The URL can be used to link to this page

City Council Packet - 02/23/2010 III TIGARD City of Tigard TIGARD CITY COUNCIL BUSINESS MEETING February 23, 2010 COUNCIL MEETING WILL BE TELEVISED I:10fs\Donna\Ccpkt3 13125 SW Hall Blvd. • Tigard, Oregon 97223 • 503.639.4171 TTY Relay: 503.684.2772 • www.tigard- or.gov V -.t1 City of Tigard TI .._ . Tigard Business Meeting - Agenda TIGARD CITY COUNCIL MEETING. DATE: February 23, 2010 — 6:30 p.m. Study Session; 7:30 p.m. Business Meeting 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 ..m. Assistive Listening; Devices are available for persons with impaired hearing and should be scheduled for Council rrieetings.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- 6394171, ext. 2410 (voice) or 503 - 684 - 2772 (TDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA CABLE VIEWERS: The regular City Council meeting is shown' lide on Channel 28 at 7:30 p.m. The meeting will be rebroadcast at the following times on Channel 28: Thursday 6:00 p.m. Sunday 11:00 a.m. Friday 10:00 p.m: Monday 6:00 a.m. TIGARD CITY COUNCIL /LCRB AGENDA — FEBRUARY 23, 2010 City of Tigard I 13125 S \t/ Hall Blvd., Tigard, OR 97223 I 503- 639 -4171 I www. tigard- or.gov I Page 1 of 5 I City of Tigard n,R'n Tigard Business Meeting - Agenda TIGARD CITY COUNCIL LOCAL CONTRACT REVIEW BOARD (LCRB) CITY CENTER DEVELOPMENT AGENCY (CCDA) MEETING DATE /TIME: February 23, 2010 — 6:30 p.m. Study Session; 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 o Review of FY 2010 -11 Community Event Funding Requests — Finance and Information Services Department o Administrative Items • EXECUTIVE SESSION: The Tigard City Council will go into Executive Session for consultation with counsel concerning legal rights and duties regarding current litigation or litigation likely to be filed, 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. 7:30 PM 1: BUSINESS MEETING 1.1 Call to Order - City Council & Local Contract Review Board 1.2 Roll Call 1.3 Pledge of Allegiance 1.4 Council Communications & I .iaison Reports 1.5 Call to Council and Staff for Non - Agenda Items 7:35 PM 2. CITIZEN COMMUNICATION (Two Minutes or Less, Please) • Follow -up to Previous Citizen Communication • Citizen Commumcanons Sign Up Sheet TIGARD CITY COUNCIL— FEBRUARY 23, 2010 City of Tigard I 13125 SW Hall Blvd., Tigard, OR 97223 I 503- 639 -4171 I www.tigard- or.gov I Page 2 of 5 7:40 PM. 3. CONSENT AGENDA: (Tigard City Council) These items are considered 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 Approve City Council Meeting Minutes for November 17, 2009 3.2 Notice of Need to Form an -Ad Hoc Trails Master Plan Citizen Advisory Committee • Consent Agenda - Items Removed for Separate Di.rezrssion: Any items requested to be removed from the Consent Agenda for separate discussion will he• considered immediately after the Council / City Center Development Agency has voted on thoseltems which do not deed discussion. 7:45 PM 4. LEGISLATIVE PUBLIC HEARING — CONSIDER A CODE AMENDMENT TO ALLOW AN ELECTRONIC MESSAGE CENTER AT A SCHOOL THAT FRONTS AN ARTERIAL STREET (DCA2009- 00006) a. Open Public Hearing b. City Attorney Review•of Procedures for Hearing c. Summation by Community Development Department d. Public Testimony e. Staff Recommendation E Council Discussion g. Close Public Hearing h.. Council Consideration: Ordinance No. 10 -04 Council Member: I move for adoption of. Ordinance No. 10 -04 Council Member: I second the motion Mayor: Will the City Recorder please read the number and title of the ordinance? City Recorder: Ordinance No. 10 -04 — AN. ORDINANCE ADOPTING AN AMENDMENT TO THE TTGARD COMMUNITY DEVELOPMENT CODE CHAPTER 18.780 (DEVELOPMENT CODE AMENDMENT — DCA -2009- 00006) Mayor: Is there any discussion? TIGARD CITY COUNCIL- FEBRUARY 23, 2010 City of Tigard I 13125 SW Hall Blvd., Tigard, OR 97223 I 503 -639 -4171 I www.tigard- or.gov I Page 3 of 5 Mayor (after discussion): Will the City Recorder please conduct a roll -call vote of Council? City Recorder: Conducts a roll -call to record votes of City Council members. Mayor: Ordinance No. 10 -04 (is adopted or has failed) by a (unanimous, or however votes were split) vote of the Council members present. Note: Tie voter = failure to pass. • 8:05 PM 5. LEGISLATIVE PUBLIC HEARING — CONSIDER PLANNING COMMISSION RECOMMENDATION TO AMEND THE TIGARD DEVELOPMENT CODE TEMPORARY USE CHAPTER (18.785) TO ALLOW SEASONAL MARKETS (DCA2009- 00004) a. Open Public Healing .b. City Attorney Review of Procedures for Waring c. Summation by Community Development Department d. Public Testimony e. Staff Recommendation £ Council Discussion g. Close Public Hearing h. Council Consideration: Ordinance No. 10 -05 Council Member: I move for adoption of Ordinance No. 10 -05 Council Member: I second the motion Mayor: Will the City Recorder please read the number and title of the ordinance? City Recorder: ORDINANCE NO. 10 -05 — AN ORDINANCE AMENDING THE TIGARD COMMUNITY DEVELOPMENT CODE CHAPTER 18.785, TO ALLOW SEASONALMARKETS BY CHARTERED PUBLIC SERVICE /NON - PROFIT ORGANIZATIONS IN THE C- G AND: MU -CBD ZONES FROM APRIL TO OCTOBER SUBJECT TO TIGAItD COMMUNITY DEVELOPMENT CODE STANDARDS (DCA2009- 00004) Mayor: Is there any discussion? TIGARD CITY - COUNCIL- FEBRUARY 23, 2010 City of Tigard I 13125 SW I -Iall Blvd., Tigard, OR 97223 I 503- 639 -4171 I www.ugard- or.gov I Page 4 of 5 Mayor (after discussion): Will the City Recorder please conduct a roll -call vote of Council? City Recorder: Conducts a roll -call to record votes of City Council members. Mayor: Ordinance No. 10 -05 (is adopted or has failed) by a (unanimous, or however votes were split) vote of the Council members present. Note: Tie votes = frilure to pass. 8:30 I'M 6. COUNCIL LIAISON REPORTS 7. NON AGENDA ITEMS 8. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to- order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 8:4 I'M 9. ADJOURNMENT I:\ADM \CATHY \ccA\2010\ I 00223.doc TIGARD CITY COUNCIL- FEBRUARY 23, 2010 City of Tigard 13125 SW Hall Blvd., Tigard, OR 97223 I 503- 639 -4171 I www.tigard- or.gov I Page 5 of 5 AGENDA 11'EM # Skt S Session FOR AGENDA OF February 23, 2010 CITY OF TIGARD, OREGON COUNCIL AGENDA HEM SUMMARY ISSUE /AGENDA TITLE Review 'of FY 2010 -11 Community Event Funding Requests PREPARED BY: Toby LaFrance DEPT HEAD OK Iv CITY MGR OK CA ISSUE BEFORE THE COUNCIL Review applications for Community Event Grants and provide preliminary direction as to which grants should be included in the FY 2010 -11 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 nine formal applications by the February 12, 2010 deadline. According to the funding policy of the Budget Committee set. in prior years, $86,970 is available for these grants., On December 18, 2001, Council approved three resolutions guaranteeing base funding tothree 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 $59,470 remains to be distributed among the other applicants. The total funding requested is $58;900 in direct Contributions. An additional $68,920 is requested as in -kind support of City staff time broken down as follows: Public' Works Department for the Balloon Festival ($65,000) and 4 of July celebration ($1,600); and the Tualatin Riverkeepers has requested $2,230 in in -kind funding. Please note: the Tigard Chamber of Commerce was granted an.extension due to a staff change in the grant preparation. Atfalati Recreation District has not submitted their funding request as of 2/16/10. These requests will be made available print to the meeting date, along with an updated request spreadsheet. 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 forconsideration during the budget approval process in 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 April. • • • COUNCIL GOALS AND TIGARD BEYOND TOMORROW VISION STATEMENT N/A ATTACHMENT LIST Summary chart of Community Event Grant requests Community Event Grant Applications (9) FISCAL NOTES Requests for total direct contributions is $86,970 and will be funded from the FY 2010 -11 General Fund budget. ci ty of Tigard g CU IS CD - L0a Community Event Grant Requests a / 3 /QO /0 $86,970.00 Amt Remaining FY 2007 -08 FY 2008 -09 FY 2009 -10 FY.2010 -11 . Agency Actual Actual Requested 1 Actual Requested IRewmmended Set Asides Notes Res - 00 -22 Broadway'Rose* $10,000 /yr Direct 10,000 35,000 10,000 10,000 10,000 In -Kind 0 0 0 0 0 Res 00-20 Festival of the.Balloons" $10,000 /yr Direct 10,000 10,000 25,000 15,000 20,000 In -Kind 65,000 65,000 65,000 65,000 Res 00 -21 Tigard 4th of July"' $7,500/yr Direct 10,000 10,000 11,500 11,500 11,500 In -Kind 1,600 1,600 1,600 1,600 Set Aside Total . Direct $30,000 $55,000• $46,500 $36,500 $41,500 $0 In -Kind $66,600 $66,600 $66,600 $0 $66,600 $0 Other Atfalati Recreation District • /Southside• Soccer Direct 5,000 5,000 5,000 5,000 5,000 In -Kind 0 0 0 American Legion • Direct 1,525 0 0 0 2,000 In -Kind yes yes City of Tigard Dog Park Direct 400 400 400 400 400 In -Kind 0 0 0 Family Week Direct 6,500 8,750 0 0 0 In -Kind 0 0 0 0 Tigard Area Farmer's Market Direct 0 0 8,500 8,500 8,500 In -Kind 0 0 0 0 Tigard High Graduation Party Direct 2,000 2,000 2,000 $2,000 2,000 In -Kind 0 0 0 0 Tigard Historical Association Direct 0 • 1,000 . 1,500 1,500 1,500 In -Kind 0 ' 0 0 0 Tigard Playschool Direct 0 4,000 . 8,000 0 0 In -Kind 0 0 0 Chamber of Commerce Direct 0 1,000 1,000 2000 0 0 Social Sery Req In -Kind 0 0 1,500 Tualatin Riverkeepers Direct 4,500 2,000 5,000 2000 3,000 In -Kind 500 500 500 2,320 Tualatin Valley Community Band Direct 2,000 1,000 2,000 2,000 2,000 In -Kind 0 Wa Co. Bicycle Trans Coalition Direct 0 0 1,000 0 0 In -Kind 0 0 0 Sub -total Direct $20,400 $25,150 $34,400 $23,400 $24,400 $0 in-Kind _ $500 $500 52;000 _ $0 $2,320 . 50 'I otal (Set asides and others • Direct I ' $50,400 $80,150 $80,900 $59,900 $65,900 $0 In -Kind $87, $67,100 $68,600 $0 $68,920 $0 II . i i TIGARD City of Tigard Memorandum To: Honorable Mayor Dirksen and City Council it FROM: Liz Lutz- Finance and Information Services Department Re: Community Events Grants for consideration on February 23, 2010 Date: February 12, 2010 Attached are the grant requests for the 2010 -2011 budget cycle. With the grant copies, I have included a spreadsheet to outline the historical giving pattern for Community Events. Council will consider the Community Event grant requests on February 23, 2010. By Council Resolution, the Social Services and Community Events grant dollars are one -half of 1% of the City's current operating budget, which is $49,697,987: the allocation for Social Services /Community Grants is $248,490. Historically, Community Events has received approximately 35% of the total appropriated funding dollars. The set -aside line items - Broadway Rose, Festival of Balloons and Tigard 4th of July, total $27,500, leaving $59,470 for Community Events funding. If you have any questions, please let me know. My phone number is 503 - 718 -2487. • • Q a; V Board of Directors February9, 2009 THEATRE',COMP,ANY nertra Pam Brown West Coast Bank Toby LaFrance Diana Burke Financial Operations Supervisor Financial professional City of Tigard David Cutz 13125 SW Hall Boulevard Paragon Tile & Stone Tigard, OR 97223 Al Fitzpatrick Principal (retired) Dear Toby, • Lisa Francolini, L.Ac. Thank you to The:City of Tigard for its generous support of The RiverWest Acupuncture Broadway Rose Theatre Company over the`years! Our 2009 Season was Jeff Gates our best yet, selling out 60% of our performances in our first year -round The Partners Group season. Attendance was at an all- time.high (having- increased 40% over Laury Girt that of 2008), and we garnered excellent press.and positive reviews from Arts advocate local art criticsin the Oregonian, Willamette Week and The (Tigard) Joan Kingsley Times. Portland Spirit Now we're aboutto kick off our 2010 season, opening with Forbidden F. Jackson Lewis Broadway on February 11 at our New Stage. We've been so pleased Tonkon Torp, LLP • with our new space, and we've received excellent feedback from local William L. Nothstine restaurants whose business has increased with our presence in the Professional writer neighborhood. In fact, Davidson's Casual Dining keeps a calendar of Amanda Paden our shows so that they staff extra employees on our show nights. We Bank of the West couldn't be happier. Harvey Platt Thanks to you, we are able to provide exceptional musical theater and outreach Platt Electric Supply programming to our community. Your support has been vital to the success of Scott Schiefelbein The Broadway Rose, and we look forward to a continued partnership with you. Deloitte Tax LLP Resource Council Enclosed is our 2010 -2011 Community Events Funding Request. If you have any questions regarding the application or accompanying materials, please John L. Cook don't hesitate to call me at 503- 603 -9862. I'm happy to provide any additional John L. Cook, CPA materials you may need. Rode Leone Washington Trust Bank Thank youfor your consideration. Bill Monahan Jordan Schrader Ramis PC Best Regards, Dan Yates Portland Spirit . 4 George Mead Sharon Maroney / The Mead Law Firm, PC 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 -639 -4171 FY 2010 -11 COMMUNITY EVENTS FUNDING REQUEST Due: February 12, 2010 Event Name: The Broadway Rose Theatre Company Address: PO Box 231004 City; State, Zip: Tigard, OR= 97281 Contact Name: Sharon Maroney Telephone Number: 503- 603 -9862 E -mail address: brtcsm•aol.com 1. Request (express in whole dollar amounts only) Cash $10,000 In -Kind Services $0.00 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 ,_professionaLtheaterat_an affordable price. 2010 marks The Broadway Rose's 19 anniversary and second season of year-round performances and expanded youth outreach programming. With the occupation of a new building and a full year of shows, our operating and artistic expenses have significantly risen. Our attendance has grown steadily over the years. With our move to year -round programming, our 2009 attendance increased 40% over that of 2008. Foundation and civic support are vital to the success of our organization if we are to maintain our high quality of programming and service in the face of such dramatic growth. 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. We have a fantastic lineup of shows in 2010: New Stage Theater Deb Fennell Auditorium Forbidden Broadway (2 /11 — 3/7) The King and I (7/1 — 7/25) Romance /Romance (4/15 — 5/9) A Chorus Line (8/4 — 8/22) Big River (7/28 — 7/31) Aladdin (7/14 — 7/17) Honky Tonk Angels (9/23 — 10/17) Cinderella (8/18— 8/21) G.I Holiday Jukebox (11/24 — 12/19) 1 The Broadway Rose also has extensive youth outreach programming including our Student Technical Internship Program (offering paid internships to local high school students interested in pursuing a career in technical theater); Drama Camps (children 8-U yrs old perform in the ensemble:of our children':s shows, with seasoned professionals, in the 600 -seat Deb Fennell Auditorium); Musical Theatei-Workshop for Teens (participants learn all aspects of technical theater and performance from guest artists, culminating in a fully staged production of a musical); Free'Children's Musical to over.3,500 elementary students in the Tigard/Tualatin District; and Discounted'Tickets ($5.50) to our children's shows for over 1,000 YMCA youth. We were very pleased with the success of our 2009 season. Ticket sales increased by 30% and individual donations increased by 32 %. We sold out 78 of 129 performances and earned positive reviews from local critics: Evita "Strong and pliant, Susannah Mars delivers as the central focus of what's a handsome and well - assembled production. There's admirably solid work all around." Marty Hughley, The Oregonian Bingo "The over - the -top characters in 'Bingo' display such smart humor and credible pathos, particularly in this production directed by Abe Reybold, that we're sucked in from the get-go." Holly Johnson, The Oregonian Winter Wonderettes "The Broadway Rose Theatre Company delivers with the delightful 'Winter Wonderettes,' a holiday musical revue that opened this past weekend... 'Winter Wonderettes' is a wonder, all in itself. " Grant Butler, The Oregonian I How will this event benefit the Tigard Community? As the only (locally produced) musical theater company in WA County and the Portland metro area, we provide a unique service to local residents and are a vital cultural organization in the community: • The Broadway Rose has operated without debt since 2001. We have a proven track record of responsible-fiscal-management-and-pass-the-savings onto our-patrons-by-maintaining affordable ticket prices. With the cost of a season ticket equaling approximately $25 /show and the cost of a children's show ticket equaling $8, we make live theater accessible to both seniors and families. • We have patrons who attend our shows from cities as far away as Corvallis, Longview and Eugene. In 2010 we estimate 2,122 visitors will attend from areas 50 miles away or more. Washington County Visitors Association estimates that tourists spend an average of $122 /day; therefore, our 2,122 out -of -town patrons will generate $258,884 in tourism - related commerce for Washington County. • We have strong relationships with many downtown Tigard businesses that have benefited from our presence in the community. With our New Stage conveniently located off of Highway 99, several restaurants have told us that business increases significantly on the nights that we have performances. In fact, one of them (Davidson's Casual Dining) keeps our performance calendar so that they can schedule additional staff members on our show nights. 2 • Entering our 19th year of producing theater in Tigard, The Broadway Rose has developed strong relationships with patrons, vendors-and over. 25 long -term corporate sponsors. Four new sponsors have joined us for our 2010 season. • We provide:important:youth outreach programs•to.the children in our community. The majority of students chosen for our Technical Internship Program come from the Tigard /Tualatin School Distiiet: Each spring we also provide a free educational children's musical to over 3,500 elementary'students in the Tigard/Tualatin,School District. • We offer need -based scholarships to our youth drama camps and teen musical theater workshop for those who' could otherwise not afford it. Most of these children come from Tigard neighborhoods located near our theater. We also offer significantly discounted tickets to our children's shows for over 1,000 YMCA youth. • We invite residents and staff of Woodland Heights Assisted Living and Our House to the final dress rehearsal of our Summer Season opening show. • Through our partnership with the Arts and Literacy Program, each summer we sponsor a design contest for the program cover of our children's shows. • We have tremendous support from over 300 volunteers in the community. In 2009 it was calculated that 315 volunteers donated 3,765 hours of work, equaling that of two additional full -time employees (a monetary value of $76,221). • We donate approximately 150 season tickets each year to other local non - profits. The Broadway Rose Theatre Company is committed to increasing opportunities for Oregonians to participate in the arts. With a full, year-round season of shows, we will provide work for a greater number of local artists. Approximately 200 local professionals and students will be hired as paid actors, directors, musicians, technicians, designers and interns throughout our 2010 Season. 4. How many Tigard residents,do you anticipate participating in this event (or these events)? Our attendance has steadily increased over the years: 2006 = 24,414; 2007 = 26,308; 2008 = 26,948; 2009 = 37,766. We sold out 60% of our shows during our 2009 season. Through our surveys and databases we know that that 41% of our audience is from WA County, and 25% of our audience are Tigard residents. For 2010 we have conservatively projected 38,100 in paid attendance, plus an additional 3,500 in unpaid attendance (through the free musical we present to elementary students in the Tigard/Tualatin School District). In total, we anticipate serving 41,600 patrons, 11,450 of whom are Tigard residents. We are grateful for the generous support of the community and we make every effort to make our productions accessible to all ages and members of the community. To this end, we provide excellent wheelchair access, audio descriptive services, and free assistive listening devices at every performance: With our affordable ticket prices and outstanding production values, we are pleased to offer professional musical theater to Tigard residents, as well as patrons from the greater Portland metro area who come to Tigard to enjoy cultural events. 3 12:04 PM Broadway Rose Theatre Company o1 2010 Projected vs 2009 Actual :Cash Basis 2010 Projected 2009'Actual Jan - Dec Jan - Dec Ordinary Income /Expense Income Concession Income 13,729.14 13,729.14 Corporate Income 53,000.00 53;000.00 Development Trips 122,543.00 122,543.00 Educational Outreach & Classses 26,712.00 33,012.00 Events 64,475.00 44,475.00 Grants 177,196.30 207,196.30 Guild 3,253.00 6,708.00 ' Individual Donations 113,891.85 141,266.85 Program Advertising Income 5,814.76 5,814.76 Raffle Income 6,650.00 6,651.00 Rental Income 2,180.00 7,180.00 Shipping & Handling Income 6,236.00 6,253.00 Souvenir Sales 1,205.42 1,205_42 Ticket Sales 956,000.00 1,023,315.06 Total Income 1,552,886.47 1',672,349.53 Expense Administrative Expense 255,832.00 265,863.49 Artistic Programing 680,937.52 634,073.95 Bank Service Charges 25,400.51 27,634.11 Company Amenities 4,190.16 4,190.16 Concession Expense 7,036.53 , 7,036.53 Development 60,432.21 70,657.07 Educational Outreach 10 311.32 16,890.95 Events Expense 6,720.20 6,220.20 Facillity Expenses 13,579.69 13,579.69 Guild Expense 796.56 796.56 Insurance 52,913.21 52,913.21 Internet Expense 1,649.38 1,649.38 Marketing Expense 180,856.67 180,844.32 Office Supplies 12,580.83 12;580.83 Organizational Dues & Expenses 11,690.59 11,723.31 Payroll Expense 32.72 0:00 Payroll Taxes 60,358.85 52,195.60 Postage and' Delivery 5,156.83 5,200.83 Prudent Reserve 0.00 30,000.00 Theater Seats 0:00 75 :000:00 Professional Fees 16,026.00 16,026.00 Raffle Expense 1,000.00 1,000.00 Rental Expense 2400.00 .2,400.00 Repairs & Maintenance 6,912.89 6,912.89 Souvenir Expense 1,102.75 1,102.75 Staff.Education 3,953.23 3,935.23 Telephone 16 884.32 16,884.32 Travel & Ent 474.02 474.02 Trips Expense 99,110.46 99,110.46 Utilities 19,556.58 19,556.58 Total Expense 1,557,896.03 1,636,452.44 Net Ordinary Income -4,991.56 35,897.09 Other Income /Expense Other Income Interest Income - Operations 2,111.56 2,388.59 Other Income 2,880.00 2,880.00 Total Other Income 4,991.56 5,268.59 Net Other Income 4,991.56 5,268.59 Net Income 0.00 41,165.68 Number of employees: 8 FTE / 6 PTE Broadway Rose Theater Company 2009 Major Contributors Government City of Tigard 10,000.00 Washington County Commissioners 2,250.00 City of Tualatin 1,000.00 $13,250.00 Regional & Civic WA County Visitors Association 30,350.00 Regional Arts' &;Culture Council 30,845.00 OR Arts Comm (operating) 5,000.00 Cultural Coalition of WA County 2,000.00 Swindells Foundation 20,000.00 $88,195.00 Foundation Grants Kinsman Foundation 30,000.00 Poznanski Foundation 50,000.00 Collins Foundation 8,000.00 Juan Young Trust 3,000.00 Templeton Foundation 4,000.00 Portland General Electric 5,000.00 US Bank/ US Bancorp Foundation 2,500.00 Miller Foundation 1,750.00 Tucker Foundation 1500.00 $105,750.00 • Corporate Sponsorships PIatt.Electric.Supply 13,000.00 Pearson Financial Group 14,000.00 The Portland Spirit 5,000.00 Stash Tea 5,000.00 Bank of The West 5,000.00 Riverwest Acupuncture 2,500.00 Deloitte Tax, LLP 1,000.00 West Coast Bank 1,000.00 Washington Trust Bank 1,000.00 Tonkon Torp, LLP 1,000.00 Minuteman Press 500.00 Dr. Jordan Family Dentistry 500.00 Landmark Ford 1,000.00 Hillsboro Orthopedic 500.00 Fullhart Insurance 500.00 Mead Smith P.C. 500.00 Coast Pavement Services 500.00 Robert Gray Partners, Inc 500.00 Acadian Ballroom in -kind The Boeing Company in -kind CTX in -kind John L. Cook, CPA in -kind Pavelcomm in -kind Cascade Alliance in -kind WineStyles of Tualatin in -kind $53,000.00 Major Individual Gifts Fohl (anonymous bequest) $25,000.00 Poznanski (anonymous) $10,000.00 Ashmanskas $4,000.00 Wright $3,550.00 Larsen $3,000.00 12:04 PM Broadway Rose Theatre Company 01/19/10 Cash Basis Profit & Loss January through December 2009 Jan - Dec 09 Ordinary Income /Expense Income Concession Income 13,729.14 Corporate Income 53,000.00 Development Trips 122,543.00 Educational Outreach & Ciassses 33,012.00 Events 44,475.00 Grants 207,196.30 Guild 6,708.00 Individual Donations 141,266.85 Program Advertising Income 5,814.76 Raffle Income 6,651.00 Rental Income 7,180.00 Shipping & Handling Income 6,253.00 Souvenir Sales 1,205.42 Ticket Sales 1,023,315.06 Total Income 1,672,349.53 Expense Administrative Expense 265,863.49 • Artistic Programing 634,073.95 Bank Service Charges 27,634.11 Company Arnenities 4,190.16 Concession :Expense 7,036.53 Development 70,657.07 Educational Outreach 16,890.95 Events Expense 6,220.20 Facillity Expenses 13,579.69 Guild Expense 796.56 Insurance 52,913.21 Internet Expense 1,649.38 Marketing Expense 180,844.32 Office Supplies 12,580.83 Organizational Dues & Expenses 11,723.31 Payroll Taxes 52,195.60 Postage and Delivery 5,200.83 P_rudent.Reserve 30,000.00 Theater Seats 75,000.00 Professional Fees 16,026.00 Raffle Expense 1,000.00 Rental Expense 2,400.00 Repairs & Maintenance 6,912.89 Souvenir Expense 1,102.75 Staff Education 3,935.23 Telephone 16,884.32 Travel & Ent 474.02 Trips Expense 99,110.46 Utilities 19,556.58 Total Expense 1,636,452.44 Net Ordinary Income 35,897.09 Other Income /Expense Other Income Interest Income - Operations 2,388.59 Other Income 2,880.00 Total Other Income 5,268.59 Net Other Income 5,268.59 Net Income 41,165.68 • INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR 2 CUPANIA CIRCLE MONTEREY PARK, CA 91755 -7431 ' Employer ification,Number: . . Date.: MAY 1 2 1997 93- 10 Ident - - - Case Num: • _ , BROADWAY ROSE THEATRE COMPANY Contact „Person: . C/O MATTHEW G. RYAN "EO CUSTOMER SERVICE P.O. BOX 231004 , - Contac t. Telephone. Number: TIGARD, OR 97281 -1004 . (213 ^ 894,,,2289 - - Our Letter. Dated: ' ,°a, May 1992 . AddenduM Applies: y.. No Dear Applicant:,', - . _ • This modifies our letter 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 meaningof section 509(a) of..the.Code because you are an . organization of the type'described 'in, section 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, actor 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. • As of January 1, 1984,.'you - are liable for taxes under.the Federal Insurance Contributions Act (social securityT taxes) on remuneration.o£ — or more you pay to each of your employees during.a calendar year. You are not liable for the imposed under the Federal .Unemployment Tax Act (FUTA). You are required to file Form 990 only if your gross receipts each year . ' are normally more than $25,000. For guidance in determining whether your gross receipts are 'normally" more than $25,000, .see: the instructions for Form 990. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $10 a day is charged when a, return is. filed late, unless there•is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $5,000 or 5'percent of your gross receipts for the year, whichever is less. This penalty may also be charged .if a return is not complete, so please be sure your return is complete before you file it. . - If we have indicated in the'heading this letter that an addendum applies, the addendum enclosed is an integral part of this letter. • . Letter 1050 (D0 /CG) 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 - 6394171 FY 2010 -11 COMMUNITY EVENTS FUNDING REQUEST .s F , ...• / t t � Event Name: I' S� ( rei 5 /1 f� c) s H#1169 Address: I A! /t ? , (7 poi rJ a City, State, Zip: 1 t rrt J O C r<�. q !'0 p o Contact Name: I if t / cL / V " Dot Telephone Number. : I� E -mail. address: to 1. Request (express in whole dollar amounts only) ��}} Cash (5l..6. i i t I a eD Le/ / e g CrC.J, In -Sind Services -hours (use of City property, City staff support, a Q etc. Please explain the services requested on a separate sheet) / `. Total Request s / 6W 2. Purpose of Funding Request 11i) o t'Gte r -'U Fita ucce k /� v e each yectr Ue reetykire Cash spcwlsors hia5 arc i/r— lcro0/ 50 ee. I r7 O rcre /- to oR' Se - .(vie 0E I e i°Xpenses 3. How will this event benefit the Tigard Communityi (, t 5 & vet? 1- -7-0 votes e5 YI��Ci�y uzpitin posIfIVe .XtPe COmmarit'f- l__ helps frezny Vita. L rion p ror fs and 5cH60l5 / 4 fiyard rase rflonioy AND oc tLeoliftl , 4r How many- Tigard - residents -do -you anticipate- participating - in- this- event.(or.these events)? n R'�X 1-e i 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, brginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. its 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. j 411 sll ' of illkORS fir aon January 27th, 2010 City of Tigard C/O Finance Department 13125 SW Hall Blvd. Tigard, OR 97223 RE: Festival of Balloons Continued Increased Grant Request to the City of Tigard Thanks to the City of Tigard and the community support for more than 25 years, the Festival of Balloons in Tigard has,grown to be apremiere community event in Oregon and one of the, hot air balloon festivals in the Northwest- In 2009, the Festival of Balloons in Tigard celebrated its'25 •Anniversary and set the path. for continuec growth..Event partnerships' are critical to the susteinability and growth,of.this event, especially in this current economic climate This,year, the Festival of Balloons in Tigard,f respectfully requests continued increased support from the City of:Tigard,.t &Support-its efforts to showcase Tigard .as the vibrant community it is -- more than just a "suburb of the Portland market". The .Festival.ofpalloons in Tigardis a non- profit organizationdedicated to,raising funds for many vital non' profit groups in Tigard, while providing, a friendly event for the entire communiry.,Groups benefiting from Festival funds;have included. Tigard Breakfast Rotary; Tigard Lunch Rotary, Southside Soccer, Tigard School Volleyball Tigard High School Boosters, Tigard High School Band Auxiliary, Tigard High School Grad Night Committee, andlocal elementary; middle, and',high schools with the new • Z 100 promotion that we have created. Th. Festival of Balloons in Tigard raises ovet $35;000 for local Tigard non profits:annually. Every, year, approximately 20;000 spectators; volunteers, and travelers arrive.at Tigard's beautiful Cook Park to experience the; amazing. sight of up;to twenty five hot air balloons, to: shop at the craft vendor booths, to dare the root for then teams i n the at soccer too me of the best f cooks in the NW compete at the Barbecue contest, or to ndes at the area's.finest cainrval watch so tournament Evenings of balloons glowing, food,, and music, keeps the community.entertained.for three full days, attracting local residents' who'; mingle among their fellow neighbors, as we as to welcome visitors to Tigard. The Festival proudly displays that Tigard is a great place to live and work. • Past funding from the City ofTigard,of 310;000 cash annually (increased to,$15,000.for 2010) has been a much - appreciated and vital'resource for this event. The in -kind services of approximately,$65,000 that has been provide( are essential. to the-functionality ofthis- community - festival In,2011 —to reach - additional audiences with more aggressive marketing efforts, to'enhence(the :guests' on -site experience, and to these tough times where corporate sponsors hip support has dwindled, the Festival of Balloons requests a $20,000 cast grant plus the continued in -kind services §upport. In return for this,increased support the Festival of Balloons will position The City of Tigard as a major sponsor of th Festival, complete with marketing and collateral materials as well as the incorporation of akey city message'. into those marketing elements;as the City requests. We will gladly address additional specific City need: and are,happyto host a meeting to- finalize'the details. Please contact Cindy Padilla at 503.612.8204 or at cpadilfa @donicoliscom. Thank you for your continued support of :this important community.. event. We look forward to celebrating our 26"' Anniversary this June 25 -27 at Cook - Park' el/d u c t0 . Sincer Cindy Pa pa � Executive Director 12:26 PM Tigard Festival, of Balloons, Inc. •02116110 Profit & Loss Cash.Basls January through December 2009 • Jan - Dec 09 Ordinary !noodle/Expense Income Car Show Revenue . 