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City Council Packet - 03/08/2011 V TIGARD City of Tigard TIGARD CITY COU \CIL BUSIN PASS FITIN G March 8, 2011 COUNCIL MEETING WILL BE TEL F4',VIS KD I: \Ofs \Donna \Ccpktl Cathy Wheatley 13125 SW Hall Blvd. • Tigard, Oregon 97223 • 503.639.4171 TTY Relay: 503.684.2772 • www.tigard- or.gov q City of Tigard Tigard Business Meeting - Agenda TIGARD TIGARD CITY COUNCIL AND LOCAL CONTRACT REVIEW BOARD Agenda revised 3/7/2011; Item No. 4 set over to the April 12, 2011 Business Meeting. MEETING DATE AND TIME: March 8, 2011 - 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 A. Review Resolution 08 -47 That Establishes A Process to Form Ad -Hoc, Limited Duration Citizen Advisory Committees B. Review of 2012 Community Event Funding Requests C. Administrative Items: • Council Calendar • 3/15/2011 - Council Workshop Meeting CANCELLED! • 3/22/2011 - Council Business Meeting • 3/29/2011 - Council to Meet with Tualatin Valley Fire and Rescue Board (dinner at 5:30 p.m.); meeting at 6 p.m., at TVF &R new headquarters, 11945 SW 70th Avenue, Tigard. TVF &R will prepare the agenda and requested Tigard Council suggestions for agenda items. • 4/7/2011 - Pacific Highway/Hall/Greenburg/Main Completion Celebration - Liberty Park, 3 p.m. • 4/7/2011 - Meet the City Council - Tigard Chamber of Commerce, 1234 SW Main Strreet, 6 -7 p.m. • EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order, the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(4), but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 7:30 PM - March 8, 2011 1. BUSINESS MEETING A. Call to Order B. Roll Call C. Pledge of Allegiance D. Council Communications & Liaison Reports E. Call to Council and Staff for Non - Agenda Items 2. CITIZEN COMMUNICATION (Two Minutes or Less, Please) A. Follow -up to Previous Citizen Communication B. Tigard High School Student Envoy Tracie Tran C. Tigard Area Chamber of Commerce Executive Director Debi Mollahan D. Citizen Communication — Sign Up Sheet 3. CONSENT AGENDA: (Tigard City Council and Local Contract Review Board) 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: Estimated time: 7:50 p.m. A. Approve City Council Meeting Minutes 1. January 18, 2011 2. February 8, 2011 B. Receive and File: 1. Council Calendar 2. Council Tentative Agenda for Future Meeting Topics C. Local Contract Review Board 1. Award Contract for City Attorney Services to Jordan, Schrader, Ramis PC 2. Award Contract for Franchise Attorney Services to Beery Elsner & Hammond LLP 3. Award Contract for Prosecutorial Services to Larry J. Blake, Jr. 4. Award Contract for Labor Attorney and Employment Law Services to Bullard, Smith, Jernstedt and Wilson 5. Award Contract for Real Estate Legal Services to Jordan, Schrader, Ramis PC • Consent Agenda - Items Removed for Separate Discussion: Any items requested to be removed from the Consent Agenda for separate discussion will be considered immediately after the Council /City Center Development Agency has voted on those items which do not need discussion. 4. LOCAL CONTRACT REVIEW BOARD: AWARD PURCIIASE AGREEMENT FOR REPLACEMENT OF TIIE IN CAR VIDEO SYSTEM FOR PATROL VEIIICLES TO CDW/PANASONIC This item rescheduled to the April 12, 2011 Tigard City Council Business Meeting. 5. UPDATE OF TIGARD YOUTH ADVISORY COUNCIL ACTIVITIES Estimated time: 7:55 p.m. 6. QUASI - JUDICIAL PUBLIC HEARING TO CONSIDER VACATION OF RIGHT OF WAY ON BURNHAM STREET ADJACENT TO MASTSUMOTO PROPERTY - VACATION (VAC) 2010 -00001 Estimated time: 8:10 p.m. The Tigard City Council will hold a public hearing on Tuesday, March 8, 2011, at 7:30 PM at the Tigard City Hall, Town Hall Room, 13125 SW Hall Boulevard, Tigard, Oregon 97223 to consider the proposed vacation of approximately 114 square feet of unimproved public right -of -way adjacent to the Matsumoto property located at 8770 SW Burnham Street. A portion of the Burnham Street right -of -way has been realigned to accommodate the construction of street improvements and as a result, is no longer in an area that will be improved and is proposed to be vacated. This vacation was initiated by the City Council on January 25, 2011. Any interested person may appear and be heard for or against the proposed vacation of said Burnham Street Public Right -of -Way Vacation. Any written objections or remonstrances shall be filed with the City Recorder by 7:30 PM on March 8, 2011. a. Open Public Hearing — Council President b. Statement by City Attorney Regarding Procedure c. Declarations or Challenges - Do any members of Council wish to report any ex parte contact or information gained outside the hearing, including any site visits? - Have all members familiarized themselves with the application? - Are there any challenges from the audience pertaining to the Council's jurisdiction to hear this matter or is there a challenge on the participation of any member of the Council? d. Staff Report: Community Development Staff e. Public Testimony - Proponents - Opponents - Rebuttal/Final argument by applicant f. Staff Recommendation g. Close Public Hearing h. Council Discussion and Consideration: Ordinance No. 11 -01 ORDINANCE NO. 11 -01 - AN ORDINANCE VACATING APPROXIMATELY 114 SQUARE FEET OF PUBLIC RIGHT OF WAY ALONG SW BURNHAM STREET IN THE CITY OF TIGARD, WASHINGTON COUNTY, OREGON (VAC2010- 00001) 7. STATUS REPORT ON PROGRESS OF GREENWAY TRAIL SYSTEM MASTER PLAN Estimated time: 8:20 p.m. 8. COUNCIL LIAISON REPORTS 9. NON AGENDA ITEMS 10. 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. 11. ADJOURNMENT Estimated time: 8:50 p.m. 2 City of Tigard 1 / 3 J FY 2011 -12 �i\I` CA- ` 7 J 33 y 33) / 22 4 "Z 3 Event Grant Requests ` �w� i t /°� / O Amt to Allocate $82,419.00 C� S Amt Remaining *8219 $2337 ss- using,.f82 FY 2008 -09 FY 2008 -09 FY 2010 -11 "PY'2Ufl -12 Agency Actual Actual Requested I Actual Requested Recommended 02C661 '61 Set Asides Notes L Res 00-22 Broadway Roses I , $10,000 /yr Direct $ 35,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ , ` / V '>t1 Q - I J v V� �' In -Kind $ Res 00-20 Festival of the Balloons ** '\ $10,000 /yr Direct $ 10,000 $ 15,000 $ 20,000 $ 15,000 $ 20,000 /q1 VOC) In -Kind $ 65,000 $ 65,000 $ 65,000 $ 65,000 $ 65,000 1 - needs review Res 00-21 Tigard 4th ofJuly* ** $7,500 /yr Direct $ 10,000 $ 11,500 $ 11,500 $ 11,500 $ 14,000 $ - "k3-&:4& / 3 v v 0 In -Kind $ 1,600 $ 1,600 $ 1,600 $ 1,600 $ 1,600 $ - needs review Undesignated Set Aside for Requests During Budget Year Direct $ - $ 5,000 $ - I - In-Kind Set Aside Total Direct $ 55,000 $ 36,500 $ 41,500 $ 36,500 $ 44,000 $ - In -Kind $ 66,600 $ 66,600 $ 66,600 $ 66,600 $ 66,600 $ - Other Atfalati Recreation District Southside Soccer/Tigard Little League Direct $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 2,919 $ ,72 11- 9 / 1 In -Kind $ - $ - I American Legion Direct $ 2,000 $ 2,000 na In -Kind Tigard Area Visitor Center (part of Tigard Chamber Direct $ 12,000 $ 8,000 $ 13,000 $ ^} r IIJJ \ 0 O In -Kind $ 4,000 $ 4,000 $ 11 City of Tigard Dog Park \ Direct $ 400 $ 400 $ 400 $ 400 $ 400 $ 4.J� U !! v In -Kind 1 _ " Family Week Direct $ 8,750 $ 8,750 na In -Kind Tigard Area Farmers Market " D U Direct $ 8,500 $ 8,500 $ 8,500 $ - v In -Kind Tigard High Graduation Party ,1 1 Direct $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ D +� In -Kind Tigard Historical Association Direct $ 1,000 $ 1,000 $ 1,500 $ 1,500 $ 1,500 $ - ) `�D In -Kind �- v Tigard Playschool Direct $ 4,000 $ 4,000 $ 8,000 $ - na In -Kind Tigard Safety Town �A� Direct I -- 3 - 1 4 () Iv In -Kind Chamber of Commerce Direct $ 1,000 $ 1,000 $ 1,000 $ 2,000 na In -Kind $ 1,500 Tualatin Riverkeepers Direct $ 2,000 1 2,000 $ 3,000 $ 2,000 $ 3,500 $ - In -Kind $ 500 $ 500 $ 2,320 $ 2,300 $ 920 $ 3/ `J \c) I") Tualatin Valley Community Band v Direct 1 1,000 $ 1,000 $ 2,000 $ 2,000 1 2,000 $ - In-Kind a U D J Wa Co. Bicycle Trans Coalition Direct $ 1,000 $ - na In -Kind Sub -total Direct $ 25,150 $ 25,150 $ 32,400 $ 23,400 $ 38,819 $ - In -Kind $ 500 $ 500 $ 3,820 $ 2,300 $ 920 I $ - Total (Set asides and others) Direct $ 80,150 $ 61,650 $ 73,900 $ 59,900 $ 82,819 $ - In -Kind $ 67,100 $ 67,100 $ 70,420 $ 68,900 $ 67,520 1 - City of Tigard FY 2011 -12 Soon Smite Grant Request. 1153,568 Amt Remaining (110,502) Acted 1 FY 2008-09 FY 2009 -10 FY 2010 -11 FY 2011 -12 Requested Acwd Requested Recommended Afford.6le Housing Setmdde • Direct I1 10,000 f 10,000 1 10,000 1 10,000 1 10,000 f 10,000 Housing Program • Bong y Puod'• Direct I 1 10,000 1 10,000 1 10,000 f 10,000 1 10,000 f 10,000 Residential Smites AAAggg��ggq Rood oncy S - .side' Direct I j 6,000 11 6,000 1 6,000 1 6,000 1 6,000 f 6,000 Uodedgnmed Set Aside for Regaeste During BudgetYor Direct I - $ - 1 • 1 5,520 1 - SetA:de Tod Direct $ 24,000 9 24,000 $ 26,000 I $ 31,520 $ 26,000 18 26,000 Boy. & Gina Aid Society of Oregon Direct 1 5,000 1 - 1 15,000 1 1,000 f 15,000 1 - In-IGOd $ - 1 - I - I - 1 - Casimg Close Direct f - f - I - f - { 5,000 1 5,000 macod 1 - 1 - 1 - s • I - 1 Community Action Organ:,doo (Tlogebo th.re) Direr 1 I • $ 5,000 1 10,000 1 6,000 f 15,000 j 7,000 Io -Kind { - I - 1 - I • I - I - Domodc Vaal.00r Resource Center Direct I1 3,000 1 4,000 1 4,000 1 4,000 1 5,000 1 5,000 In -Kind 1 - I - I - I - 1 4,800 1 Office Specs - No Essential Health Clinic Direct I1 5,000 f - I 7 ,500 1 7 ,500 1 - 1 - In -1Gnd f I 1 - f - I - 1 - Good Neighbor Center Direct 1 15,000 f 15,000 f 15,000 1 15,000 f 20,000 1 15,000 In-Kind { - f - $ - I • I - S - Helping Hands Horn of Gold Paodaeon Dian 1 1 - 1 I - s - 1 15,000 I - Oo4Gnd i - 1 - f - 1 - f - 1 - Jubilee Transition Hence Direr 1 1 - I - I - f - 1 15,000 1 - In -Klad 1 - 1 - { - f - 1 - 1 - IifeWorb NW (formedy Tbdatin Vol Centers) Dirty 1 15,000 S 20,000 s 20,000 1 20,000 1 20,000 1 20,000 In -tGmd { • I • I - I - I - I - Loaves & Pi:bo/Tigud Senior Coon Direct I 25,000 f 26,000 f 29,000 1 27,000 1 29,000 1 29,000 In -Kind 1 102,000 1 66,000 1 66,000 1 66,000 f 66,000 f - o.. arllpd S.ie.Ce er MOW bay 0 Lute Dorf Inc Direct 1 15,000 1 25,000 1 75,000 I 27,000 1 55,000 1 27,000 Imo IGnd 1 - 1 - 1 - 1 - 1 - I - Manger Community Prelehool Dirty I I - I - 1 - f - 1 1,080 I - In-Kand { - 1 - 1 - 1 - s - $ - Rebuilding Together Waahiogmo Can Direct I I 3,000 f 2 ,500 f - $ - $ 650 1 650 In -Kind I s - 1 - 1 - 1 - I - RSVP (Rented e< Senior Volumeer Frogmen) Dirty I f 5,000 f 5,000 1 6,000 I 6,000 1 6,000 1 6,000 In -Kind f • I - 1 - 1 - 1 - 1 - Sem.d Amualt R.tesnx Center Direct I 1 5,000 1 6,000 1 - 1 - 1 6,000 1 6,000 InKiod { 1 - I - s - I - 1 - St. Anthony Severe Weather Shelter Direct I f - f - f 2,000 1 2,000 1 - f - In -Kind 1 - I - I - I - f - 1 - Comp.a:on Tigard aide Direct I I - $ - 6 10,000 1 10,000 I. -2G.4 8 - 1 - 1 - 1 - Tigard Basketball Association Dirty 1 1 - I - I - I - f 500 1 - In -KGod I - I - 1 - I - I • I • Tigard Playedtool Inc Dire 1 f 6,000 1 - I - 1 • 1 - f - In -K;od I - I • I - I - I 1 - Tigard Theisen For�y Roouee Center Dire I I - f 5 ,500 1 6 ,500 I 6 ,500 1 6 ,500 1 6 ,500 In -rend I$ 1 f s I f 3.b -Tod of Oder Great Rayne.. Direct I 102,000 $ 114,000 $ 190,000 8 122,000 8 224,730 1 137,130 I. -XI.d 8 102,000 8 66,000 8 66,000 8 66,000 1 70,800 $ Tod (SetAodee + Odder Gn.rlleq..er) Direod $ 1$4000 $ 100,000 $ 214000 $ 15,,520 3 250,710 $ $41,150 I.,S•d I $ 101,000 $ 64000 _ 3 66,000 $ 64000 $ 7, 8 - IV in8egyet 1 ASoo d Ss do ,-Cana fl Evsrh■Soci6 Se vMo0- E Sunme y\ 11 -12 Send Services - Cmmudy Evert Summery i6k011 6:17 PM Summary of Allocation Amounts for Communtiy Events and Social Services PY Operating Budget $47,097,461 % for BY Corn Events & Soc Svcs 0.5% 1 > .. 'Pen 6I' 1 w';r r. 3/4 7 4 # `t C. x '�„ :. Q Social Services Historical Percentage 65.0% Amount for Social Services 153,068 Social Service Set Asides 26,000 p'us, xl " ' . ;=; Y t...' Je t'" f � O �� @CH.G J O 01,��! >.rTt YSC.":,»�h - =`�iSt Community Events Historical Percentage 35.0% Amount for Community Events 82,419 Corn. Events. Set Aside by Res 00 -20 thru 00 -22 27,500 @cy Vi.;: - t$AlgkO . "..ic 4" 4 gFl* Cathy Wheatley From: Lizbeth Lutz Sent: Wednesday, March 09, 2011 2:33 PM To: Cathy Wheatley Subject: FW: Community Event agenda item Attachments: Tigard Area Visitor Info Ctr (Chamber of Commerce).pdf; Comm Events Funding Summary.xls SUPPLEMENTAL PA FOR fticDt-i I � tt,c From: Lizbeth Lutz (DATE OF MEETING) Sent: Monday, March 07, 2011 2:49 PM To: 'councilmail @ tgard - or.gov' Subject: Community Event agenda item Tomorrow you will be making your recommendation for the Budget Committee's consideration on the Community Event funding requests. Craig asked me to remove the Compassion Tigard Clinic request from the Community Event list and move it over to the Social Services grant request side, as its role is more Social Service oriented. At the same time, we are including the Tigard Visitor's Center (part of the Tigard Chamber) grant as part of the Community Events requests, rather than a Social Services grant. Attached is the Tigard Visitor's Center grant request and an updated spreadsheet for tomorrow night's meeting. If you have any questions, please don't hesitate to call. Liz Lutz Finance & Information Services 503- 718 -2487 DISCLAIMER: E -mails sent or received by City of Tigard employees are subject to public record laws. If requested, e-mail may be disclosed to another party unless exempt from disclosure under Oregon Public Records Law. E -mails are retained by the City of Tigard in compliance with the Oregon Administrative Rules "City General Records Retention Schedule." 1 SUPPLEMENTAL PACKET FOR 3 l ol, s+ s_psci (M) (DATE OF MEETINQ , of Tigard FY 2011 -12 Community Event Grant Requests Amt to Allocate $82,419.00 Amt Remaining $82,419 FY 2008 -09 FY 2008 -09 FY 2010 -11 FY 2011 -12 Agency Actual Actual Requested I Actual Requested 'Recommended Set Asides Res 00 -22 Broadway Rose* $10,000 /yr Direct $ 35,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ - In-Kind $ - $ - Res 00 -20 Festival of the Balloons ** $10,000 /yr Direct $ 10,000 $ 15,000 $ 20,000 $ 15,000 $ 20,000 In -Kind $ 65,000 $ 65,000 $ 65,000 $ 65,000 $ 65,000 $ - Res 00 -21 Tigard 4th ofJuly* ** $7,500 /yr Direct $ 10,000 $ 11,500 $ 11,500 $ 11,500 $ 14,000 $ - In -Kind $ 1,600 $ 1,600 $ 1,600 $ 1,600 $ 1,600 $ Undesignated Set Aside for Requests During Budget Year Direct $ - $ 5,000 $ - $ - In -Kind Set Aside Total Direct $ 55,000 $ 36,500 $ 41,500 $ 36,500 $ 44,000 $ - In -Kind $ 66,600 $ 66,600 $ 66,600 $ 66,600 $ 66,600 $ - Other Atfalati Recreation District Southside Soccer /Tigard Little League Direct $ 5,000 $ 5,000 $ 5,000 S 5,000 S 2,919 $ In -Kind S $ - American Legion Direct $ 2,000 $ 2,000 na In -Kind Tigard Area Visitor Center (part of Tigard Chamber Direct $ 12,000 $ 8,000 $ 13,000 $ - In-Kind $ 4,000 $ 4,000 $ - City of Tigard Dog Park Direct $ 400 $ 400 $ 400 $ 400 $ 400 $ - In -Kind Family Week Direct $ 8,750 $ 8,750 na In -Kind Tigard Area Farmer's Market Direct $ 8,500 $ 8,500 $ 8,500 $ - In-Kind Tigard High Graduation Party Direct $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ - In-Kind Tigard Historical Association Direct I $ 1,000 $ 1,000 $ 1,500 $ 1,500 $ 1,500 $ - In -Kind Tigard Playschool Direct $ 4,000 $ 4,000 $ 8,000 $ - na In -Kind Tigard Safety Town Direct $ 5,000 $ - In -Kind Chamber of Commerce Direct $ 1,000 $ 1,000 $ 1,000 $ 2,000 na In -Kind $ 1,500 Tualatin Riverkeepers Direct $ 2,000 $ 2,000 $ 3,000 $ 2,000 $ 3,500 $ - In-Kind $ 500 $ 500 $ 2,320 $ 2,300 $ 920 $ - Tualatin Valley Community Band Direct $ 1,000 $ 1,000 $ 2,000 $ 2,000 $ 2,000 $ - In -Kind Wa Co. Bicycle Trans Coalition Direct $ 1,000 $ - na In -Kind Sub -total Direct $ 25,150 $ 25,150 $ 32,400 $ 23,400 $ 38,819 $ - In -Kind $ 500 $ 500 $ 3,820 $ 2,300 $ 920 I $ - Total (Set asides and others) Direct $ 80,150 $ 61,650 $ 73,900 $ 59,900 $ 82,819 $ - In -Kind $ 67,100 $ 67,100 $ 70,420 $ 68,900 $ 67,520 $ - 561 ci S D AIS -427 Item #: B. Business Meeting Date: 03/08/2011 Length (in minutes): 25 Minutes Agenda Title: Review of 2012 Community Event Funding Requests Prepared For: Toby LaFrance Submitted By: Cathy Wheatley Administrative Services Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Mtg - Study Sess. ISSUE Review applications for Community Event Grants and provide preliminary direction as to which grants should be included in the FY 2011 -2012 Proposed Budget. STAFF RECOMMENDATION / ACTION REQUEST Review grant requests and provide preliminary direction on applications to be funded. KEY FACTS AND INFORMATION SUMMARY Each year, the City solicits applications from community organizations for grants for the following fiscal year. The City received 12 formal applications by the February 11, 2011 deadline. The total funding requested is $82,819 in direct contributions. An additional $67,520 is requested as in -kind support, broken down as follows: Public Works Depaitnient for Balloon Festival ($65,000) and 4th of July celebration ($1,600). In addition, the Tualatin Riverkeepers has requested $920 for in -kind funding. $72,337is available for these grants. On December 18, 2001, Council approved three resolutions guaranteeing base funding to three sponsored community events: Festival of Balloons - $10,000, Broadway Rose - $10,000; and Tigard 4th of July- $7,500. After removing the guaranteed funding requests, a total of $44,837 remains to be distributed among the other applicants. The total funding requested is $48,819, which includes an additional $10,000 requested by the Festival of Balloons. Any unallocated community grants funds can either be reserved for the General Fund or could be used for additional Social Service Grant funding. Staff is requesting that the Mayor and Council review the event requests and provide recommendations on which requests should receive full, partial, or no funding. These recommendations will then be forwarded to the Budget Committee for consideration during the budget approval process in April. OTHER ALTERNATIVES 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, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Fiscal Impact Cost: See Notes Budgeted (yes or no): See Notes Where Budgeted (department/program): See Notes Additional Fiscal Notes: Requests for total direct contributions total $79,819 and will be funded from the FY 2011 -2012 General Fund budget. Attachments Application - Broadway Rose Application - Festival of Balloons Application - Tigard 4th of July Application - Tigard Little League Application - Compassion Care Clinic Application - Dog Park Application - Tigard Area Farmers Market Application - Tigard High School Grad Night Party Application - Tigard Historical Association Application - Tigard Safety Town Application - Tualatin Riverkeepers Application - Tualatin Valley Community Band Summary Sheet for Community Events r H .. BROADWAY RS f THEATRE COMPANY Board of Directors Pam Brown February 10, 2011 Financial professional (retired) Diana Burke Toby LaFrance Financial professional Financial Operations Supervisor City of Tigard David Cutz 13125 SW Hall Boulevard Paragon Tile & Stone Tigard, OR 97223 At Fitzpatrick Principe! (retired) Dear Toby, Lisa Francolint, L.Ac. RiverWestAcupuncture Thank you to The City of Tigard for its generous support of The Laury Girt Broadway Rose Theatre Company over the years! Our 2010 Season was Arts advocate a great success. We served a record number of patrons (42,343) and received excellent reviews. Joan Kingsley Portland Spirit Now we're about to kick off our 2011 season, opening tonight with F. Jackson Lewis Joseph and the Amazing Technicolor Dreamcoat at our New Stage. Tonkon Tap, LLP This year marks our 20in anniversary of successfully producing Amanda p adco professional musical theater in Tigard. It's quite a milestone for us! Bank of the West We wouldn't be where we are if not for the support of our patrons, Harvey May Platt Electric Supply donors, foundations and local government. Your funding is vital to the success of our organization, and we look forward to a continued Scott Schiefetbein partnership with you. Deloitte Tax LLP Resource Council Enclosed is our 2011 -2012 Community Events Funding Request. If you have any questions regarding the application or accompanying materials, John L. Cook please don't hesitate to call me at 503 -603 -9862. I'm happy to provide John L. Cook, CPA any additional materials you may need. Rorie Leone Washington Trust Bank Thank you for your consideration. Bill Monahan City of Milwaukee B Regards, Dan Yates ----)/// Portland Spirit Sharon Maroney George Mead Artistic Director The mea Law Firm, PC P.O Box 231004 • Tigard, OR 97281 • (503) 603 -9862 • www.broadwayrose.com CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503- 639 -4171 FY 2011 -12 COMMUNITY EVENTS FUNDING REQUEST Due: February 11, 2011 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, professional, musical theater at an affordable price. 