t. :6 'G . ° M~ a g a9 9 kA....; or'o "VV 4 ?<S w: s s a r _ Rte. ffi r 'Low ON r; C3 _l=~ 3k l~ L_j C % r \J way kC rv. 6 WY4 `M'~:d~N H'xf'N "q ~ ' ",y,` C...n f ~ t of h ~4 kf tsar 4~ xN,y " 6r s. w a s 00 mow' ...,.vg 10 e- f. C9 El Li t7i o.. g'A g., ~ ¢evitofiz~t;~r, r',