1,900.00 Soccer Tourney Revenue 14,925.00 Balloons Revenue 4,500.00 Field Merchant Revenue 24,885.00 Admissions Revenue 45,705.82 Parking' Revenue 12,916:02 • Shuttle Revenue 2,863.72 Sponsorshlps,Revenue 30,250.00 Carnival Revenue 14,592.00 Ice Revenue 191.00 Total Income 152,728.58 Cost of Goods Sold • • Car Show Costs 845.00 Sooce'rToumey Costs 10,715.78 BBQ Costs 1,250.00 Wrlstband.Dey Costs 1,812.00 Ball'ooa,(Pilot) Costs 10,296.50 Admissions Costs 10,420.13 Parking Costs 8,524.58 Stiuftle Costs 4,597.00 Otirer Costs - , 588.00 Total COGS 49,048.99 Gross Profit 103,679.57 Expanse Advertising - Festival 10,723.51 Bank Fees 436.55 Dues & Subcriptions 100.00 Event Staff (Temp) 3,086.25 Garbage Expense 288.00 Food and Beverage 72.54 Insurance Expense 10,500.00 licensee, Permits, Misc Taxes 125.00 Lighting 956.23 Office Supplies 261.90 Mileage, 214.68 I'plt*Pottles 3,000:50 Professional Fees 56,520.59 Printing end Copying 3,382.60 Shirts &Clothing, 593.34 Signs; - Festival 3,563.00 Storage 2,760.03 Telephone' &Internet , 1,804.23 Tents and Staging 15,417.50 VIP Tent .. 1,025.92 Misc Expenses 239.90 Total Expense 115,392.27 Net Ordinary Income - 11,712.70 Other Income/Expense Other Income Other Income ' 2,748.48 Interest Earned 8.42 Total Other Income ' 2,756.90 Net Other Income 2,756.90 Net Income. 4,955.80 Page 1 LII Y Ul 11UAtCL,.UICC.CiUN 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 -639 -4171 FY 2010 -11 COMMUNITY EVENTS FUNDING REQUEST Due: February 12, 2010 Event Name: Tigard 4 of July Celebration Address: Tigard 4 of July, Inc., 12420 S.W. Main Street City, State, Zip: Tigard, Oregon 97223 Contact Name: Mike Man Telephone Number. 501 -624 -797 S E -mail address: - - mikelnan@verizon.net • -- 1. Request (express in whole dollar amounts only) Cash $11,500.00 In -Kind Services -hours (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 animal 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 reven sources, major expenditure categories, and number of authorized positions. ** $'il b. Audit report or financial statements for the last fiscal year. ** c. Articles' of :ncorporation.* d. 501(c)(3) 'status.* e. Organization Bylaws* • * Information not requited 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-or.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 11, 2010 Debbie,Smith -Wagar Assistant Finance Director City of Tigard. 13125 S.W. Hall Blvd. Tigard, Oregon 97223 Dear Ms. Smith - Wagar, 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 2010 - 2011. 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 three 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 three 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. Debbie Smith -Wagar City of Tigard February 11, 2010 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 2009/2010 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 August of 2009. We will be seeking some or all of the remaining $ 4,000.00 in June of 2010. For the fiscal year 2010 /2011, the Board of Directors of Tigard 4 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 three 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_eventandincursan 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 4` of July, Inc. purchases fireworks liability insurance from the fireworks supplier and general liability insurance from a Special Events carrier. • Debbie Smith -Wagar City of Tigard February 11, 2010 Page 3 Should you have questions about any of the above, please contact me for assistance. Sincerely, R. Michael Man Treasurer RMM /dbm Enclosures CC: Board Members TIGARD 4TH OF JULY, INC. Statement of Assets, Liabilities, & Fund Balance (Unaudited) December 31, 2009 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 233.07 422.85 1460 Sayings & 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;Rdceivable 0.00 0.00 1486 (Uncollectable Allowance) 0.00 0.00 1490 Grants Receivable 1491 Grants Receivable 0.00 0.00 1500 Recievable&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'ForSale 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 233.07 422:85 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, 2009 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 > 01/01/2009 0.00 (189.78) 3732 Current Earnings > 12/31/2009 (233.07) (233.07) Total Fund Balance (233.07) (422.85) TOTAL LIABILITIES & FUND BALANCE (233.07) (422.85) 0.00 0.00 Footnote: Tigard Music Donation ? Footnote: Tigard Sub Shop Donation 7 Footnote: Arrow Mechanical Donation ? Inventory of supplies ? 2 TIGARD 4TH OF JULY, INC. Statement of Revenue & Expense (Unaudited) December 31, 2009 Current Year 12 Mo. Period To Date 4000 INCOME 4010 Contributions, Gifts, Grants 4011 Direct Public Support (356.64) (356.64) 4012 Indirect Public Support 0.00 0.00 4013 Government Grants (13,000.00) (13,000.00) 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•Ekpenses 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 (1,406.74) (1,406.74) 4106 Cost of Goods Sold 1,054.83 1,054.83 4107 Cost of Goods Sold (66.52) (66.52) 4108 Cost of Goods Sold - Permit 36.00 36.00 4110 Other Revenue Total Revenue (13,739.07) (13,739.07) 6000 EXPENSES 6130 Program Service Expenses 6131 Tigard 4th Celebration 13,393.00 13,393.00 6140 Management & General Expenses 6141 Bank Service Charges 53.00 53.00 6142 Miscellaneous - Government 60.00 60.00 6150 Fundraising Expenses 6151 Miscellaneous 0.00 0.00 6160 Payments to Affiliates Total Expense 13,506.00 13,506.00 (Excess) or Deficit (233.07) — -- (233.07) 3 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639 -4171 FY 2010 -11 COMMUNITY EVENTS FUNDING REQUEST Due: February 12, 2010 Event Name: City of Tigard Dog Park Community Events Website: www.tigarddogparks.org Address: 11774`SW 125"' Ct. City, State, Zip: Tigard, OR 97223 Contact:Nante: Chile Garsteck Telephone.Nurnber: (503) 347 -9841 E -mail address: kariba_or@msn.com 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 inanage 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 and human/canine educational materials at the dog parks and on our website. The Dog Park Committee continues to be very grateful to have. received previous grant- fimding. —We- strive -to -be-good- stewards - ofthe:fimds- for-the.benefit.ofthe human and canine users of the dog parks. The grant funds will continue to help the Dog Park Committee provide the sense of `community' at the dog parks in the next fiscal year. Dog Days of Tigard: This is a celebration of Tigard's off -leash dog parks held at Potso Dog'Park in July. Last summer's event washeld on July 18, 2009. Attached is a copy of the advertising flyer for that event. A demonstration by Cpl. Cuthbertson and his K-9 partner `Zurg' from the Washington County Sheriff's K -9 Unit -was enjoyed by all. Attendees even had the opportunity to `pet' Zurg at the event. Officer Les Ieo from Washington County Animal Services was also in attendance. He spoke to the crowd about the importance of licensing your dog and the services provided to the community by his department. Two local veterinary clinics participated in this event and answered a multitude of canine questions from attendees. A number of local businesses also attended the event to show off the latest canine `active wear', doggie spas and new doggie toys. On a more somber note, Dignified Pet Services was present to provide information on preparing and dealing with the loss of a. beloved canine. `Musical hula- hoops' (canine version of musical chairs) was an event favorite and provided entertainment for both the game participants and the onlookers. Approximately 85 people attended this event. A volunteer on the Tigard Dog Park Committee noted following: C. I went to a fundraiser event held at Garden Home for Beaverton Police Dept Canine Unit. I spoke with several of the venders there, and quite a few said they counted on Dog Days of Tigard to promote their products /services. The Committee will start planning for Dog Days of Tigard: for summer 2010. Grant funds will be used for creating advertising flyers and raffle/game prizes to supplement merchant donations. $225 Halloween Dog and Owner Costume Contest: This annual Halloween costume contest has consistently been 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-Oregon. State :Senator Ginny Burdick, Manager. of Washington County Animal. Services Deborah Woods and Dr. Bianca Shaw from Back on Track. Veterinarian Rehab Center. Prizes were awarded for Best Overall Costume, Best Sport, Best Owner Dog Look -a -Like, and Most Civic - Minded. The winner of the Most Civic Minded went to Tesla, a Husky /Collie Mix. Tesla's was dressed as `Your Friendly Neighbor — Pooper Scooper'! Here is what Dr. Bainca Shaw had to say about the event: • I wanted to share with you some of the impressions that I remember having following the last Halloween costume party. I have enjoyed helping judge the contest for the last couple years. because I see the°tumout of so many different dogs and owners. Families, singles, and seniors come together to participate. This year I heard of several other contests with more press but the weather held and our turnout was impressive. The civic - minded Poop Patrol costumed dog this past year deserves a grant for his own program! It is a pleasure to participate in the activity and an honor to be asked to judge it because of the creativity of the participants. • CoIleen Leach, owner of Bowser's Bath in Tigard has been a supporter of the Halloween Costume Contest for several years. Here is what another volunteer from the Tigard Dog Park Committee, was told: • Mike (who is Colleen's husband), is a locksmith and recently did some work for me. He stated that Bowser's Bath has had new customers come in after they heard about Bowser's Bath from the Halloween Costume Contest. t. The Times Newspaper published an article and picture from•the event (see attachment). Grant funds will be used for contest flyers and prizes for the October 2010 scheduled event. $125 Office Supplies:. Educational flyers are posted at the dog parks throughout the summer. The flyers are printed on colored paper to thaw 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. A general dog.park flyer about dogparks in the City of Tigard is made available at all of the dog parks. Grant fimds will be used for laminating sheets, print cartridges and paper. $50 3. How.wiD this event benefit the Tigard.Commdnity? Dog Parks in Tigard serve;the community on an individual basis and through organized events. They are valued by the users and our events are attended by regular users of the dog•parks. Here:are some comments that Dog Park Committee members . have recently been told: • I really appreciate the size ofPetso dog park because it gives my dogs a place to really run. • Potso dog park isgreat because it has .a section just for smalUtimid dogs. • Wet elderly and have trouble walking. Having .a dog park allows us to let our dogs run and exercise; something that we can't do without the dog park. • I live in a condo.and.I count on the dog parksto exercise my dogs. • My dog needs this large area to run and get tired. I can't walk well enough to give himthe exercise he needs.. • I was delighted to hear about the small dog area at Potso. • Summerlake Dog Park is the only place I have to take my middle aged dogs for exercise. Tigard Dog Parks also recently received a note from a user of the dog parks with the following note. It is a testament to the benefit that dog•parks give to the Tigard - Community. 6• In memory of Maximus, a 13 year old Sheltie who dearly loved his almost daily trips to Potso or Summerlake dog parks since they opened. Maximus died on October 10, 2009. Thank you. (signed by Maximus' owner). The dog park events also bring together local businesses and attendees. It is a win - win for both. Users of the dog parks support local businesses and the local businesses support the dog park events_ As Deborah Woods,. Manager of Washington County Animal Services, stated at the Halloween Costume Contest, "this is exactly what we want happening in our communities... ". • 4. How many Tigard residents do you anticipate participating in this event (or these events)? For the year 2009, participation has been between 25 -55 residents at each event (Dog Days of Tigard anddhe Halloween Costume Party). Actual attendance is higher if non - residents are included. Educational materials continue to reach over 150 users in distributed flyers alone. The materials are also posted throughout the dog parks so the total number of residents who additionally read the information, without taking.a copy, would be higher but difficult to measure. Also, the City of Tigard's web site has information on how citizens can provide feedback on events, register concerns and make suggestions. 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. The Tigard Dog Park website is another resource that is available to residents. 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 501 ©(3) status. e. Organization ByIaws.* 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. An electronic version of this, application is available by contacting Liz L utz at Lizbeth@tigard-or.gov. Attachments: 1. Financial statements for dog park accounts provided by the City of Tigard Finance Department_ 2. Dog Days of Tigard 2009 advertising flyer 3. The Times Newspaper article on the Dog Days of Tigard 4. The Times Newspaper article on the Halloween Costume Contest City of Tigard Detailed Trial Balance by Fund; Div( sion, Object Type and Object Fund 100 - General Fund Report Date: 0i/31/2010 Account No. Description Budget Beg. Balance MTh Debits MTD Credits Ending Balance Liabilitss Division: 000 - Nan - departmental 1000000 - 23308 Dog Park Trust Account 07/3111009 it 1E273 -Cash Receipts Bitch 420. SB2OIOC1 0.00 117.63 07/31/2009 it 1E425 -Cash Receipts Betcli'428. 513201001 0.00 20.00 09/30/2009' it 92 E 3/2009 :ABOVALL FENCES PC201003 1300.00 0.00 09/30/2009 it 813031.79-Cash Raeipts Batch' 41 SB201003 0.00 293.41 10/20/2009 OH Dog PsikSupplies - 011002915 48.98 0.00 01/31/2010 lE SBSE349 -Cash Receipts Batch 42 58201007 0.00 10.00 1000000 - 23308 Dog Perk Trust Account Total 000 0.00 1.748.98 441,04 1.307.94 Total Division: 000 0.00 0.00 1,748.98 441.04 1,307.94 Total Liabilites 0.00 0.00 1,748.98 441.04 1,307 Fund: 100 Net 0.00 0.00 1,748.98 441.04 1,307,94 1 jots! o7 /or /04— (33 6 q 3. 0'1 F,`1 Fl (�lsf l. okl) (,o . C I / 31 1& . • 1 3 1 • - 4 Report: OL1003_LT OL1003_CT: Detailed Trial Balance by Fund and Object Page: 1 Date: 07/168010 General Ledger 6 V - - ' Detailed Trial Balance X r • °° T User. kathyge Printed: 02/16/2010. 10:48 L4,Gr/1RO(D Period 1 to 8 ,-2010 Ga- ...:"- 'i'` =a: �? Account Number Description Budget Beginning Balance Debit This Period Credit ThIsPeriod' Ending Balance 100 GENERAL FUND LIABILITIES I00 -0000- 229081 Dog Parks Trust Account 07/20/2009 CR 01 000273 Cash ,ReceiptsBatch 420.07:2009 0.00 117.63 07/28/2009 CR 01 000425 Cash - leceipts Batch 428.07.2009 0A0 20.00 09/142009 CR 03 000179 Cash Receipts Batch 414:09.2009 0.00 293.41 01/26/2010 CR 07 000349 Cash Receipts Batch 426.01.2010 0.00 10.00 100 -0000 - 229081 Totals: (3,357.49) 0.00 441.04 (3,798.53) 100-0000 LIABILITIES Totals: (3357.49) 0.00 441.04 (3,798.53) LIABILITIES Totals: (3357.49) 0.00 441.04 (3,798.53) 100 Totals: 0.00 (3,357.49) 0.00 441.04 (3,798.53) Report Totals: 0.00 (3,357.49) 0.00 441.04 (3,798.53) t A. GL - Detailed Trial Balance (02/ 162 Page 1 010 - 10:48) Cr 1 I General Ledger 1 L� , r Detailed Trial Balance A r: ... 4 III I z ® User kathygc ` 1 ":'; Printed: 02/16/2010 - 10:49 G i Period I to 8,2010 . .. , , =: Account Number Description Budget Beginning Balance Debit This Period Credit This Period .Ending =Balance I 100 GENERAL FUND LIABILITIES 100- 0000 - 229079 Dog Park. Social Service Grant 100- 0000 - 229079 Totals: (282.23) 0,00 000 (282.23) 100 -0000 LIABILITIES Totals: (282.23) 0.00 0.00 (282.23) i LIABILITIES Totals: ( - (282,23) 0.00 0.00 (282.23) 100 Totals: 0.00 (282.23) 0.00 0.00 (282.23) : Report Totals: 0.00 (282.23) 0.00 0.00 (282.23) t7 S 1 GL - Detailed Trial Balance ( 02/16/2010 - 10:49) Page 1 Q n I ATM CAM E/ r a. -- ver_ t Seventh Annual ti fi ` ® T A 'o �E ` 3 I ' A , 4 . 1 ‘ • �, , � . t 'x ! i x i 1 -:i' i. . , A , 4 ,, � , FQ S 14 }. M P . x t" , tl . yA. { !� ' frit !Y fuL L 1 Y : � ' y , tf I.A E Y i P • k cr oy { r w s k: fri Vime - , � ® 9 � „ 9 t re..ereaki 1 s q " . FEATURING ° °psi A { fi r` k # ` ®Q K 9 Search Team ti r ' , 6 6 Washington ton Count K-9 Un t Ask the Vet Nail -1 imming-(for DogsO- ?' t a ` 47:.-4. 1% and Much More!! -„ ,4-4,,,,,m.:,,,,, . °.p' Enter Your Favor Pooch i n a l 'iNg. t - Sign Up ForA Raffle! s. ;} —° F, Win Great Prizes! - r ' ° First f Off -Leash Sponsored byT Dog Parks Wash Park Countyl �' If you have questions, contact: committee @tigarddogparks.org Potso Dog Park is located behind 7930 S.W. Hunziker Street, Tigard Turn off Hunziker onto Wall Street; located next to the railroad tracks. • • TT o;TheTimes : 'VVQV tigacdt +co July %30 20 - 09m® A Pair Tigard police officer fo ,�t F � I t�T i t a Y tt n a ? 3 a , _ , z azebo behind the library. TIGA Ja rd B "° :.- a , R x t =p . si e s uin g the , g g 1a s i e3 a i hita m ong dugs h umans nib . city of Tigard r t,yir7 i,ith >X , ;personal .Rollins in the s i ' '""� � , 7 �`'� - ` _ ' � ' # ,;� + �`$' , ? ,, ' ■: ' 9 .' °P�' ^i• Lo multi, •, IYIU than 100 <people'r f ; q gust - t. 4 *TC.11 ez and Ivan Ala P w( , c urt Court for peisonal injury as.th , , s fir , :. tin-Cuban music) . t _ . . ul t c e accident. They are see $29 hY r`'�` and then ;canine co in ns a king. ;tl� b g d line do o r \� , .:F WW1? Mbua ( Afri n , coming to the complaint th . -$ ri i:• , -, inteiseo , i$ d p o i , . g p e?di + x` $ High i - w oad in a white Bum es and Bound ponehes r - of mm �% library s Co A. �1t tion of Pacific a r , .a.• c, s gre Trooper on J e .., f L t veh w ilided with the rear end ., attendeds the crty of Tlgarrd s „ ' eS � F con unction with the c = tom { show wo of tin : 9 c sevenU Dogbay of x a ' J ' wxiR i t*: , allegedly suffered injury Ti on. Saturdayk Tul 1 8 „ , ^ a Ir films at 7 p.m. on We. u,� = 5 5 a s bro -based disc protrusion his b his neck, : l left : fiee was o ganize , •�, {; , 03 46537 or � ttnore' uifWe t Web page at rig 4 3. , lY 1 t t P r ' of shoulder, neck and back He u • hi = e .;e .. ,�j a and p rese n t e dtb y the Tigard xpens or v /lib orld ust a. es $17,000 in to fn4 �' n ec onotmc dame es D °g 4 f P aek Co wmtttee `a o g l P r � 3 ... g ous world music books and C a ,t ... .1 inclu. asE x . x z '` ration o a an m. q v �' x Potso D ag Pazk i the largos ;. *' _ ? M p i'� + , r and A ' ..�- '��.�egedl suffered injury to h -ts: ; � ` r , 6 of Ti thre leash �, ,, t` a " ' �c a �' s and feet and coin suffered a L t e -. dogpar : r , J s „ x + ` s. She is etand ,p cat „ h' `." p .$co ' of Th c l et ratton resist A X; s Tig2 r ds no w llgaf m a n dcnt Davit I e high award Y zE es, plus 50 • 000 for , non - ec . .. ie.!, • c ,7 in property dama mu rnSlles, games *;annual do iC even °r a „ % the Distinguish ared a d �r i R + ears S � • s-k e c,i*Lc at the r c ii , - 7 mel , Y ''i . and defe ndant will exch doc onslrahoh b th e dr ew about 1 00 pe o pled iii `' F r a V. .,j�" 7 ' T ' m ill .+. t5 air 1 -'ilt It . is thC, h1 CSf ': W' * .1 mo m the coming months , Attorney s, s , =, of Wash r County= ; P "e - �;; E, nrl2herrcanit�e i ly i Iater.a b , s Samuel Hochberg & Associates is a- ' ?tt i7;•‘"? i i, a plaintiffs 4d t Q tr d +r - t th s ei vice ty`T' :i Ja mieson is a 10 year m }l • y, Oswego Toastmas Tigard . %f , , 3, k `` is IOCelvores' delTgh ? ` b y f mdhi a hidden Fnsbe o an d l ese nt a 20 r v iously was a member L ake In the ] o �'. e produce is fresh and abundant at * g ,' r g 1 � p . by 20 r r - y, bees of the La 0 . _ i n r .t ers' Market, accordin to market abundant t , t" rt am idst"'the abundancetIof * th Tig Dog Park this level m n . ' W `� g , • r .on • . 1 r " g gin o d ward was one of n �? o ther stnalls m the dog'pazk C o mtntt t ee Ti gard has'three a Dtsnn i § , Black caps, raspbemes, baby boc9,,I.,,,;',.',,...' . ' ' , >_:, ins zucclu ni, beets, baby potatoes • f. -:-,t frf '" .vailable. from IoG I n# ad man dvgf. dQg gparlcs A Stre et, 1 mos shmerits by der ive rde tement farmers. , � s - . ' � service providers„ including s S mm e rL`ake a ndPot sa For s g " „ tations on s ea eakovernor. m an In add . " E. 4i ,. -- i .e o ffering free face pamnn S i p groom d , ;: more information about s hip and serving asa ' tiK=+' y * ,, y - $ie daycares * an d veterittart th ese dog parks lo : : onto d o he led a team of club mein 'e e : _ b Web sit ar . a in Aug 2 musician Jeff .� in ' ens informed peop aiiout kwwhgarddogp org and master gar- ;t , F .ol m recruihn_ n dener Tun Ianf n� ,, _our talk " for F. mem, ers.ppj 5 i ` r ore o nl l in Harvest" • i' T t�cr r; hosts World Music Con cert S eri - t x stmasters Club, the Los Si in 7 (zt1 y • _ « ral : open from 9 a .m to 2 p our eve. = rFl g " i't#> t Y r will host a World Music Con '44• long g gh s ,_ as a lore and successful care " ' t ' m c p arking lot of Ye, _ 1831 S.W. S en e s through , 'K Ci cr .lace at 5 p.m on..,. m. u� '. cific Hi wa u ' -' t,lr et.com for more r x. �i ✓ � ` , $ r r .. > + ti ' a. d 3 4.44 sy xt R`° � 1� - east e t - s.� p .6 r h r vyx 'K. ! D = h ' S."i y h �.'"w Z' y �, � '':�3" v a � -tt+ ,��7r �E{ !• ` ,m t , i r t ' ayur� pt�n P x, - { ® i :Ill; xn r w r i�. 4 I 7 x3 } ' f a- + ra s I � z r a � ! �I � s i t # � 7 � , � Ss Y' I I x I. r ;fi 5 t 1. ?'i" t ,, _ g � ` C t, a g o, 1 �' "5 -'' i °e � V CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503- 639 -4171 FY 2010 -11 COMMUNITY EVENTS FUNDING REQUEST Due: February 12, 2010 Event Name: TIGARD AREA FARMERS MARKET Address: PO BOX 230421 City, State, Zip: TIGARD, OR 97281 Contact Name: STAN BAUM iOFF_R, PRESIDENT Telephone Number: 503- 706 -7669 Email address: SWBPDX(a.AOL.COM 1. Request (express in whole dollar amounts only) Cash $8,500.00 In -Kind Services (use of City property, City staff support, $ 0.00 etc. Please explain the services requested on a separate sheet) Total Request $8,500.00 2. Purpose of Funding Request: Funding of $8500 will allow the purchase of: • Demonstration Tent necessary to provide adequate cover for the presenter and audience during food preparation demonstrations at the Farmers' Market. (Estimated cost: $ 3 750) • Traffic Control Barriers to provide a secure and appropriately marked area where the vendors and visitors to the market can safely interact and conduct business. (Estimated cost: $ 2,750) • A -frame signs and banners to announce the Farmers' Market dates and times of operation, directional signs and name badges. Costs for printing recipes to be distributed at demonstrations, will also be offset by this grant. (Estimated cost: $ 2 000) The food prep equipment, traffic control barriers and banners will be carefully stored during months the market is not in operation so they can be used for many years to come. 3. How will this event benefit the Tigard Community? City of Tigard funding in 2009 allowed TAFM to show Tigard residents that eating healthy is easily achievable using local, seasonal vegetables in a variety of simple recipes. This was Tigard Area Farmers' Market (TAFM) Funding Request — 2009 Page - 1 accomplished through food preparation demonstrations, which provided tips and information on caloric intake, and explained the benefits of eating healthfully. We respectfully request renewed assistance in 2010 to•cohtinue these activities and the important work of uniting our community in the common goal of improved health and welfare. We will also use the funding to implement improvements to the project, which involve the purchase of a rain shelter to protect audiences in inclement weather; plus traffic control barriers to enhance the safety of out audience, customers and vendors. The health related issues addressed by this project remain as urgent today as they did in 2009. According to the Dietary Guidelines for Americans, a scientific research -based set of recommendations published by the US Department of Health and Human Services and the USDA, "Good nutrition is vital to good health and is absolutely essential for the health growth and development of children and adolescents. Major causes of morbidity and mortality in the US are related to poor diet and a sedentary lifestyle. Specific diseases and conditions linked to poor diet include cardiovascular disease, hypertension, dyslipidemia, type 2 diabetes, obesity, osteoporosis, constipation, diverticular disease, iron deficiency anemia, oral disease, malnutrition and some cancers." The Guidelines also acknowledge that the diets of Americans as a whole do not currently align with the research based recommendations for a healthy diet. Spurred by the unsustainable costs of treating our nation's sick, the Obama administration made health care reform its number one priority on coming to office. Although the debate has proved divisive, all parties at the table— health care providers, insurance company administrators, employers, public servants and the general public —agree on one thing: the importance and potential of wellness. In his January 27* State of the Union Address, the President announced that the First Lady is creating a national movement to tackle the epidemic of childhood obesity. It is clear that leaders at the highest levels recognize the need to act. The TAFM will capitalize on and contribute to this momentum by participating at the grass -roots level of community engagement. The demonstrations also serve to promote interest in and enthusiasm for the market, attracting more visitors and increasing the number of people exposed to the project's content. They allow Tigard residents to linger during their shopping trip, and create an opportunity for interaction with one another, making a trip to the market a community event as opposed to merely a stop for groceries. Just under75,000 people attended the market in 2009, an increase from 52,000 in 2008. We expect even greater numbers in 2010. 4. How many Tigard residents do you anticipate participating in this event (or these events)? Approximately 3,000 residents per week for 26 weeks, or 78,000 residents per season. We anticipate that the cooking demonstrations will be performed for years to come so participation will grow as the Market's notoriety and size increases. 5. Please submit the following information with this request: See Attachments, 5a – 5e 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.* 5 rMieNprtc Et.r 49r4Cd'L'D d. 501(c)(3) status.* Applied for. e. Organization Bylaws* Tigard Area Farmers' Market (TAFM) Funding Request – 2009 Page - 2 6 nformation 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@ tigartl -or. gov. NI Q2 /G/NAL /42 pcces 0F 2-n -0-©4 Poi2A N 5Uri //" /N Tigard Area Farmers' Market (TAFM) Funding Request — 2009 Page - 3 93 1247459 TAFM FINANCIAL COMPARISON Prepared By 2003 - 2010 Stan Baumhofer 503 - 709 -7669 A B j C I D I E l F l G 1 H 1 I I J 1 Description 2003(1) 2004(1) 2005(2) 2006(2) 2007(2) 2008(2) 2009(3) 2010(3) 2 Receipts Budget 3 Vendor Space Fees(net) 30,651 33,889 39,069 40,834 37,706 33,365 35,366 42,000 4 Grants 1,500 13,000 12,000 5 Total Receipts 30,651 33,889 39,069 40,834 37,7061 34,865 48,366 54,000 6 7 Expenses 8 Private Contractors 20,950 18,910 23,219 22,238 21,500 20,077 18,013 26,000 9 Rent, Utilities & Maint. 2,533 1,295 4,372 2,511 1,271 2,474 1,300 10 Printing & Postage 1,638 428 389 361 244 181 368 650 11 Depreciation 3,000 3,000 3,000 3,000 3,000 3,000 3,700 3,700 12 Insurance 1,179 1,240 1300 653 977 685 670 1,200 13 Market Entertainment 2,195 2,639 2,885 4,300 3,800 4,250 75 2,600 14 Licenses & Permits 100 100 75 152 168 208 130 260 15 Lot Sweeping 1 362 135 13 600 16 Auto 231 225 319 120 17 lszuzu Van 3,3041 1,300 18 Porta Potty 1,355 1,539 1,780 1,4951 1,500 1,335 1,800 ' 19 Supplies 1,607 2,824 1,378 2,234 1,156 931 1,200 20 Advertising & Signage 2,188 1,462 2,053 1,904 2,775 2,138 3,000 21 Parking Lot 870 1,200 1,245 1,200 1,300 1,300 22 Web Site & Cr Cd Proc 1,042 8081 1,200 23 Accounting 1,3601 • 1,200 24 Demo - Healthy Food 6,000 25 Other Misc 2,301 2,366 3,112 3,042 2,659 1,488 1,618 570 26 Tokens Outstanding 170 -9341 -1,000 27 Civic Fundraising 471 500 28 29 Total Expense 1 31,826 32,054 39,312 41,500 39,078 37,345 37,7611 53,500 30 1 31 Excess or (Deficit) (3,476) (531) (3,355) (3,708) (4,031) (4,138) 10,605 1 500 32 33 34 Total Assets 12/31 27,273 26,742 23,144 19,717 15,372 11,532 22,170 15,000 35 Cash On Hand 12/31 3,2731 5,742 5,144 4,717 3,372 2,532 9,8701 5,000 SOURCE: (1)Tax Return Form 990 -EZ 2010 Budget #2 (2)Tax Return Form 1120 Schedule Rev.2 -10 -10 (3) Corp. Acct Records swb Secretary of State / F \ Corporation Division Registry Number: 655451 -89 k Lp`•a! t^ 255 Capitol Street NE, Suite 151. Type: DOMESTIC NONPROFIT CORPORATION p ; 41, 1• Salem, OR 97310 -1327 Phone:(503)986 -2200 859 i Fax:(503)378 -4381 www.filinginoregon.com Next Renewal Date: 10/05/2010 TIGARD AREA FARMERS' MARKET, INC. PO BOX 230421 TIGARD OR 97281 Acknowledgment Letter The document you submitted was recorded as shown below. Please review and verify the information listed for accuracy. If you have any questions regarding this acknowledgement, contact the Secretary of State, Corporation Division at (503)986 -2200. Please refer to the registration number listed above. A copy of the filed documentation may • be ordered for a fee of $5.00. Submit your request to the address listed above or call (503)986 -2317 with your Visa or MasterCard number. Document ARTICLES OF AMENDMENT Filed On Jurisdiction Nonprofit Type 01/28/2010 OREGON PUBLIC BENEFIT Name TIGARD AREA FARMERS' MARKET, INC. Principal Place of Business Registered Agent 12950 SW PACIFIC HWY #225 STAN BAUMHOFER TIGARD OR 97223 12950 SW PACIFIC HWY #225 TIGARD OR 97223 • Mailing Address President PO BOX 230421 STAN BAUMHOFER TIGARD OR 97281 1 12950 SW PACIFIC HWY #225 TIGARD OR 97223 Secretary PAM BENSON 12950 SW PACIFIC HWY #225 TIGARD OR 97223 ROBCON ACK 01/28/2010 • Oft: ', k' Articles of Amendment - Nonprofit • r °" ',. y. Secretary of State - Corporation Division - 255 Capitol SL NE, Suite 151 - Salem, OR 97310 -1327 - htt / /www.Filin Inure oncom - Phone: 503 986 -2200 ur: 73 / • REGISTRY NUMBER: 65545189 FILED JAN 282010 In accordance with Oregon'Revised Statute 192.410 - 192.490, the information on this application is public record. We must release this information to all parties upon request and it will be posted on our website. r}REG(ppr office use only Please Type or Print Legibly in Black Ink. SECRETARY OF STATE 1) ENTITY NAME: Tigard Area Farmers' Market Inc. 2) STATE THE ARTICLE NUMBER(S): and set forth the article(s) as it is amended to read. (Attach a separate sheet if necessary.) Article 6; Optional Provisions. See attached schedule A 3) THE AMENDMENT WAS ADOPTED ON: Thursday, January 21, 2010 Of more than one amendment was adopted,.identify the date of adoption of each amendment.) 4) CHECK THE APPROPRIATE STATEMENT: 151 Membership approval was not required. The amendment(s) was approved by a sufficient vote of the board of directors or incorporators. ❑ Membership approval was required. The membership vote was as follows: Class(es) entitled Number of members Number of votes entitled Number of votes cast . Number of votes cast to vote entitled to vote to be cast FOR AGAINST • 5) EXECUTION: By my signature, I declare as an authorized authority, that this filing has been examined by me and is, to the best of my knowledge and belief, true, correct, and complete. Making false statements in this document is against the law and may be penalized by fines, imprisonment or both. Signature: Printed Name: Title: . 