2011 marks The Broadway Rose's 20 anniversary and third year -round season. Our audience has grown dramatically since our move to year -round programming, and we now serve over 40,000 patrons each year (42,343 in 2010). Foundation and civic support are vital to the success of our organization if we are to sustain the high quality of programming and services we provide. Your support is evidence of our value to the community, and it sends a strong message to other funders we approach. We have a fantastic lineup of shows this year: New Stage Theater Deb Fennell Auditorium Joseph and the Amazing Technicolor Dreamcoat (2/10 — 3/13) Hairspray (6/30 — 7/24) I Left My Heart: A Salute to Tony Bennett (4/14 — 5/8) Ripper (8/3 — 8/21) WORLD PREMIER Fiddler on the Roof (8/17 — 8/20) Rumpelstiltskin (8/10 — 8/13) I Love You Because (9/22 — 10/16) The Frog Prince (7/13— 7/16) A Very Merry PDX-mas (11/23 — 12/18) 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 -12 yrs old perform in the ensemble of our children's 1 shows, with seasoned professionals, in the 600 -seat Deb Fennell Auditorium); Musical Theater Workshop for Teens (participants learn all aspects of technical theater and performance from guest artists, culminating in a filly 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. 3. 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 season subscription packages that range from $18/show - $28.75/show, and children's show tickets that are $8, seniors and families can regularly participate in the arts. • We bring thousands of people to Tigard for our programming. We served 42,343 patrons in 2010. 12,588 of them were Tigard residents. The rest of them (29, 755) came from other areas in WA County, Multnomah County, Clackamas County, and cities as far away as Corvallis, Longview and Eugene. • In 2010 we estimate 2,200 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 2,200 out -of -town patrons will generate $268,400 in tourism- related commerce for Washington County. • We have built strong relationships with other downtown Tigard businesses that have benefited from our presence in the community. Our New Stage is conveniently located off of Highway 99, and many of our audience members patronize nearby Tigard restaurants before and after our shows, including Davidson's Casual Dining, Caf6 Allegro, and Fenno Creek Brew Pub, to name a few. • Entering our 20th year of producing theater in Tigard, The Broadway Rose has developed strong relationships with patrons, vendors, and 30 corporate sponsors, many of whom have been with us for more than a decade. Five new sponsors joined us in 2010, and one new sponsor (Fred Meyer) has already joined us for 2011. • We provide important youth outreach programs to the children in our community. The majority of students chosen for our Student Technical Internship Program come from the Tigard/Tualatin School District. 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. • Community members are excited to have us here and are committed to our success. In 2010 we had 290 local volunteers donate 4,512 hours, equaling that of more than two additional full -time employees (a $94,075 monetary value). 2 • We donate over 600 tickets each year to other local non - profits. • With a year -round season of musicals, Broadway Rose provides work for a large number of local actors, directors, musicians, technicians, designers and student interns. In 2010 we hired 220 local professionals for our season of musicals. We anticipate a similar figure for our 2011 season. 4. How many Tigard residents do you anticipate participating in this event (or these events)? Through our surveys and database we know that that 41% of our audience is from WA County (35% being Tigard residents). For 2011 we have conservatively projected 38,463 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 41,963 patrons, 13,622 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. We reserve an entire row of seats in the center of our both our New Stage and the Deb Fennell auditorium for patrons with special needs, we offer free assistive listening devices to our hearing impaired patrons, and we provide an audio descriptive performance of each show for our visually impaired patrons. Our affordable ticket prices, accessibility, and dynamic programming are enjoyed by Tigard residents, as well as patrons from the greater Portland metro area who come to Tigard to enjoy cultural events. 3 Broadway Rose Theatre Company Cash Basis 2010 Profit Loss vs. 2011 Projected Jan - Dec 2011 Jan - Dec 2010 Ordinary Income/Expense Income Annual Gala $ 50,553.00 $ 43,813.00 Concession Income $ 16,140.00 $ 15,970.62 Corporate Sponsorships $ 55,000.00 $ 51,250.00 Development Trips $ 70,000.00 $ 149,945.00 Educational Outreach. $ 11,250.00 $ 11,397.00 Events - Special $ 8,000.00 $ 4,477.58 Grants $ 180,142.14 $ 208,295.22 Guild $ 14,950.00 $ 1,528.05 Individual Donations $ 140,755.81 $ 128,717.18 Program Advertising $ 8,000.00 $ 8,746.10 Raffle Income $ 6,650.00 $ 6,093.03 Rental Income $ 4,500.00 $ 4,575.00 Shipping & Handling Income $ 6,036.00 $ 6,100.99 Souvenir Sales $ 1,119.02 $ 1,071.00 Ticket Sales $ 1,045,939.32 $ 947,362.91 Total Income $ 1,619,035.29 $ 1,587,342.88 Expense Administrative Expense $ 250,782.71 $ 261,430.08 Artistic Programing $ 786,489.52 $ 683,420.45 Bank Service Charges $ 25,512.60 $ 28,953.05 Company Amenities $ 3,190.16 $ 3,934.25 Concession Expense $ 9,000.00 $ 9,313.50 Development $ 57,780.54 $ 52,702,78 Educational Outreach $ 3,384.00 $ 11,086.49 Events Expense $ 6,220.20 $ 8,130.72 Facility Expenses $ 15,979.69 $ 26,443.31 Guild Expense $ 6,278.00 $ 1,818.07 Insurance $ 54,995.39 $ 52,175.65 Internet Expense $ 1,649.38 $ 1,871.87 Marketing Expense $ 152,235.00 $ 145,268.44 Office Supplies $ 12,580.83 $ 13,194.94 Organizational Dues & Expenses $ 11,690.59 $ 11,669.73 Payroll Taxes $ 62,427.95 $ 62,478.13 Postage and Delivery $ 3,804.13 $ 7,330.46 Professional Fees $ 12,550.00 $ 11,116.32 Raffle Expense $ 1,000.00 $ 1,000.00 Rental Expense $ 2,400.00 $ 2,400.00 Repairs & Maintenance $ 3,830.70 $ 1,653.98 Souvenir Expense $ 1,102.75 $ 613.84 Staff Education $ 3,960.23 $ 4,627.65 Telephone $ 16,684.32 $ 15,693.90 Tessitura $ 37,225.00 $ 81,813.12 Travel & Ent $ 474.02 $ 208.48 Trips Expense $ 60,000.00 $ 144,010.15 Utilities $ 18,007.58 $ 18,028.31 Total Expense $ 1,621,235.25 $ 1,660,187.45 Net Ordinary Income $ (2,200.00) $ (72,844.77) Other Income/Expense Other Income NOTE: shortfall In 2010 Is $47,500 board Interest Income $ 1,300.00 $ 1,434.79 approved but unbudgeted Tessitura Other Income $ 900.00 $ 933.79 expense + $15,000 loss in events + $8,000 Total Other Income $ 2,200.00 $ 2,368.58 less in ticket sales. Even though our 2010 Net Other Income $ 2,200.00 $ 2,368.58 attendance was the highest, some of the tickets were purchased in 2009 as $ - $ (70,476.19) subscription pre - sales. Number of employees: 10 FTE / 4 PTE Page 1 of 1 Cash Basis Broadway Rose Theatre Company Balance Sheet 1/1/10 - 12131/10 Dec 31, 10 ate_ ASSETS Current Assets Checking/Savings Bank of the Cascades 0.00 Checking 87,152.19 Money Market 184,201.65 Petty Cash Boxes 450.00 Total Checking/Savings 251,803.84 Total Current Assets 251,803.84 Fixed Assets Accumulated Depreciation - 165,148.00 Equipment - New Stage 230,753.47 Equipment - Original Cost 84,299.60 Theatre - New Stage 1,624,357.10 Total Fixed Assets 1,774,262.17 TOTAL ASSETS 2,026,068.01 LIABILITIES & EQUITY Liabilities Current Liabilities Credit Cards Bank of the West Mastercard (S) - 710.36 Total Credit Cards - 710.36 Other Current Liabilities NIP Meyer Memorial Trust 48,500.00 Payroll Liabilities 195.14 Total Other Current Liabilities 48,695.14 Total Current Liabilities 47,984.78 Total Liabilities 47,984.78 Equity Capital Campaign Income 1,275,487.65 WA released -used for Capital - 1,242,836.00 NIA released -used in Operations - 10,968.00 Opening Bal Equity 117,600.69 Retained Earnings 441,238.66 Unrestricted Net Asets Cap Camp 1,468,034.42 Net Income - 70476.19 Total Equity 1,978,081.23 TOTAL LIABILITIES & EQUITY 2,026,066.01 Page 1 of 1 Cash Basis Broadway Rose Theatre Company Profit Loss 111110 - 12/31/10 2010 Actuals Ordinary Income/Expense Income Annual Gala $ 43,813.00 Concession Income $ 15,970.62 Corporate Sponsorships $ 51,250.00 Development Trips $ 149,945.00 Educational Outreach. $ 11,397.00 Events - Special $ 4,477.58 Grants $ 208,295.22 Guild $ 1,528.05 Individual Donations $ 128,717.18 Program Advertising $ 6,746.10 Raffle Income $ 6,093.03 Rental Income $ 4,575.00 Shipping & Handling Income $ 6,100.99 Souvenir Sales $ 1,071.00 Ticket Sales $ 947,362.91 Total income $ 1,587,342.68 Expense Administrative Expense $ 281,430.06 Artistic Programing $ 683,420.45 Bank Service Charges $ 28,953.05 Company Amenities $ 3,93425 Concession Expense $ 9,313.50 Development $ 52,702.78 Educational Outreach $ 11,086.49 Events Expense $ 6,130.72 Facitlity Expenses $ 26,443.31 Guild Expense $ 1,618.07 Insurance $ 52,175.65 Internet Expense $ 1,871.67 Marketing Expense $ 145,268.44 Office Supplies $ 13,194.94 Organizational Dues & Expenses $ 11,869.73 Payroll Taxes $ 62,478.13 Postage and Delivery $ 7,330.46 Professional Fees $ 11,116.32 Raffle Expense $ 1,000.00 Rental Expense $ 2,400.00 Repairs & Maintenance $ 1,853.98 Souvenir Expense $ 613.84 Staff Education $ 4,627.65 Telephone $ 15,69190 Tessitura $ 81,813.12 Travel & Ent $ 208.48 Trips Expense $ 144,010.15 Utilities $ 18,028.31 Total Expense $ 1,660,187.45 Net Ordinary Income $ (72,844,77) Other Income/Expense Other Income Interest Income $ 1,434.79 NOTE: shortfall in 2010 Is $47,500 board Other Income $ 933.79 approved but unbudgeted Tessitura software Total Other Income $ 2,368.58 expense + $15,000 loss in events + $8,000 less in Net Other Income $ 2 ticket sales. Even though our 2010 attendance $ (70Net Income ,476.19) was the highest, some of the tickets were purchased In 2009 as subscription pre - sales. Page 1 of 1 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 -718 -2487 FY 2011 -12 COMMUNITY EVENTS FUNDING REQUEST Due: February 11, X11 Event Name: ! ` u (J ` ' 1 vat 4°C I • Address: City, State, Zip: . a � a 0 r . • I as. Contact Name: ,' ! 10 Telephone Number: ., ►_ rile. E address: • L: rt l I i i• C 1. Request (express in whole dollar amounts only) Cash $ �'�'`� In - Kind Services - hours (use of City property, City staff support, v© etc. Please explain the services requested on a separate sheet) Total Request $ v 1 2. Purpose of Funding Request order fo - p - c .uCe- i-Ine vat j &tC,ln rein_, r ' Ca-6 \ 5ponsor * R5 tit\ \e---30C\ i-vi Tr\ e c-€` so e T' e C oramuni ? me_ 3. flow will this event be fit the Ord ty This 5 V e y4- t`c V t CP L V \ a_ 5 \ � 5 aL - e. Co 1.U i 4. ma y T' fi xtkeSo y""`"io an cilydt c ri this event (or these events) r- '--C»X l Cl� -e I 9 . o XC) 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 Liabeth r tijard- or:gov s\ /r of Ballo4 g `„_Taard Orrcx February 15, 2011 City of Tigard Clo 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 a premiere community event in Oregon and one of the premiere hot air balloon festivals in the Northwest. In 2010, the Festival of Balloons in Tigard celebrated Its 26 Anniversary and set the path for continued growth. Event partnerships are critical to the sustainability and growth of this event, especially In this current economic climate. This year, the Festival of Balloons in Tigard, respectfully requests continued increased support from the City of Tigard, to support its efforts to showcase Tigard as the vibrant community it is — more than just a °suburb of the Portland marker. The Festival of Balloons in Tigard is a non -profit organization dedicated to raising funds for many vital non -profit groups in Tigard, while providing a family - friendly event for the entire community. Groups benefiting from Festival funds have included: Tigard Breakfast Rotary, Tigard Lunch Rotary, Southside Soccer, Tigard High School Volleyball, Tigard High School Boosters, Tigard High School Band Auxiliary, Tigard High School Grad Night Committee, and local elementary, middle, and high schools with the new Z100 promotion that we have created. The Festival of Balloons in Tigard raises approximately $35,000 for local Tigard non - profits and local schools 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 rides at the area's finest carnival, listen to live music, or to root for their teams in the youth soccer 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 well 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 of Tigard of $15,000 cash annually has been a much—appreciated and vital resource for this event. The in -kind services of approximately $65,000 that has been provided are essential to the functionality of this community festival. In 2012, to reach additional audiences with more aggressive marketing efforts, to enhance the guests' on -site experience, and due to these tough economic times where corporate sponsorship support has dwindled, the Festival of Balloons requests a $20,000 cash grant plus the continued in -kind services support In return for this increased support, the Festival of Balloons will position The City of Tigard as a major sponsor of the Festival, complete with exposure on marketing and collateral materials, as well as the incorporation of a key city message into those marketing elements, as the City requests. We will gladly address additional specific City needs and are happy to host a meeting to finalize the details. Please contact Cindy Padilla at 503.612.8204 or at cpadiUa@dpnicoli.com. Thank you for your continued support of this important community event We look forward to celebrating our 27 Anniversary this June 24-26 at Cook Park! Sincerely, Cindy Padilla Executive Director 1647 AM Tigard Festival of Balloons, Inc. o1n2n1 Profit & Loss Cash Basis January through December 2010 Jan - Dec 10 • Ordinary Income/Expense income Car Show Revenue Registrations 1,615.00 Sponsorships 1,500.00 Vendors 100.00 Total Car Show Revenue 3.215.00 • Soccer Tourney Revenue Runs • 15,060.00 • Total Soccer Tourney Revenue 15,050.00 Balloons Revenue Corporate Entry Fees 3,000.00 Total Balloons Revenue 3,000.00 Field Merchant Revenue Business Expos 12,070.00 Craft Vendors 7,490.00 Food Vendors 8,275.87 Total Field Merchant Revenue 27,835.87 Admissions Revenue Gate Friday Gate 16,380.06 Saturday Gate 27,839.44 Sunday Gate 10,283.12 Total Gate 54,502.62 Pre -Sales Wristband Fundraiser 1,992.44 Wristband Gate 3,984.87 S Day Eidramx Pass 10 Total Pre -Sales 18,347.67 Total Admissions Revenue 70.65029 Parking Revenue Pre -Sales Parking 1,673.88 Friday 3,373.89 Saturday 8,060.50 Sunday 5,594.52 Total Parking Revenue 19,602.79 Shuttle Revenue Friday 1,088.72 Saturday 1,324.36 Sunday 1201.81 Total Shuttle Revenue 3.814.89 Sponsorships Revenue Grant 15,000.00 Sponsorship General 6,050.30 Total Sponsorships Revenue 21,050.30 Carnival Revenue 14,292.00 Helicopter Ride Revenue 541.40 Ice Revenue 325.50 Total income 179,379.04 Cost of Goods Sold Car Show Costs Adveratiaing 366.30 Awards 421.48 Commissions 2130.60 Total Car Show Costs 2,918.26 Page 1 l 10:47 AM Tigard Festival of Balloons, Inc. o1n2n1 Profit & Loss Cash Basis January through December 2010 Jan - Dec 10 Soccer Tourney Costs Advertising Advertising • General 943.40 Advertising - Reimbursement 889.54 Total Advertising 1,832.94 Awards • General 1,038.84 Commissions 4,370.00 Hosting Services - Field/Equip 540.00 Referees 2,280.00 Staff 1,050.00 Supplies - General 1,029.00 Total Soccer Tourney Costs 12,140.58 Wristband Day Costs Commissions- Fundraising 1,830.00 Total Wristband Day Costs 1,830.00 Balloon (Pilot) Costs Propane and Delete! 2,930.58 Pilot Gifts 704.00 Mot Meals & Lodging 2,35947 Pilot Show Up Fees 3,400.00 Total Balloon (Pilot)Costs 9,394.06 Admissions Costs Commissions 8,000.00 Entrance Tickets 1,321.84 Total Admissions Costs 9,321.54 Parking Costs Commissions 12,97120 Signs 8.00 Total Parking Costs 12,977.20 Shuttle Costs Commissions 2,000.00 Golf Carts 2,317.11 Total Shuttle Costa 4,317.11 Other Coats Ice Costs 833.40 Total Other Costs 833.40 Total COGS 53,732.14 Gross Profit 128,845.80 Expense Advertising - Festival Print Ads 872.67 Radio 9,540.00 Website 959.40 Total Advertising - Festival 11,371.97 Bank Fees 328.00 Evert Staff (Temp) 4,848.00 Food and Beverage 29.98 insurance Expense Directors & Officers 1,404.00 Event Policy 8,182.00 General Uabllty 920.00 Total Insurance Expense �.e. 10,488.00 Page 2 10047 Ara Tigard festival of Balloons, Inc. 01/12/11 Profit & Loss Cash saws January through December 2010 Jan -Dec 10 Licenses, Pemdts, Wee Taxes 125.00 Lighting 1,479.19 Office Supplies 279.80 Mileage 93.00 Port,A.Potties 3,165.50 Postage, Mailing Service 251.69 Professional Fees Event Plarudng 1,194.88 Accounting 665.00 Clean -Up 1,000.00 Electrical 7,385.00 Music 18,050.00 Security 11,204.13 Total Professional Fees 30,479.01 Printing and Copying 47.00 Shirts & Clothing 543.94 Signs - Festival 4,009.40 Storage 2,784.60 Telephone & Internet 1,153.15 Tents and Staging 13,396.75 VIP Tent 290.04 Total Expense 94,182.02 Net Ordinary Income 31,484.88 Other Income/Expense Other Income interest Earned 10.88 Total Other Income 10.66 Net Other Income 10.66 Net Income 31,498:64 Page 3 } CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 - 718 -2487 FY 2011 -12 COMMUNITY EVENTS FUNDING REQUEST Due: February 11.2011 Event Name: Tigard 4 of July Celebration Tigard 4 of July, Inc., 12420 S.W. Main Street Address: Tigard, Oregon 97223 City, State, Zip: Contact Name: Mike Marr Telephone Number: 503 - 624 -2975 E -mail address: Rrnichaelmarr@gmail.com 1. Request (express in whole dollar amounts only) Cash 14,000.00 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 15,600.00 2. Purpose of Funding Request See letter attached 3. How will this event benefit the Tigard Community? 4. How many Tigard residents do you anticipate participating in this event (or these events)? 5. Please submit the following information with this request a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. ** b. Audit report or financial statements for the last fiscal year. ** c. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. ** Lack of adequate financial information could result in denial of request. An electronic version of this application is available by contacting Liz Lutz at Lizbeth @tigard - or.gov. TIGARD 4TH OF JULY, INC. Statement of Assets, Liabilities, & Fund Balance (Unaudited) December 31, 2010 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 (299.53) 123.32 1460 Savings & Temp. Investments 1461 Savings 0.00 0.00 1470 Accounts Receivable 1471 Accounts Receivable 0.00 0.00 1476 (Uncollectable Allowance) 0.00 0.00 1480 Pledges Receivable 1481 Pledges Receivable 0.00 0.00 1486 ( Uncollectable Allowance) 0.00 0.00 1490 Grants Receivable 1491 Grants Receivable 0.00 0.00 1500 Recievables from Related Parties 1501 Receivables from Directors 0.00 0.00 1510 Other Receivables 1511 Notes Receivable 0.00 0.00 1516 (Uncollectable Allowance) 0.00 0.00 1520 Inventories For Sale or Use 1521 Inventories For Sale or Use 0.00 0.00 1530 Prepaid Expenses I 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 0 ther Assets TOTAL ASSETS (299.53) 123.32 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, 2010 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 > 01/01/2010 0.00 (422.85) 3732 Current Earnings > 12/31/2010 299.53 299.53 Total Fund Balance 299.53 (123.32) TOTAL LIABILITIES & FUND BALANCE 299.53 (123.32) (0.00) 0.00 Footnote: Tigard Music Donation ? Not recorded Footnote: Tigard Sub Shop Donation ? Not recorded Footnote: Arrow Mechanical Donation ? Not recorded Footnote: Tigard Grant Pending (2,500.00) 2 TIGARD 4TH OF JULY, INC. Statement of Revenue & Expense (Unaudited) December 31, 2010 Current Year 12 Mo. Period To Date 4000 INCOME 4010 Contributions, Gifts, Grants 4011 Direct Public Support (100.57) (100.57) 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 Expenses 0.00 0.00 4070 Other Investment Income 4080 Gain / Loss from Sale of Assets 4081 Gross Sale Amount 0.00 0.00 4086 Cost / Expense 0.00 0.00 4090 Fundraising Events 4091 Gross Revenues 0.00 0.00 4096 Direct Expenses 0.00 0.00 4100 Gross Profit from Sales 4101 Gross Sales Less Returns (1,319.95) (1,319.95) 4106 Cost of Goods Sold 881.05 881.05 4107 Cost of Goods Sold 0.00 0.00 4108 Cost of Goods Sold - Permit 62.00 62.00 4110 Other Revenue Total Revenue (13,477.47) (13,477.47) 6000 EXPENSES 6130 Program Service Expenses 6131 Tigard 4th Celebration 13,739.00 13,739.00 6140 Management & General Expenses 6141 Bank Service Charges (22.00) (22.00) 6142 Miscellaneous - Government 60.00 60.00 6150 Fundraising Expenses 6151 Miscellaneous 0.00 0.00 6160 Payments to Affiliates Total Expense 13,777.00 13,777.00 (Excess) or Deficit 299.53 299.53 3 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, 2011 Toby LaFrance Finance Director City of Tigard 13125 S.W. Hall Blvd. Tigard, Oregon 97223 Dear Mr. LaFrance, 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 2011 - 2012. 