4,,.. . „„ Stan Baumhcfer President • • CONTACT NAME: (To resolve questions with this filing.) FEES - >..,�_ _.M �'� �'- "m Stan Baumhofer Required Processing Fee $50 Confirmation Copy (Optional) $5 PHONE NUMBER: (Include area code.) (� g Na Fee for Nonprofit Type Change. No Fee for PresidentlSecretary Change. 503 -709-7669 g Processing Fees are nonrefundable. Please make check payable lo - Corporation Division.' .ertmsmcn.. .,avwawanx4.......�......,.. ost aim .vvamemn arnlieen u:ni .aran+.av 31 - Articles of Amendment - Nonprofit (01(10) • 93- i2_4741-s9 Exert from the minutes of the regularly called Board of Directors meeting of the Tigard Area Farmers Market Inc. on Thursday.lanuary 21, 2010: "Motion was made by Director Marland Henderson, and seconded byDirector and. Secretary Pam Benson, and was unanimously approved: • • a. Said organization is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code. b. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in'the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in `(including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities • • not permitted to be carried on (a) by an organization exempt from . federal income tax undef section 501(c of the•Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code. • c. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, o to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of . the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall det rmine, which are organized and operated exclusively for such pure es. • _ _ MOTION APPRO 'ED: /, j and Henderson. VP & Director /� /O /t/,L • Pam Benson, Secretary & Director //— /O �i ✓�ti� j Stan Baumhofer, Pres. & Director / / C7 February 8, 2010 Debbie Smith -Wagar Assistant Finance Director 13125 SW Hall Blvd Tigard, OR 97223 Dear Ms. Smith - Wagar, Please find enclosed the FY 2010 -11 Community Events Funding Request Application for the Tigard High School Drug and Alcohol Free Graduation Celebration. Our committee would like to thank you for your strong support of our program over the'last several years. We are hopeful that you will again find our event worthy of your consideration. This year our senior class has.approicirihately 464 students. This is again a large graduating class for Tigard High School. Our planning committee works the entire school year to make this safe and fun celebration happen for our graduates. Due to the economy, we have fewer funds to put on the 2010 celebration than we have had in the past. We are hopeful that this year's fundraising events will help with the short fall we face. This grant, if approved, will help provide the starting funds for the Class of 2011. Again we sincerely thank you for your consideration of our application. Please contact me if you need any further information. • Sincerely, per Debbie Walker Chairperson Tigard High School Grad Night Committee 503- 703 -9694 debbie.walker @sammedical.com CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 - 639 -4171 FY 2010 -11 COMMUNITY EVENTS FUNDING REQUEST Due: February 12. 2010 Event Name: Tigard High School All Night Drug and Alcohol Free Grad Night Celebration Address: PO Box 23664 City, State, Zip: Tigard, OR 97281 -3664 Contact Name: Debbie Walker Telephone Number: 503- 620 -4911 cell: 503- 703 -9694 E -mail address: debbie.walker @sammedical.com 1. Request (express in whole dollar amounts only) Cash $2,000.00 In -Kind Services -hours (use of City property, City staff support, etc. Please explain the services requested on a separate sheet) 0 Total Request $2,000.00 2. Purpose of Funding Request: This.grant will help fund the site and activities for the All Night Drug and Alcohol Free Celebration for the graduating seniors immediately following the graduation ceremonies. 3. How will this event benefit the Tigard Community? This event benefits the Tigard community by providing a safe, supervised and fun celebration-for-the-graduates-and keeps-them from-harming-themselves-and others-by partying after graduation. This event also brings the whole community together from the graduates themselves, the parent volunteers, the school teachers and staff support and all of our community donors. 4. How many Tigard residents do you anticipate participating in this event (or these events)? Well should have approximately 300 -400 graduating seniors attending the celebration along with 50 -70 parent volunteers the night of the celebration. We also have a planning committee of approx 20 parent volunteers and all the countless businesses and individuals that help us with donating their time and money. 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. Orginization Bylaws* * Information not requited 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-or.gov. Page:1 Graduation Celebration Committee Year to Date Income'Statement For the Twelve Months Ending June 30,2010 Current Year Current Year Over /(Under) Variance Actual Budget Budget Percent Income Ticket Sales $ 0.00 $ 13,750.00 (13,750.00) (100.00) Donations - Corporate 1,550.00 5,000.00 (3,450.00) (69.00) Donations - Parent 0.00 200.00 (200.00) (100.00) Fundraising - Balloon Festival 1,000.00 1,000.00 0.00 0.00 Fundraising 50/50 Raffle 1,131.00 1,000.00 131.00 13.10 Fundraising - Snack Shack 0.00 700.00 (700.00) (100.00) Fundraising - Spring Fling 0.00 3,000.00 (3,000.00) (100.00) Grants - Tigard Turns the Tide 2,000.00 0.00 2,000.00 0.00 Income - Interest 0.29 0.00 029 0.00 Total Income 5,681.29 24,650.00 (18,968.71) (76.95) Expenses Refunds 0.00 100.00 (100.00) (100.00) Site Rental 500.00 5,050.00 (4,550.00) (90.10) Entertainment 0.00 10,000.00 (10,000.00) (100.00) Decorations 0.00 200.00 (200.00) (100.00) Food/Beverages 0.00 500.00 (500.00) (100.00) Gifts/Prizes 0.00 5,000.00 (5,000.00) (100.00) Advertising/Printing 0.00 500.00 (500.00) (100.00) Postage 132.00 600.00 (468.00) (78.00) Fundraising 528.50 0.00 528.50 0.00 Helper Gifts 0.00 400.00 (400.00) (100.00) Bank Fees 22.32 0.00 22.32 0.00 Miscellaneous 752.50 100.00 652.50 652.50 Total Expenses 1,935.32 22,450.00 (20,514.68) (91.38) Net Income /(Loss) $ 3,745.97 $ 2,200.00 1,545.97 70.27 For Management Purposes Only • Grad Night Committee Cash Donations - Corporate 2009 -2010 Date Line Description Amount Type 11/18/09 American Legion Post 158 100.00 Corporate Donation 1/12/10 First Church of Christ, Scientist 50.00 Corporate Donation 1/12/10 Legacy Meridian Park Hospital 50.00 Corporate Donation 1/12/10 Modern Plumbing Co. 250.00 Corporate Donation 11/18/09 Northwest Engineering Services Inc 100.00 Corporate Donation 11/18/09 Oregon Bolt Inc. 100.00 Corporate Donation 1/12/10 Pride Disposal Company 500.00 Corporate Donation 11/18/09 Rolling Hills Community Church 100.00 Corporate Donation 1/19/10 Tualatin Valley Fire Fighters Union 200.00 Corporate Donation 1/12/10 United Food and Commercial Workers 100.00 Corporate Donation $ 1,550.00 • Grad Night Committee Non -Cash Donations 2009 -2010 Date From Item 11/16/2009 Taco Bell 2 Water Bottles, 2 - $5 Certificates 2 Nylon /String Backpacks, 2 T -Shirts 1 Gym Bag 11/16/2009 Davidson's Casual Dining Gift Certificates . 11/18/2009 Bannings's Restaurant Donation of Baked Goods at the Party 11/18/2009 Family Fun Center One.Large.OneTopping Pizza Free Round of Mini Golf for 4 People Buy One Attraction Get One Free 1/12/2010 Big 5 Sporting Goods $15.00 Gift Card 1 /12/2010 Buffets, Inc 2 Free Meal Passes (The Old Country Buffet) 1/12/2010 Rite Aid $20.00 Gift Card Grad Night Committee 2009 -2010 Declined to Donate McDonald's (Double "K" Ventures, Inc.) The Old Spaghetti Factory (OSF International , Inc.) Return to Sender Cinnabon Jamba Juice David M Kao, MD Lawyer's Title Insurance Corp Oil Can Henry's, Tigard The Silver Palace Restaurant Robert Westlund • • • Tigard High School - 2009 Drug and Alcohol Free Graduation Party • Financial Statement as of June 30, 2009 • 2009 Budget 2009 Actual Income • 50-50 /Fundraisers $ 150.00 $ - Corporate Donations $ 6,000.00 $ 2,800.00 Parent Donations $ 200.00 $ 50.00 Grants, $ 4,000.00 $ 4,000.00 • �j Interest $ 60.00 $ 12.00 Snack Shack /fundraisers $ 1,500.00 $ 2,566.00 Ticket Sales $ 20,000.00 $ 13,050.00 Balloon Festival $ 1 ;000.00 $ 1,000.00 PSO Donation $ 2,000.00 $ - $ 34,910.00 $ 23,478.00 • Expenses Advertising $ 600.00 $ 403.00 Food / Beverage $ 1,600.00 $ 411.00 Decorations / Banner $ 950.00 $ 625.00 Donations $ 700.00 $ 500.00 Entertainment $ 16,050.00 . $ 16,696.00 Fundraisers / PSO Auction $ - $ 831.00 Gifts! Prizes $ 5,500.00 $ 4,773.00 Hampers / Cameras $ 1,000.00 $ 363.00 Helper Gifts $ 400.00 $ 235.00 Insurance $ 250.00 $ - • Postage / Supplies / PO Box $ 500.00 $ 401.00 Site $ 6,500.00 $ 3,490.00 $ 34,050.00 $ 28,728.00 Excess of Revenue over Expenses $ 860.00 $ (5,250.00) • Tigard High School 2009 Drug and Alcohol Free Graduation Party 2007 -2008 Actual and 2008 -2009 Budget 2008 Actual 2009 Budget Income 50/50 Fundraiser 985 150 Corporate Donations 3500 6000 Parent Donations 260 200 Grants 4000 4000 Interest 70 60 Snack Shack fundraiser 2073 1500 Ticket Sales 14214 20000 Balloon Festival 1000 1000 PSO Donation 2000 2000 28102 34910 Expenses Advertising 441 600 Beverage / Food 1250 1600 Decorations / Banner 830 950 Donations 500 700 Entertainment 10558 16050 Fundraisers / PSO Auction 2242 0 Gifts /Prizes 4765 5500 Hampers /Cameras 954 1000 Helper Gifts 202 400 Insurance 250 Postage / Supplies / PO Box 330 500 Site 5545 6500 27617 34050 Excess of Revenue over Expenses 485 860 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 - 639 -4171 FY 2010 -11 COMMUNITY EVENTS FUNDING REQUEST • Due February 12 2010 Event Name: . Tigard Historical Association 2010 Events: `July 17 Old- Fashioned Ice Cream Social; October 2 Apple Harvest Festival; and December 4 Victorian Christmas . Address: :. T_;a d.H.0 e' I 10 Can erbu L.n ailim Adh re s is P• B.x 231 City, State,Zip Tigard Oregon 97281 Contact Nanie: • ' Mary Feller, THA President . Teleph'o'rie•Number: 503- 639- 1816:; If no answer call Martha Worley at 503- 747 -9856 E- mail "address: ' mary.feller @verizon.net 1. Request (express in whole dollar amounts only) • Cash $1500.00 In -Kind Services -hours (use of City property, City staff support, etc. Please explain the services requested on a separate sheet) $0 Total Request $1500.00 • 2. Purpose of Funding Request: Help defray the costs of the three THA events: Old- Fashioned Ice Cream Social; the Apple Harvest Festival and the Victorian Christmas event. 3. How will the event benefit the Tigard Community? All three events have common goals: 1. To provide a venue where all family members can interact with other members of the Tigard community in a wholesome, safe environment. 2. To provide an event that will reacquaint Tigard families with historical American community traditions. 3 To provide events where Tigard families can feel a connection with the community of Tigard. Tigard is not just a bedroom community of Portland. It is THA's goal to enrich the culture of Tigard so people feel they are participants in Tigard community life. Tigard is a vibrant community but each community event such as THA events make it even more so. 4. Our THA events have free admission which is particularly important in today's difficult economy. 5. Each event provides a learning opportunity for children. They make a project they can take home. 6. Each event take place on the grounds of the John Tigard House. A docent -led tour of the house is an opportunity for Tigard residents to learn about the founding of Tigardville and how it grew into today's Tigard. 4. How many Tigard residents do you anticipate participating in this event (or these events)? 200 -300 per event. A total of 600 -900 of the three. 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- or.gov. Note from Mary Feller: Items c ,d, and e should be on file with the City of Tigard. • /7f aKd # 57 - 727 - 7 . d _ a / /9-sso t -a • Projected 2009 Budget Actual.2009 Budget Projected 2010 Budget INCOME Cash.Contributions: Individual &corporate contributions $600.00 $2,080.00 $1,000.00 Memberships $1,500.00 $2,465.00 $1,500.00 City of Tigard Events Grant $1,000.00 $1,000.00 $1,500.00 Grants $5,000.00 $5,000.00 $ Investments income $10,000.00 $7,544.14 $7,000.00 Sponsorships $500.00 $500.00 $500.00 Annual meeting $0 $0 $ Total Income $18,600.00 19,010.00 $11,500.00 EXPENSE Administration Employee salary $ $ $0 Insurance $4,096.00 $2,430:00 1 $2,500.00 Memberships/subscriptions $100.00 $75.00 $100.00 Office supplies $1,000.00 $225.21 $250.00 Postage $1,000.00 $1,233.23 $500.00 Printing /photocopies (newsletter) $1,500.00 $1,736.00 $1,500.00 Professional services $7,200.00 $2,325.00 $2,500.00 Annual Meeting $400.00 $258.05 $250.00 Opertations Capital, Improvements/projects $500.00 $396.87 $500.00 Collections $5,000.00 $5,748.90 $3,000.00 Exhibitions $1,500.00 $ i $100.00 Curtis Tigard Birthday Party $1,500.00 $589.40 $200.00 Programs $1,000.00 $434.45 $1,000.00 Repair &maintance of J. Tigard house $3,000.00 $0 $1,500.00 Signage at J.Tigard House $500.00 $180.00 $0 Utilities&ADT- security - system $2,000.00 $2,783.15 i $3;000.00 Total Expenses $30,296.00 $18,415.26 $16,900.00 End of 2009 Treasurer's Report Tigard Historical Assn. GENERAL FUND - -- FUNDS CD & ANCILLARY ACCOUNTS: R ECEIVED 'Memberships $2,465.00 Acct. . General Donations $421.65 #3904 CD matures 3 -07 -2010 $89,857.98 (Open Houses, etc.) Acct. Curtis "T's •100th BID $125.00 #1221 CD matures 3 -13 -2010 $101,271.41 Corp. Donations $2,080.00 Gift Shop Sales $86:00 Acct. .- MMA (Reserve Acct. Interest $4.45 #9717 #1) $49,506.05 TOTAL $5182.10 TOTAL AFTER Acct. CKG (Reserve Acct.__ TRAN$FERS($7845.36) $13,027.46 • #6470 #2) $12,013.95 GENERAL-FUND - -- EXPENSES Collections /Supplies $38.27 Exhibits $1,880.75 Transfers, from Investment Accounts to THA Gift:Shop Expenses $$3:00 General Funds = $2845.36* Home Repairs /mntc. $396.87 Insurance $2,430.00 Memberships ,to Om 's $75:00 Transfers from Reserve Accounts to Office Supplies 9 $225.21 THA General Funds = $5000.00* Postage $1,233.23 -- Printing $1,736.02 *These transfers were necessary to carry on Professional Svcs. $2,325.00 normal activities for THA. Programs $434.45 Utilities $2,783.15 Beg. Balance in Gen. Fund, 1 -1 -09 +$1827.35 Annual Meeting $258.05 Plus Receivables during 2009 + $5182.10 Misc. $199:00 Less expenses 2009 - $14,657.40 Curtis T's 100 BD $589.40 Net - Gain- or_(Loss)2009 = ($7647.95) TOTAL 14,657.40 After funds transfers of + $7845.36 ENDING BALANCE $197.43 PRESERVATION FUND -- -FUNDS = Ending checkbook balance of +$197.41 RECEIVED Grants $5,900.00 Interest $ 55 : 65 TOTAL $5,055.65 ' PRESERVATION FUND - -- EXPENSES Accessions Project $675.00 Collections $1,625.00 Supplies, misc. $3,448.90 TOTAL $5,748.90 ENDING BALANCE $4067.56 • 01 . • . . ; . .1797; : I - i ' , .• - • .- , . Yeanto-Oce 2009 , r IP ..... .. . 85 c 14 JAN FEB I MAR I ,LIAPR i MAY JUN JUL AUG •94. EP: 1 OCT . ,,.... NOV .. DEC : I I I 2.000.00 3,000,00 I Beg/End ' I 1-.. - • s• .. I 41) I I Year to •T'n! 1 I 1 • Balance Jan ' Feb Mar [ Apr May Jun Jul Aug -' eP Oct Nov i Dec I Date ' • " , ' • 1 I .1 I General Fund I 1.827.35 J, I 51011313801Receipts: 116 Memberships 1 .. tr. 700.00 760.00 - 190.00 37000 • .70.00 - '115.00 . .. ... 140,00 . 120 General donations 58.30 1 " 53.55 83.99 I '' I. ' 2T : 4, 421.65 ' 130,1 C Tard 1 ig00 BO 125.00 ' " I - - 12500 149/Corporate Donations 5000 3000 50000 I 1.500.00 I ; 208000 300 Gift Shop Sales . '86,00 300.1 lInteresi . 0.35 0.53 0.57 0,47 0.22 0,13 0 . 29 1 0.32 ' T361 0.52 I 0.1111' 1501Annuel Meming 9 P' - r- :( I 1 -. 'Misc. I I rrITOTALS ------70035 ' : : . I r• oTr 6t • ; 05203E 00057 •- 545,47, •:1 00E2 1 -.015.13 , 72010. , 0500.32 r . 0.3 ., L 9 .2 1 .414,07 • . . ., 0.48 204 ' . -' --- 582 ' 1 : , transfer fr Invest. 2845.35 2E45.36 I: GRAND TOTAL • ••• • ..- .. _] Funds Transfer fr Reserve Ii .. . •700.35 irr. 3,708.19 o• .190.57 •.9 545.47 4 100.22 -2,105.13 ,. ,7219.10 1.500.32 1 3,000:61 I i I 234,07 5.000.00 0.48 204.17 I . 13,027.45 -1 IslExpenses: . . .. .. .. I 710ICollections/SuppRes 2027 . 1 T.-. ... • 0..1, .1 _ _ 7201 Exhibits ,. • . , • 1,515.12 I 202.00 I 35,52 128.11 j___ 1,880.75 7312 Shop Expenses I '_ 740,750 Home repairs/conic. 1 - 208,3g 313413 I 396.87 760 Insurance 980.00 1.450.00 r .. . . I 2,430,00 . 770 MeMberShipS to 0rgS. --211551--21.90• • •- .-- - ••-- ----51.sa•---t= - IC4I- - ---•-.2447 - _n_! .L I: - -,- 225,20 • . , BM PICSIage 151.20 I 84.00 12000 , 840.00 _ - 1 ,64 29.39 1 1,233.23 . 600 PrInting I 309.08 320.59 I 86 .88 2.98 171 71.49 1 1,738.02 810 Professional Svcs. 1,30000 100.00 1 25,00 700.00 I 200.00 2,325.00 8201Pcogram0 i 434.45 ' 434.45 . 830 Utilities 163,26 188.01 151.24 140.62 604.90 '69,88 206.23 64,56d 151,11 1 . 179.39 1 169.93 694.05 2,783.15 840 Annum Meeting Expenses , 90.26 167.79 258.05 850 Misc. 42.00 -1-- 73.00 50.00 _I ,... 4,00 I 30.00 199.00 ' 851 C Togard 100 BD i 159.86 156.88 361_ 00 153,45 73 21 -. 589.46 - --- . MU! 2,115,2 li Ac 31 1,388.58 I 108.01 ,491.48 385.39 I 205.45 1.015,13 1 14,857.40 NMtty, CurnmuletIve 655,83 40262 I 2,350.33 233.14 2,305,01 H. IT Ill 2.4 I 2,731.78 2 ,7.52 66 j _2,409.37 I 159.26 I. 2.041.25 I 463 1 42 .15 .853. I -I- 1.372.33 1 1,191.01 L 986.04 205. 04 INOTE BELOW I ENDING CHECKBOOK BAL. f 41 7 1 I I I ! I I 197.431 • \ ) ) ) . . C . Primary. Fund 4760.011 : , • . i • , . . " .. - .• 510113142dRecepts: a 1 • : ; 1 i I . I 1 ! 7 i • 61000.186On ' I -! • 620 Grants 1 c . / " 4,500.00 . • ' . er, ; 500.00i n ! .% , ,..... .I. 1- i 5,000,00 ; 640 Interest m., 595 41 919 8.28 536 451 92 .1 3. 3,581 3.32 1 343 _ 3.231 3.14 5565 . i ] • 1 .- 3/1 3.10• .. - - - - • i Total I 5.95 4,604.361 8,19, 5.26r 536 4351 503.021 3.55 3.321 3.43 i ,, , ,23, 1 .- 5,055.65 , 1 !Expenses / . --- - 1 • 91E Collection s Accession (Sam) I - _ - . • - • '... ' : .. . . . / 1 ----- , -- - 920 Collections (Clarindak • 1 _. 825.00 175.00 . 2900 375.00 22500 - 1-/-' _ 1 • •-, 1625.00 1 i 930.940 5 upp8a9 Misc. 1 199930 108294 600.00 _ 14959 1 . 20671 • 3948.90 - . .-- 1: r . . I I ir Total , r o 2,424,70 1 175.001 2900 F i 1,38E94 97500 370.59 375 001 ./ 20.671 I •_. •_ 1 . ..... 9 ENDING CHECKBOOK BAL. I , . • 14Net Activity. Cur _ . . .. 54057.80 4,061.231 4,084.46 4967.56.. bene - I - cO began 9.5-06 7 919. Bel. 5500000 • - - 1 1 566.15970 ;586967901 $5674700 5 51379511,55F 1 , 513860 408 16 ,2 589.537.83, 889.857.9 .8 4.561 911. 48929.071 , 6 • -: //- .8957.98 ' _ .../ . 5101243904 Mo123108 .1 1 -. ! ' . .. 1 .le•rre - I F --•' • I I __I_ ... , ; 1 , , CO began 91109 Gal 99 1 . 991591391 . - 99381.361 99611336i B984 10008E93 100 I - 7 10vo57.511? - 100,797.501 10103031 101271.91L ' -201 i .--._ 510140122111 H 1 - _ E 1 1 t MMA, Lack-up GE i Beg,13•12-9-139 520.000.00 2013 061 20033.951 2005231 20071.791 18.090.10 61,200.89 6495E751 , 6195193 4E407961 49457424051 ' 49.50905 (Reserve Awl ) : 51013697- 1_ 11 1 __L 1 (3000 trans) i 12,000trans 1 CKG, back up GE I Bap. Bel 10-8-09 512,000.170 1. 1 -1 12000001 12004.761' 12013.95L . 12.01195 • : . 5312476470 1 I i ; 1 1 n __,_ 1 . L [ , , F i 1 --] , . NOTE:This figure Includes transfers from Investments 0254925)1 Reserve funds 95000). TRUE ELL WOULD BE .$7547,951 _i_ _ __. riBeg. balance on 1.1-09 6182335 plus All General Fund Receipts of 65•162.10 minus All Expel's.. for 2009 914,65340 • 67647.95 /- - 1 I 1 - -- --------- .. . .- - - . . - ill 1. " 'i . . . . . re : , . - . or LI) . ,,o • . . r): .. r" • • • 74 r4 ' , '-:" .. 1,C .: . : ,..:• -. -.... - tu In " . ... " ",-..4, .. . ' ' ' : • ' - .1 . `; "=1 . :-- • . . . . . . • ' ' ' hit 1 . • . . . . . . . . • ' ' ! ../ . . • • . . • • .), . i . . . . )•-9 . CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503- 639 -4171 FY 2010 -2011 COMMUNITY EVENTS FUNDING REQUEST Event Name: Tualatin Riverkeepers' Events Address: 12360 SW Main St., Suite '100 City, State, Zip: Tigard, OR97223 Contact Name: Monica Smiley Telephone Number: 503 -620 -7507 E -mail address: moti ca(c�tualatinriverkeepers.org 1. Request(express in whole dollar amounts only) Cash $3,000 In -Kind Services (use of City property, City staff support, $2,320 etc. Please explain the services requested on a separate sheet) Total Request $5,320 2. Purpose of Funding Request: Nature Recreation &'Education, Connecting the Tigard Community to Nature Close to Home • • City of Tigard funding is.needed,to support Tualatin Ri Nature Recreation and Education Activities in Tigard during the 2010 season. TRK'will offer four public paddle events, including two large free events, Rumba al Rio and Discovery bay, two, five -day Nature Day Camps for youth, six Science Education School Field Trips for children ,and four Community Science Forums. Outreach will be conducted to reach broad and diverse segments of the community including youth, low income and Latino populations. • 21st Annual Tualatin River Discovery Day, June 26; This is our largest paddle trip of the year. We will start at Cook Park and paddle to Brown's Ferry Park in Tualatin. We expect tover 250:, participants at this event.. The public paddle trip will be preceded by the 4 Annual Mayor's Challenge:Race, where local Mayor's, City Councilors, and County Commissioners race for honor and glory and dto bring attention to the Tualatin River. • Family Paddle Day, August 14, 10am • 1pm.at,Cook Park. Guided paddle trip focuses on introducing families with children to the River. 30 participants. • Beginners Paddle September 12,10am — 1pm at Cook Park. Guided paddle trip focuses on introducing families with children to the River. 30 participants. • • Rumba al Rio Tualatin, August Date TBA.at Cook Park. 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. 100 participants. • Nature,Awareness Day Camp at Cook Park. Two, five -day programs that will serve 40 students in ' grades 1 -8. Nature Day Camp will feature nature.activities (animal tracking, native plant identification, water quality monitoring), hiking, paddling and a service project. • Nature Awareness School Field Trip Program, September 2010 —June 2011 at Cook Park. Each year TRK provides opportunities for 1,000 children - in gradesl- 8 to experience nature in their community. The three -part program is designed to meet state benchmarks for science education while fostering scientific curiosity and building life -long stewardship of,natural areas. 200 students will visit a Tigard Natural Area to participate in a school field trip or community service project. •• FriendsForums. Four times this year we will bring noted scientists to Tigard to speak on natural resource topics relevant to the Tualatin River. Open to the public we expect attendance ranging from 25'to 50 at each forum. 3. How will this event benefit the Tigard Community? Tualatin Riverkeepers'. Nature Recreation and Education programs provide local recreational opportunities thatengage 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 o ur participants, members and volunteers are Tigard residents: These experiential activities.are the most effective way..to. promote environmental awareness and stewardship. Additionally, our recreation programs encourage physical activity and promote a healthful lifestyle. Program participants learn skills to increase their awareness and enjoyment of the natural world for a life time. First time paddlers who participate in our guided canoe trips gain the skills and confidence needed to then-venture out and repeat these experiences on their own. Many of TRK's programs are free or low cost activities for families: Our public paddle trips cost of $5 - $10 per person. This City of Tigard:Community grant enables TRK to provide Nature Recreation and Education opportunities sin Tigard In 2010 TRK will launch our. NEW fleetof twenty kayaks for use by private and tour groups. With a grant from the Washington County Visitors Association, TRK was able to acquire the new boats and trailer and developing a marketing plan to promote Nature Tourism in Washington County. Cook Park will play host to many future paddle trips for private groups - including tour groups. 4. How many Tigard residents do you anticipate participating in this event (or these events)? . • We anticipate 850 participants and volunteers will participate in TRK's Nature Recreation and Education programs in the City of Tigard in 2010. One third of the participants will be Tigard residents. 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 reporrorfinancial statements for the last fiscal year. ** c. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * 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. • INKIND • 21St Annual Tualatin River'Disc Day, June 26, 2010 at Cook Park. Use of Boat Ramp and Picnic'Shelter 3 at $33 /hr for 24hrs is $792. . • Family Paddle Day, August 14, 10am —1 pm at Cook Park. Use of Boat Ramp. • Beginners Paddle September 12, 10am — 1pm at Cook Park. Use of Boat Ramp. • Rumba al Rio Tualatin, August Date TBA at Cook Park. Use of -Boat Ramp and Picnic Shelter 3 at $16 /hr for 8hrs is $128. • Nature Day Camp at Cook Park. Use of Boat Ramp and Picnic Shelter 3 at $14/hr for 10hrs /day for 10 days is $1,400. • 2:35'PM Tualatin Riverkeepers 02/16/10 Accrual Basis Profit & Loss Budget vs. Actual July 2009 through June 2010 Tualatin Riverkeepers Comparison' of last year actuals to current y Jul '09- Jun '10 Budget Ordinary Income /Expense Income 4000 - Contributions • 4001 • Corporate 750.00 4002• - Government 4005 • Other Contributions 9,100.00 Total 4000 • Contributions 9,850.00 4100 • Memberships 4004 - Major. Donors (5250 +) 9,800.00 4105: Individuals 28,400.00 4150 ' Business 1,800.00 Total 4100 • Memberships 40,000.00 4200 ••Grant Income 4210- Foundation.Grents i 120,000.00 4220 • Government Grants Tigard 2,000.00 4222 Cotter Restoration DSL Goiter 0.00 NFWF - Getter 0.00 NRCS - Gotter 0.00 Total 4222 • Cotter Restoration 0.00 4224 ' Munger Restoration DSL -. Munger 80,858.00 NRCS - Munger: 86,550.00 OWEB -: Munger. 40,976.00 4224• Munger'Restoration - Other 0.00 Total 4224 • Munger Restoration 208,384.00 4220 • GovernmentGrants - Other 0.00 Total 4220 Government Grants 210,384.00 4200 • Grant Income - Other Total 4200 • Grant Income 330,384.00 4400 - ESOR Workplace Giving - - L 7,600.00 4500 ' Events Income - 44,000.00 4600 • Fees 4610.••Government Agencies 4640 • Trip /Class Fees 25,000.00 4600 • Fees - Other 0.00 Total 4600 • Fees 25,000.00 4750 • Interest and Dividends 500.00 • Pagel of 6 •:3s.PMl Tualatin Riverkeepers 026 Accrual•Basis Profit.& Loss Budget vs. Actual July 2009 through June 2010 Tualatin Riverkeepers Comparison of last year actuals to current y Jul'09 - Jun '10 Budget 4800 ' Merchandise Sales 500.00 • 4900 • Miscellaneous Revenue • Total Income 457,834.00 Cost of.Goods Sold 5000 - Coat of Goods Sold TotalCOGS GrossProfit 457,834 :00 Expense 5500.•.Credit Card - .Merchant Fees 750.00 6000 ••Advetising 850.00 6100 • Bank Fees 750.00 6200 • Board Development 300.00 6300 • Business Licenses_ and Fees 170.00 6500 • Staff Development 2,100.00 6700 • Restoration Contract Services 177,179.00 6900 - Professional Dues' 450.00 7000 -.Equipment Expenses /Rental 7050 -Equipment Rental 0.00 7000 • Equipment Expenses /Rental - Other 21,749.00 • Total 7000 • Equipment Expenses(Rental 21,749.00 7100 • Insurance • 7110 • Workers Compensation Insurance ' 600.00 7120 • Property and'Guide Insurance 4,938.00 7130 • Director's Liability 975.00 7100- Insurance - Other 275.00 Total 7100 • Insurance 6,788.00 7200 • Meetings - Food : 8 Beverages 750.00 7400 ' Miscellaneous Purchases 7500 - Office Costs 7510 • Office Supplies 2,100.00 7520 • Telephone 4,200.00 7530 • Occupancy 14,590.00 Total 7500 °Office Costs 20,890.00 7700 -• Payroll Expenses 7710 • Payroll Fees & Chgs 1,128.00 7720 • Medical Premium 7,476.00 7730 • Retirement 3,600.00 7746- Payroll Taxes 12,960.00 7750 • Salaries (3.6 approved staff) 137,392.00 7760'• AmeriCorpsSalaries 0.00 Total.7700 -.Payroll Expenses 162,556.00 Page 2 of 6 2:35PM Tualatin Riverkeepers 02/16110 AccrualBasis Profit & Loss Budget vs. Actual July 2009 through June 2010 Tualatin Riverkeepers Comparison of last.y'ear actuals to current y■ Jul '09 i0 Budget 7800 • Postage and Printing 7810 • Postage and Parcel Post 1,680.00 7820 • Bulk Mailing 1,320.00 _ 7830 • Printing 7840 :•.Paper Supplies 7850 • Printing Production Costs 7830 • Printing - Other 7,500:00 Total 7830.- Printing 7;500.00 Total 7800 •Postage and:Printing 10,500.00 • 7900 - Memb Incentive/Vol Appreciation 1,200.00 8000 - Professional and Legal Services 10,902.00 8100 • Software Expenses 1,150.00 8200 • Subscriptions /Publications 110.00 8300 • Travel 1,800.00 8400; Events Expense 17,700.00 Total Expense 438;644.00 Net Ordinary Income 19,190.00 Net Income 19,190.00 • • Page 3 of 6 2:3g PM: Tualatin Riverkeepers 02/16110 Accrual Basis Profit & Loss Budget vs. Actual July 2009' through June 2010 Comparison rear budget Jul 1 08.- Jun 09 Actual Ordinary Income /Expense Income 4000 • Contributions 4001 • Corporate 6,479.35 4002 • Government 7,251.70 4005 • OtlterContributions 380,95 Total 4000 • Contributions 14,112.00 4100 • Memberships 4004 • Major. Donors (5250 +) 9,663.00 4105 • Individuals 27,859.75 • 4150 • Business 950.00 Total 4100 • Memberships 38,472.75 4200 • Grant Income 4210 • Foundation Grants 53,182.98 4220 - Government Grants Tigard 2,000.00 4222 • Gotter Restoration DSL - Gotter 50,986.78 NFWF - Gotter 2,000.00 NRCS - Gotter 18,702.70 Total 4222 • Gotter Restoration 71,689.48 4224 • Munger Restoration • DSL'- Munger 50,876.31 NRCS - Munger 11,723.00 OWES - 'Munger, 19,338.60 4224 Mi nger : Restoration - Other 0.00 Total 4224 • Munger Restoration 81,937.91 • 4220 • Government Grants - Other 0.00 Total 4220 - Government Grants 155,627.39 4200 • Grant Income - Other 5,000.00 Total 4200 ' Grant Income 213,810.37 4400 • ESOR Workplace Giving - • . 7,788.32 4500 • Events Income 43,753.30 4600 • Fees 4610 • Government Agencies 30.99 4640 • Trip /Class Fees 7,778.24 4600 - Fees - Other 0.00 Total 4600 • Fees 7,809.23 4750 • Interest and Dividends 789.93 • Page 4 of 6 2:35 PM Tualatin Riverkeepers 02116110 Accrual Basis Profit $t. Loss Budget vs. Actual July 2009 through June 2010 Comparison rear budget JuI 108 -Jun 09'Actual 4800 • Merchandise Sales 635.05 4900 • Miscellaneous Revenue 0.00 Total Income 327,170.95 Cost of Goods Sold 5000 • Cost of Goods Sold 544.73 Total COGS 544.73 Gross Profit 326,626.22 Expense 5500 • Credit Card Merchant Fees 1,563.50 6000:, Advertising 1,267.38 6100 - Bank Fees 1,288.29 6200,• Board Development 0.00 6300.. Business Licenses and Fees 165.00 6500 • Staff Development 1,106.25 6700 • Restoration Services 130,114.61 6900 • Profeesionali Dues ';&iMerrlbership 200.00 7000 • Equipment ExpenseslR2ental .7050 • Equipment Rental 150.00 7000 • EquipmentExpenses /Rental - Other 1,158.10 • Total 7000...Equipment Expenses /Rental • . . 1,308.10 7100• Insurance 7110 . Worker's Compensation Insurance' 542.07 7120 • Property and'Guide Insurance 3,803.25 7130 • Director's Liability 1,162.00 7100 • Insurance - Other' - 2,620.75 Total 7100 • Insurance 2,886.57 7200 •- Meetings - Food &'Beverages 574.93 7400 • Miscellaneous Purchases 85.51 750 • Office Costs 7510 • Office Supplies 1,940.25 7520 • Telephone 4,573.27 7530 • Occupancy 14,659.40 Total 7500 • Office Costs 21,172.92 7700 • Payroll Expenses 7710 • Payroll Fees & Chgs 1,154.52 '7720 • Medical. Premium 4,917.01 7730 • Retirement 2,400.00 7740 • Payroll'Taxes 10,378.15 7750 • Salaries (3.6 approved staff) 105,472.45 7760 • AmeriCorps Salaries 9,100.00 Total 7700 • Payroll Expenses 133,422.13 Page 5 of 6 2:35 PM Tualatin Riverkeepers 02/16110. Accrual Basis Profit & Loss Budget vs. Actual July 2009 through June 2010 Comparison rear budget a .Jul '08 - -Jun 09 Actual 7800 • Postage and Printing 7810 • Postage'and Parcel Post 1,396.30 7820 • Bulk Mailing 1,545.84 7830 Printing 7840 • Paper Supplies 18.60 7850 • Printing Production Costs 481.00 7830 • Printing - Other 4,276.88 Totai'7830 • Printing 4,776.48 Total 7800 - Postage and Printing 7,718.62 7900 - Memb IncentiveNol Appreciation 566.17 8000 .'Professional and,Legal Services 7,480.48 8100• Software Expenses 995.54 8200 • SubscriptionslPublications 92.27 8300 • Travel 3,106.41 8400 • Events Expense 18,663.04 Total Expense 333,777.72. Net Ordinary Income ' - 7,151.50 Net Income - 7,151.50 • Page 6 of 6 • CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-639-4171 FY 2010 -11 COMMUNITY EVENTS FUNDING REQUEST Due: February 11 2010 Event Name: Tualatin Valley Community Band Address: P.O. Box 230773 City,. State, Zip: Tigard, Oregon 97281 Contact Name: Steve Heuser...Director Telephone Number. 