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 four 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 four years, and the records we have kept, demonstrate an ability to reach our goals and keep within reasonable budget commitments. (6) Financial Statements are annually prepared and submitted. Toby LaFrance City of Tigard February 11, 2011 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 2010/2011 fiscal year. We also received a supplemental allowance of $ 1,500.00 for insurance coverage. We took a draw on the current budget account in July of 2010. We will be seeking some or all of the remaining $ 2,500.00 in June of 2011. For the fiscal year 2011/2012, the Board of Directors of Tigard 4 of July, Inc. requests $ 12,500.00 in contribution from the City of Tigard plus approximately $ 1,500 to assist with insurance costs we are incurring. For most of the twenty four years, we were able to present the event with the same $ 7,500 support from the City of Tigard. However, in recent years the costs have increased, other public /private support has been increasingly difficult to obtain, and the City's insurance carrier no longer allows for the event to be insured as a City event. With regards to City in -kind contributions, we have identified the following impacted areas: Public Works - If the City Public Works personnel prepare the fireworks firing trench; I have been previously advised that the estimated cost is $ 400 (1999 $ subject to indexed adjustment). Police Department - The Police Department is advised of the event and incurs an estimated $ 1,200 (1999 $ subject to indexed adjustment) of cost for what primarily is traffic control after the event. Officers are present during the event more for public relations than for any policing requirements. We support the Officers presence, making some very important contacts with the citizens and youth in particular. Administration - Insurance for the event is no longer available through the City. Tigard 4 of July, Inc. purchases fireworks liability insurance from the fireworks supplier and general liability insurance from a Special Events carrier. Toby LaFrance City of Tigard February 11, 2011 Page 3 Should you have questions about any of the above, please contact me for assistance. Sincerely, R. Michael Marr Treasurer RMM/dbm Enclosures CC: Board Members Y _, 1 CIII:9F.Ttc , by:EQ.9N i 13:1ii: SW Ifiaia:ke, Iff,:0 tlYrkftia/ i .5032.1.1,B7:Vg7 Co4---6tia. w 41142 COMMiii.NITY EVENTS FONPIN6 RE(g)EST: 1 DuFehruary 1 i., 211.1.. Evtilt lilafile ' I — : .i: E.Lb ,. , . ,...4. S i - Addresit.: .. itfC.5 ,.. ..V. (/ P 9 ..., . .. . .... oty --- ilc,64 ie_el . P).r. . ce _....... . ... Contact Name: , E-rnail. address: . 7±24 k.M Lbln if Li (i) sa ) a.t., / ..., t , . :, :. 1. g ( 4oniti0.0.6 onl i atfi 'Cash j t 1.0.40J. ii...040.0i.,11,0i I t 4„04.e.9f014.-impetty., City:staff support, • etc.-Pleamexplain the:rsIteviCes requested. onia..sevatate:Shee4 TOtil, Eeqiiest 1 t .9 /9. ' , 2. Purpose, offunding: d 4equest: To us 4.14 Oa \ r \ u--6- ID 6:. Lxivs Iv \ azkj- iik r 2 - 6 r), (C • ''s 1 / 4 4-k--A-w-e--0\ Nteksn-k. 4-5 66 - tiqatzti, 4- Ck.ici.16.L, tstr • tJ . • .:Ai 1.-A.-k r 0,..r.e4 --)roop6A . &:. 1 tro-cf- & 10 r p4.3 I 3. How will this eVent:benefit:ihe-Tigaid.:Q0nnititlity? 1. .4j, o : ,1,,14 • - ..;c1.. 4 ,,, .04,17,0..ki: ..!k . ' • • .-.: .. - .. - TT red... ,.. V ee 4. 7 • .. • t_CLA-1.7, i, &Eta , 17-- ' : • - . exv 01 rb--e1/410o-4- 4)3° 4-1-- 42.1)-1 %,'. mkt,. 4:. :00.:_,:toityTioto 1.:,, ,do you atitic,ip4te paiiidipitatig-iiithis.tvent or these events)? 1 a--YNYvv .c'tes c-- e-obk ciDo„e_. 4 l 4- V) 42.41-1 racs 6-4 . 5. PleaSeSubrAit,the..frillowiittinfrirmaikrwitlirthis request a. MOicrec..epi .9:m4A . budgetcompaptetviiik-iht. ptiorraes aetuittevenuesand.expenditutes: The Iluteraho.41.idettii1 r. the pedaato vittieh irappliesi.beginaing,:andenctng, balances, iii**reii.enUe.T4nreea,inaje*.tntienditure:eategories,.and nneaber poSitions. k tuidit 4.45#.0. flinatiCial statements or the last fiscal year ., C. .4%ttieles: A. 51.00)4f5tto:N.1 citio4.#044:Vo** * kfannation.notlequitedif it -4s submitted :at Ita4t Cirict in the last five years 101 Lack of adequate: financfalinforrnation.tould result in denial. of tt.:queSt: Aykdocfronic egitiiin. °Phis: application is. avallableby:anitactingliz.Pag at Likbab.itti-PrO4y.sop; 1 1 1 . . rifiartiL4:16:003;6*init,ent ' 2O . 5.s4m;41.i.)5 . . . . .. .... . , ... .. . .. ... „.. .. .. . . . . . . .. .. , , ,.... , • ,..., ... . • ..• ,_ . . • . d' t •AIR6.09.1. • ! - PIO/4watt 1 'MVO. • 20 aiktiol , . . .. . .,. Contilbutions [ z . . _ ... . , ... ,. 2lit0i. !..1 . 00,00 ,.$cc?..°F. -■ ... $1A.99,9 ._._,$.11,119.,p9 S . ipticitb • 4.30:o2 ' p • . os tokypix._ , Rp";000130. sifflOp*3 . I tig,oxitgq; .A1? ., ...... ithlos. ,...,.. .: ...-1SO4.44 • ... _-_....,..........-. .2k .$11 ._AnA A itoi_4 : ____ ... „Avokutiemato W ,,-- .. ' ..441:4099 ...._.1g.._,-0.cic ... ._........41.,.04 • .., • xstAo:tit.AiL. . - _ .. .. ...0:8,1*: I.- - _ ;? •so iio • ,...._ tillia. .,.. ,.: ,... lY ., ehii#,SIL,ftriOsiCiecilt- . • - $6 - --,:::44 $5p9 �P , •04, . 1.o� , 4 . ... RefutotiOveytrent . ., ,--- - - .... • . 3 - .:_10 ,.....L.____::......,..._.: __AW1g,,...,. •• ..-s..- -T,.01,6174 n .04 ...,,, ,,...„.,., 1..411,1.01:.) ;pt - .1.X..,_ 4 I • Ai4;' p0.100 , iii,iiszeti -••••,,,- • ..-.,,,-,-.•-,,--.------.- -.,- . - • . • • -•-••••- . - • -- • • • ..• • • •• .. - • . . - , ... ?ay. ,.,IgtglInteA0,1„pmpt . .$.760.,-00 „ . . $267:16. / __ A:6v Sidifiliiii:tinii... .1..... ___.___,......_.... _41;500" :60 __ _ :•,,41e,t,.• 01 . , .. __,_.,_._,..... 1....., ...., .„...$4„ A l , ., ,, 0,6510: - *Os ___ _ __ Lt gPiciti , . . :$1h0 . iip1.... ....... . , 0,90-kao i :136. ,....„...,000i i 1. .. „ . . . A , 0,061 ... . - . g0 to.r.0 i d eoivisolori :COokaiii/Aa - ..:..._•.-....-_,..............-.....:.. • __.,...„.f. ..,• :... • Penrose . -,,,,. . . S1,470.56 $61 4. 1.,. , _.„... $1000.00. $.10;342:16 .. ._.. --,.. .„ . • • • • 5 1 0 2P $1061717 2.1.J51* TEL Opp re( alab3131P., . .. K( $? . , . ,.. SM,D00 _ ..m,410:sa 2.,*.i94 -. 1110,gft.Lsop.,,t;...pAbot.. isl $,X261:00 _ .,$1., --- •- $ 136( 49_, zpsof • . : „ . . , DdSfilet 1 _ ;$4014 *rib Soon tos.a • Hoillits Ibtiiileimiii A i- .. . . • 42,600:00 - 15660 _ .. ..: 54 i.iifai ................... Relitiiiiit 1 . • .. $23i500.1110! •- ti9 -i..1 - :J154 ___ , ..... . . 1 " • • I -------•' - .. 1 40) ...Lun1}6rin.Saies.: - -- - .... .• -.1.... ' " -7' I . .. 9.... 4 441. :0 1 - Ss no *AO - 1363ilai 2. ,P.,. , P 1 ? ........___.. • •AA j_ . ,„.„.... ...$6.,'1111.._ $5_449..._._ ...._ 4MIf ... ....,;M9.11 ..,.... , 203.013' .NA ' . i $5015 45;6801 &Isms I t tl::-. 1 J $6A25. se.600 44 „ AEI ._ . .. . ..... ........._ zoeo2. ] PeeWee : s $ ::: • 45. . i, i 6- " : .84 D $AdO i : 0 • .1140 0: I •:;..i.,:1-§(:),, . - - .4:i0 ........,......____....... .. ..,..., . , io ISofItia11 - -- - I - --, . • 2, ...401. . , • . ..... • A . 4 . l'. 2.o1032 AkA.&:M. r . I, .... , .. ..... $74085 ... „ ,,,irt,gg,... ., ..... __ . __RIX), _____. _ . i - .3 ' - - - 40 ...... .....____.......... „., ....)4 1.--- - - .- ... . - ...... A055 .g.2,..o.AL---,... 0.6$t_ ' -,:-: - - ...I910.0 . ::. ' ' l t 2-180 : $ _.14.zgat :109 ;;.cco_.... -.. _. ... :......§0:wai_ 1.... i ' - ....s1.0;i9; • - Allot) 1 , .ruN , ..... ..4.11i , icitalliti • ' ' '"' . i• :. $44, - titNst.tik :„. •.• . •• • _:$0,Ale,,Oci. • iiii2Otio: i ' PestSeee0,UnIfereiReplecementEund 1 .. _. ,.. - Lokatii 1 lInIttert ReplacethentB5. $7 ' • --- "T • t67 $600 -zos.or -Uhltorm Ftepacspent7p13-• . , $400 .. $OO] .. „___4440 _ . TOfii:11 • • ,.1 . • _ _ . . $ :$1;1:13 .-.,_ .. • - _:......1,.i.MA.1*. _ ....4 1.. - I . 1 • • 1 • -- .4.* tPliii'CiP.II-P.rkfO.ncrIP.O..feer. I - - . .. • . A1.74 - ' $1754040 410600.0;115 MO: • 2413 APAIOWirDP rgiVe1 Orli rUp0.1 F,i,1* "- • . . • SI9;v5iia00 • 519750.00 ' - i17,07ro0s17225,00 pptio. R , •• - . j.1 1 .- . ' T . 2.0901 Baba .. sebau ssizo• .1 ,,, ..., i ..03011_ .. • A - Oitm - , „“, , - AA . 0.780 *,450 00 : ... - : T . ., ;Amp „•:, .. 1. . - : ., . s - -- ;;49 ... ... 7 .. . km._ 5 ... • - • - - . . WOO! - , • L -, l'$:?4 .....__,Y.,4 - ... Peew Vi.1.15 II ' • . , 1§.. ■:9 .... ...1: • 1,: Softbill. • . 011 • 1 1 61 ------ - " - - rgg Al A . • - ' i 2 6 - i . : 43,4„iit ' - „,l,„: - .....• . :.„,,„_.„. _...„ AAA& AA. _ _ .$4;$80 . . $4.-,440. .1 - • $6 ,, - , ----1.1-604 '§•-tiOl ... hitibitjijv L_-_-_,.,... _1_ . iliooti. Ago I $1 850 .61 ; 41 *.... -_...... ..... - - _..„...F0 .-........... ....-.Z4 -..._,......44;i44 ..._ • Zsit 1.>1.i.3_41.9-. . LOOM - - ... fiiiifpEdl, . . :17 . . , . . 5616 ., $1i50- $17 $150 ...177 . ;4 41..:*P*i§ . ,Basebal.......,..,..... i ..__. .-..... . Hsi.gob ._..........t.i*A:_..... $1,41,6 $ . - • . .4900 . 7.1' .m-loo, •;.10.6 ,___ I • • 5i7S7111 4.$S.ty$3.0 ...._. . _...._ _ ... „.....54;f45.40 __SS? - Total - 4 -i . . . • - . . .„...... s Ttatatilietiiii*.• " : • Sii3:09030 $1111.0.10836+ .4i61:002Zti _S144011.16.,,• 1 1 1 1 1 I i 1. oulvoti goneolo.slitgenniqwokle..* • .1: .1 i . i i ... i rt, LL. btOi.Ei■itt $7tATOMENT . I •0f0. • 8 0.01, 290:11 to 'SOpt Se 2010 'I . . . 1 1 • . I 1 009.800#1, , Z60040401 . 2019 B0ClOti2010:SUflgeti?010.A0ael ._ . ... : . . " - F I . ..., , . Ito .it Ed0Catipe, i_ .. •• • ••• , J _ i. 1 7.....--. .. , ,,,, • • 1.:.6 i3aiebell 1 $3000 . ..poppl • 1 $411,Kutil $25t00. 1.01,02 Saf.14011 1 $S7.?0.6,00.. .. S37010401 " .1 - $.1' - . 09 . 4p-- $2;411..06... .:. . 1201:43 Umpires ..- liegebll , 1 . ...$64.,,52, 1 - $50000. • . .. • . .., 101.04 Fieet,Aid TearnIng I I I $000 $000 10.00 1 .0.0s Pdeiiiiebeachea.Ailiande. 1 , ., . _ . $0•A:10 $0 00 $0.00 -,.. . ,.... . . TatalEdecetidii 1 $C70%00 $ .. .04106:0 $2662.00 -- .-. - ...:1 - • L. . - • ..... - . :-. ---. .. ._.... ... , . ....... .. . • .I:tif0O Cbc*.Park.F1014s • •__ • c..00.t0.10i0febt .7_ .. .7_ - - .•• ,„ -.....-- . .. • • ..... - „.. .. . ..„ .• . 17.6 iT6 .. D6400.W 404 . . - $0460 7 ,s o - • - :„„... _ o:te : . . p16,- _ 01 00 $6 - .3.11: . . ..... 1 02 :62. : 01it - ' ff ., - - - . . ...$(X ' $500.00 ' 1000 ..... .. ... ... . • 1.025i• ' Naltint . 1 i $1).00 - $1 $0):10. • Ti -7 . . Miec;:Etitilifiteeilt . 1 H ' • 102,03 Railings- I , $0,00 - V100 - $0::00 , . • l..02 .. • BleacheCedeli 3 8.4.) 1 . j$3,00000 ! ... ;$0 ' . .. $o:op i..0105 . fii.iiscri.. . ' . i - - . .$0.00 _ •$O.oal • - $000 ... • • • ....."._......,........___ ................ ......... ..._... _ . ..... .,,.. . Field Improventerits i , . . . - 102.0e i3asebilT (qook. Int' 4, .. $0.00 .4103)OT -*-" -- $76:iio , . .. ... . . , 1.:0101 :8tifiball ( 4). _ ._ , . . . $0,001 4(16 p.00 ... .. .., . ,.,. . Total pook.p:ark,.Fraikit . 't„ , *0:001 $0:00 . 4003:71 ., .. . ....•"-. ...,.. • .• • .. .... .... . . • . 103:60 . gl . I , ,... . . iitiff - g.iiialiiif Eiiijiiriiiifr -- --- - : 74.7tF ---- : -- itaA6606 , i.'.5. 4 2 t . , f. , . TilCk:" .1±7 ----.-- fi.'04.T.O '172464-1 :IT ' 7: 0426.g: $103.03! 0iy.iiirrii.gqiitirhig 1.. .._ • .. - $1Q.:00 • 40:0'0= . 1. 'FIOEq40004.1.?0*PwaY_::PliP0'.- . • $5.0040 0 :. ' • . 4.P0 otoo.:00 $0.00. .....__ ,...,.....-__ .ii;OP;04. :440,fialiilisgOi: . . ..... . . .... .......... ! $G00 $1100. $000: . ... • 16 ----- ;teillialkotT - 1 $0:0.0 $0:60' ' SC400. 1 Sailbeli - • f.6mb . .$6.:,.Q# - - -- . .. -. •'''''-, . : teitif . 04010#10t 1 , . $1400.00, 18j011 OS 46,1000 $7g18181. . . . . . . . . . 1 1 1...0,4:00 FjeliMainfanarietiasebil i - I • • . • 1 - - • .... 1 0.1eaci'iers. ..__.„. 1 00:00 .. _ ,.. . 1 .. $000. . .0-.... . J._ 5 :•602 ... . Chalk ., .. ,I:. --.... ... 1 - - • - 1 • • - - 40: OD:. i : $0. 1 51b . - SCI(. 10403 __ , DR ..... . . . _ ' • ,. . . .t . . J _ . _,. .... _ :$0_:.00 .. _ .004R _ 000 1.004 - reriang , '.$.a.00 .: • .. .41406 .. • $000 - .. . . . _ , ,.. . 1,04.9$ :MIK, Repairs . .,.,..... $500V0' $0?154 04 ' 0500 60 saw . fb747(ii .. . ,. i • : • ....K.0.0 • . ..:$0,J)0 :, .. .$040, 1 • - - . .10,00' . -.-------, 10.00 $0,100 . . ... . 1.0409 Tuce/Quick Drw.Ohalic... I *I ,(1.00:00 5180t,.36: V.,peup . ,..11,729az 1-.04;1a 'Oild Miintenance •., Mary Aieeithirei . ' . . $569 . .0.06.0:46. 561 ...- ..... ,.., ... ..:.., 6., ,.. . __ iZ...Ti FiiiiiMaintananee. book Park i . .... $1.,000300 rrielamainterrantr.e; .. ....,..__,..*!?g0 ...... _____... ...__, ..,........„..V.1 . „..„..!?....,„4_,,...° TotaBasoi.640:77 . •szolob.s.: *z6.0,6.474 .. : - s.a.Afoo:00. $20754.4z • • . RatIP:1: of 4 pi11.1/20:11 • J T.L.L. EXPENSE 'STATEMENT • . ; 20 Sea son `oct 1.,. 2000: to iS.ept :30:; 2010 i a._� — .. _ 2009Ac t zitooii�3g t 20'10 Biidtiet 2010 Aetpaf .1.9.5 Field. IVlaintenance- oftt}aIl 1 1:05 Chalk — -b:00. _.._....._.. -- $.0.90 $4:30 00 • _ 03 02 Dirt $0 D �. ._. _ - __.... _ - — -- $0 00 . _.�__ O • $0:40 • 1 05 Q _. MMSc- Repair - -- $500:00 ( $000.. .......... _ . _ ._. $500 00 . _ ... , . p.DO 05;04 F ertthzer r $0,00' $0.00. $0:00 • 1::05:05 Turfa MVP } $ 00. _..__.._._ ....___ 40.00 $o. i9 • 1 • TurfacelQuick'My /_Chalk • $1 :00 _ $94730 -$1,000.00 $0.00 10510 0010.Maintenance M01 1/ood' td $1,50000 $1.,265.03 _ $1.500 00 t049. Total Field Maintenance $3500. 2122 ail ,001 5 _ 2 3 $'300,000 $43000 _-I ... _ ... .; - -- ... . . _....._ .._._.._ -... 1.07.00 Insurance • 1 .. i . .. • 1.,97:91... Addtbonal fields l tarance $16290 . P16'.14601 $16160 $181 60 4.0.7':92 Board 8 Volition 1 $n 00 3.0:00 $0130 1 0703 • Grime .i $ 80 :00 $48000 i $'#80. -00 ..:$10.4.0 9.07.0 Liability __- _.1....... :_..... $2,200.00 $2,16510 _ $7430 $2,07420 • '1.07:05 Player 4 , $1,700 00 $1,6$50 1 :. $1,698 :00 __._ _..�._.....• ... __ —__— _._. ...:.:. $4204 ..._: T._.._ ..$ . _,..._ otal lnsutarrce, 1 $.4,242 $4,1 3,80 0 .70 '1`;0..00 ; LL:Cliaittet•Ezp:nse ` T ___ $14194.00. $1; 7ZA0 . . . , .$1072A.0 $1,072;00 109,014 Tga40rvorjtte Plata: _ 1;09:0.1 i nventory , $4,000 :00 $4;27 :: $4.A0,04 $6;5 O y 1..09..:02 • Equipment • .......... • 1 - -- $0 :00I _80.00. $9 :0 1 . . .09,:03 Butlding�lrnpidge t5 - i ____...._ _ $ $ P _ _._ $iOoDo $94)9. • 109;04 Speaa1 Sal :1 0 $0o. pm Total Ti aril Home Plaie $4- 000i0O . $4, $4;80000 $6,580 :79 9 • 10 OS Tl.L Ap. panel SO* spaiiise _ 1 1 Baset38if�Ap pare i Safes - 11,000.00: $11.I,1$4-::$ _ _. - ... ._.._.__.__. . J553 1.10:02 Sgftha11 ApparelSales a....._ $2, • 0000 .:$2.79.45: $1, 00000 $j 88.40 1.10;03: fDei al _ :.$299+`00 '$0:00 sup: Total App'arelS.ales E.kpe'tise 1 $13;00:0 00 $11 $1;009.00 _ $1,941A0 .1.'11 Umpire Expense a 1.11.0 _ 11 _ . Ba stleU _I.,.._ . _ . 86;T00.0.0 $9;4:69.0 ...... _..........._....__ $a 50'0 00 $8,853:78 1,1 .1 _ 1,.02 Softball I $3,$00..1,10 . _. $ • $3;70000 $2,714 :75 1.11 -03 Faii Bell 1 $1 50000• x $908 75 - $l0ti. 00 $900 00• i Total Urn pire Expanse $12 $13,757 7S $2,940 t10 $10,468 50 1.12.00 Cook'Park Expanaiani 4:12:01 i . ;iii. rthas.; , .. 1 .: -: • .- �....._ *00 $0 00..... $.0 00 4 Gb11h siart itt6y.ot�tentsS. ~ 1 _._. _ .... _.. :$17 02 ?48 $17;202.x, 1 __$ 730 09 $172882 . iiti.i k Nit.. ; $17,002 48 ..$1 7 O2,k4$ .:..$1.0 $1:7,318.82' Page 2 of 4 01/11/2011 { . . - ,,1 t EXPENSE .VrATE , ZOO Seal‘ti Octl,,..260.9 W. toot 36, 2014 i ...... . ... . . . _ . .. .... . .. . . . . . - • • - l'.2009131id" col :20 al 201 01000 2010 Budge11;p1A,Act4' aj. 1 . . , ______ .. _ .... ..... .____ __., _ . .....„ -... , .3 *$ . ....__....... 1 I Room Rentals i . • 1.11P1 j8ai.eb..all ' - i . - 41:',0.6.0451. ' . $ 66. _., n $30(1,40 $38075 1 .1 4 156ftw . ' • . • I - 1 - sto - oom6 $147150 . t?.0614. ti406:4t . ., .. 1.114a sa6oball:Toot.b I $31)0:;00. :$8.:001 si:Akor). tosJA i3O.154 b,611bilitittititi ...-,. $00S4 $0.001 . ....... - ...., $0 . C).0, 1 ,116: :0004 iiiIS • $.3:00AP.„ U600 : .,...._. ..,.._.,_ -$50;0 WO 1.•,10,..06 $10tabe: - 1 - P10 0 $5314.:.154 ...: . r $5 00* - .14740 ___,• ", ,... . ..,. • _.c. . . ... . 1,-1 4.P.7. CPR TOWN. S 1 nal : $Cpo Total-Room Rentail4 L 0,*.00 . 0;700 , 1 SOADEM.R1 . .. . .. _ • . . . P . .... . . , . . . ........ . .. .. . . 1 ;14:00: Wiliam i l'A 4arrefpet..ot .. ..... ... ,. I. :. . .. . .0 1 , $o:oo •::$04.0, _ iAiii. . diiiiiigiecAiedtioti : - ivloo. - $13..60 to do VIM. 1.:T4:03 Sanitation.RemoVel . , - $4.;$00,00. $.3:6692,) i $4196%00 $3;681.66 1":14:04,. Tete*rie • ' 11 i i - j50,00 1.ifs7:.z4 - •• _ )400T ..............._ li4.05; EleOtric:Cook 4 $70 1.1c... . 00 Stai3: 9 - - $40 $$80.04 i • - • - _. Total :1/(iii 1 1 $5,76,0..q0 $5,0i81) i $5,300 DOT .... . . .. . ... . -' . ' . . . ......... , 1.1 9.00f00.0E**** i 1 • ..,, • • • ,_.,,__.-• • • - . 1 1k0...._ §P9n50m41P:fN?PrIse ' I $1 ,500 V.IOR;.P -, . " ,..._._1•_._ $t 0 0040 ..:.r $00 1.4".., Ptiffieie 1 .. . ; :001 : . . .. .88084)4 . "T;i0.6i . 1,1§A progoA .. .....,..___ r - $.406ri. s!zatKor: ..,,,.,...._1 $$0040 $ti901'21. 1..1564 40;odkOii.6 .. . ... - . $160,00 . 1490.001 . . .tsdiiiio Pii500. 115 ...95: Books. , $0:001 $0 00 40.00 115.Q8' V.Y.011■.'$ite. „ $2,006.00: $1 331•Aql . 4 "$•?10,0115 014.60 . , . _. .. ..., .. . -- - 1A,07 0..e:ti pet Ntifili.eS F $100,00. 4256111 440000 $4500 . iii..6:08i AifOit:.$60:Pliel . 1 ___ , . 17.0 .m9A1.1 .,.. $(c7.1 . ' $800'2'; ti.#0[...._.... ftr-otiq 0 .40 J ' 7 $1',40.:iiii: $146:0;53: _L__ .,.., „.. $2,4013:00. 12;7113,01 11:546. SafetY: AG •000.6. r ''' - IWO '- : .--- tOkij - . 460 - . .. ..,.. • ' ..,.. . : .„ .,„ ,... -,.- ,.... 1,15:1 I . gettOfit40)y: , I , , .. OM - 4040 :POO Vt71 et. ROO. ' . . ' - ' $1.6 . $1374.0 $4$0.* $21700 1,1$.1:3: Bi*rdImethiti I $$00.• 0 $46S..47. : $N000 StIT.V. , 11514 . Pettt C4sti i S'mpct • • , i .$200m . potwo 115 :16 Vise/MC Processing Fee 1 $1 '75.0,00 $1 74784 J . . 41 80700 $222 45 11516 13:krofi6.4:.;0c**: . 1 ' 4•100.4.0 .Li5:00 • , $59.40. 115,0 . . Batikingree;( - • - • - 1 • .- . :vp0oo $4208 SSW. .... .$S00 115'.11i EiedcOottrgit,11:000- . ; • $19100. . .$10400' . ii41T70. :$70.t*' ..-. . :. Tot. I . . . $0,10 isi 644144 . ... .. .... . . tii..00T,.:.00 $11.6.02.68 , •• • • • , - . . . .. 1, , . • 1:0M9 . 1 .0.01:040iotis 1 14601 INOntose..WorldSeriestRpsio#Tourn v.0088.. $409:00 ,s00%.0q. .... $so.co 1.to; 6i: $0,(10eAwerde. .... I . $it000 $zt000 „ . .,$yotTo $50629 1.46.:03. .sp. .... ...1_ ....... ,., _ ..... • , 40 .. ,._ . .... _.. .sti 1,1464 Foiiiitiiiiiiemorial L.. $i:0,0,0 . ' P:00 p000 1:1 r!yovis . . 1 . . .. _ ... 40,00 . „. ... 0.:.6 .0:66 To C.01.4ribtiOlii. 1. $1,10:00.1 $80000. .. . . T $000-00.: 1 i 1 , i I . 1 . 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ISchotatobio:p4onso . _-• - - • • . .,. .:.. : • • . ,I _.._ . 1. . 12000 I Gook p4tkpa" - otApottorupoti ' $0 00i! ' ' $00 . .. , .. . , 9:_j......0311tAP.10tovehion174.1#00.04tIgn SgPiPo.00- $."42047-.40' • ., :Mom " Sam i 1 . . . _ I . .._...„ ....ThiaC.Oxpenses:_. .1 . .1 SggatitAil t:0938181 ......... . . ... . . $i 56 69 .114440, . . . . i - — — • - s . - — Pa 01/11/2011 0743040 Checking Total key Baiik $101,643.87 Cot* PailtReeerve - $16,730.89 Capital Exp Reserve - Key Bank Available I $84,912:98 CD - SChOlarshipi FUnd $10,000.00 CD - National Tournament Reservation. $10,000.00 Total $1 1.643.87 1 1 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 - 718 -2487 FY 2011 -12 COMMUNITY EVENTS FUNDING REQUEST Due: February 11. 2011 Event Name: Compassion Tird Clinic Address: 12176 SW Garden Place City, State, Zip: Tigard, OR 97223 Contact Name: Justin Peterson Telephone Number: (904)753 -0278 E -mail address: Justin®colossaechurch.org 1. Request (express in whole dollar amounts only) Cash $ 10,000.00 In -Kind Services -hours (use of City property, City staff support, etc. Please explain the services requested on a separate sheet) 0 Total Request $ 10,000.00 2. Purpose of Funding Request: The formal request of 10,000 dollars is on behalf of Compassion Tigard Clinic. Compassion Tigard is a one -day catalytic health clinic led by local faith based organizations, in collaboration with the Tigard- Tualatin School District and held at Tigard High School. This clinic offers free medical, dental, podiatry and chiropractic care, as well as free immunizations. In addition to all of these services, and with the help of Lenscrafters, we offer free vision screenings and free prescription eyeglasses. There is also a social service expo throughout the day for local non - profits and organizations to network and make their' services known to the community. The funding, if granted by the City of Tigard, would greatly assist Compassion Tigard in meeting the vast growing need for cost -free health services in our city. Last year we were able to provide more than 800 guests with basic medical and dental services. While this may seem like a large number, we had to turn many people away. By 8am (doors opened at 7am) we had booked every available appointment for the day. Our goal this year is to not have to turn away anyone from getting his or her basic needs met. This, of course, is only possible with the right amount of funding. With the funding from the City of Tigard we would be able to expand our dental area and offer even more services. 3. How will this event benefit the Tigard Community? Please see attached letter of recommendation from Susan Stark Haydon (Director of Community Relations) and Susan Salkield (Director of Safe Schools /Healthy Students). They clearly articulate the overwhelming benefits of Compassion Tigard for the Tigard community. 4. How many Tigard residents do you anticipate participating in this event (or these events)? T act year we had over 1,100 people on Tigard High's campus participating in some manner with Compassion Tigard. Most people (around 800) were there to receive some service offered, and the rest were volunteers from the community who came out to serve. Considering this is an event offered to any family living in the Tigard - Tualatin School District, it is difficult to say with certainty how many of the participants lived within Tigard city limits. Considering that most of the volunteers were from Tigard, a conservative estimate could be made that over half of the total participants were residents of Tigard. For Compassion Tigard 2011, we are expecting a much higher number for a couple of reasons. One, last year was our first year hosting this event and we anticipate more people showing up who simply did not know about the event last year. And two, with your financial help, we will be able to expand our dental area and not have to turn any guests away from being served. 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. ** (Please see attached sheet) b. Audit report or financial statements for the last fiscal year. ** (Have not been audited as an organization) c. Articles of Incorporation.* (Please see attached sheet) d. 501(c)(3) status.* (Please see attached sheet) e. Organization Bylaws* (Please see attached sheet) * Information not required if it has been submitted at least once in the last five years. ** Lack of adequate financial information could result in denial of request. An electronic version of this application is available by contacting Liz Lutz at Lizbetb @tigard- or.gov. i ---. ---....\, Tigard - Tualatin School District 23J w Larry Hibbard Administration Center SW Sandburg Street Tigard, Oregon 97223 I 6960 503-431 -4000 - fax 503-431 -4047 J www.ttsd.k12.or.us Feb. 8, 2011 Dear Members of the Tigard City Council, I would like to express our great appreciation for the work of Compassion Tigard in offering the Tigard Compassion Clinic on October 30, 2010. This was greatly beneficial for hundreds of students and families in the Tigard- Tualatin School District who would not otherwise have had access to medical care, dental care, flu shots, immunizations, vision checks and glasses, all of which were offered at no charge. The Tigard - Tualatin School District partnered with Compassion Clinic to provide facilities, publicize the event to students and families in our district, help with outreach to non- English speaking families, and to ensure links to in- district resources. These included Oregon Healthy Kids Outreach Workers, the district's Caring Closet, mental health services, drug and alcohol prevention programs and pant education workshops. An added benefit was that our Oregon Healthy Kids Outreach Workers were able to make contact with many families who might not have known that their children were eligible for health care benefits and help them with the application process. We could not have been more impressed with the great organization of the event, the tremendous number of community volunteers participating, and the respect and care members of our community received. The medical and dental services provided were of Incalculable value, as evidenced by the large numbers of people who arrived hours early, as evidenced . by the long lines of the many adults and families waiting for a chance to receive services they would not otherwise have had access to. The Tigard Tualatin School District is delighted with the opportunity to be part of this excellent community school collaboration and to continue its partnership in offering the Tigard Compassion Clinic in fall 2011. We urge your support of Compassion Tigard's proposal to expand services in 2011 in response to the great community need for this event. Please feel free to contact me at ssalkield@ttsd.k12.or.us or by phone at 503.413.4133 if any additional information would be helpful. Sincerely, , j ,,e,ake, A-44, - r "" / Susan Salkield Susan Stark Haydon Safe Schools /Healthy Students Project Director Director of Community Relations 12:24 Compassion ..onnect, Inc. 01/25/11 Accrual Basis Transaction Detail By Account Date Jar> ry through Decenar 4000 Contributions 4000.05 General Donations 4000.07 Compassion Clinics 4000.07.11 Tigard 08/13/2010 1114 Janet Smith 08/16/2010 1115 Greg Richardson 08/16/2010 1118 Ryan Windle 09/09/2010 1182 Chris & Lisa West 09/15/2010 1138 Sherrie L. & Raymond R. Robinson 10/19/2010 1202 First Baptist Church of Tigard 10/19/2010 1203 Luis Palau Association 10/19/2010 1204 Matthew O'Donel 11/11/2010 1239 Rolling Hills Community Church Total 4000.07.11 Tigard Total 4000.07 Compassion Clinics Total 4000.05 General Donations Total 4000 Contributions TOTAL Page 1 of 3 •4' • 12 :2 Compassiok..onnect, Inc. 01/25/11 Accrual Basis Transaction Detail By Account January thr9ott 9sgur 2010 Name Phone 4000 Contributions 4000.05 General Donations 4000.07 Compassion Clinics 4000.07.11 Tigard 11707 Lakeside Place Dr Houston TX 77077 26061 Charonne Ct. Valencia, CA 91355 661- 288 -1215 8500 SW Birth St Tigard, OR 97223 503- 747 -8319 12810 Monterey Circle Anchorage AK 99516 9920 Branding Iron Drive Cheyenne, WY 82009 -8626 DBA Grace Point Community Church 11075 SW Gaarde Street Tigard, OR 97224 503 -639 -3913 PO Box 50 Portland, OR 97207 - 9907 503 -614 -1500 8305 SW Fanno Creek Dr. Tigard OR 97224 503-351 -6100 3550 SW Borland Rd. Tualatin, OR 9706206772 503- 638 -5900 Total 4000.07.11 Tigard Total 4000.07 Compassion Clinics Total 4000.05 General Donations Total 4000 Contributions TOTAL Page 2 of 3 12:2t Compassion. ,onnect, Inc, 01!25111 Accrual Basis Transaction Detail By Account Memianuary through c�rn> nber nae 4000 Contributions 4000.05 General Donations 4000.07 Compassion Clinics 4000.07.11 Tigard Contributions and Donations (CT) 50.00 50.00 Contributions and Donations (CC) 100.00 150.00 Contributions and Donations (CT) 2,000.00 2,150.00 Contributions and Donations (CT) 100.00 2,250.00 Contributions and Donations (CT) 30.00 2,280.00 Contributions and Donations (CT) 1,000.00 3,280.00 Contributions and Donations (CT) 4,000.00 7,280.00 Contributions and Donations (CT) 2,000.00 9,280.00 Contributions and Donations (CT) 500.00 9,780.00 Total 4000.07.11 Tigard 9,780.00 9,781100 Total 4000.07 Compassion Clinics 9,780.00 9,780.00 Total 4000.05 General Donations 9,780.00 9,780.00 Total 4000 Contributions 9,780.00 9,780.00 TOTAL 9,780.00 9,780.00 Page 3 of 3 • • Compassion Tigard Profit & Loss All Transactions December 30, '10 Previous Balance 2,665.96 Income 10,280.00 4000 • Contributions 10,280.00 4020 • Non - Contributions 0.00 4020.06 • Sate of Food 0.00 4020.10 • Sale of Books 0.00 4020.16 • Sate of Audio 0.00 4020.20 • Sale of Video 0.00 4020.25 • Sale of Purchased Assets 0.00 4020.30 • Sale of Contributed Assets 0.00 4020.36 • Event Admission 0.00 4020.40 • Seminar Admission 0.00 4020.46 • Fellowship Functions_ 0.00 4020.50. Interest 0.00 4020.55 • Miscellaneous 0.00 4020.60. Fundraiser 0.00 4020.65 • Refund/Reimbursement 0.00 4020.70 Funds Transfer 0.00 4030 • In -Kind Donations 0.00 Expense 8,368.47 6000 • Administrative Support 1,325.95 6000.05 • Bank Fees 0.00 6000.10 • Appreciation 131.90 6000.15 • Contract Labor 0.00 6000.20 • Telephone 0.00 6000.25• Insurance 0.00 6000.30.Office Equipment - Purchase 0.00 6000.35.Office Equipment - Rental 0.00 6000.40.Office Equipment - Maintenance 0.00 6000.45.Office Supplies 159.65 6000.50. Computers 0.00 6000.61 • Computer Software 0.00 6000.62 • Computer Hardware 0.00 8000.63 • InternetlE- mail/Website 0.00 6000.55 • Vehicle Expenses 0.00 6000.60 • Legal (Contracts/Leases /etc.) 0.00 6000.65 • Postage 0.00 6000.70 • Photocopies 0.00 6000.75 • Meeting Expenses 34.40 6000.80 • Facility Rentals 0.00 6000.81 • Building Rentals 0.00 6000,82 • Unit Rentals 0.00 6000.85 • Miscellaneous 300.00 6000.90 • Clinic Membership Fee 700.00 6006 • Prayer Team 0.00 Page 1 of 8 Compassion Tigard Profit & Loss All Transactions December 30„10 6005.05 - Volunteer Recruit 0.00 6005.10 • Networking/Communications 0.00 6005.15 • Prayer/Worship Events 0.00 6010 - Medical Team 0.00 6010.05 • Prescriptions 0.00 6010.10 • Medical Equipment/Units 0.00 6010.15 • Volunteer Recruit 0.00 6010.20 • Medical Records 0.00 6010.26 • Networking/Communications 0.00 6015 • Dental Team 600.00 6015.05 - Prescriptions 0.00 6015.10 • Dental Equipment/Units 600.00 6015.15 • Volunteer Recruit 0.00 6015.20 • Dental Records 0.00 6015.25 • Networking/Communications 0.00 6020. Hospitality Team 3,400.91 6020.05 • Food 3,400.91 6020.10 • Volunteer Recruit 0.00 6020.16 - Equipment/Units 0.00 6020.20 - Decorations 0.00 6025 • Interpreters Team 0.00 6026.06 • Volunteer Recruit 0.00 6025.10 - Training 0.00 6026.15 • Networking/Communications 0.00 6030 • Social Services Fair Team 65.07 6030.05 - Fair Decorations 65.07 6030.10 • Volunteer Recruit 0.00 6030.15 • Networking/Communications 0.00 6030.20 • Seminars 0.00 6030.25 Fair Activities 0.00 6035 • Equipment Management Team 145.42 6035.06 • Volunteer Recruit 0,00 6035.10 • Networking/Communications 0.00 6035.16 • Equipment/Units 145.42 6040 • Parking /Security Team 0.00 6040.05 • Volunteer Recruit 0.00 6040.10 • NetworkinglCommunications 0.00 Page 2 of 8 Compassion Tigard Profit & Loss All Transactions December 30, '10 6040.16 Equipment/Units 0.00 6045 • Shuttle Service Team 0.00 6045.05 • Volunteer Recruit 0.00 6045.10 ' Networking/Communications 0.00 6045.16 • Equipment/Units 0.00 6050 • Follow -Up Team 29.95 6050.05 Volunteer Recruit 0.00 6050.10 • Networking/Communications 0.00 6050.15 • Equipment/Units 29.95 6050.20 • Follow -Up Activities 0.00 6065 • Public Relations Team 2,574.95 6055.06 • Media Netwarking/Communlcatlons 0.00 6055.10 • Printed Networking /Communications 727.00 6055.15 • Signs 0.00 6055.20 • T- Shirts 1,847.95 6066.25 • Volunteer Recruit 0.00 6056.30 • Equipment/Units 0.00 6060 Leadership Team 0.00 6060.05 Insurance 0.00 6060.06 • Unemployment Insurance 0.00 6060.07 • Worker's Compensation Insurance 0.00 6060.10 OR - WBF Assessment 0.00 6060.15 • Staff Compensation 0.00 6060.16 • Base Salary 0.00 6060.17 • Housing Allowance 0.00 6060.18 • Medical Allowance 0.00 6060.19 - Life Insurance Allowance 0.00 6060.30 • Recruiting & Others 0.00 6060.35 • Meeting Costs 0.00 6060.40 • Mileage 0.00 6060.45 • Retreats 0.00 6060.50 • Accountability Plan Expenditures 0.00 6060.60 • Networking /Communications 0.00 6060.65 • Volunteer Recruit 0.00 6060.70 Equipment/Units 0.00 6060.75 • Fundraisers 0.00 6065 • Children's Ministry Team 226.22 6065.06 • Toys/Activity Items/Give -Aways 226.22 6065.10 • NetworkInglCommunications 0,00 6065.15 • Volunteer Recruit 0.00 6065.20 • Equipment/Units 0.00 Page 3 of 8 Compassion Tigard Profit & Loss All Transactions December 30,'10 6065.25 - Security 0.00 6070 • Financial Team 0.00 6070.06 • Computer Software 0.00 6070.10 • Computer Hardware 0.00 6070.15 • Networking/Communications 0.00 6070.20 - Equipment/Units 0.00 6080 • In -Kind Donations 0.00 Total Income 10,280.00 Total Expense 8,368.47 Net Income 1,911.53 Page 4 of 8 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 - 639 -4171 FY 2011 -12 COMMUNITY EVENTS FUNDING REQUEST Due: February 11, 2011 Event Name: City of Tigard Dog Park Community Events Website: www.tigarddogpparks.org Address: 11774 SW 125 Ct. City, State, Zip: Tigard, OR 97223 Contact Name: Chris Garsteck Telephone Number: (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 manage off -leash dog parks in the City of Tigard. This request is for funds to support the community events organized by the Committee at the off -leash dog parks and for human/canine educational materials which are available at the dog parks and on our website. The Dog Park Committee continues to be very grateful to have received previous grant funding. We strive to be good stewards of the funds for the benefit of the 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. Last summer's event was held on July 17, 2010. Attached is a copy of the advertising flyer for that event and The Tigard Times newspaper article about the event. The event featured City of Tigard representatives that provided information about the renovation of Ash Ave dog park and ways for folks to get involved with local neighborhood citizens group. K -9 Police units from both the City of Tigard and Washington County attended the event and shared their stories with the audience. Community Pet Clinic in Tigard provided advice on canine health issues. Also in attendance was a professional dog groomer, Washington County Animal Services, BARK Busters, Dove Lewis Emergency Pet Hospital and Washington Tigard Dog Park Grant Application Page I of 5 County Clean Water Services. Two other Tigard businesses, Indoor Dog Park and At Home Doggy DayCare gave attendees lots of information about their doggie services. PetUtopia handed out discount coupons for everyone. It was a fabulous event that was attended by about 150 people and their canine companions. `Musical hula - hoops' (canine version of musical chairs) was an event favorite and provided entertainment for both the game participants and the onlookers. The date for the next Dog Days of Tigard is scheduled for July 16, 2011. Grant funds will be used for creating advertising flyers and raffle /game prizes to supplement merchant donations. $225 Halloweens Do and Owner Costume Contest:` Many 'true' Oregonians braved the rainy weather and dressed up their canine companions to compete in the Annual Halloween Costume Contest at Potso Dog Park. The distinguished panel of judges at the 2010 event included Mayor Craig Dirksen, Dr. Bianca Shaw from Back on Track Veterinarian Rehab Center and Chief of Police Alan Orr. Tigard businesses also supported this event. Colleen Leach of Bowser's Bath (self service dog wash) located on Pacific Hwy donated a gift certificate for a Complete Self Service Dog Wash ($18 value). Greg White of Davidson's Casual Dining, located on Pacific Hwy, donated homemade doggie biscuits along with a coupon for a free root beer float for every contestant. Prizes were awarded for Best Overall Costume, Best Owner Participation Costume, Best Theme Costume, and Best Originality Costume. 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 2011 scheduled event. $125 Office $iipplies i Educational flyers are posted at the dog parks throughout the summer. The flyers are printed on colored paper to draw dog owner's attention to them. Approximately 75 -100 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 dog parks in the City of Tigard is made available at all of the dog parks. Grant funds will be used for laminating sheets, print cartridges and paper. $50 Tigard Dog Park Grant Application Page 2 of 5 3. How will this event benefit the Tigard Community? The dog parks in Tigard bring people together in the community. This happens on a daily basis when users meet with their canine companions as well as at our community events. In the past few months, users were urged to email the Parks and Recreation Advisory Board (PRAB) to let them know why it was so important to recommend purchase of the Potso property to the Tigard City Council. Here are excerpts from the emails that PRAB received: + Very happy to know there is a pursuit for the city to purchase the land for Potso Dog Park. We need to have this to provide a safe place for humans and dogs to exercise and play together since dogs are such members of our families anymore. Be the precedent for all of Oregon! For the love of dogs, April • Because I have a small dog, and I meet local residents every day who also have small dogs, there seems to be a unanimous feeling that Tigard needs to have a dog park like the one at Summerlake, open most of the time, for smaller dogs. I (and many, many others!) would greatly appreciate your taking this suggestion under consideration. Thank you, Carol Stone + I am one of those Tigard folks who is so grateful for Potso Dog Park. I moved to Tigard from Multnomah Co in 2007 and discovered that park. I love it, the people are great and I appreciate the City efforts to maintain it. I really hope it continues. I love living in Tigard -I tell everyone to move here. Thanks, Susan Harris 8735 SW 75th Ave, Tigard ❖ I would like to share my support and appreciation to the City of Tigard. The recent purchase of this park is wonderful for so many of us who have dogs and need space for them to have exercise and socialization (including the owners too). For the past 3 years I have been a regular visitor and hope to continue if possible. Thank you very much. Sandra Camara (503) 520 -1794 ❖ Potso is a fantastic asset to our metro area and has been a lifesaver for me as the owner of three Portuguese Water Dogs over the past decade. It's probably done more for ME than the dogs! The location, access, size, and most importantly, the small dog park for the little guys, is a tremendous asset to all of us on the West Side. Thank you, Ruth Feiring •3 As a member of the Tigard Dog Park Committee, I hope the Tigard Parks and Recreation Board can appreciate the high volume usage of this park, and how important it is to dog owners in Tigard, including Lake Oswego, Beaverton and Tualatin. This potential purchase has been a "hot" topic at the park, with everyone very concerned the purchase will not go through....then "what will we do" is the response. The park is a critical service to dog owners is so many ways. It enables good socialization of the dogs, a place for the dogs to get proper and needed exercise and run and play to their hearts content (walking just does not do that), allows seniors and ADA folks to exercise their dogs in a safe environment. Sincerely, Nancy Wiles Tigard, OR. ❖ I am a resident of Tigard. My dog Mosley and I are regular visitors to Potso Dog Park. This park is very important to us. I appreciate being Tigard Dog Park Grant Application Page 3 of 5 able to visit a park close to home that is a safe and fun place for my dog to play and for me to socialize with my neighbors. I am a new dog owner and would not have found so many great pet owner resources without the support of the people I met at Potso. It is very important for the Parks and Recreation Advisory Board to continue the pursuit of the land purchase for Potso as part of the bond measure in the City of Tigard. Also, if this park becomes permanent, it would be amazing to have lights installed. Thank you for your consideration. Brooke Lowe •:• I would like to add my name in support of the Potoso Dog Park. I am a regular user of this park and look forward to good weather so my dog and I can take advantage of the facility. I voted for the aquisition of land for parks in our community. This one is used by so many people, I felt sure you would take advantage of it being for sale at this time. Please provide for those of us who have dogs and need a off leash park for our pets. Thank you, Carolyn Barker + Just a note to let you know how much my customers appreciate Potso Park, and that they would love to have the city purchase the land to be able to have the dog park permanently. I just adopted a dog who spent time at Potso during his foster time. He really needs a lot of exercise, and his foster mom didn't have the space to let him run to his heart's content.. She took him to Potso, and he ran the big dogs ragged! Many of my customers come in, and see someone they recognize from Potso, so I know it has a huge following! It also helps build a sense of community for dog lovers. Warmest Regards, Margie Vincent - Roberts, PetUtopia 8670 SW Scholls Ferry Rd. These comments from Tigard residents and a business owner speak volumes in regards to what the dog parks bring to the Tigard community. 