503- 680 -1768 E -mail address: Steve @SteveHeuser.com. Request (express in whole dollar amounts only) Cash $2,000 In-Kind Services-hours (use of City property, City staff 'Support, etc. Please explainthe.services requested on a separate sheet) Use of the SchecIda pavilion in Cook Park for. summer concert and rehearsals. Total Request $2,000 2. Purpose of Funding Request: To partially fund four free concerts for the community. Allow for the purchase of music and advertising necessary to provide those concerts as well as providing a performing opportunity for members of the community. Our group is an all volunteer organization and this funding will allow us to continue to offer members free participation in the band. 3. How will this event benefit the Tigard Community? To offer FREE family friendly concerts that promotes the values of our community. 4. How many Tigardtesidents do you anticipate participating inthis event (or these events)? Over 50 %.of our band resides in Tigard. Our concerts are open to the general public and we will perform before 1,500 to 2,000 people in those four concerts. The City of Tigard birthday party is almost exclusively attended by citizens of Tigard. Our Musk is for Life concert is co- hosted by the Tigard /Tualatin School District and is largely supported by Tigard residents. The Sounds of the Summer concert in Cook Park is always well attended and appreciated by residences of all ages. Our Winter Holiday concert comfortably fills the Deb Fennell auditorium. 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.* 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 TVCB PLANNINGBUDGET - FY 2010 2/8/2010 FY -2009 FY -2010 Planned FY -2009 Final Diff (F -P) Planned GENERAL FUND INCOME Uncategorized CD Archive Sales $200.00 $140.00 - $60.00 $200.00 Donations $3,100.00 $4,884:00 $1,784.00 $3,100.00 ,Folio,Rent: $0.00 '$0.00 $0.00 TVCB'Shirt,Sales $220.00 $220.00 $200.00 Interest'Income Checking $55.00 $19.42 - $35.58 $20.00 FROM Sheet Music Svc $0.00 $0.00 $0.00, Replacement Music $0.00 $0.00 $0.00 TOTAL INCOME $3,355.00 $5,263.42 $1,908.42 $3,520.00 EXPENSES Ads - Publicity $400.00 $249.33 - $150.67 $300.00 Business Tax $60.00 $80.00 $20.00 $80,00 CD Costs $160.00 $107.98 - $52.02 $180.00 Entry Fees $125.00 $250. DD $125.00 $125.00 Paid to TTSD'(Rehearsal Space) $100.00 $28.75 - $71.25 $200,00 Finance Charge $0.00 $0.00 $0.00 Concert Expenses $20.00 $88.97 $68.97 $100.00 Instrument Rental ,(TTSD) $0.00 $0.00 $0.00 Instrument Service $100.00 - $100.00 $0.00 Instruments $0.00 $0.00 $0.00 Insurance $550.00 $491.00 - $59.00 $550.00 Office Supplies $30.00 - $30.00 $30.00 P 0 Box Rent $40.00 $42.00 $2.00 $44.00 Postage $10.00 $15.48 $5.48 $20.00 Printing $115.00 _ - $115.00 $100.00 Rent Paid (Concerts) $1,200.00 $690.51 - $509.49 $1,300.00 Signage $50.00 - - $50.00 $0.00 Shipping $10.00 - $10.00 $50.00 TVCB Shirt Sales $300.00 $168.00 - $132:00 $250.00 Music Purchases $700.00 $822.97 $122.97 $700.00 TOTAL-EXPENSES $3,970.00 - X3;034.99 - $935.01- $4,029.00 SCHOLARSHIP FUND Starting Balance $4,197.03 $3,378.69 $2,075.10 Interest Income CD Scholarship $230.00 $111.41 - $118.59 $100.00 Scholarship Donations $0.00 $85.00 $85.00 $100,00 Total Income $230.00 $196.41 - $33.59 $200,00 Expenses $1,500.00 $1,500.00 $0.00 $900.00 Final Balance $2,927.03 $2,075.10 - $851.93 $1,375.10 NET BALANCE CHANGE - $1,270.00 41,303.59 - $700.00 GENERAL FUND Starting Balance $9,022. $8,338.66 $8,491.99 Income $3,355.00 $5,263.42 $1,908.42 $3,520.00 Expenses $3,970.00 $3,034,99 - $935.01 $4,029.00 Final Balance $8,407.41 $10,567.09 $7;982.99 NET BALANCE CHANGE 4615.00 $2,228.43 4509.00 FY -2009 FY -2010 Planned Planned Received: Feb 23 2010 11:38am Feb. 23 10 11:49a p.2 L11 Y ur IGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 - 6394171 FY 2019 -u COMMUNITY EVENTS FUNDING REQUEST Tine: Februa�12, 2010 i - -- `� - tip ` — J Event Name: • Address: i City, State, Zip: 1 t - ( t � Contact Name: i • • Telephone Number. p ` : 317 0 / /'760 E-mail address: i t .. EP-7C, , { ()it 1. Request (express in whole dollar amounts only) Cash s - ' F Tn - )Find Services bos (use of City property, City staff support, (� nu etc Please explain the services requested on a separate sheet) Total Request 2. Purpose of Funding Request To offset the annual payment made per "second amendment.tethe agreement between the City of Tigard and Atfalati Recreation District" section 1.1. Atfalati Recreation District has committed to repay the City of Tigard over a 10 year period of time. 3. How will this event benefit the Tigard Community? The Cook Park concession stand and adjoining baseball/soccer fields enhance the recreational opportunities for the youth of Tigard.,. The new facilities provide a safe, clean, and desirable environment for children' and their families. 4_ How many Tigard residents -do you anticipate participating in this event (or these The annual attendance at Cook Park for the baseball and soccer games /practices /tournaments is estimated to be 30,000. 5. Please submit the following information with this request. • a. Most recent annual budget compared with the prior years 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. * c. 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 eledronic of this application is available by contacting Liz Lutz at Lizbeth@tigard-or.gov. Received: Feb 23 2010 11:42am Feb 23 10 11:53a p:1 2:58 PM Southside Soccer Club 02/19/10 Profit& Loss Accrual Basis January through December 2009 Jan - Dec 09 Income Apparel 3661.00 Chinook Hotel'.Income - 3,943.00 Chinook ori- site Vendors 5.53 Concessions 9,193.49 Donations/Sponsorships Nike Match Contributions 5435.00 • Rental - Field Time 200.00 Turf project 1,194, 00 Donations/Sponsorships - Other 11,290.79 - Total Donations /Sponsorships 18,119.79 Fundraising 15,591.62 Interest Income 313.31 Miscellaneous 15.00 OYSA Refunds 40.00 Registrations Paypal -funds in account 0.00 Refunds - 3,995.00 Returned Checks - 1,149.30 Tournament rebate -7,757.40 Registrations - Other 564,350.18 Total Registrations 551,448.78 Uniforms'Sold 13,575.00 Total Income 607,420.52 Cost of Goods Sold Apparel Expense 35,569.08 Coaches Pay 140,711.99 Coaches Training 1,493.45 Concessions Expense 2,59 Director Fees & Expense Referee Director 6,563.00 Tournament Director 3,270.00 Tournament Reimbursables 265.42 Web Site Fees 4,880.00 Total Director Fees & Expense 15,078.42 Equipment 6,510.39 Fields Cook Park 3,382.50 Field. Rentals 15,860.00 Field Workers 6,609.75 Maintenance & Repair 4,986.17 Stadium Turf 12,000.00 Tigard Turf 70,341.72 TTSD Facilities 3,966.75 Total Fields 117,146.89 Fundraising Supplies 10,663.85 Goods incl in Registration 26,532.14 OYSA Fees 54,670.00 Referees 41,465.00 Sanitary Services 4,559.07 Uniforms Purchased 10,646.66 Total COGS 467,661.46 Gross Profit 139,759.06 Expense Advertising 3,966.19 Bank & Credit Card Fees 11,973.81 Help wf Club Tasks 1,067.63 Insurances 7,765.00 Legal and Accounting 8,453.61 Page 1 Received: Feb 23 2010 11:44am Feb 23 10 11:54a p,1 2:58 PM Southside Soccer Club 021191/0 Profit & Loss Accrual Basis January through December 2009 Jan - Dec 09 Licenses &Fees 472.00 Maintenance &.Repair 980.99 Meals S4 Entertainment 1,512.39 Meeting' refreshments 2,561.98 Miscellaneous Expense 1,771.99 OASA Fees 2,735.65 Office Expenses Computerfntemet 1,338.15 Copy. Machine Service 3,266,09 Telephone CellularPhones 5,132.85 Telephone Other 2.214.04 Total Telephone 7,346.89 Total Office Expenses 11,951.13 Office Supplies 7,205.02 Payroll Taxes 10,857.32 Postage &'Shipping 1,866.98 Printing ' 5,48029 Rent & Utilities Co ncession Electricty 665.93 Garbage 226.60 Internet Access 243.00 NW Gas 701.22 Office Electricity 1,222.86 Office Rent 15,846.11 Satellite 1,369.95 Water 314.29 Total Rent & Utilities 20,589.96 Salaries & Wages 136,302.27 suspense 263.91 Travel & Conventions 2,084.89 Web Site Provisioning 9,909.40 Total Expense 249,772.41 Net Income - 110,013.35 Page 2 m 3:12 PM S outhside Soccer Club o- 0 Profit & Loss Budget Overview cu Accrual Basis December 2009 through November 2010 0 Dec '09 - Nov 10 Budget m Income Apparel 1 2,400.00 Chinook 'Advertisers 0.00 5;000.00 Chinook on -site Vendors 0.00 - 2.50000 Chinook T -shirt Sales 0.00 15,000.00 Concessions 0.00 1,500.00 Donations /Sponsorships m Nike Match Contributions 0.00 2,400.00 n Rental - Field Time 0.00 0.00 Donations /Sponsorships - Other 6,15600 14,350.00 a • Total Donations /Sponsorships 6,156.00 16,750.00 Fundraising Photo Rebate 0.00 500.00 Scrip Sales 0.00 0.00 Fundraising - Other 0.00 22,000.00 Total Fundraising 0.00 22,500.00 Interest Income 1.52 600.00 Miscellaneous 0.00 0.00 OYSA Refunds 0.00 0.00 Registrations Refunds - 1,193.99 0.00 Returned Checks - 654.00 Registrations -Other 51,309.42 593,76000 Total Registrations 49.461.43 593,760.00 Uniforms Sold 85.00 1,000.00 c Total Income 55,803.95 661,010.00 IV Cost of Goods Sold o Apparel Expense 0.00 17,750.00 Coaches Pay 7,992.00 113,850.00 Coaches Training 0.00 750.00 IS Concessions Expense 0.00 500.00 °i a Director Fees & Expense Referee Director 0.00 13,000.00 Total Director Fees 8 Expense 0.00 13,000.00 Equipment - 0.00 4,200.00 a Page 1 3 :12 PM Southside Soccer Club .® 02119/10 Profit & Loss Budget Overview W Accrual Basis December 2009 through November 2010 0 Dec '09 • Nov 10 Budget ti m Fields Cook Park 0.00E 7250.00 Field Rentals 0.00 16,200.00 Field Workers 0.00 0.00 Maintenance & Repair 0.00 2,400.00' Stadium Turf 0.00 0.00 Tigard Turf 0.00 23000.00 n) TTSD Facllitles 0.00 8,500.00 2 Fields • Other 0,00 0.00 _. Total Fields 0.00 57,350.00 a Fundraising Supplies 1,440:50 2,250.00 Goods Inc! in Registration 5,750.00 0.00 OYSA Fees 0.00 82,500.00 Referees 0.00 52500.00 Sanitary Services Garbage Helpers 0.00 0.00 Sanitary Services - Other 471.56 5,150.00 ------ .. ______ _____ Total Sanitary Services 471.56 5,150.00 Uniforms Purchased 0.00 8,250.00 Total COGS 15,654.06 358,050.00 Gross Profit 40,149.89 302,960.00 Expense Advertising 219.30 14,900.00 Bank & Credit Card Fees 1,396.98 17,825.00 a Committee Expenses 0.00 4,000.00 ,, Depreciation 0.00 2,500.00 co Health Insurance Reimbursement 0.00 0.00 0 Help IN/ Club Tasks 0.00 5,500.00 ° Insurances 0.00 15.000.00 Legal and Accounting 8,905.75 7,200.00 m Licenses & Fees 50.00 350.00 a Maintenance & Repair 0.00 1,200.00 Meals & Entertainment 0.00 6,450.00 Meeting refreshments 109.50 2,650.00 Miscellaneous Expense 0.00 2,350.00 OASA Fees 2,735.65 Office Expenses Computerfintemet 180.90 Copy Machine Service 221.95 3,000.00 Office Electricity 0.00 1,200.00 - O Page 2 3:12 PM Southside •Soccer Club m 02/19/10 Profit & Loss Budget Overview N w • Accrual Basis December 2009 through November 2010 8 Dec '09 - Nov 10 Budget Telephone w Cellular Phones 870.72 3,000:00 Telephone - Other 380.40 2,400.00 Total Telephone 1,251.12 5,400.00 Office Expenses - Other 0.00 0.00 Total Office Expenses 1,653.97 9,600.00 pa Office Supplies 1.946.60 4,200.00 ro Payroll Taxes 2,877.99 13,800.00 a Postage &Shipping 428.15 2,400.00 °- Printing 0.00 8,150.00 Rent 8 Utilities Concession Electricty 29.30 600.00 Garbage 0.00 660.00 Internet Access 0.00 1.080.00 NW Gas 478.06 900.00 OfficeElectrlcity 392.77 2,100.00 Office Rent 4,010.19 15,120.00 Satellite 421.91 1,800.00 Water 84.00 _ 300.00 Total Rent & Utilities 5,416.23 22,560.00 Salaries & Wages 34,242.45 157,800,00 suspense 1,144.60 Travel 8 Conventions 0.00 4,000,00 US Club Soccer Fees 0.00 0.00 Web Site Provisioning 450.00 3,75000 T Total Expense 61,577.17 304,185.00 Net income - 21,427.28 - 1,225.00 0 A 3 0) Page 3 Received: Feb 23 2010 11:49am Feb .23 10 11' :59a p.1 • ADDENDUM # 3 Oct 1, 2008 The City of Tigard, an Oregon Municipal Corporation ( "City "), and the Atfalati Recreation District, Inc., an Oregon non -profit corporation ( "ARD "), hereby agrees to amend the original agreement dated February 2, 1998, concerning the use of the developed fields and the related facilities as follows: 1. This agreement shall be extended to October 1, 2008..It.shall automatically renew each year unless one..or all of the parties provides in writing their intent to withdraw or modify this agreement six months prior to Oct 1 of each year. 2. ARD is discontinuing as an operating entity and shall be removed from this agreement. Southside Soccer and Tigard little league shall assume all the rights and obligations of ARD. 3. All partners to this agreement shall work with the City to develop operating parameters for the use of these facilities. For the City Date For ARD Date For Southside Soccer Date For Tigard little League Date PDXDOCS: 1699060.1 • , \ p�uu 0 �l lif uniiq; alllllllr, p1 1� Ilq, ;� t �, s t SONS „�� r izz iimoiniiPP American Legion Post 158 P.O. Boa 23482 Tigard, OR 97281 503 - 624-2332 EN: 93- 0576873 "ROME AGAIN PARADE” FUNDING REQUEST 1. Amount Requested: $2,000.00 2. In -Kind Services — hours: 3 hrs 3. Purpose of Funding Request: To assist in paying for the event. insurance (The City of Tigard to be indemnified) and other associated costs of Home Again Parade and appreciation event in Cook Park, after the parade. 4. This event will show the Tigard Community the Honor and Appreciation we are giving to our Active and Inactive Troops and All of our Veterans with this parade. 5. There are many local volunteers that assist and donate either time and/or money in the parade planning and implementation besides the Tigard American Legion Post 158. 6. The "Home Again Parade" planning group meets at the American Legion Post 158, downstairs door, every First & Third Monday evenings @ 6 PM. All are welcome to attend. Submitted By Tim Hommittee Chairperson HM Ph: 503 89 -2683 American Legion Post 158 CITY OF TIGARD, OREGON 13125 SW HALL BLVD: TIG ARD, OREGON 97223 503-6394171 1W 2010 -11 COMMUNITY EVENTS FUNDING REQUEST Due: February 12.2010 it - if Event Name: a a • - r G /(7 jr / CQ Address: .. / A3 / Yes?. City,•State, Zip: — 1 -1 0 4 - 44 t o A R `7 Contact Name i' `A / t65 . Telephone Number. i / "S, ? P 4 rPN A 603 E -mail address: `Z 7I?I 2 r/C S.5 7 /. k`e.. Co -1 1. Request (empress in whole dollar amounts only) • . Cash $ a / ryeA, In -Sind Services - hours (use of City property, City staff support, ` � etc. Please explain the services iequ 17 ested on a separate sheet) 3 /LS Total Request $ 2: Purpose of Funding Request: -c ' fir' /2,i-tacit LL i flec- an/sl2ti , 0„ <- tcA 7 /lam . 3. How will this event benefit the igard,Community? • 4. How many Tigard residents do yo anticipate participating in this event (or these events)? . gam , 4 7tcnco` -( 5. Please submit the following information with this reques Most recent annual budget compared with the prior yeai's actual revenues and expenditures. The 'Budget should identify the period to which it applies, beginning and ending baMnces, mejor'ievenue eouices, major expenditure categories, and number of authorized positions. b. Audit report or finandal statements for the last fiscal year.** c. Ankles Of Incoipoiatioa* d. 501(c)(3)Statirs.* e. Organization Bylaws* • * Infomtation 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 _ 1 THE AMERICAN LEGION NATIONAL HEADQUARTERS OFFICE OF THE NATIONAL JUDGE ADVOCATE April 26, 1988 INOIANAPOLIS,:INo. 4x206, p 89 -3 • Mr. Barry J. Snyder,' Adjutant The American Legion of Oregon 7420 South West Hunziker Road, Suite B ,Tigard, Oregon 97223 Dear Barry: This is in reply to, your recent:telep'hone call, the national organization of The American. Legion. was granted its exempt status by the Internal Revenue Service in 1934. • In February .of:,1946 we submitted.to the central office of the Internal Revenue Service a complete listing of a11,Posts and Departments extant in the Legion,up' to and including December 31, 1945 With our submission we requested a group - ruling which would ments e xemption nfro the 'payment of federal income tax for those Posts P . listing. Each year since 1946fsupplemental listings have been transmitted to the „Internal Revenue Service for an over :all group. ruling` covering those Posts and Departments g p Y,... p ing chartered_durin th revious ear Grou Tulin s have been issued yearly by the Internal Revenue Service covering those Posts and Departments. Since the Department of Oregon was chartered August 1, 1920, it was included in our original listing. It was, therefore, covered'in our group ruling dated• March 14, 1946. A copy of that ruling is enclosed. - Section. 101(8) referred to, in the :exemption letter porresponds to Section 501(c)(4) of the.1954 Code. The American Legion, its component'Departments and Posts, were exempt from the payment of Federal Income Tax under'thia.Section up and including the year 1977 By virtue of the passage of Public Law' 92 -418 on August 29, 1972, veterans' organizations were given a'separate classification under the Code. Section 501(c)(19). A copy of that ruling is also enclosed.. Also enclosed please. find a copy of a letter we received from the IRS dated February 17, 19764 wherein the National Organization, Departments and Posts'were instructed to use the number 0925 as their GrOUp Exemption Number (GEN) when filing their • Form 990. Sincerely, . // P. B. ONDER5ONK JR. (VI :I, National Judge Advocate c.“ "I, Enclosures: , LJ 'cp ci T r\ • n, I ^'' cos: Dept. Cmdr. - Ore. �+1 NECman c l . ;.............._.. e C'1 Dept. Judge Advocate v= .: ernai Revenue Service Department of the Treasury :1,.9asiington, D.C. 20224 Date: Person to Contact: • Mr. Charles E. McLaughlin Telephone Number: (202)964 -6197 35-01442 0925 05 QO 19 Refer Reply to: AMERICAN EGION.NATI.ONA_ HEADQUARTERS E:E0 :0:R 700 NORTH PENNSYLVANIA STREET Date: IND.I'ANAPOLIS IN 46206 February 17, 1976 Group Exemption Number: • Dear Officer or Trustee: We are contacting all grotip central organizations because the 1975 Form 990 and instructions require each central organization and its subordinates to show their group exemption number (GEN) in Fart I, item 18(b), of Form 990. ' Your group, exemption number is shown above. P qu Please advise any of your subordi- nates that are reired to file an annual information return, Form 990, to place your group exemption number their return. ' Church central organizations are not required to file an annual information return. However, any of their subordinates that do not qualify as "integrated auxiliaries" of a church are to file an information return, Form 990, and should include on that return the appropriate group exemption number. We are preparing a proposed amendment to the Income.. Tax Regulations which will define an integrated auxiliary.of a church - . When that amendment is published, we will send an information copy to holders of group exemption,rulin_gs under section 501(c)(3) of the Internal Revenu_e_ .(Organizations exempt under other provisions will not receive a copy.) If you have'any. questions, please contact the person whose name and telephone number are Shown. above.. ThenkyOU for your help in this matter. • Sincerely yours, • .Tedesco; Director mpt-'Otgiuizations Division. M-0088(2-76) City of Tigard 2wis EQ R_C__( /a FY 2010 -11 Community Event Grant Requests cp. /a 3/2 $86,970.00 Amt Remaining FY 2007 -08 FY 2008 -09 FY 2009 -10 FY 2010 -11 :. Agency Actual Actual Requested I Actual Requested [Recommended Set Asides Notes Res'00 -22 Broadway Rose' $10,0001yr Direct 10,000 35,000 10,000 10,000 10,000 • In -Kind 0 0 0 0 0 Res 00-20 Festival of the Balloons" $10,000 /yr Direct 10,000 10,000 25,000 15,000 20,000 In -Kind 65,000 65,000 65,000 65,000 Res -21 Tigard 4th of July"' $7,500/yr Direct 10,000 10,000 11,500 11,500 11,500 to -Kind 1,600 1,600 1,600 1,600 Set Aside Total Direct $30,000 $55,000 $46,500 $36,500 $41,500 $0 In -Kind 566,600 $66,600 566,600 $0 $66,600 50 Other Atfalati Recreation District /Southside Soccer Direct 5,000 5,000 5,000 5,000 5,000 In -Kind 0 0 0 American Legion ' Direct 1,525 0 0 0 2,000 In -Kind yes yes City of Tigard Dog Park Direct 400 400 400 400 400 In -Kind 0 0 0 Family Week Direct 6,500 8,750 0 0 0 In -Kind 0 0 0 0 Tigard Area Farmer's Market Direct 0 0 .8,500 8,500 8,500 In -Kind 0 0 0 0 Tigard High Graduation Party Direct 2,000 2,000 2,000 $2,000 2,000 In -Kind 0 0 0 0 Tigard Historical Association Direct 0 1,000 1,500 1,500 1,500 In -Kind 0 0 • 0 0 Tigard Playschool Direct 0 4,000 8,000 0 0 In -Kind 0• 0 0 Chamber of Commerce Direct 0 1,000 1,000 2000 0 0 Social Sery Req In -Kind 0 0 1,500 Tualatin Riverkeepers Direct 4,500 2,000 5,000 2000 3,000 In -Kind 500 500 500 2,320 Tualatin Valley Community Band Direct 2,000 1,000 2,000 2,000 2,000 In -Kind 0 Wa Co. Bicycle Trans Coalition Direct 0 0 .1,000 0 0 In -Kind 0 0 0 Sub -total Direct $20,400 $25,150 534,400 523,400 $24,400 $0 In -Kind 5500 $500 $2,000 $0 52,320 50 1 otal (Set asides and others Direct 1 550,400 580,150 $80,900 $59,900 $65,900 $0 In -Kind 567,100 567,100 $68,600 50 $68,920 50 Feb23 10 11:49a Received: Feb 23 2010 11:38am p.1 aYt (.1t-7 k 4:-Cilk6UJP7 'Ie5 (\exc cve-r-- H—? \tease au' (1060 UTAK. t yen(/' cik' Received: Feb 23 2010 11:38am Feb 23 10 11:49a p.2 r ur TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 - 6394171 FY 2010 -]1 COMMUNITY EVENTS FUNDING REQUEST 1-1,- Feb 12 0 - Event Name: _ .. � /� ) • Address: c-- ��/// vlJ� � City, State, Zip: 1 . 1 _ Contact Name: t � f 4 Telephone Number. ,. 1 7 f • E-mail address: i t L 1 i \ l ' \' 1- Request (exprrss in whole dollar amounts only) Cash 5 UC0 In- $iud.Services -hours (use of City property, City staff support, etc Please•ezp1ain the services requested on a separate sheet) Total Request eq" �LCCi, 2.. Purpose of Funding;Request To offsetthe annual payment made per "second amendment to agreement between the City of Tigard and Atfalati Recreation District" section 1.1. Atfalati Recreation District has committed to repay the City of Tigard over a 10 year period of time. 3 - How will this event benefit the Tigard Community? The Cook Park concession stand and adjoining baseball/soccer fields enhance the recreational opportunities for the youth of Tigard.. The new facilities provide a safe, clean, and desirable environment for, children and their families. 4. How many Tigard residents do you anticipate participating in this event (or these The annual attendance at. Cook Park for the baseball and soccer games/practices/tournaments is estimated to be 30,000. 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 wlrieh 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.* 501(c)(3> status.* e. Organization Byhws'K * 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 Lizbet @tigard- or.gov. • Received: Feb 23 2010 11:42am Feb 23 10 11:53a p.1 .7 2:58 PM Southside Soccer Club 02/19110 Profit & Loss Accrual Basis January through December 2009 Jan - Dec 09 Income Apparel 3,061.00 Chinook Hotel Income - 3,943.00 Chinook on-site Vendors 5.53 Concessions 9,193.49 D o nati o ns/S po nsors h i ps Nike Match Contributions 5,435,00 • Rental - Field lime 200.00 Turf project 1,194.00 Donations/Sponsors hips • Other 11,290.79 - Total Donations/Sponsorships 18,119.79 Fundraising 15,591.62 Interest income 313.31 Misceiiaoeous 15.00 OYSAkRefunds 40.00 Registrations Paypal -funds in account 0.00 • Refunds. - 3,995.00 Returned Checks - 1,149.00 Tournament rebate - 7,757.40 Registrations - Other 564, 350.18 Total Registrations 551,448.78 Uniforms Sold 13,575.00 Total Income 607,420.52 Cost of Goods Sold Apparel.Ezpense 35,569.08 Coaches Pay 140,711.99 Coaches Training 1,493.45 Concessions Expense 2,594.52 Director Fees' &Expense Referee Director 6,663.00 Tournament Director 3,270.00 Tournament Reimbursables 265.42 Web Site.Fees 4,680.00 TotatDirector Fees & Expense 15,078.42 Equipment 6,510.39 Fields. Cook Park 3,382.50 Field Rentals 15,860.00 FieId:Workers 6,609.75 Mairitenance & Repair 4,986.17 Stadium Turf 12,000.00 Tigard Turf 70,341.72 TTSD Facilities 3,966.75 Total Fields 117,146.89 Fundraising Supplies 10,663.85 Goods incl in Registration 26,532.14 OYSA.Fees 54,670.00 Referees 41,465.00 Sanitary Services 4,559.07 Uniforms Purchased 10,646.66 Total COGS 467,661.46 Gross Profit 139,759.06 Expense Advertising 3,966.19 Bank & Credit Card Fees 11,973.81 Help w/ Club Tasks 1,067.63 Insurances 7,765.00 Legal and Accounting 8,453.61 Page 1 Received: Feb 23 2010 11:44am Feb 23 10 11:54a p.1 '1' 2:58 PM Southside Soccer Club 02,19,10 Profit & Loss Accrual Basis January through' December 2009 Jan - Dec 09 • Licenses & Fees 472.00 Maintenance & Repair 980.99 Meals & Entertainment 1,512.39 Meeting refreshments 2,561.98 Miscellaneous Expense 1,771.99 OASA Fees 2,735.65 Office Expenses Computerllntemet 1,338.15 Copy.Machlne Service 3,266.09 Telephone Cellular Phones 5.132.85 Telephone - Other 2,214.04 - Total Telephone 7,346.89 Total Office. Expenses 11,951.13 Office Supplies 7,205.02 Payroll Taxes 10,857.32 Postage & Shipping 1,866.98 Printing 5,480.29 Rent' &^Utllitles Concession Electricty 565.93 Gaibage 226.60 Internet Access 243.00 NW Gas 701.22 Office Electricity 1,222.86 Office Rent 15,846.11 Satellite 1,369.95 _ Water 314.29 Total Rent & Utilities 20,589.96 Salaries & Wages 136,302.27 suspense 263.91 Travel & Conventions 2,084.89 Web Site Provisioning 9,909.40 Total Expense 249,772.41 Net Income - 110,013.35 Page 2 T 3:12 PM Stiuthside Soccer Club i t 02119/10 Profit , Lo ss. Budget. Overview W Accrual Basis December 2008through`No4ember 2010 0 Dec '09.- Nov 10 Budget m Income Apparel 100.00 2,400.00 Chinook Advertisers 0.00 5,000.00 Chinook on -site Vendors 0.00 2,500.00 Chinook T -shirt Sales 0.00 16,000.00 Concessions 0.00 1,500.00 Donations /Sponsorships pzi cp NIke,Match Contributions 0.00 2,400.00 rn Rental - Field Time 0.00 0.00 CD Donations/Sponsorships - Other 6,156.00 14,350.00 a Total Donations/Sponsorships • 6,156.00 16,750.00 • Fundraising Photo Rebate 0.00 500.00 Scrip Salem 0.00 0.00 Fundraising - Other 0.00 22,000.00 Total Fundraising 0.00 22,500.00 Interest Income 1.52 600.00 Miscellaneous 0.00 •0.00 OYSA Refunds - 0.00 0.00 Registrations Refunds - 1,193.99 0.00 Returned Checks - 654.00 Registrations - Other 51,309.42 593,760.00 Total Registrations 49,461.43 593.760.00. Uniforms Sold 85.00 1,000.00 co c Total Income 55;803.95 661,010.00 Ca N Cost of, Goods Sold Apparel Expense 0.00 17,750.00 ° Coaches Pay 7,992.00 113,850.00 Coaches Training 0.00 750.00 IS ConcessionstExpense 0,00 500.00 a Director Fees &.Expense • Referee Director 0.00 13,000.00 Total Director Fees & Expense 0.00 13,000.00 Equipment 0. 4,200.00 • . a Page 1 . m 3:12 PM Southside Soccer Club a 02/19/10 Profit & Loss Midget . W Accrual Basis December 2009.t November 2010 0 Dec'09 •Nov 10 Budget - -- - - -- -- - m Fields Gook Park 0.00 7,250.00 Field Rentals 0.00 16,200.00 Field Workers 0.00 0.00 Maintenance& Repair 0,00 2,400.00 Stadium Turf 0.00 0.00 Tlgard-Turf 0.00 23,000.00 p TTSD Facilities 0.00 8,500.00 A Fields - Other 0.00 0,00 � . a Total Fields 0.00 57,350.00 Fundraising Supplies 1,440.50 2,250.00 Goods Inc! in Registration 5,750.00 0.00 OYSA Fees 0.00 82,500.00 Referees 0.00 52,500.00 Sanitary Services Garbage'Heipers 0.00 0.00 Sanitary Services - Other 471.56 5,150.00 Total Sanitary Services 471.56_ - - -__- 5,150.00 Uniforma,Purchased 0.00 8,250.00 Tota1.COGS 15,854.06 358.050.00 Gross Profit 40,149.89 302.960.00 Expense Advertising 219.30 14,900.00 T Bank 8 Credit Card Fees 1,396.98 17,825.00 0 Committee Expenses 0.00 4,000.00 ,,,, Depreciation 0.00 2,500.00 CO Health Insurance Reimbursement 0.00 0.00 0 Help.w/ Club Tasks 0.00 5,500.00 ° Risiii'ancee 0.00 15,000.00 LegaLand Accounting 8,905.75 7,200.00 m Licenses'8'Fees 50.00 350.00 3 M aintenance'& Repair 0.00 1,200.00 Wale & Enterteinnfent 0.00 6,450.00 MeetIng'refreshments 109:50 2,650.00 Miscellalieous Expense 0.00 2,350.00 OASA Fees 2,735.65 Otece.Expensee Compi terlintemet 180.90 Copy Machine Service 221.95 3,000.00 Office Electricity 0.00 1,200.00 -9 Page 2 . - • 3:12 PM SouthsideSoccer Club m' 02119/10 Profit-.& Loss Budget.Overview W Accrual Basis December 2009 through'Novemb "er 2010 0 Dec'09 - Nov 10 _ Budget Telephone m Cellular Phones 870.72 3,000.00. Telephone - 'Other 380.40 2,400.00 Total Telephone 1,251.12. 5,400.00 Office Expenses - Other 0.00 0.09 Total Office Expenses 1,653.97 9600.00 2 Office Supplies 1,946.60 4,200.00 CI Payroll Taxes 2,877.99 13,800.00 co Postage & Shipping 428:15 2,400.00 Printing 0.00 8,150.00 Rent & Utilities Concession Electricty 29.30 600.00 Garbage ; 0.00 660.00 Internet Access 0.00 1,080.00 NW des 478.06 900:00 Office Electricity 392.77 2,100.00 Office Rent 4,010.19 15,120.00 Satellite 421.91 1,800.00 Water 84.00 300.00 Total Rent & Utilities 5,416.23 22,560.00 Salaries & Wages 34,242.45 157,800,00, suspense 1,144.60 Travel & Conventions 0.00 4,000.00 US Club SocCet Fees 0.00 0.00 Web Site Provisioning 450.00 3,750:00 Total Expense 61,577.17 304,185.00 N Net Income - 21,427.28 - 1,225.00 0 P N III a Page 3 Received: Feb 23 2010 11:49am Feb 23 10 11:59a p. r • ADDENDUM # 3 Oct 1, 2008 The City of Tigard, an Oregon Municipal Corporation ( "City "), and the Atfalati Recreation District, Inc., an Oregon non -profit corporation ( "ARD "), hereby agrees to amend the original agreement dated February 2, 1998, concerning the use of the developed field's the related facilities as follows: 1. This agreement shall be extended.to October 1, 2008. It shall.automatically renew each.year unless :one.or all of the parties provides in:writing their intent to withdraw or modify this.agreetnent six months pri to Oct 1 of each year. 2. ARD•is discontinuing as an operating entity and shall be removed this agreement. Southside Soccer and Tigard little.league shall assume all the rights and obligations of ARD. 3. All partners to.this. agreement shall work with the City to develop operating parameters for the use of these facilities. • For the City Date For ARD Date For Southside Soccer Date For Tigard little League Date PDXDOCS:1699060.1 F IR AGENDA ITEM NO. 2 - CITIZEN COMMUNICATION DATE: February 23, 2010 (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: �G arr L ; 7 51"..t.. CAt' y Also, please spell your name as it sounds, if it will help the presiding officer pronounce: 1 -Prod e " C KT /..., f11-7 Address C-aP'[./bc a tt.QQ � v' II ' i Y City 74 fp2 "/ Ja E L gv-f c tG.e -�-1�¢ State o F hr Zip lia-- 04 —Cr- �"►�'4�S l Phone No. 6d3 2 .7 - 124 a t c { l k c . Name: Also, please spell your name as it sounds, if it will r help the presiding officer pronounce: u �` Address ,,,(2 0 i - 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 Feb 23 2010 11:32AM HP LASERJET FAX p,2 Agenda Item No. �- (i ti zc� L m m RECEIVED Fleeting of - 3 - �vvo FEB 2 3 2010 avvi II Certified Mail No. 7006 2760 0004 2297 5650 City of Tigard d 44/ Administration Date: February 16, 2010 To: North Marion Justice Court, Court Clerk /Custodian of Records From: Zachary Ray, member of the general public, ORS 801.305 Case No. 09- 035356 In Re: Request for Public Records pursuant to ORS 192.420 Dear Court Clerk/Custodian of Records: During the trial on February 4, 2010 the judge stated or asserted the following upon me: 1. The court is not a court of record. 2. Civil Rules do not apply here 3. Did not allow the defendant to complete his statement describing the application of statutes 4. A limit on the amount of time for defendant to question the police officer 5. Directed the defendant to only ask questions of the police officer regarding the facts but did NOT allow the defendant to ask questions regarding application of the law I request the court produce the public records or documents that: 1. describes which portion of the record may be omitted from the full record whereas ORS 810.375 states the court "shall keep a full record in every case which a person is charged with any such offense" in an administrative proceeding. 2. describes the exception where ORCP 20 A does not apply in an administrative proceeding such that "A denial for performance or occurrence shall be made specifically and with particularity, and when so made the party pleading the performance or occurrence shall on the trial establish the facts showing such performance or occurrence." 3. provides for the court to put limits on a fair hearing 4. limits the defendant's questions to the police officer only to facts and prohibits the police officer from arguing the "application of statutes and rules to the facts in the case" pursuant to ORS 153.083(1) in an administrative proceeding. r b T Tad, `" Feb 23 2010 11:32AM HP LASERJET FAX p.3 The Oregon Evidence Code at Rule 311(c) provides that when evidence, upon the requestof members ofttie general public, is withheld, the evidence withheld is considered adverse to the interest of the party withholding. If you do not send the documents in a timely manner, the adverse conclusion to be drawn, is concealing them from public knowledge with intent to financially injure the people of Oregon. If 1 do not receive said record or documents within 10 days of the date of this Request, I reserve the right to choose to either enforce this through the attorney general or I will conclude that no such records or documents exist. I have never knowingly waived any rights set forth in the. Oregon Constitution. I . assert the right to know the NATURE AND THE CAUSE of any action against me and to have a copy :thereof pursuant to Article 1, Section 11, Oregon Constitution. Mahon County Police are specifically authorized to ;give me^ that' information- pursuant ORS 153.083(1) & (2). As parties to an action "at law". (see ORS 153,030 131 .005(6), ORCP 1) Marion County police are REQUIRED to establi�sh,the conditions precedent., when they are challenged with specificity and particularity, which Idid, under ORCP 20 A. I did not receive.what these authorities assure me I will have. If`North Marion Justice Court is guided; by an authority that supersedes my right to be informed, I demand a copy of the document upon whichsthat authority is based. If there is no such authority, and no such records;or documents, then I demand this case be dismissed and vacate judgment on the judges' own motion. cc Marion County Commissioners Janet Carlson Patti Milne Sam Brentano Office of Attomey General Feb 23 2010 11:32AM HP LASERJET FAX p.1 u Marion County OREGON OFFICE OF LEGAL COUNSEL February 18, 2010 LEGAL COUNSEL Zachary Ray lane Ellen Stonecipher 6939 S.E. Brooklyn Street BOARD OF Portland, OR 97206 cUMMISSlONERS Samuel A. Brentano Janet Carbon RE: Public Records Request Patti Milne CHIEF ADMINISTRATIVE Dear Mr. Ray: OEmu John Latimer I am writing on behalf of the North Marion Justice Court to respond to your ASSISTANT LEGAL letter dated February 16, 2010. COUNSEL anti* T. Armstrong The North Marion Justice Court does not possess any public records that Klistin E. are responsive to your four enumerated. requests. ,County employees, agents Scott A. North Gloria M. Roy and officials are not required to create records in response to public record requests, nor are they permitted or required to give legal advice to the general public. Please contact me if you have any questions regarding this letter. Si erely, ' tin E. Lurtz r. Assistant Legal Counsel KEL/bta cc: NMJC BOC • 555 Court Street NE, P.Q. Box 14500 - Salem, OR 97309 - (503) 5883220 - Fax: (503) 3734367 Agenda Item # 3. Meeting Date February 23, 2010 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue /Agenda Title Authorize Formation of Ad Hoc Trails Master Plan Citizen Advisory Committee Prepared By Duane Roberts Dept Head Approval: n City Mgr Approval: ISSUE BEFORE THE COUNCIL Shall Council authorize the formation of a Greenway Trails Master Plan Citizens Advisory Committee (CAC) and approve the required purpose and charge statement, list of stakeholder groups to be represented, and meeting protocol? STAFF RECOMMENDATION It is recommended that Council authorize the establishment of the CAC and approve the associated purpose and charge statement, list of stakeholder groups to be represented, and meeting protocol. KEY FACTS AND INFORMATION SUMMARY Tigard has been awarded a Transportation Growth Management (TGM) grant to pay for the development of the City's first- everfgreenway trail system master plan. The conditions of the grant require the establishment of an ad hoc citizen's advisory committee to oversee the development of the master plan. Resolution 09 -47 establishes procedures to.form and appoint limited duration Citizen Advisory Committees. Step one of the two -step Council process includes approval of a purpose and charge statement, a list of stakeholder groups to be represented, and a meeting protocol. The proposed purpose and charge and meeting protocol statements are attached. Staff proposes a seven - member committee that would include representatives of the Transportation Advisory Committee, Park and Recreation Board, Friends of Tigard -Bull Mountain Trails, environmental interests, two citizens who served on the former Neighborhood Trails Plan advisory committee, and two citizens (with one doubling as the "friends" group representative) who participated in the recent City greenway trail count /survey. In March, staff will return to Council for approval of a City- Oregon Department of Transportation (ODOT) Intergovernmental Agreement (IGA) for receipt of the grant funds and the appointment of specific citizens to fill the slots defined above. OTHER ALTERNATIVES CONSIDERED N/A CITY COUNCIL GOALS The trail study implements Council Goal No. 1, Implement the Comprehensive Plan which, under 8.2.i, calls for the development of "a trail system master plan to guide the development of the trail system and facilitate progress towards its completion." 1:A1.ItPI :IV \Council MatenalsV2010V? 23-10 AIS Notice of Nccd to Form Ad -1 -Ioc Trails Master Plan CAC.doc 1 ATTACHMENT LIST Attachment 1: Greenway Trails Master Plan Citizen Advisory Committee; Purpose and Charge Statement Attachment 2: Greenway Trails Master Plan Citizen Advisory Committee; Meeting Protocol FISCAL NOTES The City has been awarded $92,000 though ODOT's Transportation Growth Management Program to complete a greenway trail master plan. The grant is administered by ODOT. The City match is in -kind project management services only. No City cash is involved. The ODOT funds will be used to hire a consultant team to develop the trails master plan with public involvement. I:U.RP1 VCouncil iAlatcrialsV2010 \2 -23 -10 AIS Notice of Need to Form Ad -Ihloc Trails :Master Plan CAC.doc 2 ATTACHMENT I Greenway Trails Master Plan Purpose and Charge Statement The purpose of the Greenway Trail Master Plan project is to coordinate the upgrading and completion of the City of Tigard's (City) greenway trail system. An exception is that the regionally significant Westside Trail, extending between the Willamette and Tualatin Rivers, is the subject of a separate multi- jurisdictional, Metro- sponsored master planning effort scheduled to begin in early 2010. As such, the Tigard portion of this trail is not included in the work scope of the present study. The project will provide an increased understanding of the challenges, costs, and key implementation measures associated with completing the six other mapped trails within the City's official greenway trail network. The project is part of an overall goal to increase the number of people walking and biking for transportation purposes in Tigard by providing pleasant and uninterrupted greenway trails for these non - vehicular modes. The role of the citizens committee is to review and provide on -going input on interim and final reports during course of the study. The committee will work to ensure the plan includes feasible recommendations for design and construction, realistic consideration of barriers, and achievable near -term and long -term action items. Unless determined otherwise by Council, the Citizens Advisory Committee overseeing the project shall sunset at the completion of their task. Completion will occur immediately following the final presentation of the completed master plan to the City Council. 1:ALRPI.NVCouncil Materials A2010V? 23 -10 Attachment I - Notice of Need to form Ad I -los: Trails Master flan CAC.docx ATTACHMENT 1 Tigard Greenway Trails Master Plan Meeting Protocol Date /Time Six regular meetings will be held in the course of the development of the master plan. The six meetings correspond to the six tasks identified in the master plan work scope. The day of the week and time of the meetings will be determined by the majority of the citizen advisory committee members. Length of meeting will be based on the content of the agenda; normally, this will be not more than two hours. Meeting will be held at Tigard City Hall or other City facilities. Minutes The consultant team will be responsible for preparing the agenda, facilitating the meetings, and taking meeting minutes. A key role of the facilitator will be to allow and encourage all committee members to speak. The minutes will include a summary of the.topic discussed and anv decision /action taken. Minutes of the meeting are due to members within two weeks of the meeting. Minutes will be distributed to committee members by e -mail. City staff is responsible for sending out the minutes. A hard copy of the minutes will be included in the next meeting packet. The minutes will be confirmed at the next meeting of the committee. Agenda The agenda for meetings will be developed by the consultant in consultation with the City liaison. The consultant will prepare and forward the agenda and meeting packet for City approval. The agenda - necessarily will focus on the work items included in the project work scope. The meeting agenda will indicate whether the item is for Discussion, Presentation, or Decision. The agenda and packet will'be distributed at least one week before each meeting. All committee members may suggest items for inclusion on the agenda. While the City liaison will be responsible for setting the final agenda, committee members-maypropose future agenda items during a meeting discussion or by contacting the City staff liaison afterward. Proposed future agenda items will be considered by the City liaison when establishing a final agenda for a future meeting. An Interested Parries mailing list will be maintained by the City liaison. E- copies of the meeting packet will be distributed to all persons wishing be included on the Interest Parties mailing list. Decision Making Decisions usually will be reached by general consensus. If a consensus cannot be reached, decisions will be made by a simple majority of those present, or postponed until the next meeting if there is no quorum. If any committee member objects, a matter must be brought to a vote. The meeting facilitator or City liaison shall state the issue at hand clearly and accurately and make sure it is understood by the group. A quorum is four of the total seven members (or at least one over half I:ALRPI NVCouncil Materials V2010V2 -23 -10 Attachment 2- Notice of Need to form Ad Floc Trails CAC.docx 1 the number of members). The customary method of voting is by voice or the raising of hands. Each committee member will have only one vote. Absenteeism When a committee member is unable to attend a meeting, he /she is expected to notify the City liaison. Chronic absenteeism is harmful to the committee and will be discussed by the whole committee if a member misses -more than two consecutive meetings. Visitors The general public is welcome to attend committee meetings. Visitors will be provided with a meeting agenda and other materials, as appropriate. I:A].RVLNVCouncil MaterialsV2010V2 -23 -10 Attachment 2 - Notice of Need to form Ad•IIoc Trails CACdocx 2 Agenda Item # 7 Meeting Date February 23, 2010 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue /Agenda Title Tigard Community Development Code Amendment to allow an Electronic Message Center at a School that fronts an Arterial Street (DCA2009- 00006). Prepared By: Hap Watkins Dept Head Approval: - -,g City \Igr Approval: �J1 ISSUE BEFORE THE COUNCIL Shall Council approve the Planning Commission's recommendation to amend the Tigard Community Development Code (TIM 18.780.090.D.1.a) to allow electronic message center_ signs at schools that front an arterial street? STAFF RECOMMENDATION Approve the Planning Commission's recommendation and adopt the proposed ordinance and amendment to the Tigard Development Code (INC Title 18.780.090.D.1.a) as shown in Exhibit "A ". KEY FACTS AND INFORMATION SUMMARY Electronic message centers are currently only allowed in the C -G and CBD zones. Schools in Tigard are typically located in residential zones, but several are located on arterial streets. Generally, electronic message center signs are common on arterial streets. In other jurisdictions they are often used by schools to provide public infonnadon. For example, Aloha High School and middle schools have electronic message centers, as does Beaverton High School. Also, they are used by schools in Portland. Restrictions on sign usage within the residential zones are an important aspect of promoting the peaceful enjoyment of a neighborhood. The City needs to balance the needs of the school and the neighborhood, and can do this by allowing signs with restrictions on placement, size, and buffering. The proposed code amendment addresses the applicant's request by allowing an electronic message center for schools that front an arterial street where the sign is located 200 feet or more from an abutting residential use and is oriented to the arterial street. Schools are allowed by Conditional Use in all residential and multi-use zones. Sign size and height will be limited by code restrictioris which are applied by zone. OTHER ALTERNATIVES CONSIDERED 1. Modify the Planning Commission's recommendation and adopt an ordinance approving DCA2009- 00006. 2. Do not adopt the proposed ordinance and amendment. CITY COUNCIL GOALS N/A ATTACHMENT LIST Attachment 1: Ordinance approving amendments to the Tigard Development Code (MC Title 18). Exhibit A: Amendment Language for DCA2009- 00006. Attachment 2: Staff Report to the Planning Commission dated January 8, 2010. Attachment 3: Planning Commission Minutes (public hearing) - February 1, 2010 FISCAL NOTES No financial impacts are expected. ATTACHMENT 2 • Agenda Item: 5.1 Hearing Date: Febntary 1. 2010 STAFF REPORT TO THE • PLANNING COMMISSION FOR ThE CITY OF TIGARD OREGON 1 SECTION I. APPLICATION SUMMARY CASE NAME: , CODE AMENDMENT TO ALLOW ELECTRONIC MESSAGE CENTER FOR SIGNS AT SCHOOLS FRONTING AN ARTERIAL STREET CASE NO.: Development Code Amendment (DCA) DCA2009 -00006 PROPOSAL: The Community Development Director requests an amendment to the text of the Signs Chapter (18.780) .of the City of Tigard Community Development Code to allow an electronic message center as the approved sign at a school fronting an arterial street where the sign is a minimum of 200 feet from an abutting residential use and is oriented to the arterial street. APPLICANT: City of Tigard 13125 SW Hall Boulevard Tigard, OR 97223 APPLICANT'S City of Tigard REP.: 13125 SW Hall Boulevard Tigard, OR 97223 ZONE: Citywide LOCATION: Citywide APPLICABLE REVIEW CRITERIA: Community Development Code Chapters 18,380, 18.390, 18.510, and 18.780; Comprehensive Plan Policies 1, 2, 6, 7, and 12; Metro Urban Growth Management Plan Titles 1, 8, and .12; Metro Regional Framework Plan Policies 1.14 and 8.3; and Statewide Planning Goals 1, 2, 10, and 11. SECTION II. STAFF RECOMMENDATION Staff recommends that the'Planning Commission find in favor to amend the Sign Code regulations as proposed by the applicant, with any alterations as determined through the public hearing process and make a final recommendation to the Tigard City Council. DCA2009 -00006 Planning Commission Staff Report 020110 Page 1 SECTION III. BACKGROUND INFORMATION The proposal is to amend the sign code to allow electronic message centers as an approved use for a sign at a school thatfronts.an arterial street It is further proposed that the electronic message center sign be a minimum of 200 feet from an abutting residential use and oriented to the arterial street. Currently only zones C -G and CBD are allowed to have electronic message centers. Any future development of a school fronting an arterial street will be able to include this use if the proposed amendment is approved. SECTION. IV. SUMMARY OF APPLICABLE CRITERIA Chapter 18:380 states that legislative text amendments shall be undertaken by means of a Type IV procedure, as governed by Section 18.390.060G. Chapter 18.390.060G states that the recommendation by the Commission and the decision by the Council shall be based on consideration of the following factors: • The Statewide Planning Goals and Guidelines adopted under Oregon Revised Statutes Chapter 197; Forty -five day advance notice was provided to DLCD on December 11; 2009, 52 days prior to the first scheduled public hearing as required. In addition, the Tigard Development Code and Comprehensive Plan have been acknowledged by DLCD. The following are the applicable Statewide Planning Goals that are applicable • to this proposal: Statewide Planning Goal 1— Citizen Involvement: This goal outlines the citizen involvement requirement for adoption of Comprehensive Plans and for changes to the Comprehensive Plan and implementing documents. This goal has been met by complying with the Tigard Development Code notice;requiretnents set forth in Chapter 18.390. Notice has been published in the Tigard Times Newspaper prior to thepublic hearing. Statewide Planning Goal 2 — Land Use Planning: This goal outlines the land use planning process and policy framework. The Comprehensive Plan was acknowledged by DLCD as being consistent with the statewide planning goals. The Development Code implements the Comprehensive Plan. The Development Code establishes a process for and policies to review changes to the Development Code consistent with Goal 2, The City's plan provides analysis and policies with which to evaluate a request for amending the Code consistent with Goal 2. Statewide Planning Goal 10 — Housing • This goal outlines provisions to insure state housing needs are met. The Tigard Development Code allows schools within residential zones as a conditional use, which is consistent with the Comprehensive Plan. The electronic message•centets will . only be allowed on school sites fronting an arterial street. To ensure minimal effect upon surrounding residential uses, the electronic message center is proposed to be a minimum of 200 feet from any abutting residential use and oriented to the arterial street. Statewide Planning Goal 11 — Public Facilities and Services Goal 11 outlines the need to plan and develop an arrangement of public facilities and services which will serve as a framework for urban and rural development. Schools are considered part of a community's necessary service needs of public. facilities. This code amendment only allows electronic message center on an approved school site fronting an arterial. street. Allowing an electronic message center on the school site will enhance efficiency of the.service needs•by providing,a sign easily read in dim light or arterial traffic. Such signs will also enhance obtaining school event messages without entering and exiting arterial streets.. DCA2009 -00006 Planning Commission Staff Report 020110 Page 2 ♦ Any applicable Metro regulations; Metro Urban Growth Management Plan Title 1— Requirements for Housing and Employment Accommodation,of.this section of the Functional Plan facilitates efficient use of land within the Urban Growth Boundary (UGB) 'Each city and county has determined its capacity for providing housing and employment that serves.as their baseline and if a city or county chooses to reduce capacity in one location, it must transfer that capacity to another location. Cities and counties must report changes in capacity annually to Metro. This amendment is only to allow the use of electronic message centers. These approved sites are commonly in residential zones, but are not for residential use. Therefore, this text amendment does not reduce the City's housing capacity. Title 8 — Compliance Procedures This title ensures that all cities and counties in the region are fairly and equitably held to the same standards and that the Metro 2040 Growth Concept is implemented. It sets out compliance procedures and establishes a process for time extensions and exemptions to Metro Code requirements. This title is not applicable. Title 12 — Protection of Residential Neighborhood The purpose of this title is to 'protect the region's existing residential neighborhoods from air and water pollution', noise and crime, and to provide adequate levels of public services. In particular the title addresses making public schools more accessible to neighborhood residents. Allowing electronic message centers on public and private school sites will enhance reading of the sign by making it easier to see in dim light or in arterial traffic. Metro Regional Framework Plan Policy 1.14 School and Local Government Plan and Policy Coordination 1,14.1 Coordinate plans among local governments, including cities, counties, special districts and school districts for adequate school facilities for already developed and urbanizing areas. 1,14.2 Consider school facilities to be "public facilities" in the review of city and county comprehensive plans for compliance with the Regional Framework Plan. Policy 8.3 Schools • LW Encourage local jurisdictions to prioritize development applications and streamline processes for public agencies, including schools, to ensure that public needs are met without jeopardizing opportunities for citizen input or oversight for health and safety or environmental protection. 8,3.8 Encourage local jurisdictions to partner (including funding) with school districts to jointly use school sites for the public good (such as combined libraries, parks, connections with local services such as police, neighborhood centers, senior centers, etc.). DCA2009 -00006 Planning Commission Staff Report 020110 Page 3 These policies have been addressed by the implementation strategies of the Tigard Comprehensive Plan. Allowing electronic message centers on school sites will not adversely affect coordination between local governments and the school districts to insure adequate school facilities are being provided. Currently, electronic message centers are not allowed in residential zones. Allowing electronic message centers as a permitted use enables the school facility to mote effectively utilize a sign on land already owned by the school. • Applicable Comprehensive Plan Policies: Comprehensive Plan Policy 1.1.1: General Policies The city shall ensure that: A. This comprehensive plan and all future legislative changes are consistent with the • statewide planning goals adopted by the land conservation and development commission, the regional plan adopted by the metropolitan service district; B. Any neighborhood planning organization plans and implementation measures adopted by the City of Tigard after the effective date of this comprehensive plan are designed to be consistent with this plan; and . C. The 'Tigard comprehensive plan and community development code are kept current with the needs of the community. In order to do this: 1. This plan shall be reviewed and updated at least every five years. , As indicated above under the individual Statewide and Regional Plan goals applicable to this prop osed amendment, the amendtnent is consistent with the Statewide Goals and the Regional Plan. Comprehensive Plan Policy 2.1.1, 2.1.2 and 2.1.3: Citizen Involvement 2.1.1 The city shall maintain an ongoing citizen involvement program and shall assure that • citizens will be provided an opportunity to be involved in all phases of the planning process. 2.1.2 The opportunities for citizen involvement provided by the city shall be appropriate to the scale of the planning effort and shall involve abroad cross - section of the community: The citizen involvement teams shall be the primary means for carrying out the program; 2.1.3. The city shall ensure that information on land use planning issues is available in an understandable form for all interested citizens. This 'policy is satisfied because 'the notice was published in the Tigard Times of the Planning Commission public hearing and the City Council public hearing. Public input has been invited in the notice. Comprehensive Policy 6.6.1: Housing • 6.6.1 The city shall require: A. Buffering between different types of land uses (for example between single family residential and multiple family residential, and residential and commercial uses, and residential and industtial uses) and the following factors shall be considered in determining the type and extent of the required buffer: 1. The purpose of the buffer, for example to decrease noise levels, absorb air pollution, filter dust or to provide a visual barrier; 2. The size of the buffer needed in terms of width and height to achieve the purpose; 3. The direction(s) from which buffeting is needed; 4. The required density of the buffering; and DCA2009 -00006 Planning Commission Staff Report 020110 Page 4 5. Whether the viewer is stationary or mobile. Vol. Ii, policy 6 -5 Policy 6.6.1 requires buffering between different types of land uses. The. Tigard Development Code does not require. a buffer between schools and residential homes, but:does require increased setbacks around schools up to 30 feet. The proposed 200 -foot setback from an abutting residential use and sign orientation in the direction of traffic on an arterial street are intended as buffets from neighboring uses. • Comprehensive Policy 7.8.1: Public Facilities and Services 7 81The city shall work closely with the school districts to ensure the maximum community use of [the] school facilities for Tigard residentsthrough location criteria and the provisions of urban services. Schools are considered public facilities. The Comprehensive Plan states the City shall work closely with the school districts to ensure the maximum community use of the school facilities for Tigard residents through - location criteria and the provisions of urban services. These location criteria mainly relate to new schools, but are addressed further below under Policy 12. The proposed code amendment will enhance community use of the facilities, Comprehensive Policy 12.4.1: Location Criteria 12.4.1 The city shall provide for the location of community facilities in a manner which accords with: A. The applicable policies in this plan; B. The location criteria applicable to the scale and standards of the use. Medium impact utilities and facilities A. Location criteria (1) access (a) there is direct access from the site to a collector street and traffic will not be routed through local neighborhood streets. (b) site access-will.not cause dangerous intersections or traffic congestion considering the roadway capacity, existing and projected traffic counts, speed limits • and number attuning movements. (c) there is public transit•within one - quarter mile of the site. (2) impact of the proposed change on adjacent lands Vol. Ii, policy 12 -13 (a) it is compatible with surrounding uses, considering scale, character and use. (b) it will reinforce orderly and timely development. (c) associated-lights and noise will not interfere with the activities and uses on • surrounding'properties. (d) large -scale construction arid parking lots can be buffered front the adjacent uses. (e) privacy of adjacent residential developments can be maintained. (1) the site layout can respond to existing community identity and street patterns. (g) buffering can screen the project from adjacent uses. (h) there is.adequate arealandscaping to filter the dust from the site area. (3),site characteristics (a) the land intended for development has an average site topography of less than a DCA2009.00006'Pl toning Commission Staff Report 020110 Page 5 10% grade, or it can be demonstrated that through engineering techniques, all limitations to development and.the provision of services can be mitigated. (note: this does apply to parks.) (b) the site is of a size which can accommodate the present and future uses and is of a shape which allows•for a site layout in a manner which maximizes user convenience and energy conservation. (c) the unique natural features, if any, can be incorporated into the design of the facilities or arrangement of land uses. This policy addresses location of community facilities in accordance with applicable policies of the Comprehensive Plan and with location standards related to the use. These standards are related to access, impact on adjacent lands, and site characteristics. The proposed code amendment should not impact these . standards. As has been discussed previously in this report, impact on adjacent lands will be mitigated by setbacks. and orientation of the sign face(s) toward the traffic on an arterial street. • Any applicable provision of the City's implementing ordinances. • Code Section 18.380: This section regulates amendments. It outlines the process for reviewing Development Code Text Amendments. The present amendment will be reviewed under theType IV legislative procedure as set forth in the chapter. This procedure requires public hearings by both the Planning Commission and City Council. Code Section 18.390: This chapter establishes standard decision- making procedures for reviewing applications. The amendment under consideration will be reviewed under the Type IV legislative procedure as detailed in the chapter. Code Section 18.510: This chapter establishes procedures .and criteria for development within residential zoning districts. The purpose of these regulations is: 1. Preserve neighborhood livability. One of the major purposes of the regulations governing development in • residential •zoning districts is to protect the livability of existing and future residential neighborhoods, by encouraging primarily residential development with compatible non - residential development -- schools, churches, parks and recreation facilities, day care centers, neighborhood commercial uses and other services -- at appropriate locations and at an appropriate scale. The proposed amendment includes provisions to ensure the continued protection of neighborhood livability by requiring that the electronic message center be located at least 200 feet from an abutting property with a residential use: The use is also restricted to school sites fronting an arterial street. Staff believes adding electroriic,message centers t� the list of activities will not increase the impact on neighboring sites. Presently the code does not allow electronic message centers within a residential zone. • t " r' b °' , I I ' I I 1 i Ok); ; t"u "r t r` ♦ `u a i + +,, nks ,;t of ' e 91 r c s o a ✓x`1/4A . 1 A. • + ... e s itV tar+ a u y��{{77 ti V M , .# ® , ° d ? ' el Q q � y'x e ..':*!";:111-4(i--. �� i`'cYj r te w r J ,.�, t ° J � t e I I * r` -'' i' �4 "x i� . Ji , S � <�.4� S f ' ^y R ° 'F 4 t . , t , 1.e � : Zf s • , f�, 1 i �`' ?T, M Y i y {r t 'lt h� p R d.Urer`�� ``� 1 �+" �'��^ y ' ; L` 4 a � �� i r �I t d it . 7�t" + {F: 'k�,*A t ra y " 1 .f 'i y ' 7 � x , 2 ?� 1 Fi fitti t i e � , � V `3 e a' tk.d rt r : g` i� x w r J l.ry { r r + n ,. � 7 :i i It 1 / lt�' t t o, e e �Q tit{ j�rG t J e n,�' ? r hit �' r c ; ,, u rc a a2rTr oe',�j e ' r au .ic G < 1� ;r r4 f3V 40, R . } r S .n � 4 - w erra : '• - Y i , i e e t e e f `'' x ' ? '� '^� Burr eft x x T� e �r. r Fy �a� g t Ac# �° „ 1°44 9, . r'�` + t e "l.s�1 . .ti f t�^ �a t �Q,�,r 1 k1x1J t r^ {�w I '`a � , { e ' er • I P... 0 i l .1111 . L i " ' ' ef' •e . r a k a � ..4. r j{ . 1 ,[i 4 w. r F 0.1 ,s4 . ` i + i . i` .. �,7`Stt `• a r inn ' � r ,,r N. ..� ,,s ' {.