4. How many Tigard residents do you anticipate participating in this event (or these events)? For the year 2010, participation has been between 20-60 residents at each event (Dog Days of Tigard and the 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 mails, 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. Tigard Dog Park Grant Application Page 4 of 5 5. Please submit the following information with this request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. ** SEE ATTACHED b. Audit report or financial statements for the last fiscal year.** SEE ATTACHED c. Articles of Incorporation.* The Tigard Dog Park Committee is not incorporated. d. 501(c)(3) status.* The Tigard Dog Park Committee does not have 5010(3) status. e. Organization Bylaws.* See above. * Information not required if it has been submitted at least once in the last five years. * * Lack of adequate financial information could result in denial of request. An electronic version of this application is available by contacting Liz Lutz 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 2010 advertising flyer 3. The Times Newspaper article on the Dog Days of Tigard 4. Halloween Costume Contest 2010 advertising flyer 5. The Times Newspaper article on the Halloween Costume Contest Tigard Dog Park Grant Application Page 5 of 5 General Ledger Detailed Trial Balance n User: kathyge Printed: 02/08/2011 - 8:54 Period 1 to 8, 2011 rL'C ��' Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Balance 100 GENERAL FUND LIABILITIES 100- 0000 -23308 Dog Park Trust Account 08/04/2010 CR 02 000062 Cash Receipts Batch 304.08.2010 0.00 30.00 08119/2010 CR 02 000282 Cash Receipts Batch 419.08.2010 0.00 196.95 100 - 0000 -23308 Totals: (1,965.79) 0.00 226.95 (2,192.74) 100 -0000 LIABILITIES Totals: (1,965.79) 0.00 226.95 (2,192.74) LIABILITIES Totals: (1,965.79) 0.00 226.95 (2,192.74) 100 Totals: 0,00 (1,965.79) 0.00 226.95 (2,192.74) Report Totals: 0.00 (1,965.79) 0.00 226.95 (2,192.74) GL - Detailed Trial Balance ( 02/08/2011 - 8:54) Page 1 General Ledger �_ . z,q f r Detailed Trial Balance User: kathyge Printed: 02/08/2011 - 8:52 T l C r / . h =D Period 1 to 8, 2011 ' Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Balance 100 GENERAL FUND LIABILITIES 100- 0000 -23307 Dog Park Social Service Grant 07/13/2010 GL 01 000155 FY 10/11 Dog Park Donation 0.00 400.00 100-0000 -23307 Totals: (282.23) 0.00 400.00 (682.23) 100 -0000 LIABILITIES Totals: (282.23) 0.00 400.00 (682.23) LIABILITIES Totals: (282.23) 0.00 400.00 (682.23) 100 Totals: 0.00 (282.23) 0.00 400.00 (682.23) Report Totals: 0.00 (282.23) 0,00 400,00 (682.23) GL - Detailed Trial Balance ( 02/08/2011 - 8:52) Page 1 General Ledger Detailed Trial Balance ill User: kathyge Printed: 02/08/2011 - 8:58 Period 1 to 12, 2010 TIGAK.I Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Balance 100 GENERAL FUND LIABILITIES 100- 0000 -23308 Dog Park Trust Account 07/20/2009 CR 01 000273 Cash Receipts Batch 420.07.2009 0.00 117.63 07/28/2009 CR 01 000425 Cash Receipts Batch 428.07.2009 0.00 20.00 09/14/2009 CR 03 000179 Cash Receipts Batch 414.09.2009 0.00 293,41 09/30/2009 GL 03 000514 9/23/2009 -ABOVE ALL FEN /211137 1,700.00 0,00 10/08/2009 GL 04 000506 Dog Park Supplies /211070 48.98 0.00 01/26/2010 CR 07 000349 Cash Receipts Batch 426.01.2010 0,00 10.00 04/15/2010 GL 10 000496 Website Maint Fee (Dog/217939 83.76 0.00 100 -0000 -23308 Totals: (3,357.49) 1,832.74 441.04 (1,965.79) 100- 0000 LIABIL1TthS Totals: (3,357.49) 1,832,74 441.04 (1,965.79) LIABILITIES Totals: (3,357.49) 1,832.74 441.04 (1,965,79) 100 Totals: 0.00 (3,357.49) 1,832.74 441.04 (1,965.79) Report Totals: 0.00 (3,357.49) 1,832.74 441.04 (1,965.79) GL - Detailed Trial Balance ( 02/08/2011 - 8:58) Page 1 y.,, - General Ledger Y r -1 Detailed Trial Balance User: kathyge v Printed: 02/08/2011 - 8:56 »;t Period 1 to 12, 2010 T 1 G � h L� ; Account Number Description Budget Beginning Balance Debit This Period Credit This Period Ending Balance 100 GENERAL FUND LIABILITIES 100- 0000 -23307 Dog Park Social Service Grant 100- 0000 -23307 Totals: (282.23) 0.00 0.00 (282.23) 100 -0000 LIABILITIES Totals: (282.23) 0.00 0.00 (282.23) LIABIL17mS 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) GL - Detailed Trial Balance (02/08/2011- 8:56) Page 1 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503- 639 -4171 FY 2011 -2012 COMMUNITY EVENTS FUNDING REQUEST Due February 11, 2011 Event Name: TIGARD AREA FARMERS MARKET Address: PO BOX 230421 City, State, Zip: TIGARD, OR 97281 Contact Name: KIM MARSHALL, MARKET MASTER Telephone Number: 503 -639 -2900 E -mail address: tafmmail @gmail.com 1. Request (express in whole dollar amounts only) Cash $8,500.00 In -Kind Services (use of City property, City 0.00 staff support, 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: • Three canopies necessary to conduct food preparation demonstrations during the Farmers Market (Estimated cost: $600) • Other furniture and equipment for food demonstrations such as a sound system, portable cook top, utensils, etc., (Estimated cost: $1400) • Hand washing station to faciliate food demonstrations and related plumbing upgrades (Estimated cost: $2500) • Demonstrators (estimated $1000) • Cost of food for demonstrations (estimated $1000) • Advertising and outreach (estimated $2000) 3. How will this event benefit the Tigard Community? In 2011 the Tigard Area Farmers Market (TAFM) hopes to expand upon our healthy eating demonstration program as part of our overall goal of being a community gathering place and resource for sustainability. Specifically, we will present educational demonstrations throughout the TAFM season (May - October) on the benefits of eating locally. We will staff a "Farm to Family" booth with experts in eating and growing fresh local foods, how to prepare those foods even on a limited budget and other aspects of sustainable living. Our goal is to communicate the benefits of eating locally: 1. Local foods Are Fresher and taste better. 2. Local foods are seasonal. 3. Local foods usually have less environmental impact. 4. Local foods preserve green space & farmland. 5. Local foods promote food safety. 6. Local foods support our local economy. 7. Local foods promote variety. 8. Local foods create community. The later point is particularly important to us since we consider one of our primary purposes is to provide a community gathering place. Our outreach efforts will include providing our school district, City of Tigard, Neighborhood Network web sites, TAFM website, local businesses, and media with information on our program and healthy eating tips. 4. How many Tigard residents do you anticipate participating in this event (or these events ?) Approximately 100 residents per week for 26 weeks (over 2500 residents) 5. Please submit the following informaiton 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 ballances, 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 * (has been submitted in the last five years) d. 5019(c)(3) status* (has been submitted in the last five years) e. Organization Bylaws* (has been submitted in the last five years) *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. 2/11/2011 2 93- 1247459 TAFM FINANCIAL COMPARISON Prepared By 2003 - 2011 Stan Baumhofer 503 - 709 -7669 A B C D E ! F G H I J I K L 1 Description 2003(11 2004(1) 2005(2) 2006(2) 2007(2) f 2008(2) 2009(3) 2010(3) Pin,;,'.*,..`. ; 2 Receipts Bud •et 1 4 3 Vendor Space Fees(net) 30,651 33,889 39,069 40,834 37,706, 33,365 35,366 42,000 it .f ?, ;,4 4 Grants ** } U ate;: „ 1,500 13,000 12,000 is d - .' - < 5 Total Receipts 30,651 33,8891 39,069 40,834 37,706 34,865 48,366 54 000 €hi;: t.�.�{,.:' 6 t ri' i ilt ,� ii �'�,ill 7 Expenses 1 p�)jiii i' ','z1 8 Private Contractors 20,950 18,910 23,219 22,238 21,500 20,077 18,013 26,000 i ;1�� ; w ',5 12 +6 +6 +2 9 Rent, Utilities & Maint. 2,533 1,295 4,372 2,511 1,271 2,474 1,300 `rN; � It; �l F 10 Printing & Postage 1,638 428 389 361 244 181 368 650 ti`: i dig 11 De • reciation 3,000 3,000 3,000 3,000 3,000 3,000 3,700 3,7001 ,hl l':, '. 12 Insurance 1,179 1,240 1300 653 977 685 670 1,200 fi'li�t'i ry 13 Market Entertainment 2,195 2,639 2,885 4,300 3,800 4,250 75 2,600; tf ib ; ;' 14 Licenses & Permits 100 100 75 152 168 208 130 260 ail ,t Efi l ��r 15 Lot Sweeping 362 135 13 _ 600 �-;it- Ps;`:)r 16 Auto 231 225 319 _ 120 ` n i3 `' 4 irit�. �_ 17 Iszuzu Van _ 3,304 1,300 Mil „U,,ari 18 Restrooms 1,355 1,539 1,780 1,495 1,500 1,335 1,800 l � =�V`r: "''�''%- tolo�Ui ��li irsr��;�;r;;,y, 19 Supplies 1,607 2,824 1,378 2,234 1,156 931 1 200 S � 0 _� °�'; 1, 20 Advertisin • & Signa • e 2,188 1,462 2,053 1,904 2775 2,138 3,000 ry: ti?lw' Tk< `�j;` <� 21 Parking Lot i -' p� ` ' `i, i 100 +50x26 9 870 1,200 1,245 1,200 1,300 1,300 i; �j;;,,.,�,, ; ,,� , . r . 22 Web Site & Cr Cd Proc 1,042 808 1,200 roll ui( �j� 23 Acct. & Tax Return 1,360 1,200 (c��i a.� . 'y ; ; � a ; , � 24 Demo - Healthy Food 6,000 )ii``; f j ? (?ii? 25 Tokens Outstandin • 170 -934 -1 gu : o : ;;;016 e) ` '!. i r r � yo� :l; 47 5 00 �`°1 26 Civic Fundraising ,,j i ii. 27 Other Misc 2,301 2,366 3,112 3,042 2,659 1,488 1,618 570,x= ,..:.,vi;_�;�:� 28 Total Expense 31,826 32,054 39,312 41,500 39,078 37,345 37,761 53,500,i)oil %'I � E ;( 29 - ,I ;}r l . 30 Excess or (Deficit) (3,476) (531) (3,355) (3,708 (4,031) (4,138) 10,605 500 la ,,,t -. � & 1p0.1 .)` ' i4M,vi1 lrj L, 31 i t y L ; y' ifit, - 32 Total Assets 12/31 27,273 26,742 23,144 19,717 15,372 11,532 22,170 15,000 4:!.1 „ 4r,o3; 33 Cash On Hand 1 3,273 5,742 5,144 4,717 3,372 2,532 9,870 5,000 f ;i � i ;P 0 # l ; l ,i 1 , *„ r 35 Grant detail -line 4: i a R ,, :l . r 1;� .GJ�i i4' :ul�,:., 36 New Seasons 1 500 1,500 _ 1 i if,4 , a•• f 37 City Ti•ard 8,500 8,500 t; , 1 , ` a 'K _ ` f 38 Crown Carpets - _ 3,000 - ! rti• l 'iit( / 4. SOURCE: (1)Tax Return Form 990 -EZ 2011 Budget #1 (2)Tax Return Form 1120 Schedule Rev. 'x+-11 (3) Corp. Acct Records vb t� 10:44 Ann TAFM 02/09/11 Balance Sheet Cash Basis As of December 31, 2010 Dec 31, 10 ASSETS Current Assets Checking/Savings 1105 - Wells Fargo General 1108 • Wells Fargo N/S 1,242.08 1107 • Wells Fargo Savings 9290 1, 61.65 1108 • Wells Fargo Savings 9308 61177.71 617.71 Total Checkinglsavings 4,211.15 Total Current Assets 4,211.15 Fixed Assets 1210 • Building -Net 1211 • Building #1 Original Cost 25,000.00 1212. Building Depreciation -22,500.00 Total 1210 - Building -Net 2,500.00 1250 • FF&E #1 Net 1251 • FP & E #1 Original Cost 5,000.00 1252 • FF&E Depreciation 91 - 4,500.00 Total 1250 • FF&E #1 Net 500.00 1260 • Furniture Fixture & Equipmenl#2 1262 • F F & E #2 Depreciation 1280 • Furniture Fixture & E ul -1,120.94 q Z -Other 6,120.94 Total 1260 • Furniture Fixture & Equipmenf#2 5,000.00 1280 • Vehicles 1281 • Van, Izuzu, UD18,000 7,000.00 1282 • Van, lzuzu Depreciation -1,400.00 Total 1280 • Vehicles 5,600.00 Total Fixed Assets 13,600.00 TOTAL ASSETS 17,811.15 LIABILITIES & EQUITY Equity 2510.Opening Bal Equity 2520 • Retained Earnings 24,985.09 Net Income - 2, Total Equity 4.358.97 17,811.15 TOTAL LiABILII7ES a EQUITY 17,811.15 Page 1 • 0 10:46 AM TARA 02/09/11 Profit & Loss Cash Basis January through December 2010 Jan - Dec 10 Ordinary Income/Expense Income 3100 • Space Fees Weekly 33,922.00 3700 - Grants Received 8,500.00 Total Income 42,422.00 Expense 4100 • Contract Labor 4110 • Market Manager 4120- Assistant Manager 15,600.00 4130 • Community Marking Manager 2,500.00 Total 4100 • Contract Labor 18,600.00 4200 - Advertising 4201 • onside company advertising 1,254.00 4200 • Advertising - Other 6,694.40 Total 4200 • Advertising 7,948.40 4207 - Speical Community Events 538.45 4210 • Insurance 2,826.00 4216 - Licenses and Permits 192.50 4220 • Market Entertainment 475.00 4225 • Automobile Expense 67.32 4228 - Delivery Truck 2,306.70 4230 - Market Supplies 397.30 4235.Office Supplies 107.10 4240 • Parking Lot 4241 • Parking lot setup expense 1,140.00 4240 - Parking Lot - Other 2,700.00 Total 4240 - Parking Lot 3,840.00 4256- Postage and Delivery 105.00 4260 • Printing & Copying 111.48 4265 - Professional Development 469.00 4270 • Professional Fees 500.00 4280 - Repairs- Building & Equipment 226.50 4282 • Restroom Rental/Supplies 1,335.91 4290 - Telephone 1,323.96 4300. • Volutteer Expense 1,105.00 4306 - Web Hosting 375.60 4310 • Depreciation Expense - Building 2,500.00 4315 • Depreciation-FF & E 4316 • Depriclation Vehicles 1,700. 343.00 548. 4320 - Bank Service Charges 343.15 5 4322 • Credit Card Processing Fees 4326 - Dues and Subscriptions 548.35 430.00 Total Expense 48,993.66 Net Ordinary income - 6,571.66 Other Income/Expense Other Expense 5010- Clearance - Plastic Card - 2,212.69 Total Other Expense - 2,212.69 Net Other Income 2,212 69 • Net income -4,358.97 Page 1 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 -718 -2487 FY 20]1 -12 COMMUNITY EVENTS FUNDING REQUEST Due: February 11. 2011 Event Name: Tigard High School All Night Drug and Alcohol Free Grad Night Celebration Address: PO Box 23664 City, State, Zip: Turd, OR 97281 -3664 Contact Name: Debbie Walker Telephone Number: 5036204911 cell: 503 -703 -9694 E -mail address: debbie.walker@samtnedical.com 1. Request (express in whole dollar amounts only) Cash $2,00.00 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 We are requesting this grant to help pay for the grad night celebration. As an all parent committee, we get no funds from the school district so it is up to our committee to raise all the funds for this event. This event cost between $24,000 to $30,000 to put on. This money comes from fundraising events, event ticket sales, donations from parents and local business and grant awards. The money is used to pay for the site of the party, food, activities and entertainment, and prizes. 3. How will this event benefit the Tigard Community? This event brings so many parents and local businesses together who volunteer their time and money to make this event happen. The Community benefits from allowing the graduates a safe, supervised and fun -filled night to celebrate their achievements. In other words, they are off the streets and not partying with drugs and alcohol They will live to see a brilliant future after their graduation of high school 4. How many Tigard ;residents do you anticipate participating in this event (or these events)? We hope to have 300 graduates attending the celebration. We will also have 30 -50 parent event volunteers working the event as chaperones on the buses or activity volunteers. Our planning committee is also made up of 26 parents. We also have many parents and local businesses that volunteer their time, money or products. 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.* • I r Tigard High School 2011 Drug and Alcohol Free Graduation Party 2009 -2010 Actual /2010 -2011 Budget 2010 Actual 2011 Budget INCOME Ticket Sales $ 14,085.00 $ 16,000.00 Donations - Corporate $ 3,900.00 $ 4,500.00 Donations- Parents $ 535.00 $ 200.00 Donations THS Staff $ 997.00 $ - Fundraising - Balloon Festival $ 1,000.00 $ 1,000.00 Fundraising -50/50 Raffle $ 1,131.00 $ 1,200.00 Fundraising -Snack Shack $ 987.00 $ - Fundraising - Spring Fling $ 826.23 $ 1,100.00 Fundraising - Restaurants $ 232.99 $ 500.00 Grants -Juan Young Trust $ 1,500.00 $ 1,500.00 Grants- City of Tigard $ 2,000.00 $ 2,000.00 Income - Interest $ 0.54 TOTAL INCOME $ 27,194.76 $ 28,000.00 EXPENSES Refunds $ 150.00 $ 100.00 Site Rental $ 5,050.00 $ 5,500.00 Entertainment $ 12,625.00 $ 12,000.00 Decorations $ 508.86 $ 400.00 Food/Beverages $ 704.39 $ 1,000.00 Gifts/Prizes $ 4,214.88 $ 4,500.00 Advertising/Printing $ - $ 200.00 Postage $ 334.00 $ 350.00 Fundraising Expenses $ 528.50 $ 200.00 Bus Driver Gifts $ 187.16 $ 150.00 Bank Fees $ 27.32 $ 30.00 Miscellaneous $ 767.78 $ 500.00 TOTAL EXPENSES $ 25,097.89 $ 24,930.00 Net Income /(Loss) $ 2,096.87 $ 3,070.00 IF Page: 1 • Graduation Celebration Committee Year to Date Income Statement For the Twelve Months Ending June 30, 2010 Current Year Current Year Over/(Under) dert Variance Actual Budget Percent • Income Ticket Sales $ 14,085.00 $ 13,750.00 335.00 2.44 Donations - Corporate 3,900.00 5,000.00 (1,100.00) (22.00) 535.00 200.00 335.00 167.50 Donations - Parent 997 00 0.00 997.00 0.00 Donations- THS Staff 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 987.00 700.00 287.00 41.00 Fundraising - Spring Fling 828.23 3,000:00 (2,173.77) (72.46) Fundraising - Restaurants 232.99 0.00 232.99 0.00 Grants - Juan Young Trust 1,500.00 0.00 1,500.00 0.00 Grants - Tigard Turns the Tide 2,000.00 0.00 2,000.00 0.00 income - Interest 0.54 0.00 • 0.54 0.00 Total Income 27,194.76 - 24,650.00 2,544.76 10.32 Expenses • Refunds • 150.00 100.00 50.00 50.00 Site Rental 5,050.00 5,050.00 Entertainment 12,625.00 10,000.00 2,625.00 26.25 Decorations 508.86 200.00 308.86 154.43 -Food/Beverages . 704.39 500.00 204.39 40.88 Gifts/Prizes 4,214.88 5,000.00 (785.12) (15.70) Advertising/Printing 0.00. 500.00 (500.00) (100.00) Postage 334.00 600.00 (266.00) (44.33) Fundraising 528.50 0.00 528.50 0.00 Helper Gifts 187.16 400.00 (212.84) (5321) Bank Fees 27.32 0.00 27.32 0.00 Miscellaneous • 787.78 100.00 . 667.78 667.78 Total Expenses 25,097.89 22,450.00 2,647.89 11.79 Net Income/(Loss) - $ 2,096.87 $ 2,200.00 (103.13) (4.69) • For Management Purposes Only i r, ../.13,1,,,,_, il i�� Enriching our future by EST. 1970 --1 `':, preserving our past February 1, 2011 Mr. Toby LaFrance City Finance Office City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Mr. LaFrance, As President of the Tigard Historical Association it is my great pleasure to once again apply for a City of Tigard Events Grant. I have a long history with THA. I remember well when Elsie Ames sold the depilated John Tigard House for $1 to the newly formed THA for the express purpose of saving an important piece of Tigard cultural history. The restored house was placed on the National Historic Register in 1981. The house became Tigard's first museum, and TIGARD'S only historic home open to the public. The John Tigard House has been the site of fun, historically interesting events over its 30 -year history: The Old - fashioned Ice Cream Social, the Apple Harvest Festival, Curtis Tigard's Birthday Party and the Victorian Christmas Celebration. PHONE: 503 -639 -2857 MAIL: PO BOX 230402 TIGARD, OR 97281 LOCATION: JOHN TIGARD HOUSE - 103RD & SW CANTERBURY LANE TIGARD, OREGON EST. 197 Nil , + � Enriching our future by 74'1 preserving our past IAv These events take much planning and effort but we feel that we are providing good wholesome activities for the Tigard community. Enclosed you will find our Events Grant application and the requested support documents. I apologize for not being able to give our 2010, 2011 and 2012 budgets as an Excel spreadsheet. I recently purchased a new computer with Word 2007. I have yet to learn the new formatting for Excel. Sincerely, �/ Mary e er PHONE: 503-639-2857 MAIL: PO BOX 230402 TIGARD, OR 97281 LOCATION: TOHN TIGARD HOUSE - 103RD & SW CANTERBURY LANE TIGARD, OREGON CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503 - 718 -2487 FY 2011 -12 COMMUNITY EVENTS FUNDING REQUEST Due: February 11. 2011 Event Name: Tigard Historical Association 2011 Events: April 16 Curtis Tigard's 102nd Birthday Party; July 16 Old- fashioned Ice Cream Social; October 1 Apple Harvest Festival; December 3 Victorian Christmas Celebration. Address: John Tigard House, 10310 SW Canterbury Lane; Mailing address is P.O. Box 23040 City, State, Zip: Tigard, Oregon 97281 Contact Name: Mary Feller, THA President Telephone Number: 503 - 639 -1816 or Martha Worley at 503 - 747 -9856 E-mail address: mary.feller@frontier.com 1. Request (express in whole dollar amounts only) Cash $1500.00 In -Rind Services -bouts (use of City property, City staff support, $0.00 etc. Please explain the services requested on a separate sheet) Total Request $1500.00 2. Purpose of Funding Request: To help defray the costs of the four events: 102 Birthday Party of Curtis Tigard; July 16 Old - fashioned Ice Cream Social; October 1 Apple Harvest Festival; December 3 Victorian Christmas Celebration. 