- , d 0 n 7,, ' ,n. S tz t r+ vt czi � k ir +" .., q l y ••,,,tvt 71 t k't,:. ten. 1lf,az .a ..rvs.,,,.,in;b :en 1 %,'*, .F .G,,.';? .r..a • . DCA2009; 00006 - Planning Commisstoti Staff Report 020110 Page 6 • The applicant has proposed that an electronic message :center "be a permitted use for a school on an arterial street where the sign is no closer than 200 feet from an abutting residential use and is oriented to the arterial street. It is not the intent of the applicant' to make electronic message centers a permitted use in all residential zones without limitation or to increase the number of signs allowed at a school. The sign size and number of signs allowed will be regulated by the applicable zone standards for signs. The accurate code language should be as follows: . CHAPTER 18.780 SIGNS 18.780.090';Special Condition'Signs D. Electronic message centers. I. Electronic Message Center (variable message) sign regulations shall be as follows: a. Electronic message center signs shall be permitted only in the C -G and CBD zone% and at schools /that front an arterial street whet €thw sign is not less than 200 feet from an abutting resideLUa /use and Is oriented m the arterial street b. The maximum height and area of an electronic message center sign shall be that which is stipulated in Sebseetion Section 18.780.130.6;` SECTION V. STAFF AN YSIS Currently electronic message. centers are allowed only in the C -G and CBD commercial zones where schools are not a permitted use. Schools are allowed conditionally" in all residential zones and the mixed use zones. The amendment limits electronic message center locations to schools and the busier streets in these zones. In TMC18:780.130.A &B, the area of signs allowed in residential zones is 32 sq. ft, for freestanding signs and 5 % of the gross wall area on, which a wall sign is mounted.. If. it is freestanding, the sign may be six feet in height. The school may choose. only one sign, and an electronic message center would be an option for the • allowed wall or freestanding sign. The area and height limitations•are different in the mixed use zones; however, almost all schools in Tigard are in residential zones. Schools in mixed use zones would comply with the limitations of TMC18.780.130 according to the specific zone in which they are located, provided they front an arterial street and the sign is at least 200 feet from a residential use. Restrictions on sign usage within the residential zones are an iinportant aspect of promoting the peaceful enjoyment of a neighborhood. Schools are typically found in residential neighborhoods to safely and efficiently serve the community's children. The City needs to balance these two uses, and may do so through restrictions on place, size, and buffering. The proposed code amendment addresses the applicant's request by allowing an electronic message center for schools that front an arterial street. To ensure the public welfare and safety is protected, the sign's proximity to abutting properties with a residential use must be 200 feet or greater and the sign must be oriented to the arterial street. Staff believes that the proposed amendment strikes the best balance of restriction while still meeting the needs of the schools. The potential negative impact by allowing electronic message centers at schools is that the sign would be more noticeable on dini,days or at night. The intensity of light from a sign is addressed in Section 18.780.080.A and will not change with this amendment. DCA2009-00006 Planning Commission Staff Report 020110 Page 7 • • SECTION VI. ALTERNA'T'IVES Requested Action — Allow electronic message centers on school sites fronting an arterial street where the sign would be 200 feet of more from an abutting residential use and is oriented to the arterial street, Expected impact would be little to none, only that produced by the light from the sign which is regulated by TMCI 8.780.080.A. Alternate Actions — Allow electronic message centers on school sites: limited by zones, limited by street type or not, limited .by location on the property or not, or as recommended by the Commission. Expected impact could be complaints . about an electronic'message center and`its lights from residents on streets with less traffic than arterial streets and /or the sign's light proximity to residential use. No Action — The code would remain unchanged, and electronic message centers would continue to be prohibited, in residential zones. Expected impact would be to initiate an enforcement action on one sign, in particular an EMC at Tigard High. School. SECTION VII. CITY STAFF & OUTSIDE AGENCY COMMENTS The City of Tigard Police Department, Tualatin Valley Fire and Rescue, Oregon Department of Land Conservation and Development, City of Tigard DeveloptnentEngineer, and Tualatin Valley Fire and Rescue were sent requests for comments and had no objections. Metro Land Use and Planning and Oregon Department of Transportation were sent requests for comments and did not respond. The City of Tigard Assistant Community Development Director was sent a request for comments and those comments are incorporated in this report. SECTION VIII. PUBLIC COMMENTS Staff has received no comments from the public. ;r ,n • 1/97/6 PREPARED BY: arrel" ' Wa ins DATE Assistant ' anner • APPROVED BY: Pick Bewersdo ff' DATE Planning Mans: • • DC42009:00006 Planning Commission Staff Report 020110 Page 8 . • ATTACHMENT 3 CITY OF TIGARD PLANNING COMMISSION Meeting Minutes ®��!� February 1, 2010 F" 1. CALL TO ORDER President Walsh called the meeting to order at 7:02 pm. The meeting was held in the Tigard Civic Center, Town Hall, at 13125 SW Hall Blvd. 2. ROLL CALL Present: Commissioners Anderson, Fishel, Gaschke, Hasman, Muldoon, Vermilyea, and Walsh. Alternate Commissioners Schmidt & Shavey Absent: Commissioner Doherty, Commissioner Caffall Staff Present: Ron Bunch, Community Development Director; Dick Bewersdorff, Planning Manager; Hap Watkins, Assistant Planner; Michael McCarthy, Streets & Transportation Sr. Project Engineer; Doreen Laughlin, Sr. Administrative Specialist 3. COMMUNICATIONS Commissioner Vermilyea gave a brief report on his involvement (as a Planning Commission representative) on the Tigard Transportation Advisory Committee (1 IAC) which meets the first Wednesday of every month. He said since he's attended the past 3 months or so, they've had overviews of the existing Transportation System Plan, existing finance options, getting an understanding of what the financing mechanisms are as well as understanding state, regional, and local transportation plans. He noted that this is a standing committee and he'll continue to report as things go on. Commissioner Vermilyea also had attended the joint City of Lake Oswego /Planning Commission meeting. He gave a brief overview of that meeting. He noted there was not a lot of interaction at that meeting; it was more of a presentation. He said much of what they spoke about was not likely to be anything that Tigard would be dealing with for the next 15 years or s0. I:A LIMN \Planning Commission\ PC Packers for 2010A2- I- 10 \tpc minute+ 2- 1- 10.doc Page 1 of 5 4. CONSIDER MEETING MINUTES 1 -4 -10 Meeting Minutes: President Walsh asked if there were any additions, deletions, or corrections to the minutes — there being none, Walsh then declared the minutes approved as submitted. 5.1 PUBLIC HEARING — ELECTRONIC MESSAGE CENTERS DCA2009 -00003 STAFF REPORT Hap Watkins, Assistant Planner, briefly went over the staff report (staff reports are available one week before each scheduled meeting.) QUESTIONS FROM COMMISSIONERS OF STAFF I understand we currently have a school that's out of compliance with our existing sign regulation, is that correct? Yes, Tigard High School. Are there other schools on arterials — schools that could be affected? Yes, Durham Elementary, Tigard High School, St. Anthony School, Mitch Charter School, Westgate Baptist School, and the Muslim Educational Trust School. These could potentially be affected. So we're saying that we're going to allow a sign at a school site that is not less than 200' from a residential zone and it has to be on an arterial. Those are the two issues correct? Yes — 200 feet from an abutting residential use. Explain to me what "abutting" is? For example, if the residential use is across the street — is that abutting? No. So the residential use could be less than 200' from the sign but if it is across the street from the sign — this wouldn't prevent the sign from going up? No, it wouldn't. The orientation of the sign would be perpendicular to the arterial so it would have less effect on the use across the right -of -way. Define an arterial. I take an arterial from our GIS overlay. It lists all the arterial streets. I don't have with me a definition of an arterial. It's the highest use street we have in Tigard. PUBLIC TESTIMONY — IN FAVOR: Barbara Fronczak, 19135 SW 520d St., Tualatin, OR 97062, Vice Chair of St Anthony's School Advisory Council. She stated that she was there in support of this amendment. It would be used as a means of communication. Enrollment is clown due to economy. This is good to get messages out to the residents of I: \I.RP1.N \Planning Commission \I'C Packets for 2010 \2- 1- 10 \tpc minutes 2- 1- IO.doc Page 2 of 5 Tigard about the, school and its benefits, and improve communication within the parent community to inform them of events and activities going oh at the school. There were no questions of Ms. Fronczak. • David Casias —12199 SW Hollow Lane, Tigard, OR 97223 stated his support of the amendment of the code. He speaks as a parent of a St. Anthony student. He believes it would be a great asset to the school to be able to communicate to the school parents and the community in general. There:were no questions of Mr., :Casias. PUBLIC TESTIMONY — ^OPPOSED: None. PUBLIC TESTIMONY CLOSED DELIBERATIONS One of the commissioners had a question for staff regarding a school that he said is not on an arterial at this time. The question was to whether, as the City grows, perhaps more streets would be considered arterials. Is there any control as to where signs are placed? Is there any flexibility to dictate where a sign can go on a given piece of property? For example, the Fowler property — suppose the sign goes on the corner and shines in across the street to the residences that are right there. Any control over that? Nothing other than the 200 foot set - back for residential use. The schools that T visited (Beaverton, Aloha, and Lake Oswego) generally put these type boards central to the building because it's right there — everyone knows what the sign's for. None of them strayed from that. They were all basically central to the building- the midline of the building. The way it's written right now — it has to be oriented to the arterial street. it would be perpendicular to that street — shining both ways. That's one limitation from across the right -of -way. Another question for staff: When you say school... would that include any place that has, say, just kindergartners? No. Preschools are identified in our land use code as "institutional daycare. "To be qualified as a school, you have to teach grades 1 -12. There were no further questions or deliberations and the following motion was made by Commissioner Anderson, seconded by Commissioner Muldoon. MOTION: "I move that we forward a recommendation of approval to the City Council to amend DCA 2009 -00006 to, allow electronic signs as stated in the staff report." The motion CARRIED on a recorded vote, the Commission voted as follows: [:ALRPLN \Planning Commission APC Packets for 2010 \2- 1- 10 \cpc minutes 2- 1- 10.doc Page 3 of 5 AYES: Commissioner Anderson, Commissioner Fishel, Commissioner Gaschke, . Commissioner Hasman, Commissioner Muldoon, Commissioner Vermilyea, and Commissioner Walsh (7) NAYS: None (0) ABSTAINERS: None (0) ABSENT: Commissioner Doherty, Commissioner Caffall (2) 6. WORK SHOP — BRIEFING ON HWY 99 /HALL /GREENBURG Mike McCarthy, Streets & Transportation Sr. Project Engineer, gave an informal "gather `round the plans" type of briefing. He gave a general "5000 foot level" overview of the various projects. Some of these projects would include bus pull -outs, street trees, etc. He noted that much of the construction would be done during,the nighttime so as to have the . least impact on traffic. The commissioners voiced some concerns and some enthusiasm for the various ideas. McCarthy noted that the City would go to.great lengths to ensure extensive public information would be given. Among other things, the City will use the City website, Facebook, & Twitter, to get the word out — to let people know when various activities will be happening. McCarthy will provide a miniature version of the plans for the record (Exhibit A). The following is a basic time -line (given after the meeting). February: Design Completion March: Bidding April: Contract Documents and Paperwork May: Construction Start Spring 2011: Construction Completion 7. OTHER BUSINESS Commissioner Vermilyea noted;tliat at the last meeting there was a conversation with staff about providing the Planning Commission with a work plan based on the priorities that the Planning Commission had set for the last few years. His recollection is that Ron Bunch said that it would be between 12 — 15 pages and he wondered where it is, because now it's February. If they're going to plan for the year, the year is moving on. He feels they've let their priorities slide for a couple of years now since they've finished the Comp Plan process. He'd like to focus on what they said they wanted to be working on. In addition, the consensus was that they would prefer it not be that long. They would like a one page bullet point list for 2010. They would like this to be put on the calendar for March P. They would like to go through the calendar and work on priorities on March 1 ^t. Walsh added that he'd forgotten to mention that the Electronic Message Center 'amendment DCA2009 -00006 would be going to Council on February 23rd. CV].I2P].N \Planning Commission APC Packet for 2010V2- 1- 10 \tpc minutes 2- 1- 10.doc Page 4 of 5 8. ADJOURNMENT President Walsh adjourned the meeting at 8:00 pm. Doreen Laughlin, Planning Commission Secretary ATTEST: President David Walsh I \Planning Commission APC Packets for 2010 \2- 1- 10 \tpc minutes 2- I- 10.doc Page 5 of 5 AGENDA ITEM No. 4 Date: February 23, 2010 TESTIMONY SIGN -UP SHEETS Please sign on the following page(s) if you wish to testify before City Council on: LEGISLATIVE PUBLIC HEARING: CONSIDER A CODE AMENDMENT TO ALLOW AN ELECTRONIC MESSAGE CENTER AT A SCHOOL THAT FRONTS AN ARTERIAL STREET (DCA2009- 00006) 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 become part of the public record and is openly available to all members of the public. 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 Due to Time Constraints There is a Five - minute Time Limit on Testimony I /Adm /Cathy /CCSignup /Leg. PH /DCA2009 -00006 AGENDA ITEM No. 4 February 23, 2010 PLEASE PRINT 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 become part of the public record and is openly available to all members of the public. 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. Proponent — (Sneaking In Favor) OpTonent — (Speaking Against) Neutral Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. g A if j ezAk 1113 6 Iv�kltCI��k D� a S bg - 21 Name, Address & Phone No. Name, ; lddress & Phone No. Name, Address & Phone No. : A .. 200 0 i U i.hi/ L.. d( g171Z 5�) . ( t_ ame, Address & Phone No. Name, Address & Phone No. dame, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Agenda Item # Meeting Date February 23, 2010 COUNCIL AGENDA ITEM SUMMARY City Of Tigard, Oregon Issue /Agenda Title Consider Planning Commission recommendation to amend the Tigard Development Code Tem ora ' Use Cha.ter 18.785 to allow seasonal markets CA2009 -00004 . Prepared By: Gary Pagenstecher Dept Head Approval: Cinv Mgr Approval: ISSUE BEFORE THE COUNCIL Should the Council adopt an ordinance approving a development code amendment to expand opportunities for chartered public service /non - profit organizations to hold seasonal markets in the General Commercial (C -G) and Mixed Use Central Business (MU-CBD) Zoning Districts? STAFF RECOMMENDATION Staff recommends the Council consider the Planning Commission's recommendation to approve the proposed code amendment (Exhibit A) and adopt the proposed ordinance (Attachment 1) providing for seasonal markets as a temporary use. KEY FACTS AND INFORMATION SUMMARY Earlier this year, the Tigard Grange proposed a seasonal outdoor sales use at its property on Highway 99W to occur on the weekends through late spring to, early fall. This was proposed as a "farmer's market" type of activity. The purpose was to raise funds to repair the Grange building and support the organization's activities. However, the Community Development Code does not allow seasonal or special events of the duration (in excess of 30 days) proposed by the Grange. Instead, staff had to consider the request as an outdoor commercial use, which would require substantial and expensive site improvements. The Grange felt this was disproportionate with the intensity of the use proposed. On July 21, 2009, City Council held a Workshop meeting to discuss the initiation of the code amendment to expand opportunities for outdoor sales events by public benefit /community service organizations. Councilors acknowledged the code currently does not address temporary seasonal markets sufficiendy and mentioned specific issues that should be addressed upon expansion of the use including parking, visual clearance, neighborhood impact and prohibition of flea markets and garage sales. Council directed staff to take the issue to the Planning Commission and return with a recommendation. (Attachment 6) At the October 19, 2009 Planning Commission hearing, the Commission discussed the proposal and a staff report to the Planning Commission dated October 9, 2009 (Attachment 5) and received testimony from Phil Yount of the Tigard Grange and Stan Baumhofer of the Tigard Area Farmers Market. Mr. Yount was generally in favor of the proposed code amendments but worried that the approval criteria would require specialized findings and the need to pay for consultant services. Mr. Baumhofer expressed concern that the proposed code amendment included regulations which could stifle new business development. In addition, Commissioners raised several issues in response to the proposed code amendment including qualifying the type of organization, duration of the seasonal use, less onerous and more user- friendly approval criteria, and a call out for hours of operation. (Attachment 4) At the January 4, 2010 Planning Commission hearing, the Commission discussed the revised development code amendment (Attachment 3). With minor for clarity, the Commission agreed, by a vote of 9 -0 in favor, to recommend approval to the City Council (Attachment 2). OTHER ALTERNATIVES CONSIDERED Council has the option to: • Not accept the Commission's recommendation and table the matter; • Remand the issue back to the Commission for additional work; or • Modify the Commission's recommendation. • CITY COUNCIL GOALS The proposed code amendment does not directly relate to City Council's 2009 or Five Year Goals. However, an amended development code providing for farmers' markets would help implement the City's Comprehensive Plan economic development goals: Goal 9.1, Develop and maintain a strong, diversified, and sustainable local economy; and Goal 9.3, Make Tigard a prosperous and desirable place to live and do business. In addition, Comprehensive Plan Goal 15.2, Facilitate the development of an urban village, includes the recommended action measure to provide areas in the downtown where community events, farmers' markets, festivals and cultural activities can be held. ATTACHMENT LIST Attachment 1: Ordinance Exhibit A: .Proposed Code Amendments Attachment 2: Planning Commission Meeting Minutes for January 4, 2010 Attachment 3: Staff Memo to the Planning Commission dated December 28, 2009 Attachment 4: Planning Commission Meeting Minutes for October 19, 2009 Attachment 5: Staff Report to the Planning Commission dated October 9, 2009 Attachment 6: Council Workshop Meeting Minutes for July 21, 2009 FISCAL NOTES There is no fiscal impact for this action. Non - profit organizations are exempt from the temporary use application fee of $304.00. • ATTACHMENT 2 CITY OF TIGARD PLANNING COMMISSION Meeting Minutes January 4, 2010 1. CALL TO ORDER Vice President Walsh called the meeting to order at 7:01 pm. The meeting was held in the Tigard Civic Center, Town Hall, at 13125 SW Hall Blvd. 2. ROLL CALL Present: Commissioners Anderson (came in slightly later than roll call), Caffall, Doherty, Fishel, Gaschke, Hasman, Muldoon, Vermilyea, and Walsh; Alternate Commissioners Schmidt & Shavey Absent: None Staff Present: Ron Bunch, Community Development Director; Dick Bewersdorff, Planning Manager; Gary Pagenstecher, Associate Planner; John Floyd, Associate Planner; Doreen Laughlin, Sr. Administrative Specialist 3. COMMUNICATIONS Dick Bewersdorff, Planning Manager, introduced the new planning commissioner and alternates, Tim Gaschke, Don Schmidt, and Richard Shavey. 4. CONSIDER MEETING MINUTES 12 -07 -09 Meeting Minutes: Vice President Walsh asked if there were any additions, deletions, or corrections to the minutes - taking into account a small correction that had been phoned in earlier correcting the date on page 2, second sentence, to 1 -4 -10. Walsh then declared the minutes approved. Walsh moved on to the work session and elections. 5. WORK SESSION - ELECTIONS Walsh opened up the floor to nominations. [The former president of the Commission left in December after serving 8 years as a Commissioner. This left the balance of that position (1 year — to end 1 -1 -11) open]. Commissioner Vermilyea moved to nominate Commissioner David Walsh as President. The motion was seconded by Commissioner Hasman. There were 1: \CURPLN \ Gary \Development Code Amendment \DCA2IX)9 -0(004 (Seasonal Outdoor Sales_Farmers Nlarket) \Council Packet '_- 23 -10 \1 -410 Planning Commission Atinutes.doc Page 1 of 7 no other nominations. There was a verbal vote, and Commissioner Walsh was elected to the office of Planning Commission President. Commissioner Hasman moved to nominate Commissioner Vermilyea for the office of Vice President. The motion was seconded by Commissioner Caffall. Commissioner Walsh nominated Commissioner Muldoon. There was no second. There was a secret ballot with Commissioner Vermilyea getting the majority of votes and thus being elected. President Walsh opened up the public hearing. 6. PUBLIC HEARING 6.1 DEVELOPMENT CODE AMENDMENT (DCA) 2009- 00004. SEASONAL OUTDOOR SALES CODE AMENDMENT — Cont'd from 12 -07 -09 STAFF REPORT Gary Pagenstecher, Associate Planner, gave the staff report on behalf of Staff. [Staff reports are available one week before each scheduled meeting.] Pagenstecher noted that this matter had been continued from 10- 19 -09, to 11 -2 -09, to 12 -7 -09, to this date. He gave a brief background on what had been said at the previous meetings. He acknowledged the presence of a gentleman from the Tigard Grange named Phil Yount who had participated in the meeting on 10/19. Pagenstecher said that at previous meetings Phil Yount (representing the Tigard Grange) and Stan Baumhofer (representing the Tigard Area Farmer's Market) had raised several issues in response to the proposed code amendments. In addition, Commissioners had raised several issues in response to the proposed amendments, including qualifying the type of organization, duration of the seasonal use, less onerous and more user - friendly approval criteria, and a call out for hours of operation. These issues were addressed in the staff analysis portion of the memorandum Pagenstecher wrote to the Planning Commission dated 12- 28 -09, and reflected in the revised Development Code Amendment. Pagenstecher went over the code sections that had been revised (18.785.020 — "Types of 'Temporary Uses "; and 18.785.040 "Approval Criteria ") and noted that the other sections addressed in the October 9, 2009 staff report remained unchanged. After reviewing the changes noted on the memorandum, Pagenstecher said staff is asking the Planning Commission to recommend this Development Code Amendment to the City Council. At this point, Pagenstecher asked if the commissioners had any questions of staff. I:ACURPLNV Gan' VDevelopment Code Amendment ADCA2009.00004 (Seasonal Outdoor Sales I$rmers Market)ACouncil Packet? 23- 10VI -4- lO Planning Commission Ninutcs.doc Page 2 of 7 QUESTIONS FROM COMMISSIONERS OF STAFF I have a concern regarding the time references — there are multiple references where it says less than ope year as opposed to 7 months — and other places where time references aren't universally applicable. Did you review this for consistency for time references? The chapter "temporary uses" covers a number of uses. We have clarified and added `Seasonal Market" section here and the duration relates specifically to that use. I understand your definition of "seasonal" is 30 days? Well, the seasonal market is one type of season. I suggest we change the language of 18.785.040 A.1. to say "except as provided in paragraph 6. Commissioner Vermilyea said "it appears the intent of the language is to be very flexible for the applicant — in that there is no definition of what "documentation" is in 6b. Also in saying you must provide some form of market rules and policies that contain at least these items. My suggestion would be to put A in the body of 6, making it a mandatory requirement and change it to say something like "The applicant shall provide... etc." This last sentence says the City may consider the following additional approval criteria for seasonal markets. I think, in my mind, there are pretty significant differences between those rules and policies and what other issues may arise depending on a given market. I think there needs to be kind of a structural adjustment. One way to do it would be to move A up — make it #6, and make everything else #7 — another way would be to move the body of A up and put it in as the 2nd sentence in #6 and then have B become A, and C become B, etc. etc. But one of those two things I think we ought to do because we need to distinguish between A and the rest in this list. There were more ideas discussed about how to go about changing the verbiage; and then the questions continued. My question revolves around two terms that are used. One in 17.785.020 sub A2 "chartered public service /non - profit organization etc." - the word "charter" — that word makes me uncomfortable because it's not really defined anywhere. I deal with non - profits and am not aware of what a "charter non - profit" is. If we're going to use that word, I'd like to see it defined. Secondly, the word in 18.785.040 6.B, C, & D - "documentation" - what kind of documentation does staff intend when you use that term rather than the specific kinds of reports that you're talking about. What sons of documentation would a party use to satisfy these criteria? Could you please speak to these? Pagenstecher answered `Possibly some mitigation plan, a sketch, fairly simple, a mitten plan, in some situations these could be sufficient. It all depends on the circumstances — the simpler the circumstance, the simpler the documentation can be." I:ACURPI.N\ Gary \Development Code Amendment ADCA2009 -00004 (Seasonal Outdoor Sales_Parmers Jlarke0ACouncil Packet '_- 23- 10V1 -4 -10 Planning Commission Minutes.doc Page 3 of 7 Pagenstecher went on to speak about the definition of charter — `a document outlining the principals firnctions and organizations of the corporate body" - a constitution, again, just a veg basic thing. It is a simple statement of the purpose of the group." So you're not intending that an organization be... for example... licensed with the state as corporate entity as a state charter/ non- profit necessarily? They could be a Girl Scout troop, or some other organization that may not have all the formal documents in place. Yes — that's right. Conceivably getting a tax filing status costs money and effort that the group wouldn't want to front and typically it's a hurdle to get that although groups like it because it can fundraise if they do get that but in this case, it's theoretical. We don't really know who's going to `come out of the woodwork" to want a market. Right now we're just throwing out an `all comers welcome " — "ty this out ifyou can meet these standards" and we can't presume who those groups are going to be. It's as wide as possible." One of the commissioners summarized "So, for example, what you're looking for is an organization that has a constitution, a charter, but they are not be through the "State of Oregon." So you're looking at groups that would be organized, have a charter, have a purpose, that kind of thing. Is that the purpose behind the language ?" Yes. PUBLIC TESTIMONY — IN FAVOR: Phil Yount, 11222 SW Cottonwood Lane, Tigard, manager for Tigard Grange had what he said was a really basic question. "It seems as if the Tigard Grange is exempted from all this in 18.785.010 C "Exemptions" — the first one says "seasonal and special events conducted by and totally for the benefit of a Tigard -based nonprofit organization." If we're exempted... does any of this apply to us? The word "totally" makes the grange non - exempt. Pagenstecher: Can you clarify how this would work? Yount: "The Tigard Grange would ask members (or non - members) to rent a little space from us and we'd get a share of their profits from whatever stuff they sell. We'd use that as a fundraiser. Pagenstecher: So, in that case, I'm thinking you would not be exempt. You would have vendors who would profit also. Yount: "Oh — because of the word "totally "... "totally for the benefit of..." that would explain it. Some of the commissioners thought this language might be a bit confusing to others as well and thought it would be best in 18.785.010 C to drop the word "totally" out and add the words "exclusively by and for." PUBLIC'TESTIMONY — OPPOSED: None. PUBLIC TESTIMONY CLOSED DELIBERATIONS I: \CURPIN \Gary \Development Cole Amendment \UCA2009 -00004 (Seasonal Outdoor Sales_Parmcrs Market) \Council Packet 2- 2110 \I -4 -10 Planning Commission Minutes.doc Page 4 of 7 There were no further questions or deliberations and the following motion was made by Commissioner Muldoon, seconded by Commissioner Caffall: "I move to forward a recommendation of approval to City Council of application DCA 2009 -00004 continued from Dec 7th 2009, and adoption of the findings and conditions of approval contained in the staff report and the deliberations tonight and based on the testimony tonight." "Do I need to itemize the differences ?" Planning Commission Secretary Laughlin answered, "Yes, please." [The differences follow] Under "18.785.010 — under Part C, "Exemptions," it would read "events conducted exclusively by and for," rather than the prior language. Under 18.785.040 — at the end of sentence A.1, it would have "except as provided in paragraph 6 ";and under the same section "Part 6" we would move sub -par A up to the part of the main paragraph, second sentence, where it would say "the applicant shall provide" and then otherwise the remainder of the language in par -A would be the same and an additional sentence would say "The City may also consider the following criteria: and then B, C, D, & E would be labeled A thru D." The motion CARRIED on a recorded vote, the Commission voted as follows: AYES: Commissioner Anderson, Commissioner Caffall, Commissioner Doherty, Commissioner Fishel, Commissioner Gaschke, Commissioner Hasman, Commissioner Muldoon, Commissioner Vermilyea, and Commissioner Walsh (9) NAYS: None (0) ABSTAINERS: None (0) ABSENT: None (0) Walsh stated that this would go to Council on February 9th. 7. STUDY SESSION Re Joint Meeting with Council Regarding Trees STAFF REPORT John Floyd, Associate Planner, introduced himself and gave the staff report on behalf of the City. [Staff reports are available to the public upon request one week in advance of any meeting] Floyd said the purpose of this session is to help them prepare for the upcoming joint Council /Planning Commission meeting scheduled for January 19th. Walsh asked him I:ACURPLNV Gary ADevelopment Code Amendment ADCA2009- CN11N74 (Seasonal Outdoor Sales_Parmers Market)ACouncil Packet 233 - 10V1-4 -111 Planning Commission Minutes.dnc Page 5 of 7 ATTACHMENT 3 111 . 411 City of Tigard TIGARD Memorandum To: Planning Commission From: Gary Pagenstecher Re: DCA2009 -00004 Seasonal Outdoor Sales: Revised Development Code Amendment addressing testimony and Commissioner Comments from the October 19th Hearing Date: December 28, 2009 The City initiated the proposed code amendment to facilitate the Tigard Grange and other public benefit /service organizations such as the Tigard Area Farmers' Market to hold season -long events. The proposal substantively amends the text of Chapter 18.785, Temporary Uses, by providing explicitly for "seasonal markets" as a type of Seasonal or Special Event and by providing specific approval criteria governing time, place, and manner. At the Planning Commission's October 19, 2009 hearing, the Commission received testimony from the Phil Yount of the Tigard Grange and Stan Baumhofer of the Tigard Area Farmers Market. Mr. Yount was generally in favor of the proposed code amendments but worried that the approval criteria would require specialized findings and the need to pay for consultant services. Mr. Baumhofer expressed concern that the proposed code amendments included regulations which could stifle new business development. In addition, Commissioners raised several issues in response to the proposed code amendments including qualifying the type of organization, duration of the seasonal use, less onerous and more user - friendly approval criteria, and a call out for hours of operation. These issues are addressed in the following analysis and reflected in the attached Revised Development Code Amendment. STAFF ANALYSIS The following code sections have been revised as discussed below, while the proposed amendments to other sections addressed in the October 9, 2009 Staff Report remain unchanged. 18.785.020 Types of Temporary Uses This section contains the new temporary use "seasonal markets by chartered public service /non -profit organizations." Commissioner's wanted to clarify staff's intention with respect to "chartered public service /non - profit organizations." Staff supports the proposed language as a means to make the seasonal market use available to a wide range of organizations and not just those that are non - profits registered with the State's Corporation Division. Some public service organizations, such as a flower guild or social club may not be legal non - profits but nevertheless have a charter outlining the principles, functions, and organization of the group. As Stan Baumhofer testified, the Tigard Area Farmers Market started out as a civic event. In addition, the dictionary definition of the terms provides sufficient detail to determine if an organization qualifies. 18.785.040 Approval Criteria A sixth approval criterion is proposed to establish the location, timing, and manner of the seasonal market use. This criterion provides a special term for seasonal markets of seven months to accommodate weekend or weekday markets. Originally proposed from May through October, the revised code amendment lengthens the period to include April as suggested by Mr. Yount. The period could . be extended to a full year, as suggested by Mr. Baumhofer, to provide maximum flexibility. However, given the focus on seasonal markets for agricultural products, staff proposes the seven month period. Five additional approval criteria are listed (18.780.040.A.6.a -e), applicable to seasonal markets only. Commissioners expressed concern that some of these criteria may potentially be too onerous for non- profit organizations to meet for the ephemeral seasonal market use. The following changes are proposed for criteria a through c to make them less onerous under the proposed revised code amendment: a. The sponsoring organization's "market rules and policies" describe the operating procedures and product mix allowed in a seasonal market. The City will require this document at the time of application to ensure seasonal markets comply with the character of the seasonal temporary use type as described in Section 18.785.020.A.2. The revised code amendment additionally lists basic elements that should be included in the rules and policies, including the hours of operation. Seasonal markets would then be held to the terms of rules and policies as reviewed and approved by the City at the time of application. b. In demonstrating safe ingress and egress, "access plan" is replaced by "documentation" to allow the applicant more flexibility. The expectation of a formal "Plan" can otherwise be substantively addressed by findings, letters of concurrence, or other documentation. c. To address potential traffic hazards, "traffic study" is replaced by "documentation" and "ODOT review" is replaced by "coordination with ODOT." The expectation of a formal traffic study and review by ODOT can otherwise be substantively addressed through findings, consultation, or other available information. ATTACHMENT 4 CITY OF TIGARD PLANNING COMMISSION Meeting Minutes October 19, 2009 1. CALL TO ORDER President Inman called the meeting to order at 7:00 pm. The meeting was held in the Tigard Civic Center, Town Hall, at 13125 SW Hall Blvd. 2. ROLL CALL Present: Commissioners Anderson, Caffall, Doherty, Fishel, Hasman, Inman, Muldoon, and Verrnilyea Absent: Commissioner Walsh, Alternate Commissioner Gaschke Staff Present: Community Development Director Ron Bunch Assistant CD Director Susan Hartnett Planning Manager Dick Bewersdorff Downtown Redevelopment Manager Sean Family Associate Planner Gary Pagenstecher Senior Administrative Specialist Doreen Laughlin 3. COMMUNICATIONS - none 4. CONSIDER MEETING MINUTES 10 -05 -09 Meeting Minutes: President Inman asked if there were any corrections, deletions, or additions to the minutes; there was one correction (Commissioner Doherty's name had inadvertently been misspelled), President Inman declared the minutes approved with the noted correction. 5 PUBLIC HEARINGS 5.1 DOWNTOWN TIGARD CODE AMENDMENTS COMPREHENSIVE PLAN AMENDMENT (CPA) 2009- 00003, DEVELOPMENT CODE AMENDMENT (DCA) 2009- 00005, ZONING MAP AMENDMENT (ZON) 2009 -00001 I: \I.RPIN \Doreen \PC \PC Packets for 2009 \10- 19 -09 \tpc 10-19 -09 minutcs.doc 1 5.2 DEVELOPMENT CODE AMENDMENT (DCA) 2009- 00004. SEASONAL OUTDOOR SALES CODE AMENDMENT STAFF REPORT Associate Planner Gary Pagenstecher went over the staff report on behalf of the City. (Staff reports are available to the public one week before the scheduled meeting.) QUESTIONS OF STAFF & COMMENTS FROM COMMISSIONERS Is there a City goal of having a single "Tigard Farmer's Market ?" Pagenstecher: The Comp Plan calls for Farmer's Markets Downtown. That's a goal expressed in the Comp Plan. I think in the staff report we find this language allowing for a Farmer's Market consistent with that goal. Do we have a specific plan to provide a certain area in City owned property? No. Bunch interjected that a city can provide a place /opportunity for a Farmer's Market. He said it's very rare for a city to be the °actual sponsor of a Farmer's Market kind of activity. Cities throughout the state in our research and experience worked with the organizations that establish a charter (inaudible) Farmer's Market. It is a.City goal to provide opportunities for Farmer's Markets who operate in a community. So what Pm hearing is it's possible for several Farmer's - Markets could be operating in the City at the same time? This has me concerned - so on any Saturday and Sunday — are we talking.about, a Farmer's Market at the Grange, a Farmer's Market Downtown, and maybe a Farmer's Market someplace else within the confines of the City all at the same time? Bunch: This provides the opportunity for that to happen if the market will allow it to occur according to the specific criteria, yes. Commissioner Vermilyea said he,had a technical question — [Re: Page 6 of 10 — 18.785.020]. What do you mean by the word "charter "? Is that meant to be a licensed, registered, non - profit with the state corporation division — is that what the intent is there? Or is there some other charter that I'm not aware of? Is the City intending to issue a charter? No. So my suggestion then would be to put in language something along the lines of a public service or non -profit organization duly and properly licensed by the State of Oregon — or something along those lines because in order for a non - profit to operate legally in Oregon you have to register and file annual reports with the state corporations division. So something along those lines to me seems to be a more specific set of language than "charter ". Commissioner Doherty — So, in other words, when you talk about charter your intent was an organization that has a charter, a by -laws, a constitution, that kind of thing? I: \LRPLN\ Doreen \PC \PC Packers for 2009\ 10- 19- 09 \tpc10 -19 -09 minutes.doc 6 Or was your intent that they had some recognition from the state? I really think that needs to be defined — I agree with Commissioner Vermilyea. Pagenstecher - We ran this by the City Attorneys and they had no problem with this language. Neither did they didn't suggest another language. They can be chartered public service — in other words by -laws and documents that they have this organization and operate under these rules, or they can be a non - profit organization. QUESTIONS OF APPLICANT TESTIMONY IN FAVOR: Phil Yount, 11222 Cottonwood Lane, Tigard — introduced himself as the "treasurer /janitor /rental manager" of the Tigard Grange. He's also a 17 year resident of the City of Tigard. He wanted to publically thank Ron Bunch and Gary Pagenstecher for their recognition of the problem confronting the Tigard Grange last spring and summer when they wanted to implement a Farmer's Market activity on the Tigard Grange property and were not allowed to do so for longer than 30 days. When asked how the Tigard Farmer's Market could operate for longer than 30 days, he said they didn't really have an answer to that question — and thus, this meeting tonight. He said the Grange needs to have a way to earn funds to support the activities at the Grange. He hopes that the Planning Commission will see fit to recommend this to the City Council and they will end up passing it so that a year from now they can implement their Farmer's Market. He said he was concerned about one thing in the staff report. The one that says they will need to enumerate how they are satisfying all these different things, like visual access, parking, so on and so on. He said he's relatively confident they can do it but whether they can write it — they don't have writers and if they have to hire an attorney to write that application for them, that might be somewhat of a disadvantage... but they might just have to overcome it. He ended saying he encourages them to recommend this to the City Council. QUESTIONS OF YOUNT: What's your take on actually calling out specific months (such as May to October) as opposed to just giving a specific duration of time? We would probably be happier if it said "April to October" but I'm satisfied with May to October. That would fulfill all the requirements that we currently have. We have a strawberry vendor that works within the 30 day requirement. We also have a Christmas tree vendor that works within the 30 day requirement. If we could have the six months — seven would be better — but I don't think that's a critical need. Do you have concerns with dealing with traffic that might be coming in and out of the grange during the market on Hwy 99? No — because we have entrance and egress as it stands and we have to deal with that during the Christmas tree season and the strawberry vending season as it is and haven't had any pardcular complaints about that. IALIIPLN \ Doreen \PC \PC Packets for 2009 \10 - 19.09 \[pc 10 -19 -09 minutcs.doc 7 • TESTIMONY AGAINST Mr. Stan Baumhofer, PO Box 230421, Tigard 97281, President of the Tigard Area Farmers Market at 12950 SW Pacific Hwy, said he signed up as "against" the proposals, not so much that he's against anything that is proposed in the current code, but more the concept is that the more regulations you provide, the less chance a new business has of starting. His testimony is as follows: We have no objection to the grange having a market or any other body — so far as we're concerned — the more the better. Like a gas station on 4 corners. Some of the things being considered should include a definition of what a Farmer's Market is. To make it easier on staff so that if someone comes to the counter, there should probably be a definition of what's a "bazaar," and what's a "food cart ", what's a "Farmer's Market," what's a "garage sale" — so there's a definition as to where this potential applicant falls into your codes here. Also — considering whether it's a business for profit or a business not for profit. We started ours as a civic event and a venue for other non - profits to come at no charge by the market to display whatever they had — the Boy Scouts, the Chamber, the Red Cross Blood Drive, or the City - itself, when it's promoting an issue, we're glad to have you there at no charge — cause that's what we're all about. We're run by volunteers — we do hire a manager for the actual market — I'd like to introduce Pat Benson here. She is our Market Manager. Whether the organization is a profit or non - profit should he of some concern. If Landmark Ford came in and said they wanted to have a market in their parking lot on Saturdays - that might be a separate concern or issue as to whether in comparison to a non - profit such as ourselves who are here for a civic purpose. We are registered with the Oregon Corporation Commission as a tax - paying corporation and we file a tax return every year. If we were to get to specific issues here I have a couple points. Specifically: the code exempts markets and yet you're trying to put allowances for temporary uses. If you want to talk about a timeframe in the context of running a market, I think it should say something like "less than a year." That way you don't have to worry about it being May 10th or May 12th or May 20th or something that specific. So you say less than a year — are you expecting us to come in every year and pay a new fee each time we renew our license? Is this code intended just to generate some more revenue for the City and therefore run up the expense of the Market itself? Limiting the type of products to be sold is another can of worms because — where do you stop — or where do you start on the different types of items to be sold. And if we do need approval every year, would you expect a fee from us? As to a new market starting and having to do a lot of studies... a "traffic study" — obviously we want to be concerned about the traffic but if you require so many studies — they're spending 4, 5, 7, 8, $10,000 just to go into business — they're never going to go into business. That is contrary to what I think the City should be doing. We've had over 75,000 people at our markets this summer — we compete with the Balloon Festival. Signage is an important thing for a market to succeed. What we would like to have is a permanent sign that says "This is the Home of the Tigard Area Farmer's Market" so I: \I.RPIN \Doreen \PC \PC Packets for 2009 \10 - 19.09 \tpc 10.19 -09 nunotrs.doc 8 people could contemplate 12 months of the year where we are and where we're going to appear when the market products come into vogue. QUESTIONS OF MR. BAUMHOFER With respect to the timeframe - is May to October as enumerated in the statute sufficient? Is it better to make it April to October as Mr. Haagen suggested, or is it best to make it a range of 6 months, or 7 months, in terms of how you're going to operate and when you're going to operate? That pretty much hinges on what your product is going to be. If you're going to sell something that's winter month oriented, you require during that time of year and that's why I say you can't guess correctly and fit all... one size doesn't fit all: We found that those six months from the middle of May to the end of October fits the kind of product that we are focusing on. That might not always be true for us or some other market. So are you suggesting that'we change it to be a range of a number of months to give that kind of flexibility? With any 12 month period I think would be the flexibility that would work best. At this point, President Inman asked if anyone else wasin the audience who wished to testify. There were none. QUESTIONS OF STAFF Regarding.the criteria — they could tend to lean toward being onerous... such as letter "C," the traffic study. It could be a very expensive. endeavor. That and "D," documentation that there is no adverse off -site impacts etc. How do you achieve that without paying consultants, and experts, and studies? I do see that, depending on how this is interpreted, you could end up spending thousands of dollars documenting something. Is there a way to soften the language so an applicant can address their plan and these concerns and then the planning director or somebody can require further documentation if they deem it necessary - to sort of allow somebody to "get in the door "? Pagenstecher: Not every site will have the same set of problems. It's entirety appropriate to attempt to make these standards achievable by non- profits who are doing something maybe once a week. I'd like a common sense approach — a less onerous approach. We need to take another look at these 5 criteria of 18;785.040 No. 6. And come up with a way to get to what you're talking about because I don't think the language that's in there now, gets there. Can you wordsmith this so that the goal is workable — allowing permitted uses for both of these entities? Yes — we can certainly do that. We have a few months until May to work this out. I: \LRPLN \Doreen \PC \PC Packets for 2009 \10.19- 09 \tpc 10 -19 -09 minutes.doc 9 President Inman asked for a general consensus from,the Planning Commission. If I'm hearing this correctly, we'd like to go back and address these approval criteria, see if we can soften them up, get more of a sliding scale - something in there that's a little more potentially "user friendly." Is that correct? The Commission concurred. Commissioner Vermilyea added one thing that he wanted to be specific criteria - and that would be a call out for hours of operation. So the way it's written right now the modification is good for one year? So would they come in every year for a modification? Yes - they would renew it each year. What are the fees associated with that? Currently non - profits have no fees for renewal. PUBLIC HEARING CLOSED DELIBERATION The commission decided to continue this meeting and deliberations to November 2nd. 6. OTHER BUSINESS - None. 7. ADJOURNMENT President Inman adjourned the meeting at 8:50 pm. --\-_ fin.--.. Doreen Laughlin, Planning Commi i Secretary ATTEST: PresidentJodie Inman 1: \LRPLN \ Doreen \PC \PC Packers for2009 \10- 19- 09 \tpc 10 -19 -09 minutes.doc 10 ATTACHMENT Agenda Item: S . Hearing Date: October 19, 2009 Time: 7:00 PM STAFF REPORT TO THE . PLANNING COMMISSION o • FOR THE CITY OF TIGARD, OREGON TI G ARD ` SECTION I, APPLICATION SUMMARY CASE NAME: SEASONAL OUTDOOR SALES CASE NO.: Development Code Amendment (DCA) DCA2009 -00004 PROPOSAL: The City of Tigard requests approval for a development code amendment to amend the text of the Temporary Use Chapter (18.785) of the City of Tigard Community Development Code to expand and clarify the temporary use provisions of the code to pro for seasonal markets by public benefit /community service organizations. APPLICANT: City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 ZONES: C -G: General' Commercial District The C -G zoning district is designed to accommodate a full range of retail, office and civic uses with a City-wide and even regional trade area. Except where non- conforming, residential uses are limited to single -family residences which are located on the same site as a permitted use. A wide range of uses, including but not limited to adult entertainment, automotive equipment repair and storage, mini - warehouses, utilities, heliports, medical centers, major event entertainment, and gasoline stations, are permitted conditionally. *CBD: Central Business District. The CBD zoning district is designed to 'provide a concentrated central business district, centered on the City's historic downtown, including a mix of civic retail and office uses. Single - family attached housing, at a maximum density of 12 units /netacre, equivalent of the R -12 zoning district, and multi-family housing at a minimum density of 32 units /acre, equivalent to the R -40 zoning district, are permitted outright. A wide range of uses, including,but not limited to adult entertainment, utilities, facilities with drive -up windows, medical centers, major event entertainment and gasoline stations, are permitted conditionally. *Note: The CBD zone is scheduled to be enlarged and rezoned MU -CBD when the Council reviews and, if acceptable, approves the Downtown Code Amendments on December 8, 2009. Therefore, the proposed revision to the Temporary Use Chapter text which identifies the applicable zones for seasonal markets includes the new zone in anticipation of its adoption by Council (18.785.040.2, page 7). LOCATION: Land zoned General Commercial (C -G) and Mixed Use - Central Business District (MU- CBD). APPLICABLE REVIEW CRITERIA: Community Development Code Chapters 18.380, 18.390 and 18.520; Comprehensive Plan Goals 1, Public Involvement; Goal 2, Land Use Planning; Goals 9.2.1 and 9.3, Economic Development; Goal 15.2, Special Planning Area- Downtown; and Statewide Planning Goals 1, 2 and 9. SEASONAL OUTDOOR SALES DEVELOPMENT CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC HEARING, STAFF REPORT TO TI -IF. PLANNING_ COMMISSION PAGE 1 OF 10 SECTION II. STAFF RECOMMENDATION Staff recommends that the Planning Commission • find. in favor of the proposed text amendment providing for. seasonal markets by public benefit /community service organizations, with any alterations as determined through .:the public hearing process, and make a final recommendation to the Tigard City Council. SECTION III. BACKGROUND INFORMATION Earlier this year, the Tigard Grange proposed a seasonal outdoor sales event at its property on Highway 99W to occur on the weekends through late spring to early fall. This was proposed as a "farmer's market" type of activity with vendors using Grange property in exchange for a fee. The purpose was to raise funds to repair the Grange building and support the organization's activities. However, the Community Development Code does not allow seasonal or special events of the duration (in excess of 30 days) proposed by the Grange nor did the proposal qualify as an exemption granted when seasonal events are conducted by and totally for the benefit of a Tigard -based nonprofit organization. Instead, staff had to consider the request as an outdoor commercial use, which would require substantial and expensive site improvements. The Grange felt this was disproportionate with the intensity of the use proposed. Therefore, in order to make it possible for the Grange and other public benefit /service organizations such as the Tigard Area Farmers Market to hold season -long events, the Director requested Council's approval to initiated a code amendment. On July 21, 2009, City Council held a Workshop meeting to discuss the initiation of the code amendment to expand opportunities for outdoor sales events by public benefit /community service organizations. Councilors acknowledged the code currently does not address temporary outdoor sales sufficiently and mentioned specific issues that should be addressed upon expansion of the use including parking, visual clearance, neighborhood impact and prohibition of flea markets and garage sales. Additionally, staff discussed a draft -code amendment with representatives of the Tigard -Area Farmers' Market and Tigard Grange, whose comments have been addressed in this report. SECTION IV. APPLICABLE CRITERIA, FINDINGS AND CONCLUSIONS APPLICABLE PROVISIONS OF THE TIGARD DEVELOPMENT CODE Tigard Development Code Section 18.380.020, Legislative Amendments to this Title and Map, states that legislative zoning map and text amendments shall be undertaken by means of a Type IV procedure, as governed by Section 18.390.06OG. The proposed text amendment would apply to all C -G and MU -CBD zoned lands within the City. Therefore, the amendment will be reviewed under the Type IV legislative procedure as set forth in the chapter. This procedure requires public hearings by both the Planning Commission and City Council. Section 18.390.060.G establishes standard decision- making procedures for reviewing Type IV applications. The recommendation by the Commission and the decision by the Council shall be based on consideration of the following factors: 1) The Statewide Planning Goals and Guidelines adopted under Oregon Revised Statutes Chapter 197; 2) Any federal or state statutes or regulations found applicable; 3) Any applicable METRO regulations; 4) Any applicable comprehensive plan policies; and 5) Any applicable provisions of the City's implementing ordinances. Findings and conclusions are provided below for the five listed factors on which the recommendation by the Commission and the decision by the Council shall be based. SEASONAL OUTDOOR SALES DEVELOPMENT CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC HEARING, STAFF REPORT TO THE PLANNING COMMISSION PAGE 2 OR 10 STATEWIDE PLANNING GOALS AND GUIDELINES Statewide Planning Goal 1— Citizen Involvement: This goal outlines the citizen involvement requitement for adoption of Comprehensive Plans and changes to the Comprehensive Plan and implementing documents. This goal has been met by complying with the Tigard Development Code notice requirements set forth in Section 18.390. A notice was published in the Tigard Times newspaper prior to the hearing. After the Planning Commission public hearing, additional notice will be published pnor to the City Council hearing. Two public hearings are held (one before the Planning Commission and the second before the City Council) at which an opportunity for public input is provided. Statewide Planning Goal 2 — Land Use Planning: This outlines the land use planning process and policy framework. The Department of Land Conservation and Development (DLCD) has acknowledged the City's Comprehensive Plan as being consistent with the statewide planning goals. The Development Code . implements the Comprehensive Plan. The Development Code establishes a process and standards to review changes to the Comprehensive Plan. As discussed within this report, the Development Code process and standards have been applied to the proposed amendment. Statewide Planning Goal 9 — Economic Development: This goal seeks to provide adequate opportunities throughout the state for a variety of economic activities vital to the health, welfare, and prosperity of Oregon!% citizens. The Department of Land Conservation and Development (DLCD) has acknowledged the City's Comprehensive Plan as being consistent with the statewide planning goals. Consistency with the City's Comprehensive Plan Economic Development goal and policies is discussed later in this report. FINDING: Based on the analysis above and the applicable findings below, staff finds that the proposed text amendment is consistent with applicable Statewide Planning Goals. TIGARD COMPREHENSIVE PLAN Comprehensive Plan Goal 1: Citizen.Involvement Goal 1.1 Provide citizens, affected agencies and other jurisdictions the opportunity to participate in all phases of the planning process. The City has mailed notice of the Planning Commission hearing to interested citizens and agencies. The City published notice of the Planning Commission hearing October 1, 2009. After the Planning Commission public hearing, additional notice will , be published prior to the City Council hearing. Two public hearings are held (one before the Planning Commission and the second before the City Council) at which an opportunity for public input is provided. With these public involvement provisions, the proposed Development Code Amendment is consistent with applicable Citizen Involvement policies. Comprehensive Plan Goal 2: Land Use Planning Goal 2.1: Maintain an up -to -date Comprehensive Plan, implementing regulations and action plans as the legislative foundation of Tigard's land use planning program. Policy 2: The City's land use regulations, related plans, and implementing actions shall be consistent with and implement its Comprehensive Plan. The current, development code does not provide for seasonal outdoor sales of the type and duration provided by the Tigard Area Farmers', Market. Therefore, the Director requested Council's approval to develop a code amendment to amend the text of the Temporary Use Chapter (18.785) of the City of Tigard Community SEASONAL OUTDOOR SALES DEVELOPMENT CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC HEARING, STAFF REPORT TO TI Ili PLANNING COMMISSION PAGE 3 OF 10 Development Code to expand and clarify the temporary use provisions of the code to provide for seasonal markets by public benefit /community service organizations. The request updates the implementing regulations of the Comprehensive Plan, consistent with the applicable provisions of the Land Use Planning Goal. Comprehensive Plan Goal 9: Economic Development • Goal 9.1: Develop and maintain'. a strong, diversified, and sustainable local economy. Policy 3: The City's land use and other regulatory practices shall be flexible and adaptive to promote economic development opportunities, provided thatrequired infrastructure is made available. Policy 12: The City shall assute.economic development promotes other community qualities, such as livability and environmental quality that are necessary for a sustainable economic future. The proposed code amendment would provide for farmers' markets by public benefit organizations, which is not currently allowed under the code. Proposed approval criteria (18.785.040.6/7) would ensure required infrastructure would be available. Farmers' markets provide economic opportunity for farmers to have direct sales to end buyers and buyers the opportunity to buy direct from farmers. Markets provide a civic function by providing community gathering places. . purchasing food at. a local !amen' market has a positive global impact. Farmers that sell at farmers' markets are dedicated to keeping small farms alive and thtiving, and investing in sustainable farming practices that make a huge difforence to our environment, economy and social well being. The most obvious way that a small, sustainable farm makes a global difference is by reducing the consumption o fossil fuels. Producing and distributing conventional/yysjrown food requires an enormous amount of resources. A 2000 study ound that 10 percent of the United States' annual energy consumption is used by the food industry. The shorter distance food travels, the less fuel is needed to transport it. Sustainable farming, techniques used by many of Oregon's small, familynnlatms can produce truly dramatic reductions in resource consumption. The U.S. Department of Agriculture estimates that we could .saye 80 million gallons of diesel u el a year used to pump water onto crops simply by improving the eciencyof our irrigation grains by 10 percent. Likewise, reducing the amount of petroleum -based pesticides and ertik'rers used on our nation's major cropland would not only save us around .f f billion, but also help prevent water and sail pollution. Pordand Farmers' Market (PFM), September 2009 Newsletter. Goal 9.3 Make Tigard a prosperous and desirable place to live and do business Policy3. The City shall commit to improving and maintaining the quality of community life (pubic safety, education, transportation, community design, housing, parks and recreation, etc.) to promote a vibrant and sustainable economy. Recommended Action Measures, xvi: Recognize and promote community events as having potential for positive economic impacts and as important for community identity. Oregonian.rare hungy for the fresh, nutritious. food and community gathering places that farmers' markets provide. Fanners' markets offer. the unique opportunity to in cities feel like small towns and strangers feel like neighbors. By forging connections between consumers and farmers and food producers, it castes a strong constituency for growing the local food economy — the backbone of a truly sustainable community. PFM September 2009 Newsletter. Comprehensive Plan Goal 15: Downtown Tigard Urban Renewal District Goal: 15:2 Facilitate the development of an urban village. Policy 2. The downtown's land use plan shall provide for a mix of complementary land uses such as: A. retail, restaurants, entertainment and personal services; B. medium,and high-density residential uses, including rental and ownership housing; C. civic functions (government offices, community services, public plazas, public transit centers, etc); D. professional employment and related office uses; and E. natural resource protection, open spaces and public parks. SEASONAL OUTDOOR SALES DEVEI.OPMEN'I' CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC HEARING, STAFF REPORT TO'1'1 -Ili PLANNING COMMISSION PAGE 4 OF 10 Recommended Action Measures, v. Provide areas :in the downtown where community events, farmer's markets, festivals and cultural activities can be held. Amending the development code to provide for fanners' markets explicitly implements the Downtown Urban Renewal District goal to facilitate the development of an urban village. To further facilitate this goal, the City may consider identifying a City -owned location downtown as a permanent site for a Tigard -Area farmers' market. FINDING: As shown in the analysis above, the Citizen Participation and Land Use goals have been satisfied. The proposed development code amendment provides for economic development that promotes other community qualities, such as livability and environmental quality that are necessary for a sustainable economic future. Staff finds that the proposed text amendment is consistent with the applicable goals and policies contained in the Tigard Comprehensive Plan. PROPOSED TEXT AMENDMENT TO THE TIGARD DEVELOPMENT CODE DCA2 609 00004 CODE AMENDMENT M ti; [Expinattott` of Formatting ` `' ] This text amendment e mploys thc 4 ng'formatting [$Old /T�nderlmed] Text to be_added `Bo!d [ o .life lnderli "ne] Text that willbe underlined on codifit ation [[J , Text to "be removed Chapter 18.785 TEMPORARY USES Sections: 18.785.010 Purpose 18.785.020 Types of Temporary Uses 18.785.030 Approval Process 18.785.040 Approval Criteria 18.785.050 Application Submission Requirements 18.785.010 Purpose A. Purpose. The purpose of this chapter is to establish standards for the approval of three types of temporary use: 1. Use that is seasonal or directed toward a specific event; 2. Use which is occasioned by an unforeseen event; and 3. Sales offices and model homes in conjunction with the sale of homes. B. Disclaimer. This chapter is not intended to be a way to circumvent the strict application of the use districts. Therefore, time limits are to be strictly enforced. This chapter .... aalca. SEASONAL OUTDOOR SALES DEVELOPMENT CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC HEARING, S'PAFP REPORT TO THIS PLANNING COMMISSION PAGE 5 OF 10 C. Exemptions. This chapter does not apply to 1) seasonal and special events conducted by and totally for the benefit of a Tigard -based nonprofit organization 2 ar a sales, or a) temporary construction offices in conjunction with the initial development of residential, commercial or industrial property (three of more dwelling units or lots). 