3. How will this event benefit the Tigard Community? All four events have common goals: L To provide a venue where all family members can interact with other Tigard community families or individuals 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 active 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 takes place on the grounds of the John Tigard House Museum. 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)? 800 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. Tigard Historical Association Budgets Income 2010 2011 2012 Actual Projected Projected Membership Dues $2111.00 $2000.00 $2000.00 Corp. Donations $245.00 $200.00 $200.00 Grants City of Tigard $1500.00 $1500.00 $1500.00 Other grants $5000.00 $0.00 $10,000.00 Investment income $4298.94 $4200.00 $4200.00 General Donations $446.29 $0.00 $0.00 Gift Shop $253.00 $250.00 $250.00 Total Income $13,854.23 $8,150.00 $17,950.00 Expenses Insurance $2564.00 $2600.00 $2600.00 Memberships $75.00 $100.00 $100.00 Office Supplies $18.57 $25.00 $25.00 Postage* $0.00 $0.00 $0.00 Printing $456.00 $600.00 $600.00 Professional Services $500.00 $500.00 $500.00 Annual Meeting $26.93 $50.00 $50.00 Curtis Tigard B -Party $25.66 $50.00 $50.00 Capital Improvements $0.00 $0.00 $50.00 The Collection $1000.00 $1000.00 $1000.00 Exhibitions $1828.00 $500.00 $500.00 Gift Shop Inventory $269.00 $0.00 $0.00 Repairs & Maintenance $0.00 $0.00 $10,000.00 ** Signage $0.00 $50.00 $50.00 Utilities /ADT $1824.04 $1900.00 $1900.00 Programs $343.75 $300.00 $300.00 TOtal Expenses $9328.82 $7725.00 $17,775.00 *There is no financial cost for postage at this time since we purchased $1000 worth of Forever stamps in 2009 when the postage was cheaper. * *In 2012, the John Tigard House will need restoration and exterior paint. Currently there are several areas of dry rot which will require restoration prior to applying new exterior paint. We hope to secure foundation grants rather than tap into the THA Grace Houghton endowment. 4 7 i0 ` ■ t....../.7sete.) . i 14 -- -' _-- � - -- - 8888. ___- -I Year- to•Date 2010 ------ --._.._.. .. 8888 -- -- --- .._.........._1._....-..�.. ._---- -- 8888..- .- ..- -- •_•• -- -- . 8888_.- ._- _-'--- -- .._- ......... _.___.._. -_.. _ __. 8-888 - ................. 8888 ___....- JAN I FEB MAR APR MAY { JUN JUL AUG SEP OCT NOV --- DEC 1 ---. - ._......_ i earb Baianes Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov _ 8888 Dec Dale f _ _ -. --_- -'- ----- .-__� 8888 . ._-. I ... - --- - ---- - ---'- General Fund 197.43 • I ---- 8 8 88 - 510119138DIF2aceiptx __ _ _.___.___ -_ __._._._... ... 2,ti 1800 - ------ --8888 _......-- '- -..- _�_._. 1101Membenhips 595.00 340.00 3000 350.00 70.00 451.00 120.00 125.00 IIIM 888 - • -- - 120 donations 13.77 54.00 94.43 5.00 181.06 54.93 41.10 448.29 .- _.__._•___ - ---- _.. 8888.. - ____._......130.1 C Tigard 100 BO - _ -- 140 Corporate Donations i 100.00 20.00 75.00 1,500.00 50.00 5,000.00 , 88,88 300 Gilt Shop Solar I _ 90.00 20.00 52.00 5000 41.00 , , 1.19 . _. ,8888.- .. ..- _.._._.. _._ 300.1 Interest _.. _._....... -_.. 0.21 0.37 0.53 0.28 0.38 0.27 0.35 0.17 0.14 .-.. 0.23 ._._...__ -� 150 Mmra1 Meeting .._.._.. i --- - 4.6s0 -- - --- - I TOTALS �k .,,. 705.98 380.17 30.51 49429 11M.81 75.37 2,184.41 8.17 120.14 28418 8619` .r_ ..---'-'---'--- 8888_ *Fun T Transfer h es . -.- _..._. - .. 'Funds T nns l sr t r Reserve 8 888_. - ___...._ 8888 - _._ 8888 'Fnmdstranslers R backup j ..-- 1.000.00 1,000.00 1,000.00 2.000.00 __ GRAND TOTAL ? 70898 350.37 1_O90S9 _ . 494.29 - -- 1,189.81 75.37 2,184.41 1,000.17 120.14 2,28418 na __...14,558.75 ie ; ■ 8888 - . _ - 8888 - .._._� E ._.._.._.. -_. -. I __ __...._._... __.--- ---- -- -- ------- • 710 Co0ee8ans/Supplies �. 1,000.00 8888 ........_.._._ . -_. 8888- _.__.___.._.- .._._...._... 8888 .. ..........._. _.....__.._ -_ ... 8888 8888_. 720 Edsi6 10.00 At .-.. .............. ... ......... ......... - 8 18.0_ 1.319.00 1628.00 28900 ` 8888... 8888__ Gift 289.00 798 Oifl Shop Expenses -- ._- -.. . 8888. - --8888 8888 _ ...._...._ 8888 _.._.....---- ----' -- --� ._..._... - 740,750 Home repairshnnte. 12.78 5.00 33.90 3.69 55.37 -888 8 --._ ..- 888 ....._.. ----- -- - ---.__.._ _ 760 Insurance I 1,1522 .00-, --... 8888 --- _ -- - -- -81.001 1,493.00 --- 2,584.00 770 Melrlberabips to Ong's. 75.00 .. _ -__ __- __. __.__..... ..___...�_..... .. _...I -.. 8888.. .. ...... Office s plies I 1857 18.67 --'-'--....... .__.._.- 888 8_ -' ---- -._-' -- -Gene ......... ......-- � --- 790 Postage -8888. 8888 ; -.` _ 8888. . _ ---._ - ___ -__. 800 Pr1nWg 250.69 89.78 26.00 90.73 45880 � 500.00 _ --- 8888_ ._.__._._. -. ..._._._. 8888-- -"-- .__ ..- ._..- ....._ 810 Professional Svcs. 0 _ -- - _..�_... ---- - - 8888.. -_ -�� 820 Programs 48.81 82.64 16.94 215.36 349.76 Gene• '-^_ __ - --.. 830 1J528es 5-30 206.93 252.09 112.64 129.07 180.75 129.30 146.18 136.39 198.78 14175 214.88 1,82494 840 MN+d Meethp Eapenses 26.93 26.83 8888. 850 Mho. 44.00 38.00 88-88 200.00 60.00 342.00 _.. .._._.......___.- .- 8888.__ --_. - 2 851 Curtis Tigard filrOtdaya 25.66 _ - =� --- ... 88-88 -.- 8888__. ___...---.....- 8888_. __......_., - -. . .'- ,- Total 18.08 255.83 1,404.09 417.86 93607 198.48 2,005.01 1,206.16 227.12 2,071.06 160 _ 9.3211.82 8888 8888... _. 8888 •_4 ........... . .8888_ .-._ -. ...' -._ -_ _-- __ -._.__ -- 8888... 88-88- 8888 8888 - ---- _. .__.__.- ..._..__..... 88-88. 8888 ... ._. ....._..._._.._._i__..._ --_ - ENDING CHECKBOOK BAL. i 858.33 992.77 81921 59594 94438 83826 1,01765 814.81 704.67 913.77 5,832.89 5,43635 - ` 7 7 e a n a ( > � �/2alee a �sdov Z r a w s / » V f 9 ? or�c; / acco4rs7 A 9 r �( ods - 77;4e._ crci / �4i l/7�t�/71� u 5 963 >.� q�� r. �.f is 1207 ac n s • iu5 i/9 GrLD5T/Yon • til t.evve. )7'.; j? t4e, OZ c4c -one 4 / • • . Resent. Fund 4,061.58 __. 3 Receipts: St017st422 - - 610 Donations _._ . i - .._ ._. 620 Grants - .... _._•_ --... 640 tnlerest • 3.40 3.07 `.. 3.37 _ -- 325 3.19 2.77 2.64 2.53 1.36 1.29 1.10 0.83 28.80 Mise. -- _-._ "_._ __.. -. -__. .�_- - '__--- -.. ,dal -„_, , 3.40 3.07 3.37 _ 325 9.19 2.77 2 T- • 2_SS 136 - 1.29 1,10 0.83 28.80 Expenses: 970 Collection s Accession (Sam) /-�-' - -° 29.98 344.00 1180,00 172.53 7,826.52 . 920 Ce9edknm(Ciade0a) 4 1 830.940 Supplies: Me• 5129 63.43 38369 5798 16295 95.74, -__ - 214_70 26.18 1,016.84 444 Tote) 29.99 32.28 63.43 363.89 381.68 162.85 1,375.74 0.00 214.70 198.89 2,843.36 ENDING CHECKBOOK BAL. i , 4,037.57 3991.75 4 3,995.12 3,934.94 3,574.24 3,195.33 3,035.02 1,881.81 1,863.17 1,44918 1,25117 1.253.00 CO began 9 -5.09 Beg. BaL 85,000.09 I 90,17928 93470.52 90,84392 90,776,81 80,914,43 91,047.81 91,18594 91,324.08 91,458,08 91,596.72 91,731,10 91670.17 5101243904 CO began 34348 9:n.841199,007.50 I ___, - -- 101513.11 101,731.93 101909.81 102,041.87 102,178.71 102.31132 102,446.53 102,585.92 102,719.05 102,838.81 102,990.30 - 103.128 - 03,128.41 4. 5101401221 } ..�- NW& back'p OF Bep.Bat2-8419 $20.000.00 1 - .- .._ -__. ^49,551.44 4859214 49 49679.92 49,72424 48,78538 49907.44 49,849.53 49,89029 49928.80 4966597 49998.60 -- - (Reserve And.) 5101369717 ; , C103, back up OF Beg. Bat 10 -8.08 512,000.00 '• 12,019.04 12,02394 11,02837 11,03289 10,037,381 10,041.38 10. 9.045.51 9,047,57 7.04892 7,050.37 7,061.87 531247047D� .- _--- -' - "- -. (tr51 000) _ (tr61000) (937000) (142000) I . -. -.. .. - -... _..- 1 1 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503- 718 -2487 FY 2011 -12 COMA EVENTS FUNDING REQUEST Due: February 11. 2011 Event Name: 1 , (y.. A S a} E.- Address: '. • � 04 0 50 .- )Q City, State, Zip: r 9 a %1 ,9 4p Contact Name: ��r r- t.,' o. �i S Telephone Number. 5- 0 3 5 c i — 1 3 (0 E -mail address: `1 G v i S® r a r \A p . CO t'n 1. Request (express in whole dollar amounts only) Cash $S,00 In Services - hours (use of City property, City staff support, S �� kq etc. Please explain the services requested on a separate sheet) ,-, Total Request $ 5 OOO,° o Cis 2. Purpose of Funding Request 3. How will this event benefit the Tigard Community? S C C. 0....3r aGv \E 4. How many Tigard residents do you anticipate participating in this event (or these events)? 5. Please submit the following information with this request a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies, beginning and ending balances, major revenue sources, major expenditure categories, and number of authorized positions. ** b. Audit report or financial statements for the last fiscal year. ** c. Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has. been submitted at least once in the last fire 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. Community Events Funding Request — Tigard Safety Town 1- In kind services - Tigard Safety Town would like to use Tigard City Hall meeting room as a registration site. We would need the meeting room on the first or second Saturday in April 2012 from 8:00 am —11 am. We have used the site previously with a $40 charge, but now no longer have access to the facilities. Currently Tigard Safety Town has been required to purchase general liability insurance at a cost of approximately $3,000. In previous years Tigard Safety Town was able to use an insurance rider through the city. If possible we would like to use a rider through the city again. 2- The purpose of the funding request is to help maintain a relatively low cost for participants. Tigard Safety Town is dedicated to providing a quality program that is affordable for all families. In 2011 the cost to operate Tigard Safety Town has increased, and rent will increase again in 2012. We would like to offset the recent increase in charges we have incurred from the Tigard Tualatin School District for the use of Mary Woodward Elementary. 3- Tigard Safety Town benefits the Tigard community by providing safety instruction to preschoolers and kindergarteners. Safety Town is a nine day session that teaches children ages 4-6 about safety through the use of live speakers, films, art projects, music and hands on activities such as riding Kett Cars in our own little Safety Town. Children learn about bicycle, pedestrian, water, home, fire, electrical, and personal safety. The community based, volunteer program partners with organizations such as the Tigard Police Department, Tualatin Valley Fire Department, PGE, and Poison Prevention to provide meaningful safety instruction to young children. In addition to providing safety instruction to preschoolers and kindergarteners, we provide service opportunities for middle school student. 20 middle school students are interviewed and trained by our certified teachers to serve as students instructors. Many of the student instructors participated in Tigard Safety Town as 4 -6 year olds and return to serve other children. In 2012 Tigard Safety Town will celebrate its 40 year serving the children and youth in our community. Safety Town is coordinated each year by a committed group of parent volunteers who serve on the Board of Directors. 4- We anticipate 170 Tigard residents will participate in the program this year -a 5- Supplemental financial information. Tigard Safety Town has be saving and planning for capital improvements. The houses that we set up for the children need to be replaced at a cost of approximately $500 each (8 houses total) and the Kett Cars need to be replaced. Kett cars are approximately$ 300 dollars each and we need 10 —15. We also carry a balance in the event that unexpected expenses arise as they did this year with the increase in rent form Tigard Tualatin School District. 7 Tigard Safety Town Financial Statement 2010 Budget Year 1 'alittn lgdt z 2010 Actual INFLOWS ss° "4°'T`'�w �a � �- T R'4)i;Y '.. Donations Received t z "; w ? 1500 Financial Aid - Scholarships ;`0 °: •� ice .r. Tuition t . s . 0; 04 e 8710.00 TOTAL INFLOWS .4101.74 $10,210.00 �' t f bra n' y r : OUTFLOWS , M' � ?' r + . Jam .- .. kt'�+ F,jP Bank Charges tiFtr `. `' $?^ Board Expenses ;::s � e46'0Y sT! 481.34 Equipment . .p.,:9 a + ° ; 211.93 Certificates - Student Helpers �, Gift Certificates s . ; 6; 800.00 po bzr4. Gifts Sponsors . �. .0 :hx ��¢�. • �0�,�'pR,�� `� 185.00 il' —' . y.w 4 wF ',. f Insurance $7B�sry 2924.00 Maintenance : House and Car z~ i M "`` �{� i ' . ;' Maintenance : Painting Blacktop Miscellaneous ,. - ?tA" ?,,i".(4: S _ -v,,?, -, Post Office Box Rental ' o " �'' � ��:.�Y �� 70.00 ,T C 3400.00 Payroll Expenses %w A Postage .;,r i ,'..Q ; '� '7k 93.87 Printing ;�; S�fl; � -�x:� 400.00 Public t, 1 Rent 1 a `e' 40.00 Special Programs $ ; 0 s >? r Supplies N a t", »v:: -, Art Supplies Y '` t0 g 104.85 Office Supplies N .",t . ' * � h '• ` ``> t ; : 1P 411W 35.05 Supples/Other ° ,°i �I Registration e , Y.F ,0 , t '>yt 50.44 Party ' `'' ``';� Student Instructor Pa ;�: �,t'�., ��; 120.00 .' g' T- shirts - ' "a" O, D =^ : : . 1076.25 Tax and Licenses 965.00 Website Set -up and Maintenance , •s or ' s <u, 471.39 - dam' , TOTAL OUTFLOWS , v $11,429.12 r n -xt x NET CASH INFLOW (OUTFLOWS) ` " 3 -_..�..rQ ,;,; i - $1,219.12 BEGINNING CASH ,1, , A$ x a • - 5: s194 r . 'A ; ENDING CASH I ,`.,�'" $18,566.55 I Prepared by Allen Wood 2/10/2011 Tigard Safety Town • Financial Statement 2011 Budget Year I'201VL34ddet1 I 2011 Actual INFLOWS Donations Received Financial Aid - Scholarships�'3C�(97 i ▪ { Tuition .. _ " "`. .. , - • ' TOTAL INFLOWS _$1D; -r =M $0.00 G of • 15 OUTFLOWS Bank Charges Board Expenses Equipment Gift Certificates - Student Helpers i 'y '$' R IP ° ` > Gifts -. Speakers '' a'4b ?`+ Gifts - Sponsors Bbl ..• .,d y :L;f Insurance i x • n F 20001 s Maintenance : House and Car Maintenance : Painting Blacktop t s J,s 01 L • , Miscellaneous Post Office Box Rental ;;` r s; Payroll Expenses �t35. b �•, Postage Printing Publicity Rent Special Programs Supplies Art Supplies Office Supplies Supplies/Other fs�z•;k rt Cr c r?.; Registration Student Instructor Party I T r �fiMS 120,' ; Tax and Licenses < f.N ; a 60? a. ;: ,< Website Set -up and Maintenance TOTAL OUTFLOWS ' { ?a070;Q >° ;'> $0.00 NET CASH INFLOW (OUTFLOWS) k x-a{ r $0.00 BEGINNING CASH • B*S §5 F f ENDING CASH 14.1410471i§0: $18,566.55 Prepared by Allen Wood 2/10/2011 Ir : • Tigard Safety Town Financial Statement 2012 Budget Year [5:1012 ';i0§§t'1 ( 2012 Actual , INFLOWS h"'A'i e.,e :;F_ , >:; 'Y Donations Received s ? ' ,ti. � r : Financial Aid - Scholarships �'" ��jfr c ;� ;me :� fix• � i '�+ Tuition ° .P• 4 hen' } : i TOTAL INFLOWS ;?Pffl6?5Q,Q ' r A $0.00 OUTFLOWS t :�x; r Bank Charges f r r z } a ▪ S zAa 3-, Expenses 1b : ....:' s ! �? a:.4i�`% Board Haas : • a , ; ,4 , ,� i, Equipment �' Gift Certificates - Student Helpers • t t �n0 ,: ��;, Gifts - Speakers •:t° 4. t -1'. - . 4 ,„... W' 2 :: . 1 ." Gifts Sponsors „ ; ` Q , 0 � }. i ;1 , 0y� Insurance .' yi G Maintenance : House and Car 7V Y t)0 : ; •• , Maintenance : Painting Blacktop � - ,€ 'i • `',, i Miscellaneous , q ? '" ., ' `0 " Post Office Box Rental 4,, ni7,9V5„ • VI* } Payroll Expenses 5=� - &i" Postage ;;a , kx ▪ 41 4 s Printing �, ; 4D0 .y b Publicity W . t =" 4OJ Rent, :;�,; 4 ? •, 5 Special Programs 5:; ' =¢ : „, m p3M 4 Supplies ' YE L � o. ,ilk.1 3li a k Art Supplies `b , w f1 _. Office Supplies -'. .:: t1 '�yfiisx ?. Supplies/Other 4`' " D-7'�r .� ' 'lam ft ;^C Registration =�.Y,xy.�' =. Student Instructor Party 4t ? k 4 f3 • +>." T-shirts 7f; . , Vit,' ,• Q' ; Tax and Licenses '. i i:-`0,vi Website Set-up and Maintenance {� _�[)c; -; „ TOTAL OUTFLOWS `- - .16s` 7,14;Q,Q - $0.00 we..-4-40 :c.:,, • , . • °,: NET CASH INFLOW (OUTFLOWS) '' u4 "� ' ��'7 D' $0.00 Y j}I.Ca f tM`fi g '3: .....,,,,,q.91-.. C BEGINNING CASH ,h 4 -$1 r,•1..7 � F , ;x;21 „ . ENDING CASH : ;s07°'S§"s,- rt $16,121.55 Prepared by Allen Wood 2/10/2011 .j CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD,. OREGON 97223 503 -639 -4171 FY '2011 = 2012 COMMUNITY EVENTS FUNDING REQUEST Event Name: Tualatin Riverkeepers' Nature Recreation Events Address: 12360 SW Main St.. Suite 100 City, State, Zip: Tigard, OR. 97223 Contact Name: Monica. Smiley Telephone Number. 503 -620 -7507 E -mail address: monica®tualatinriverkeepers.org 1. Request (express in whole dollar amounts only) Cash $3,500 (see attached budget) In -Kind Services (use of City property, City staff support, $920 etc. Please explain the services requested on a separate sheet) Total Request $4,420 2. Purpose of Funding Request: Nature Recreation: Connecting Tigard Residents to the River in Their Community Tualatin Riverkeepers (TRK) will provide canoe and kayak experiences on the Tualatin River for 1,000 participants at Cook Park in Tigard in 2011. Nature Recreation engages participants though paddling activities, connecting them to local natural resources and fostering watershed stewardship. Outreach will be conducted to reach broad and diverse segment$ of the community including youth, low income and Latino populations. Project partners include Adelante Mujeres (Forward Moving Women), The Washington County Family Literacy Collective and The Washington County Visitors Association. As a Tigard Nature Recreation program supporter, The City of Tigard will receive all the benefits of event sponsorship: inclusion in all associated publications, materials and media valued at $2,500. TUAILATIN RIVER DISCOVERY DAY, June 18, Cook Park to Stafford. Designed for young families and first -time paddlers, this three mile paddle trip has all the amenities needed to ensure a safe and fun paddle recreation experience on the River. Including: on site kayak, canoe and safety gear rentals, paddling instruction and assistance, shuttle service, safety' stations every river mile and •a 75 member volunteer support corps. Participants receive a Nature Guidebook to wildlife and natural history specific to the reach df the Tualatin they will experience interactive points of interest - like the crawdad trap keep kids in their seats and learning all the way.. paddlers'will participate, with 50 being first -time paddlers. 50 will be children under age 18. 25 will be people of color. Mid Summer Night Paddle, July 23 5 - 9pm, Cook Park. Guided paddle trip on the Tualatin. 50 people will experience the River in their community led by trained volunteer Paddle Guides and naturalists. Expert led paddle trips give extra support to paddlers new to the sport or anyone who needs an extra hand to lift, haul, launch, paddle or dock their canoe or kayak. Guided trips also provide the depth of experience that is only possible when led by a mentor. Evening is an active time for wildlife and guides will share stories, wildlife observation techniques and natural history. Rumba at Rio Tualatin, August Date TBA at Cook Park. A bi- lingual paddle, picnic and natufe hike designed to engage our partners that serve the Latino community, Adelante.Mujeres (Forward, Moving Women) and the Washington County Family Literacy Collective. Rumba al Rio (Heading • to the River) is a family -based event. Led by Tualatin Riverkeepers' expert Paddle Guides and naturalists, 100 people will get on the Tualatin River in a canoe or kayak, nearly all of them for the first time. 50 people will be under age 18 and 90 will be people of color. Tigard Boat House, Seasonal Boat Rental Facility at Cook Park. Tualatin Riverkeepers' will offer canoe and kayak rental weekend days, June — September. The Tigard Boat House will greatly expand opportunities to experience the Tualatin River though paddle recreation by making boats and gear available to the public for rent seasonally at Cook Park. TRK estimates serving 600 - 1,000. Nature guidebooks, binoculars and other wildlife watching gear will also be available at the facility. Low cost rentals and facility adjacent to the river will help eliminate barriers to accessing the Tualatin River for paddle recreation. Guided Kayak Tours, Five Summer Dates TBD at Cook Park. In 2010 with a grant from the Washington County Visitors Association, TRK was able to acquire a fleet of 20 kayaks to promote Nature Tourism in Washington County. Cook Park will play host to five guided paddle trips for local groups and /or tours engaging a minimum of 100 participants. 