18.785.020 Types of Temporary Uses A. Seasonal or s ecial event. This type of temporary use is a use which by its nature will last less than one year. Examples of this type of use are those associated with the sale of goods for a specific holiday, activity or celebration, uses associated with construction, or seasonal use. This type of use does not apply to businesses seeking a temporary or interim location. Examples of this type of temporary use include: 1. Use associated with the celebration of a specific holiday such as the sale of Christmas trees and fireworks; 2. Use associated with the sale of fresh fruits, produce, and flowers, including seasonal markets by a chartered public service /non - profit organ which may offer additional products an ice. as • rovided in the or•aniz. i.n's "marke rule: .nd olicies" : ch . • l,ns.: . :in_ plants, prepared food, animal products, and art /handcrafts assembled by the vendor; 3. Use associated with festivals or celebrations or special events; 4. Seasonal activities such as the sale of food at sports events or activities; 5. Use associated with construction such as the storage of equipment during the construction of roads or development, but not a temporary sales office or model home as provided by Section 18.785; and 6. Temporary fund raising and other civic activities in commercial zoning districts. 18.785.030 Approval Process A. Procedure type. Approval of various temporary uses shall be processed as follows: 1. Seasonal or special event: by means of a Type I procedure, as governed by Section 18.390.040, using approval criteria in Section 18.785.040A; 2. Unforeseen /emergency situations: by means of a Type I procedure, as governed by Section 18.390.040, using approval criteria in Sections 18.785.040B; 3. Temporary sales office /model home: by means of a Type I procedure, as governed by Section 18.390.030, using approval criteria in Sections 18.785.040C; 4. Temporary building in commercial and industrial zones: by means of a Type I procedure, as governed by Section 18.390.040, using approval criteria in Sections 18.785.040D. B. Bf cSppmval period. An approval for a temporary use by the Director shall be effective valid for a period of one year unless otherwise stipulated by the approval. C. Lapsing of approval. An approval for the temporary use by the Director shall lapse if: 1. Substantial construction of the approved plan or onset of the approved activity has not begun within the approval period; and 2. Construction or activity on the site is a departure from the approved plan. D. Renewal of approval. A temporary use approval.may be renewed once by the Director for a period not to SEASONAL OUTDOOR SALES DEVELOPMENT CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC FIEARING, STAFF REPORT 1'O T'FII.'I PLANNING COMMISSION PAGE 6 OF 10 exceed one year. Approval for seasonal r o sp ecial event use. be renewed on an annual basi in the same manner as if it were an original application. Notice of the decision shall be provided to the applicant. E. Renewal for tem•ora residenti 1 sales office model homes. A permit for temporary sales offices and model homes may be renewed on an annual basis in the same manner as if it were an original application as long as 50% or less of the total number of dwelling units have been issued occupancy permits. 18.785.040 Approval Criteria A. Seasonal and special events. Using a Type I procedure, as governed by Section 18.390.030, the Director shall approve, approve with conditions or deny based on findings that all of the following criteria are satisfied: 1. The use occurs only once in a calendar year and for no longer a period than 30 consecutive days, 2. The use is permitted in the underlying zoning district. 3. The applicant has proof of the property- owner's permission to place the use on his /her property; 4. There will be no parking utilized by the customers and employees of the temporary use which is needed by the property owner to meet his /her minimum parking requirement, as governed by Chapter 18.765, Parking and Loading. 5. The use will provide adequate vision clearance, as governed by Chapter 18.795, Vision Clearance, and shall not obstruct pedestrian access on public rights -of -way. 6 Seasonal markets are permitted in the C -G and MU -CBD zones and may operate from M.y through October. Additional approval criteria for seasonal markets include the following; a. Provide "market rules and policies" for City approval. which are consistent with the seasonal market use description in 18.785.020.A.2 and will be observed for the duration of the permit. b. Provide an access plan demonstrating adequate and safe ingress and egress exist when combined with the other uses of the property, consistent with applicable standards of r1 ;. 1 Ac ss E. css .n. it ul, i.m c. Provide a traffic study demonstrating the use will not create a traffic hazard. including ODOT review, if applicable; d. Provide documentation that the use will not create adverse off -site impacts related to noise. odors. vibrations, glare or lights that would be greater than otherwise allowed by uses permitted outright in the zone; and e. Signs are allowed as permitted in Chapter 18.780, however, the period may correspond to the duration of the permitted seasonal market use. 18.785.050 Application Submission Requirements A. General submission requirements. The applicant shall submit an application containing all of the general information required for a Type I, depending on the type of temporary use for which the approval is sought. B. Additional information. In addition to the information described in Subsection A above, the applicant shall SEASONAL OUTDOOR SALES DEVELOPMENT NC CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC HEARING, STAFF REPORT'I'O TILE PLANNING COMMISSION PAGE 7 OP 10 provide a site plan, narrative and other information as specified in a detailed hand -out provided by the Director. C. Emergency situations. The Director may waive any of.the requirements in this chapter or request additional information in accordance with Chapter 18.390 for cases which involve destruction of an existing structure due to fire, natural causes, or other circumstances that are beyond the control of the applicant. An emergency as allowed by this subsection shall not include failure by the applicant to submit a temporary use request as provided in this Chapter.• SECTION V. STAFF ANALYSIS The proposed code text amendment incorporates comments from City staff and representatives of the Tigard - Area Farmers' Market Tigard Grange. The proposed amendment includes 1) minor changes for readability of the existing language, and 2) changes that provide for the . farmers' market use under the Seasonal and Special Use type. The following analysis is divided by Chapter section: 18.785.010 Purpose At the July 21st Council Workshop to discuss initiation of the code amendment, Councilors mentioned specific issues that should be addressed upon expansion of the seasonal temporary use including parking, visual clearance, neighborhood impact and prohibition of flea markets: and garage sales. The proposed amendment moves the existing reference to "garage sales" from the Disclaimer to the Exemption section of the chapter for clarity. Disclaimer now refers solely to the use districts and the enforcement of time limits. Exemptions now includes garage sales in addition to two other exempt uses to which the Chapter does not apply. The three listed uses are considered of a type, scale, and duration where any expected impacts would be limited and should be allowed without permit. Council's concern that seasonal markets not resemble flea markets or garage sales is ensured through the qualifying, language that requires seasonal markets to be sponsored by chartered public service /non - profit organizations and approval criteria requiring City review and approval of "market rules and policies." 18.785.020 Types of Temporary Uses This section contains the new temporary use "seasonal markets by chartered public service /non- profit organizations" and extends the types of products that could be sold at such markets by listing examples and requiring consistency with the organization's market rules and policies that guide the sales agreements with vendors. The list of allowed products closely follows the Tigard -Area Farmers' Market guidelines. Other markets in the metropolitan area are more restrictive, for example, allowing farm products by not crafts. 18.785.030 Approval Process This section changes the wording of the Approval period to be consistent with code construction found elsewhere in the development code. In addition, explicit provision for renewing a seasonal or special event has been added to balance the general renewal language. 18.785:040 Approval Criteria • This section clarifies that the existing 30 -day term for the general seasonal and special event use type is intended to be consecutive days. A sixth approval criterion is proposed to establish the location, timing, and manner of the seasonal market use. Seasonal markets are restricted to the General Commercial (C -G) zone and the new Mixed Use- Central Business District (MU- CBD);zone which correlates to the Downtown Urban Renewal District boundary. The CBD zone is scheduled to be enlarged and rezoned MU -CBD when the Council reviews and, if acceptable, approves the Downtown Code Amendments on December 8, 2009. Ultimately, as provided for in SEASONALOUIDOOR SALES DEVELOPMENT CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC HEARING, STAFF REPORT TO THE PLANNING COMMISSION PAGE 8 OF 10 Comprehensive Plan Policy 15.2, a location downtown wouldbe developed to host a farmers' market. The.0 -G zoning district is designed to accommodate a full range of retail, office and civic uses with a City -wide and even regional trade area. Allowing outdoorseasonal markets as a temporary use in this zone would result in the least conflict with other permitted uses and affords organizations like the Tigard Grange to use their facilities, The section provides a special term for seasonal markets of six months to accommodate weekend or weekday markets for the typical period from May through October. Council expressed concern for parking, visual clearance, and neighborhood impact issues on expansion of the seasonal temporary use to include seasonal markets. Existing approval criteria #4 and #5 already require that parking and visual clearance, respectively, be addressed. Five additional approval criteria are listed, applicable to seasonal markets only. The sponsoring organization's "market rules and policies" describe the operating procedures and product mix allowed in a seasonal market. The City will require this document at the time of application to ensure seasonal markets comply with the character of the seasonal temporary use type as described in Section 18.785.020.A.2. Additional approval criteria are proposed to address access and egress, • traffic hazards, off -site impacts, and signs. The applicant would need to demonstrate in their narrative and application materials that these criteria are satisfactorily met. 18.785.050 Application Submission Requirements In addition to the proposed development code text amendment discussed above, staff proposes to amend the Temporary Use Type T Application form, pursuant to 18.390.030.B.2b, to additionally require the Applicant's Statement "to address the relevant criteria m sufficient detail for review and action." Currently, the application form requires an Applicant's Statement but does not detail what should be included. The proposed additional language would require the applicant's statement to address each of the applicable Approval Criteria in 18.785.040. Staff's discussion with representatives of the Tigard -Area Farmers' Market also included the possibility of a fee structure that would acknowledge public service /non - profit organizations as seasonal market providers. Currently, Non - Profits are exempt from the $304.00 filing fee for temporary uses. SECTION VI. ADDITIONAL CITY STAFF & OUTSIDE AGENCY COMMENTS The City of Tigard Current Planning and Planning and Engineering Techs reviewed the proposal and provided comment that has been incorporated into the proposed amendment. The City of Tigard Code Enforcement Officer reviewed the proposal and provided comment that has been incorporated into the proposed amendment. The City of Tigard Police Department reviewed the proposal and had no objections to it. The City of Tigard Public Works Department reviewed the proposal and had no objections to it. The City of Tigard Long Range Planning Division was notified of the proposed code text amendment but did not comment. The City of Tigard Engineering Department was notified of the proposed code text amendment but did not comment. METRO, ODOT, and DLCD were notified of the proposed code text amendment but provided no comment. SEASONAL OUTDOOR SALES DEVELOPMENT CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC I- TEARING; STAFF REPORT TO THE PLANNING COMMISSION PAC'sE 9 OF 10 C3 Y 7 � ay t October 9, 2009 PREPARED B Gary agens ether DATE Assoc ate Planner C r / / „„ ' October 9, 2009 APPROVED BY: Ron Bunch DATE Community Development Director • SEASONAL OUTDOOR SALES DEVELOPMENT CODE AMENDMENT DCA2009 -00004 10/19/09 PUBLIC HEARING, STAFF REPORT TO THE PLANNING COMMISSION PAGE 10 OF 10 ATTACHMENT 6 City ofTigard TI6AK0' Tigard Business /Workshop Meeting - Minutes TIGARD CITY COUNCIL & LOCAL CONTRACTREVIEW BOARD (LCRB) MEETING DATE /TIME: July 21, 2009/6:30 Business /Workshop Meeting MEETING LOCATION: City of Tigard — Town Hall, 13125,SW Hall Blvd., Tigard, OR 97223 • BUSINESS MEETING a. At 6:35:44 PM Mayor Dirksen called to order the Tigard City Council and Local Contract Review Board. b. Deputy City Recorder Krager called the roll. Present Absent Councilor Webb x Council President Wilson x Councilor Buchner x Mayor Dirksen x Councilor Henderson x c. Pledge of Allegiance d. Council Communications& Liaison Reports - None e. Call to Council and Staff for Non - Agenda Items - None 1. CONSENT AGENDA: (Tigard City Council and Local Contract Review Board) 1.1 Approve City Council Minutes for May 26, 2009 1.2 Extend Intergovernmental Agreement through June 30, 2010, with Metro Providing Police Department Support.for the Enforcement of Metro's Illegal Disposal Ordinance 1.3 Local Contract Review Board: a Award Pavement Overlay Pavement Major Maintenance Program (PMMP) Contract Note: Item 1.3.6 removed from Agenda on July 17, 2009. Councilor Buchner moved to approve the Consent Agenda. Council President Wilson seconded the motion and all voted in approval. TIGARD CITY COUNCIL /LCRB MINUTES — July 21, 2009 City of Tigard 13125 SW Hall Blvd., Tigard,.OR 97223 I 503- 639 -4171 I www. tigard- or.gov I Page 1 of11 Yes No Councilor Webb Absent Council President Wilson x Councilor Buehner x Mayor Dirksen x Councilor Henderson Absent • WORKSHOP MEETING 2. DISCUSSION WITH CITIZENS ON THE FORMATION OF AN AQUATIC DISTRICT TO FUND THE OPERATION OF THE TIGARD- TUALATIN SCHOOL DISTRICT'S SWIMMING POOLS 6:38:20 PM Public Works Director Koellermeier introduced this item. He said the swimming pools at the high schools in Tigard and Tualatin are suffering financially and the Tigard- Tualatin School District (ITSD) is talking about closing them. He said a group of concerned citizens has proposed a solution to keep the pools open. He introduced spokesperson Pam Griffith, representing a group of citizens wanting to preserve the pools at each high school for the community's benefit. Ms. Griffith said the swimming pools have been operating at a loss for the Tigard - Tualatin School District (1 1 SD) and the District indicates that they cannot continue to accept these annual losses, which are calculated to be $500,000 to $600,000 per year. Options include mothballing or closing the pools, on which construction costs are still being paid by people in the TTSD and will be until the year 2016. She said the group proposes the formation of a special Aquatics Park and Recreation District under ORS Chapter 266. The essential features of the proposal are: 1) District boundary would be the same as the current "ITSD boundary. 2) The District would be managed by a five- person board of directors, elected at -large from members of the new District. 3) The District would be funded by a permanent tax levy (9 cents per $1,000 of assessed property in the district) 4) TTSD would continue to own the pools and the new District would operate them. They are considering a lease arrangement. This is a limited special district request, and is only for the purpose of continuing the status quo operation of the pools. No expansion is being contemplated. The communities are major users of these pools, ar a level of 100% in the summer and 80% the rest of the year. Benefits to the cities (Tigard, Tualatin, King City and Durham) include swimming lessons, recreational opportunities for all ages, family swims, lap swims, water polo, swim teams, rehabilitation and exercise, and training for law enforcement, firefighters and the FBI. Swimming pools also provide added value to neighborhood homes. Regarding process, Ms. Griffith said the group has spoken with representatives from the cities of Tigard and Tualatin, Washington County, both city's park boards and the TTSD. She said they are asking the cities for certified resolutions of support, consenting to the fomtation of this special district. She said they need to present a petition to Washington County by September, 2009 and this needs to be on the ballot by May of 2010. People would be voting on: • Approving the formation of the district • Approving the tax levy • Electing a board of directors TIGARD CITY COUNCIL /LCRB MINUTES - July 21, 2009 City of Tigard 1 13125 SW Hall Blvd., Tigard, OR 97223 1 503- 639 -4171 1 www.tigard- or.gov 1 Page 2 of 11 8. DISCUSS INITIATION OF A CODE AMENDMENT EXPANDING OPPORTUNITIES FOR OUTDOOR FUNDRAISING EVENTS 8:53:27 PM Associate Planner Pagenstecher said the purpose of this item was to open a discussion on whether a Community Development Code amendment should be issued to expand opportunities for public benefit and community service organization outdoor sales events. He said this was precipitated by the Tigard Grange wanting to hold outdoor sales in their parking lot and finding that it is not allowed under the current Development Code. They questioned how the Tigard Farmers Market is allowed to operate in the parking lot of Young's Funeral 1 -tome. Mayor Dirksen said the current Code doesn't really prohibit this; it just doesn't address it very well. Councilor Buehner asked if seasonal temporary sales, such as Christmas trees or berries, were a problem with the current Code. Associate Planner Pagenstecher said these uses are listed in the Code but "Saturday Markets" or farmers markets are not and they would not meet the current criteria of a limited duration to 30 days, for example. 8:55:46 PM Community Development Director Bunch pointed out another difference with the Grange's request is it is undertaken solely by a non -profit entity for the benefit of that entity. He said with Saturday markets, it is a chartered organization but the people who actually sell the goods are making a profit for themselves. He said the Grange wants to sponsor a farmer's market where operators would pay a small rental fee to the Grange, but make an individual profit. This does not follow the Code. 8:56:40 PM Councilor Buehner asked if the City can specify what is governed by this Code, i.e. flea markets, or farmer's markets, etc. Associate Planner Pagenstecher said that can be handled simply by issuing a permit that specifies tine, place, manner and type of product. Farmers' market products are fruits, produce and flowers. Sometimes arts and crafts can be added if they are secondary td the produce sales, and food may be allowed. Councilor Buehner and Council President Wilson mentioned these concerns: o Parking issues o Visual Clearance o Impacts on nearby neighborhoods o Perpetual flea markets or on -going garage sales should not be allowed Associate Planner Pagenstecher said currently visual clearance and parking can be regulated with very specific, time- tested regulations. He said these uses can be limited to Commercial, Light Industrial or Heavy Industrial Zones. Associate Planner Pagenstecher said Lake Oswego, for example, limits these events to cast and west end Commercial Zones and the Lake Grove Industrial zone. Tigard currently limits seasonal sales to the Commercial, Heavy and Light Industrial Zones but there are also cities that pre - approve certain properties for this use, such as the City of Portland does by leasing public parks for the purpose of Saturday Markets. 9:01:27 PM Council President Wilson commented that these uses are most viable on arterials since they depend on drive -by traffic for customers. 9:02:31 PM Community Development Director Bunch said staff will develop a proposal taking into account Council's concerns, and bring it forward to the Planning Commission. Mayor Dirksen said, "As always, our goal should be to make our Code such that citizens arc allowed to do things as long as they don't impose a burden on others." 9. ADJOURNMENT TIGARD CITY COUNCIL /LCRB MINUTES - July 21, 2009 City of Tigard I 13125 SW Hall Blvd., Tigard, OR 97223 1 503- 639 -4171 I www.tigard- or.gov I Page 10 of11 At 9:03:16 PM Council President Wilson moved for adjournment. Councilor Buehner seconded the motion and all voted in favor. Yes No Councilor Webb Absent Council President Wilson x Councilor Buehner x Mayor Dirksen x Councilor Henderson Absent /s/ Carol A. Krager Deputy City Recorder Attest: /s/ CraigDirksen Mayor, City of Tigard Date: August 25. 2009 I:AAINnCAn n'VCCM\2009V0 721 .w orkshop .doc TIGARD CITY COUNCIL /LCRB MINUTES - July 21, 2009 City of Tigard 1 13125 SW Hall Blvd., Tigard, OR 97223 1 503- 639 -4171 1 vww. tigard- or.gov 1 Page 11 of 11 . v AGENDA ITEM No. 5 Date: February 23, 2010 TESTIMONY SIGN -UP SHEETS Please sign on the following page(s) if you wish to testify before City Council on: LEGISLATIVE PUBLIC HEARING: CONSIDER PLANNING COMMISSION RECOMMENDATION TO AMEND THE TIGARD DEVELOPMENT CODE TEMPORARY USE CHAPTER 18.785 TO ALLOW SEASONAL MARKETS (DCA2009-00004) 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 become part of the public record and is openly available to all members of the public. 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. Due to Time Constraints There is a Five - minute Time Limit on Testimony I /Adm /Cathy /CCSignup /Lxg. PII/DCA2009-00004 AGENDA ITEM No. 5 February 23, 2010 PLEASE PRINT This is a City of Tigard public meeting, subject to the.State of Oregon's public meeting and records laws. AI/ written and oral testimony become part of the public record and is openly available to all members of the public. 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. Proponent — (Speaking In Favor) Opponent — (Speaking Against) Neural Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. • , COMMUNITY M NEWSPAPEItS 6605 SE Lake Road, Portland, OR 97222 PO Box 22109 Portland OR 97269 -2109 Phone: 503 -684 -0360 Fax: 503-620-3433 E -mail: legals@commnewspapers.com AFFIDAVIT OF PUBLICATION PUBLIC HEARING ITEM: The following will be considered by the State of Oregon, County of Washington, SS IN Tigard City Council at a Public Hearing on I, Charlotte Allsop, being the first duly sworn, Tuesday February 23, 2010 at 7:30 PM at depose and say that I am the Accounting the Tigard Civic Center - Town Hall, 13125 Manager of The Times (serving Tigard, SW Hall Blvd., Tigard, Oregon. Tualatin & Sherwood), a newspaper of T t GA R D Public oral or written testimony is invited. The public hearing on this matter will be held general circulation, published at Beaverton, under Title 18 and rules of procedure adopted in the aforesaid county and state, as defined by the Council and available at City Hall or the rules of procedure by ORS 193.010 and 193.020, that set forth in Section 18.390.060.E. The Planning Commission's review is for the purpose of making a recommendation to the City of Tigard City Council on the request. The Council will then hold a public Notice of Public Hearing /DCA 2009 - 00004 hearing on the request prior to making a decision. Seasonal Outdoor Sales Further information may. be obtained from the City of Tigard TT11405 Planning Division (Staff contact: Gary Pagenstecher) at 13125 SW Hall Blvd., Tigard, Oregon 97223 or by calling 503- 639 -4171. A copy of which is hereto annexed, was published in the entire issue of said DEVELOPMENT CODE AMENDMENT newspaper for (DCA) 2009 -00004 1 SEASONAL OUTDOOR SALES CODE AMENDMENT week in the following issue: REQUEST: The Community Development Director requests a February 4, 2009 tievelopment code amendment to amend the text of the Temporary Use Chapter (18.785) of the City of Tigard Community Development Code to expand and clarify the temporary use (kc&r pro visions of the code to provide for seasonal markets by public l/� benefit/community service organizations. LOCATION: Land Charlotte Allsop (Accounting Man er) zoned General Commercial (C -G) and Central Business District (CBD). COMPREHENSIVE PLAN DESIGNATION: Subscribed and sworn to before me this General Commercial and Central Business District. ZONES: C -G: General Commercial District and CBD: Central Business February 4, 2009. District. APPLICABLE REVIEW CRITERIA: Community Development Code Chapters 18.380, 18.390 and 18.520; Comprehensive Plan Goal: 1, Public Involvement; Goal 2, Land Use Planning; Goal 9.2.1, 9.3Economic Development; Goal NOTARY PUBLIC FOR 46, 15.2, Special Planning Area Downtown; and Statewide Planning Goals 1, 2 and 9. The proposed amendments are available for My commission expires review on the City's Web site at http: / /www.tigard -orgov /city hall/departments /cd/codc amendment.asp. Acct #10093001 Publish 02/04/2010, TT11405 Attn: Tim Lehrbach /Patty Lunsford - City of Tigard 13125 SW Hall Blvd Tigard, OR 97223 Size: 2 x 5.75 Amount Due $96.03* *Please remit to address above. • , COMMUNITY NEWSPAPERS 6605 SE Lake Road, Portland, OR 97222 PO Box 22109 Portland OR 97269 -2109 Phone: 503 -684 -0360 Fax: 503-620-3433 E -mail: legals @commnewspapers.com AFFIDAVIT OF PUBLICATION State of Oregon, County of Washington, PUBLIC HEARING ITEM: S O g C y f W hington, SS The following will be considered by the Tigard I, Charlotte Allsop, being the first duly sworn, ! City Council on Tuesday February 23, 2009 depose and say that I am the Accounting :.: at 7:30 PM at the Tigard Civic Center - Town Manager of The Times (serving Tigard, Hall, 13125 SW Hall Blvd., Tigard, Oregon. Tualatin & Sherwood), a newspaper of TIGARD , general circulation, published at Beaverton, Public oral or written testimony is invited. The in the aforesaid county and state, as defined public hearing on this matter will be held under by ORS 193.010 and 193.020, that Title 18' and rules of procedure adopted by the Council and available at City Hall or the rules of procedure `set City of Tigard forth in Section .18.390.060E. Notice of Public Hearing /DCA2009 - 00006 Further information may be obtained from the City of Tigard I Electronic Message Centers Planning Division (staff contact: Darrel "Hap ". Watkins) at TT11404 13125 SW Hall Blvd., Tigard, Oregon 97223, by calling 503- ' 639 -4171, or by e -mail to hap @tigard - or.gov. , A copy of which is hereto annexed, was published in the entire issue of said DEVELOPMENT CODE AMENDMENT newspaper for (DCA) 2009 -00006 - ELECTRONIC MESSAGE CENTERS CODE AMENDMENT 1 REQUEST: Amend the Development Code Section 18.780.090. week in the following issue: D.1.a & b to allow an electronic message center as the approved February 4, 2010 freestanding sign at a school fronting an arterial street where the sign is a minimum of 200 feet from an abutting residential use. CfrU LOCATION: Citywide. COMP PLAN DESIGNATION: Citywide. ZONES: Citywide. APPLICABLE REVIEW CRITERIA: Community Development Code Chapter 18.380, Charlotte Allsop (Accounting Ma ger) 18.390, 18.510, and 18.780; Comprehensive P1an 'Policies 1, 2, 6, 7, and 12; Metro Urban; Growth Management Plan Titles 1, 8, Subscribed and sworn to before me this and 12; Metro Regional Framework Plan Policies 1.14 and, 8.3; February 4, 2010. and Statewide Planning Goals 1, 2, 10, and 11. The proposed amendments are available for review on,the City's Web site at htt p: / /www.tigard- or.gov /city hall /departments /cd/code GA) amendment.asp. • n:. • Publish 02/04/2010. TT11404 NOTARY PUBLIC FOR OR E N My commission expires Acct #10093001 Attn: Tim /Lehrbach /Patty Lunsford City of Tigard 13125 SW Hall Blvd Tigard, OR 97223 Size: 2 x 5 Amount Due $83.50* `Please remit to address above.