3. How will this event benefit the Tigard Community? TRK will provide canoe and kayak experiences on the Tualatin River for 1,000 people at Cook Park in Tigard in 2011. Of those, 500 will be residents of Tigard. Program participants learn skills to increase their awareness and enjoyment of the natural world for a life time. First time paddlers who participate in guided canoe and kayak trips gain the skills and confidence needed to then venture out and repeat these experiences on their own. Additionally, recreation programs encourage physical activity and promote a healthful lifestyle. Free and low cost nature recreation experiences are designed to maximize participation to achieve TRK's goal to foster long term stewardship for the Tualatin River and broader watershed. This City of Tigard Community Grant enables TRK to provide Nature Recreation opportunities in Tigard. 4. How many Tigard residents do you anticipate participating in this event (or these events)? We anticipate 1,000 people will participate in TRK's Nature Recreation and Education programs in the City of Tigard in 2011. 500 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 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. InKind Details TUALATIN RIVER DISCOVERY DAY, June 18, Cook Park to Stafford. Use of Boat Ramp and Picnic Shelter 3 at $23 /hr for 24hrs is $552. Rumba al Rio Tualatin, August Date TBD at Cook Park. Use of Boat Ramp and Picnic Shelter 3 at $23 /hr for 8hrs is $184. Guided Kayak Tours, Five Summer Dates TBD at Cook Park. Use of Boat Ramp and Picnic Shelter 3, 2 days for 4hrs each at $23 /hr is $184. • " • TRK Annual Budget 2010-2011 ••• : TUALATIN RIVERKEEPERS 2010-2011 ADOPT BUDGET • T rips Cit of T igard Expenses Personnel Salaries 28,214 1,000 Payroll Taxes 2,770 250 Health Care/Opt. Out benefit 1,408 Retirement 550 Payroll fees & charges 205 LINKS members Total Personnel Expenses 33,147 1,250. • Operating Events Expense , 1 500 250 4 F, Occupancy . /9113 Postage & Printing ' 2,100 750 Audit/ReYieW. ; 1,700 „, , • ' " • Office Costs ' 1,510 Insurance • 2,461 750 Staff Development : • 650 250 Travel 190 : Equipment Expenses : 199 100 Advertising 60 . . Misc (CC 4:: : . , 300 Meetinge;/Food,:kBeverages 150 50 MembeishipiN/i)iiinteer . 240 100 Board Development 170 Professional Dues & Membership 75 Business Uscenses & Fees • 195 Subscriptions / Publications 40 Total Operating Expenses 13;458 Total Expenses 46,606 3,500 .• • • • • . • TRK 2010 TNT budgetxls Printed 2/11/2011 10:50, : - 7 TRK Annual Budget 2010 -2011 TUALATIN R1VERKEEPERS 2010 -2011 ADOPTED BUDGET Statement of Activities . " t " krsh0 d ' e � . , Trt, 8 I :vauth 'nanagvma ,11 SP Event 8.1 , :i 7- t' ;. . . ? ..atct: ` : , I R stn I Tour _•; Edu.a iii. -.l S ra. G_ne;.;. Fund ing rais ,iTota ,�;' Revenue New Revenue Contributions 1,700 1,500 1,250 1,500 5,950 Memberships 50,000 50,000 Grant Income 96,014 12,500 37,000 25,000 170,514 ESOR 10,500 10,500 Special Events 4,000 45,000 49,000 Program Service Fees 10,000 15,000 25,000 Interest 100 100 Merchandise Sales 500 500 Total Revenue 97,714 14,000 52,250 41,500 61,100 45;000 311,564 Released from Restriction Government Grants 89,155 - 89,155 89,155 Total 97,714 103,155 52,250 41,500 61,100 - 45,000 400,719 Expenses Personnel Salaries 34,970 13,208 28,214 21,857 35,015 17,540 150,804 Payroll Taxes 2,770 2,770 2,770 2,770 2,770 2,770 16,621 Health Care /Opt. Out benef 1,407 1,408 1,408 1,408 1,408 1,408 8,447 Retirement 550 550 550 550 550 550 3,300 Payroll fees & charges 205 205 205 205 205 205. 1,232 LINKS members 500 500 Total Personnel Expenses 39,902 18,141 33,147 27,290 39,948 22,473 180,904 Operating 4,500 127,475 Contract Services 51,114 71,861 Events Expense 500 200 17,000 17,700 Occupancy 2,918 2,918 2,918 2,918 2,918 14,592 Postage & Printing 2,100 2,100 2,100 2,100 2,100 10,500 Audit/Review 1,700 1,700 1,700 1,700 1,700 8,500 Office Costs 1,510 • 1,510 1,510 1,510 1,510 7,550 Insurance 960 960 2,461 1,211 960 250 6,802 Staff Development 650 650 650 650 1,300 3,900 Travel 1,500 290 190 740 240 2,960 Equipment Expenses 199 400 199 1,342 199 2,340 Advertising 60 60 60 1,600 60 1,840 Misc (CC & Bank Fees) 300 300 300 300 300 1,500 Meetings/Food & Beverage: 150 150 150 650 150 1,250 MembershlpNolunteer 240 240 240 •240 240 1,200 Board Development 170 170 170 170 170 850 Professional Dues & Memb 75 75 75 75 75 375 Business Llscenses & Fees 35 35 195 35 35 335 Subscriptions / Publications 40 40 40 40 40 200 Total Operating Expenses 63,722 83,460 13,458 15,281 12,198 21,750 209,869 Total Expenses 103,624 101,601 46,606 42572 52,146 44,223 390,773 Increase /(Decrease) in Net Asst (5,910) 1,554 5,644 (1,072) 8 954 777 9,946 TRK 2010 -2011 Proposed budget_adopted.xls Printed 2/1112011 10:22 AM ::....„ ' .... ' , . '. ' • - . . ''':... ' .....' ,.,--;:•:•••_, ' ..,,. :. :. l ..; . . ' .:.•• :; - ',•'•.' f ...:. . :'. ••••••• . ' •••:-.:!.-....':',.:. ',..,; ....'h : '..... - . ...! 4 16 PM .'1 . :-., . . . . : ' Tiialatj0:-Feilce,prfs ... .. ', ...-, ....... . .,:::-....:,::- . .. ,,..-,:•-.,,..: • .:' ::-;:- , . : ,.:::,.'.:."; ...;.=T ' 07/12110,....71 • Accrual Profit 0' July 2069 thrOtigii:juhe 2010 . ,, ,..,....„,... , ,,,....... . ... . .. .....„ . . .. . : . • ...'. ' : Jul '09 - Jun 10 - Budget • $ Over Budget:, • . -, :..• .,...,, ,...., 1. : Ordinary IncomelExpense . . Income . t . . , • : . .. , : -• 4000 - Contributions 13,606.88 9,850.00 ..3,758.88 :.,.., . • 4100 • Memberships 39,323.73 40,000.00 -676.27 ....• ' -• • ' •". 4200 • Grant Income 314,746.55 330,384.00 -15,637.45 .. , ': '... 4400 • ESOR Workplace Giving 8,680.37 7,600.00 i 080.67 . 4500 • Events Income 41,938.01 44,000.00 -2,061.99 .:: 4600 • Fees 9,096.12 25,000.00 -15,90388 4750 • Interest and Dividends 80.13 500.00 -4-19.81. 4800 • Merchandise Sales ' 284.53 500.00 -215.47 :,. 4900 • Miscellaneous Revenue 190.74 . ____ Total Income ' 427,947.06 457,834.00 :29,886.94 Cost of Goods Sold • ... , 544.73 5000 • Cost of Goods Sold : Total cops I 544.'73 _______ Gross Profit 427A02,33 457,834.00 -30,431.67 • .. ;','-', f• .. .. 5500 • Credit Card Merchant Fees ; . : 57541 - :: 750.00 -174.69 .., ..• • , 6000 Advertising 142842. 850.00 578.42 • „ • , . 6100 • Bank Fees :- 82041 75000 - 7941 6200 • Board laevelOpinent . -. - ;, 2250 3 0000 -277.50 6300 • Business and Fees . : 421D0 170.06 251.00 6500 • Staff beveiopirent ,, .... . ". ...-.., .. 2,322.09 2 222.09 6600 • Consulting Pees ; , 275.00 6700 • Restoration c..tract Services , 164 177,179* -12,470.58 . : -75.00 6900 • Professional trues a Membership -, : 376.00 . 450.06 7000 • Equipment pipenies/Refitil : 19,998.76 :. 21,749.00 ' ' -1,75024 ...,•.*:-, •.! .: .,...,. , 7100 - Insurance • . :': - ' 6,958.80 6,788.00, 165.89 7200 - Meetings - Food 8`, Beverages . 809.90 : 750.00 59.90 . 7400 • Miscellaneous Purchases : .35.12 • 7600 • Office Costs 10,033.25 20,800.00 -1,856.75 • • 7700 • Payroll Expenses - 157,792.62 162,556.00 -4,763.18 7800 • Postage and Printing 8,974:13 10,500.00 -1,525.87 7900 - Memb Incentive/Vial Appreciation 811.57 1,200.00 -388.43 -4 • 8000 • Professional and Legal Services 6,360.00 10,90po 2. ,542.00 8100 • 5oftware Expenses 1,214:82 1,150.00 64.82 110.00 92.70 8200 • SubscriptIont/Publications .. ,: .: , ,6 202 : 7.0 . 8300 • Travel 2 4 54 1,80000 , • 824.54 .8400 • Events Expense , : •:: 19,02444 17,700.90 1,328.44 Total Expense . - 414,797.09 438,644.00 -23,845.91 :‘::::::.• :' :: Net Ordinary Income , :'-' :'• 1259524 19,190.00 -6,58476 -:,"'::"...: •.:-.: . .:-...?;'. •:. ' Net Income , :-.v. :-.:.... 12,505.24 19,190.00 -6,584.76 --,..•..• , • , : .. ;2. : ' ". . • ' ' ':'T''': • ": : , , , ,,,.. . . ' : .::: -,.:-: ::•!.;,::.:„-: : .,,-.• ., •,• . , , •.• • Pagel of 2 • i.,g .: t : 1 -. . F . -:". T. :;',- •••-• .•:': - ' , `'-f . ,:.• ''.`,? - • .. : , ..-:.: ...: • 4:16 PM Tualatin Riverkeepers 07/12110 Accrual Basis Profit & Loss July 2009 through June 2010 % of Budget Ordinary Income /Expense Income 4000 • Contributions 138.14% 4100 • Memberships 98.31% 4200 • Grant income 95.27% 4400 • ESOR Workplace Giving 114.22% 4600 • Events Income 95.31% 4600 • Fees 36.38% 4750 • Interest and Dividends 16.03% 4800 • Merchandise Sales 56.91% 4900 • Miscellaneous Revenue Total Income 93.47% Cost of Goods Sold 5000 • Cost of Goods Sold Total COGS • Gross Profit 93.35% Expense 5500 • Credit Card Merchant Fees 76.71% 6000 • Advertising 168.05% 6100 • Bank Fees 110.59% 6200 • Board Development 7.5% 6300 • Business Licenses and Fees 247.65% 6500 • Staff Development 110.58% 6600 • Consulting Fees . 6700 • Restoration Contract Services 92.96% 6900 • Professional Dues & Membership 83.33% 7000 Equipment Expenses/Rental 91.95% 7100 • Insurance 102.44% 7200 • Meetings - Food & Beverages 107.99% 7400 • Miscellaneous Purchases 7600 • Office Costs 91.11% 7700 • Payroll Expenses 97.07% 7800 • Postage and Printing 85.47% 7900 Memb IncentiveNol Appreciation 67.63% 8000 • Professional and Legal Services 58.34% 8100 • Software Expenses 105.64% 8200 • Subscriptions /Publications 184.27% 8300 • Travel 145.81% 8400 • Events Expense 107.51% Total Expense 94.56% Net Ordinary Income 65.69% Net Income ,65.69% Page 2 of 2 • CONTENTS G 0 1 ? � Page Report of Certified Public Accountants 2 Financial Statements Statements of Financial Position 3 Statement of Activities 4-5 Statements of Cash Flows 6-7 Notes to the Financial Statements 8-12 Supplemental Information Accountants Report on Supplemental Information 13 Schedule I - Statement of Functional Expense — Audit 14 Schedule II - Statement of Functional Expense — Restated Review 15 • , • • - • • • INDEPENDENT AUDITORS' REPORT To the Board of Directors of Tualatin Riverkeepers • Tigard, Oregon We have audited the accompanying statement of financial position of Tualatin Riverkeepers (a nonprofit organization) as of June 30, 2010, and the related statements of activities and cash flows for the year then ended: These , finariCial •statements are the responsibility of the Orlymiwition's manFtenient. Our responsibility is to express an opinion on these financial statements based on o We conducted our audit in aceordanCe4iikanditing standatds generally accepted in the United States of America. Those standards reriiiirethat *Plan: andiperforai the audit to obtain reasonable assurance. about whether the flnancl . free of 'Material" int5statethent. An attriit includes eiamining, on a...test basis, evidenee.siiPporting . the amounts and disclosures in the financial Statenienfa Ai audit alsO includes assessing •the !. accounting principles used and significant - estimates ml . b)?. : :an'agenient,': ,. .akiVell . evaluating the oVerall, PiiFfncial statement presentation. We believe that rinr hillitiSiOtiicieaLareaSOnable basis for our opinion. In our opinion, the financial statements ieferred to above present fairly, in all material respects, the financial pos1tio1 Rvei±eepers as of June30, 2010, . and the changes in its net assets and its cash flows for the year then ended in Conformity with accounting principles generally accepted in the United States of America, • The 2009 financial statements were ityieNved.bY us and mg report thereon, dated January 22, 2010, Stated we were not aware of anYin4crial modifications that should be made to those statements for them to be in conformity with generally 'ace epted accounting principles. However, a review is substantially less in scope than an audit and does not provide a basis for the expression of an opinion on the financial statements taken as a whole. 44 ' C 0V •V - . A P & TEAGUE, LLP • ;fifted Public Accountants • Portland, Oregon January 17, 2011 -2- TUALATIN RIVBRXEEPERS Statements of Financial Position June 30, 2010 and 2,r 5') ', Restated Audit Review 2010 2009 • Current assets: • Cash - operations $ 444 $ 87 Merchant bank 25 20 Money market 15,376 4,433 Cash on hand 150 170 Total cash and cash equivalents 15,995 4,710 • Accounts receivable - fees and events 500 1,850 !. Accounts receivable - grants 8,815 • 138,595 • Inventory 272 Total current assets 25,310 145,428 " Fixed assets: Computer equipment 17,731 17,731 • Furniture & equipment 32,873 17,552 Accumulated depreciation (36,834) (34,821) Net fixed assets 13,770 462 • Other assets: Prepaid insurance 5,839 • 4,565 Total other assets 5,839 4;565 Total assets $ 44,919 $ . 150,455 Liabilities: Accounts payable $ 6,300 $ 122,638 Credit cards payable 1,932 Accrued vacation 4,637 4,937 Accrued insurance expense 3,943 2,988 Security deposits 500 Payroll tax liabilities 35 • • Total liabilities 17,312 130,598 Net assets: • Unrestricted 27,607 19,857 Total net assets 27,607 19,857 Total liabilities and net assets $ 44,919 $ 150,455 See Auditors' Report and Notes to Financial Statements -3- •::.:', c. •, •• , -:: : : ' .: . -..- :•.,: .'.',::',. : .‘ . :::./...::.:17:4W;„,"ii: '''' TUALATIN R1VERKEEPERS ' • '" Statement of Activiti •• 1 • , , - • : ' , ; -:-:.:.:1.:, - ;: , . - •::ii .:.•.•_,..,•,..''':•---;--: . ; For the Year End - , .;fi.. S0,2010 .., „.., -.• , ... 1 . ...■ Audit ,.• .s. • ';: - .... - -;: , ',1 Temporarily ' .:- • .:::.I -... ... .:I. : Unrestricted Restricted Total Revenues and support: Grants and ,conttacts $ 101,716 $ 84,500 $ 186,216 Corporate support 13,562 13,562 ...::: . . Other pnblin'atipPort . , 19,261 19,261 Program service fees . 8,568 8,568 Membership , ' 27,53$ ' . - ' 27,538 •-,...• -.: ::„.:, - .1., Special events ' ' . 41,968 : • " 41,968' . . , ',...-:;•••,. „ . Merehandise sales 285 : - • 285 .1Y140611Anectts ineome ' . . 189 • - 189 ..: • ..• ..... • , „ , - • ' z 1nicind doitatiOns ' -. : 20,187 ,--..: :: , ::,.• ,4 -.:. 20,187 • - ' ... -. • Int*O.... : - sO: ..',....,)-:?:-.. •,. . - ... 80 . .... . .: 1'otil reVertue 233,354 "?'..; :':-. 84,500 ' 317,854,, . : „ . • „.; .,: • Siti,sfaction Of restrictions _ . .84,500 .::: , , ,..., (84,500) : .. , I • • ' . . • . ‘: TOMI. revenues and support . :: .317,854 . • 317,854 , . . _ . . Program:expense::: : ••••,„ : : . ... - ,, -: . . !' - - Advocacy monitoring (watershed watch) , 52;03 52,463 Restoration 74,903 : : . , , 74,903 • „ Public education and outreach • 77,708 : • 77,708 -..:„ . Total program expense -::. 205,074 ' 205;074 • Management and general 47,099 47,099 . Special events & fundraising - 57,931 : 57,931 -,•• -.. •-:'. -:: Total expense 310,104 310,104 .,,...„ " .,- :•: - Change in net assets • 7,750 7,750 • Net aisets, beginning of year , 19,857 , 19;857 Net assets, end of year $ , 27,607 $ : • $ 27,607 ; ..:::'.=::,,..,•:',...' - ,.-!,::::.:. :,.‘,,•:,;: .,,', . , ti •••.',"-:-•'-.•:•.': -:, • . . • , :.-:,•-•:':::::,•:-..' • b :•: ,- :• -. R' -.',..':";.....,.,• : Lw.:',::::,,. . . ' See Auditors' Report and Notes to Financial Statements r4 :-.. -:. ._ kk.t:Fc ..,.::,•,, ' ' - -4- . - . .•(, , : Risii-:':',=i3e4:::::•:';'.'";:;.:. . Wii-il'i.,3-,,!::•::::,::,..:, . , . -.-.: -, . ,.. ::: ... . , , • . ....,-.., , :: 4 -'. • , , , . , r• , - " ':, , . ..-...., , ■ : : : .... • , . . : .: . ., • 2.-:..: .... : , , •' •• . . •-• • , ..:':': , : • ' : ■ ...; ; ., ''. ...', ... '-. . . :: .. , . ., ., . • • : , , . : , TUALATIN RIVERKEEPERA.4 Statement of Acii sCi�� For the Year E 30 2009 Restated Review Temporarily Unrestricted Restricted Total Revenues and support Grants and contracts $ 343,191 $ $ 343,191 Corporate support 14,268 14,268 Other public support 17,296 17,296 Meiubership 28;810 28,810 Special events 43,753 • 43,753 Merchandise sales 700 700 Miscellaneous income 7,809 7,809 Interest 790 790 Total revenue • 456,617 456,617 Satisfaction of restrictions 19,473 (19,473) • Total revenues and support 476,090 (19,473) 456,617 Program expense: Advocacy monitoring (watershed watch) 50,122 50,122 Restoration 293,003 293,003 Public education and outreach 67,431 67,431 Total program expense 410,556 410,556 Management and general ' 28,142 28,142 Special events & fundraising 37,243 37,243 Total expense 475,941 475,941 • Change in net assets 149 (19,473) (19,324) Net assets, beginning of year 19,708 19,473 39,181 Net assets, end of year $ 19,857 $ $ 19 • See Auditors' Report and Notes to Financial Statements -5- ,. ..: ,:-.....2.... . - . - - " • . ,,...:.--,•-:- . - .. : .-,:...::;::::::::::$'-:.:,':.:•.-..,:,..: : 4 TUALATIN ' " ' iv Statements of C.,....i. ; ■ , .- --..'.• -. . -.. ,.... .., '-. .- — For the Years ' e a , ' 0, 2010 and 2009 : . Restated .," ..... Audit Review , . 2010 2009 - Cash flows from operating activities: . . ' Cash recehredfrom grants and contracts $ 317,618 $ 237,639 Cash received from corporate and other public support 32,823 31,564 Cash reeei ved from membership 27,538 28,810 Csikb received from special events 41,968 • 43,753 Cash received froni progriiiii Service fees 8,568 ., . ,.. Cash received from Merehandise sales 285 . 700 -. Cash received from Mrs' cellarieous sources i 189 7 Interest : - .: '.. ':.':. : ... • - . ' 80 790 ' Cash paid)to ernployeea,k144 sui \ ,,, (402,463) (418,085) ... , Net cash provided (used).1*. Operating activities 26,606 (67,020) . . -- ••• ' :. Cash flows from investing activitieS: . ....Ptircllies of property and equipment (15,321) Net cash usedby‘inVesting activities (15,321) , : • . : ,: - :. .. ..... ..., -.. Cash flows from financing activities: , ..... .: ..... : ...., ■ Bank linenf Credit' ' i• : ...;:. - :.:.• (13,100) : - Net cash Used bkftnancing activities (13,100) ......... . . Net decrease in cash and cash equivalents 11,285 (80,120) Cash and cash:equiValents at beginning of year 4,710 84,830 Cash and cash equivalents at end of year $ 15,995 $ 4,710 • • ' . See Auditors' Report and Notes t.o Financial 'Statements -6- - i• . , : J ... ..;•-",-..., . . .. -• ..-. ,... TUALATIN • �:'"`�'+• Statements • '1 owe For the Years ., • •; it: , 30, 2010 and 2009 Restated Audit Review 2010 2009 Reconciliation of change in net assets to net cash provided by operating activities: • Change in net assets $ 7,750 $ (19,324) Adjustments to reconcile change in net assets to net cash provided by•operating activities: Depreciation 2,013 1,338 Decrease (increase) in accounts receivable 1,350 3,349 Decrease (increase) in unconditional promises 129,780 (108,836) Decrease (increase) in inventory 272 (65) Decrease (increase) in prepaid expense (1,274) (241) Increase (decrease) in accounts payable (116,337) 59,172 Increase (decrease) in accounts payable 403(b) (800) Increase (decrease) in credit cards payable 1,932 Increase (decrease) in security deposits 500 Increase (decrease) in accrued vacation (300) 663 Increase (decrease) in payroll liabilities (35) 12 Increase (decrease) in salary payable (2,469) Increase (decrease) in accrued expense 955 181 Net cash provided (used) by operating activities $ 26,606 • $ (67,020) See Auditors' Report and Notes to Finsnaial Statements -7- • TUALATIN RIVERKE •t' Notes, to Financial .- ;t ' ' is For the Years • I, 2010 and 2009 NOTE A. NATURE OF AC "- S AND SK3NIFICANT ACCOUNTING POLICIES Nature of Activities • Tualatin Riverkeepers is a private, nonprofit organization. Since the Organization's inception in 1993, it has been dedicated to the promotion of the educational, scientific, historical and recreational aspects of the Tualatin River and its watershed. Method of Accounting The financial statements of the Organization have been prepared on the accrual basis of accounting...and accordingly reflect all significant receivables, payables and other liabilities. Basis' of Presentation • Financial statement presentation follows the recommendaaions of the Financial Accounting Standard : :Board in its Accounting Standard Codification (FASB ASC) 958-210-45-1, "Financial Statements of Not - for -Profit Organizations." Under FASB ASC 958 - 210 -45 -1, the Organization ''is. required to report information regarding its financial position and activities according to:tliree classe net assets: unrestricted net assets, temporarily restricted net assets, and permanently restricted net assets: At June 30, 2010 and 2009, the Org»nization had no temporarily restricted. or permanently restricted net assets. - Contributions Contributions received are recorded as unrestricted, temporarily restricted, or permanently restricted support depending on the existence and/or nature of any donor restrictions. All donor-restricted support is reported as an increase in temporarily or permanently • restricted net assets, depending on the nature of the restriction. When a restriction expires (that is, when a stipulated time restriction ends or purpose restriction is accomplished), temporarily restricted net assets are reclassified to unrestricted net assets and reported in the statement of activities as net assets released from restrictions. Public Support and Revenue Membership dues are available for unrestricted use and recorded as revenue in the year received. .. Annual campaign contributions are generally available for unrestricted use in the related • campaign year unless specifically restricted by the donor. -8- • my OF TIGA.RD, OREGON 15125 SW HALL BLVD. TIGARD; OREGON 97223 503-718-2487 FY 2011-12 commuNrry EVENTS FUNDING REQUEST Due: February 11. 2011 Event Name: 71/4 1/4I/ Cza107(k1 .6,447-0 Address: City, State, Zip; CiA (12 77,21/ Contact Name: ■-q LAMA' :8/17,3) Telephone Number: - 5b2. 0 -. E address: sc-4‘0444VOISCO Cjer;4 1. Request (express in whole dollar amounts only) Cash In-Sind Services-hours (use of City property, City staff Support, S*6 /4-7.7.AC4 etc. Please explain the set-vices. requested on a separate sheet) Total Request OTT). eV 2. Purpose of Funding Request Sr:re 47174C14 3. How will this event benefit the Tigard Community MICt-162) 4. How many Tigard residents do you anticipate participating in this event (or these events)? A;77Pe.- 5. Please submit the following inforrnation icith this request: a: Mitt tetent 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 xesenue sources, major expenditure categories, and number of authorized positions b. Audit report or financial statements for the last fiscal year.** C. Articles of IncoiTioration.* d. 501(c)(3) status:* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years "'La* of adequate financial informadon could result in denial of request. An electronic version of this application is available by contading Liz Lutz at Lizbetbetigaret:Or.gov. Attachment to 'Community Events Funding Request FY 2011 -2012' Tualatin Valley Community Band In -Kind Services - hours: Use of the Bishop Scheckla Pavilion at Cook Park, for summer concerts and rehearsals. (Permit received for Summer 2011). Purpose of Funding Request: • To partially fund four free concerts for the community. Funds provided will go toward the purchase of music, performance venue rental (when not donated), and advertising to promote concerts to the community. These concerts also provide a performance opportunity for youth and adult members of the community. We are an all - volunteer organization and this funding will allow us to continue to offer members free participation in the band. How will this event benefit the Tigard Community? Our FREE family friendly concerts are offered throughout the year, promoting the values of the community and offering an opportunity for members of the Tigard community, to be exposed to a quality cultural experience. People of all ages attend and enjoy NCB's performances. How many Tigard residents do you anticipate participating in this event? Over 50% of our band members are residents of Tigard. Our concerts are open to the general public and we will perform before 1,500 to 2,000 people In those four concerts, not including the 4th of July celebration, which always has a substantial gathering. The City of Tigard Birthday Party is almost exclusively attended by citizens of Tigard; our Music Is For Life concert brings together the band and students from within the Tigard /Tualatin School District; our Sounds of Summer concert in Cook Park is always well attended (many residents bring picnics and their families play nearby while enjoying the music); and our Winter Holiday concert regularly fills Deb Fennell auditorium. To note, in the summer we rehearse on Tuesday nights at the Cook Park gazebo and there are residents who come down just to listen to us rehearse — makes for a pretty pleasant summer evening. Thank you for the opportunity to submit this FY2011 -2012 Funding Request. Your financial support, as well as providing the band with a place to rehearse and perform in the summer, is vital to our organization. Respectfully submitted, Sue Lamb, TVCB President/Trumpet Dated: 2/09/11 Tualatin Valley Community Band Prepared 1/12/2011 FY /CY 2011 Budget BUDGET FY- ACTUAL FY- PROPOSED 2010 2010 2011 GENERAL FUND INCOME Uncategorized CD Archive Sales $200.00 $108.00 $200.00 Donations 3100 4260.04 $3,100.00 Folio Rent 0 TVCB Shirt Sales 200 329 $250.00 Interest Income Checking $20.00 $26.97 $25.00 Replacement Music 0 TOTAL INCOME $3,520.00 $4,724.01 $3,575.00 EXPENSES Ads - Publicity $300.00 $147.90 $200.00 Business Tax $80.00 $80.00 $80.00 Insurance $550.00 $504.00 $550.00 Office Supplies $30.00 $13.85 $30.00 P O Box Rent $44.00 $44.00 $50.00 Postage $20.00 $8.80 $15.00 CD Costs 200 $140.00 $200.00 Entry Fees $125.00 $150.00 $150.00 Rehearsal space (was:Paid to TTSD $200.00 $30.00 $200.00 Finance Charge $0.00 Rent Paid (Concerts) $1,300.00 $1,055.75 $1,400.00 Concert Expenses $100.00 $99.95 $100.00 Music Performance Rights $550.00 $275.00 Instrument Rental (TTSD) $0.00 Instrument Service $0.00 Instruments $0.00 Printing $100.00 Donations $0.00 $71.00 TVCB Shirt Sales $250.00 $275.00 $200.00 Music Purchases $700.00 $826.99 $800.00 Music shipping $86.94 $80.00 Shipping (music return) $50.00 $9.46 $50.00 Miscellaneous $0.00 $84.00 TOTAL EXPENSES $4,049.00 $3,239.09 $3,255.00 SCHOLARSHIP FUND Starting Balance 2075 2075.1 $3,811.77 Interest Income CD Scholarship 120 116.67 $120.00 Scholarship Donations 100 1620 $100.00 _ Total Income 220 1736.67 $220.00 Expenses 1500 0 $1,500.00 Final Balance 795 3811.77 $2,531.77 NET BALANCE CHANGE 3016.77 - $1,280.00 City of Tigard FY 2011 -12 Community Event Grant Requests Amt to Allocate $82,419.00 Amt Remaining $82,419 82337 FY 2008 -09 FY 2008 -09 FY 2010 -11 FY 2011 -12 Agency Actual Actual Requested I Actual Requested Recommended Set Asides Notes Res 00-22 Broadway Rose* $10,000 /yr Direct $ 35,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ - In-Kind $ - $ - Res 00 -20 Festival of the Balloons** $10,000 /yr Direct $ 10,000 $ 15,000 $ 20,000 $ 15,000 $ 20,000 In -Kind $ 65,000 $ 65,000 $ 65,000 $ 65,000 $ 65,000 $ - Res 00 -21 Tigard 4th of July "' $7,500/yr Direct $ 10,000 $ 11,500 $ 11,500 $ 11,500 $ 14,000 $ - In-Kind $ 1,600 $ 1,600 $ 1,600 $ 1,600 $ 1,600 $ - Undesignated Set Aside for Requests During Budget Year Direct $ - $ 5,000 $ - $ - In-Kind Set Aside Total Direct $ 55,000 $ 36,500 $ 41,500 $ 36,500 $ 44,000 $ - In-Kind $ 66,600 $ 66,600 $ 66,600 $ 66,600 $ 66,600 $ - Other Atfalati Recreation District Southside Soccer/Tigard Little League Direct $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 2,919 $ - In-Kind $ - $ - American Legion Direct $ 2,000 $ 2,000 na In -Kind Compassion Tigard Clinic Direct $ 10,000 $ - In-Kind $ - City of Tigard Dog Park Direct $ 400 $ 400 $ 400 $ 400 $ 400 $ - In-Kind Family Week Direct $ 8,750 $ 8,750 na In-Kind Tigard Area Farmer's Market Direct $ 8,500 $ 8,500 $ 8,500 $ - In-Kind Tigard High Graduation Party Direct $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ - In-Kind Tigard Historical Association Direct $ 1,000 $ 1,000 $ 1,500 $ 1,500 $ 1,500 $ - In-Kind Tigard Playschool Direct $ 4,000 $ 4,000 $ 8,000 $ - na In -Kind Tigard Safety Town Direct $ 5,000 $ - In-Kind Chamber of Commerce Direct $ 1,000 $ 1,000 $ 1,000 $ 2,000 na In -Kind $ 1,500 Tualatin Riverkeepers Direct $ 2,000 $ 2,000 $ 3,000 $ 2,000 $ 3,500 $ - In-Kind $ 500 $ 500 $ 2,320 $ 2,300 $ 920 $ - Tualatin Valley Community Band Direct $ 1,000 $ 1,000 $ 2,000 $ 2,000 $ 2,000 $ - In -Kind Wa Co. Bicycle Trans Coalition Direct $ 1,000 $ - na In -Kind Sub -total Direct $ 25,150 $ 25,150 $ 32,400 $ 23,400 $ 35,819 $ - In-Kind $ 500 $ 500 $ 3,820 $ 2,300 $ 920 I $ - Total (Set asides and others) Direct $ 80,150 $ 61,650 $ 73,900 $ 59,900 $ 79,819 $ - In-Kind $ 67,100 $ 67,100 $ 70,420 $ 68,900 $ 67,520 $ - AGENDA ITEM NO. 2 - CITIZEN COMMUNICATION DATE: March 8, 2011 (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 of persons 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: Also, please spell your name as it sounds, if it will D help the presiding officer pronounce: I )'YL ' Address City State Zip Phone No. _ Name: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address City State Zip Phone No. Name: Also, please spell your name as it sounds, if it will help the presiding officer pronounce: Address City State Zip Phone No. SUPPLE ENTAL PACKET FOR (DATE O MEETING) CITIZEN COMMUNICATION CA) CADnAry...tA 3 / 8 1au i1 ' I 'IGARD HIGH SCHOO Il 9000 SW Durham Rd. • Tigard • Oregon • 97224 (503) 431 -5518 SUPPLEMENTAL PACKET March 8, 2011 FOR Student Envoy: Tracie Tran (DATE OF MEETING) L ACTV][' HES a. Senior Citizens Dance was held on the 20 and it was a success. We look forward to holding this events for many years to come. b. Club Rush II is tomorrow! c. Classified Week IL A' I'HLETICS a. Girls Basketball are playing Oregon City at the Rose Garden on Thursday! b. Spring sports are starting! c. Tigerettes got first place at their tournament this past weekend. III. ACADEMICS a. Speech and Debate is headed to National Qualifiers on March 17. We look forward to great things from them. IV. A I'y'I S a. The theater department is starting auditions for their spring play, Nicholas Nickelby U: MINE : EVENT d 1 Good Morning Tigard (GMT) -Bus ness=Networkng •-- 7:30 - }9 00a►n - F • EE • 03/ 10/ 11- Servpro • Hosted at their location • 6713 SW Bonita Road Suite, Bldg C, Suite #270, Tigard, OR 97224 • 03/ 17/ 11- Style Shock Cheer and Dance • Hosted at their location • 7228 SW Durham Rd Suite 100, Tigard, OR 97224 SUPPLEMENTAL PACKET 03/24/ 11— Washington Federal Savings FOR / /Lc7, • Hosted at their location (DATE OF MEETING) • 15444 SW Pacific Hwy, Tigard, OR 97224 • 03/31/ 11— Extra Space Storage • Hosted at their location • 16705 SW Pacific Hwy, Tigard, OR 97224 Other Chamber Events Lunch & Learns — Free, Noon to 1:00 p.m. • Hosted at Tigard Chamber, Pearson Room, Noon — 1:00 p.m., BYOL • 03/ 16/ 11— Adding Your Business Event to Chamber Event Calendar Tigard's 3 Tuesday After Hours — Free, 5:00 — 6:30 p.m. • March 3/ 15/ 11- Sherrie's Jewelry Box 0 14245 SW Main St, Tigard Oregon Chamber Day at the State Capitol, 3/10/11 • Chamber (TACC) Gov't & Public Policy (GAPP)Subcommittee will be hearing about key issues and meeting with legislators representing Tigard Meet Your Tigard City Council 4/7/11, 6 -7 p.m. • Tigard Chamber— Residents & Businesses invited Speed Networking, 4/14/11— Embassy Suites Washington Square Shining Stars Community Awards Banquet (5/7/ 11)— Award Nominations Requested • Youth Volunteer, Tigard First Citizen, Bert Tousey, Jim Hartman, Chamber Business and Chamber Ambassador • Nomination due date 3/15/11 • Pleased to announce our scholarship recipients, Laree Foster and Elizabeth Hjort of Tigard High For more about these and other events, go to www.tigardareachamber.org /directory /events to _ WI' r o - - : Find us on F ebo�ol �t. AIS -422 Item #: 3. A. Business Meeting Date: 03/08/2011 Length (in minutes): Consent Item Agenda Title: Approve City Council Meeting Minutes Submitted By: Cathy Wheatley Administrative Services Item Type: Motion Requested Meeting Type: Consent Agenda - Approve Minutes ISSUE STAFF RECOMMENDATION / ACTION REQUEST Approve minutes as proposed. KEY FACTS AND INFORMATION SUMMARY Minutes will be attached to this Agenda Item Summary statement when final drafts are ready to submit to the City Council. OTHER ALTERNATIVES Amend draft minutes. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments January 18. 2011 Minutes February 8. 2011 Minutes AIS -434 Item #: 3. B. Business Meeting Date: 03/08/2011 Length (in minutes): Consent Item Agenda Title: Receive and File: Council Calendar and Council Tentative Agenda Submitted By: Cathy Wheatley Administrative Services Item Type: Receive and File Meeting Type: Consent - Receive and File ISSUE Receive and file the Council Calendar and the Tentative Agenda for future Council meetings. STAFF RECOMMENDATION / ACTION REQUEST No action requested; this is a receive and file item for information. KEY FACTS AND INFORMATION SUMMARY The Council Calendar and the Tentative agenda for future Council meetings are attached. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION N/A - Receive and File Items Attachments Council Calendar Tentative Agenda - Future Council Meetings Agenda Item No. 3 kg For Agenda of March 8, 2011 MEMORANDUM TIGARD TO: Honorable Mayor & City Council FROM: Cathy Wheatley, City Recorder RE: Three -Month Council Meeting Calendar DATE: March 8, 2011 Regularly scheduled Council meetings are marked with an asterisk ( *). March 8* Tuesday Council Business Meeting— 6:30 pm, Town Hall 15* Tuesday Council Workshop Meeting - CANCELLED 22* Tuesday Council Business Meeting — 6:30 pm, Town Hall 29* Monday Special Joint Meeting with TVF &R -6:00 pm, TVF &R Headquarters, 11945 SW 70th April 12* Tuesday Council Business Meeting — 6:30 pm, Town Hall 18 Monday Budget Committee Meeting— 6:30 pm, Public Works Auditorium 19* Tuesday Council Workshop Meeting — 6:30 pm, Town Hall 25 Monday Budget Committee Meeting -6:30 pm, Public Works Auditorium 26* Tuesday Council Business Meeting — 6:30 pm, Town Hall May 2 Monday Budget Committee Meeting— 6:30 pm, Public Works Auditorium 10* Tuesday Council Business Meeting — 6:30 pm, Town Hall 17* Tuesday Council Workshop Meeting — 6:30 pm, Town Hall 24* Tuesday Council Business Meeting — 6:30 pm, Town Hall 30 Monday Memorial Day Observed — City Offices Closed I: \ADM \City Council \Council Calendar \3 -month calendar for 100308 cc mtg.doc m 3 . rte. 2. Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 2/28/2011 1:17 PM Form Meeting Submitted Meeting Inbox or Date By Type Title Department Finalized 249 03/08/2011 Carol Krager AAA 03/08/111 Absences to Note: Mayor Dirksen I Location: Tigard City Hall 328 03/08/2011 Cheryl Caines ACCSTUDY 15 Minutes - Review Resolution 08 -47 That Establishes A Process to Form Ad -Hoc, Community Development Prosser C, City Limited Duration Citizen Advisory Committees Manager 356 03/08/2011 Liz Lutz ACCSTUDY 25 Minutes - Review of 2012 Community Event Funding Requests Financial and LaFrance T, Fin /Info Information Services Svcs Director ( Total Time: 40 of 45 minutes have been scheduled 349 03/08/2011 Loreen Mills ACONSENT Consent Item - Award of Contract for Franchise Attorney Services City Management Prosser C, City ,Manager 352 03/08/2011 Nadine ACONSENT Consent Item - Award Contract to Larry J. Blake, Jr. for Prosecutorial Services Administrative Services Prosser C, City Robinson Manager 377 03/08/2011 Sandy ACONSENT Consent Item - Award Contract for Labor Attorney and Employment Law Services City Management Zodrow S, HR Director Zodrow 412 03/08/2011 Liz Newton ACONSENT Consent Item - Award of Contract for City Attorney Services City Management Prosser C, City Manager 418 03/08/2011 Greer Gaston ACONSENT Consent Item - Award a Contract for Real Estate Legal Services to Jordan Schrader Public Works 02/24/2011 Ramis PC -- — �.. 297 '03/08/2011 Joseph CCBSNS 1 LCRB - 10 Minutes - Award Purchase Agreement for Replacement of the In - Car Video Police 02/08/2011 Barrett System for Patrol Vehicles 1354 1103/08/2011 Ouija Wade ICCBSNS 112 15 Minutes - Update of Tigard Youth Advisory Council Activities 102 /25/2011 351 03/08/2011 Cheryl Caines CCBSNS 3 10 Minutes - Quasi - Judicial Public Hearing to Consider Vacation of Right -of -Way on Community Development Caines C, Assoc Planner Burnham Street Adjacent to Matsumoto Property 329 03/08/2011 Duane CCBSNS 4 25 Minutes - Status Report on Progress of Greenway Trail System Master Plan Community Development 02/24/2011 Roberts Total Time: 50 of 110 minutes have been scheduled L_ ll Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 2/28/2011 1 :17 PM 250 03/15/2011 Carol Krager AAA 03/15/11 I Absences to Note: Dirksen, Buehner, Woodard at NLC. Agenda items will I need to be rescheduled. 1 11 251 03/22/2011 Carol Krager AAA 03/22/11 I Absences to Note: Councilor Wilson I Location: Tigard City Hall I 1 -il 336 03/22/2011 Cheryl Caines ACCSTUDY 10 Minutes - Update City Council on the Tree Board's Upcoming Tree Replacement Community Development I Fund Recommendation 380 03/22/2011 Sandy ACCSTUDY 20 Minutes - Executive Session - Labor Relations 02/08/2011 I Zodrow 423 03/22/2011 John Floyd ACCSTUDY 20 Minutes - Pending Litigation I Floyd J, Associate I Planner 1[Total Time: 50 of 45 minutes have been scheduled 148 03/22/2011 Judith Gray ACONSENT Consent Item - Approve Granting a Designated Bus Stop on Commercial Street for Community Development I Yamhill County Transit Area - Resolution , 335 03/22/2011 Greer Gaston ACONSENT Consent Item - Increase the City Manager's Credit Authorization Limit to Waive Utility Public Works I Charges 424 03/22/2011 John Goodrich ACONSENT Consent Item - Authorization for City to enter into updated Wasteshed Reduction IGA Public Works Gaston G, Conf I with Washington County Executive Asst - _ -- — —. — -- II 367 03/22/2011 Liz Lutz 'CCBSNS 1 15 Minutes - Resolution Granting Exemption from Property Taxes under TMC 'Financial and I Section 3.50 Information Services 357 03/22/2011 John Goodrich CCBSNS 2 15 Minutes - Consider Amending Tigard Municipal Code Chapter 12, Water and Public Works I Sewers 201 03/22/2011 Ted Kyle CCBSNS 3 15 Minutes - Briefing on Two Capital Improvement Plan Projects and the 2010 Public Works Gaston G, Conf I Pavement Condition Report Executive Asst 338 103/22/2011 11Darren Wyss IkCCBSNS 114 45 Minutes - Briefing on the Economic Opportunities Analysis 11Community Developmentf (Wyss D, Senior Planner if 1 If Total Time: 90 of 110 minutes have been scheduled I -- — II 2 Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 2/28/2011 1:17 PM 368 03/29/2011 Cathy AAA Special Meeting with TVF &R at TVF &R Headquarters Located in Tigard I Wheatley I — - — II 253 04/12/2011 Carol Krager AAA 04/12/11 I Absences to Note: I Location: Tigard City Hall I I II No study session items scheduled for April 12 I 385 04/12/2011 Joseph ACONSENT Consent Item - Contract Award for Auditing Services Financial and Barrett Information Services II 202 04/12/2011 [Ted Kyle IICCBSNS 115 Minutes - CIP Update - Burnham Street and 10 MG Water Pump Station Projects 1Public Works !Kyle T, City Engineer 332 04/12/2011 Cheryl Caines CCBSNS 20 Minutes - Consider a Tree Board Recommendation & Resolution for Utilization of Community Development Caines C, Assoc Planner Tree Replacement Fund , 358 04/12/2011 Marissa CCBSNS 20 Minutes - Arbor Day: Receive Tree City USA Growth Award and Present Tree Community Development Daniels M, Assoc. Daniels Stewardship Awards Planner 416 04/12/2011 Greer Gaston CCBSNS 20 Minutes - Potential Public Hearing and Solid Waste Rate Adjustment Public Works Gaston G, Conf Executive Asst Total Time: 75 of 110 minutes have been scheduled I II II 364 04/18/2011 Cathy AAA Budget Committee Meeting Wheatley I II 3 Key: Meeting Banner ❑ Business Meeting ❑ Study Session ❑ Special Meeting ❑ Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 2/28/2011 1:17 PM 25404/19/2011 Carol Krager AAA 04/19/11 I Absences to Note: I Location: Tigard City Hall 379 04/19/2011 Margaret CCWKSHOP 1 30 Minutes - ANNUAL JOINT MEETING WITH LIBRARY BOARD Library Barnes M, Library Barnes „Director '38404/19/2011 Cathy CCWKSHOP 2 30 Minutes - Review of the Recycled Water Feasibility Study Public Works 02/03/2011 Wheatley 344 04/19/2011 Duane CCWKSHOP 3 25 Minutes - Greenway Trail System Master Plan Community Roberts D, Project Roberts Development Planner 415 04/19/2011 Judith Gray . CCWKSHOP 4 30 Minutes - Presentation on Transportation Planning Rule Issues and Status Community Development 323 04/19/2011 Judith Gray CCWKSHOP 5 30 Minutes - HCT Land Use Plan Update Community Development „ 292 04 /19 /2011'John Floyd CCWKSHOP 6 45 Minutes - Regulatory Improvement Initiative Update and Workshop Community Floyd J, Associate Development Planner —. 365 04/25/2011 Cathy 'IAAA 'Budget Committee Meeting heatley I II I II 252 04/26/2011 Carol Krager AAA 04/26/11 I Absences to Note: I Location: Tigard City Hall 1419II04/26/2011ITed Kyle IIACCSTUDY 1115 Minutes - Discuss real estate acquisition II II II M I04 /26 /2011IIGreer Gaston IIACCSTUDY 115 Minutes - Executive Session on Real Property Negotiations II IlKyle T, City Engineer 1I i1Total Time: 30 of 45 minutes have been scheduled 370 04/26/2011 Joanne CCBSNS 10 Minutes - 1st Quarter Council Goal Update City Management Bengtson 3, Exec Asst I Bengtson to City Mqr 1f Total Time: 10 of 110 minutes have been scheduled 4 Key: Meeting Banner ❑ Business Meeting 0 Study Session ❑ Special Meeting 0 Consent Agenda ❑ Meeting is Full . Workshop Meeting ❑ City Council Tentative Agenda 2/28/2011 1:17 PM 366 05/02/2011 Cathy AAA Budget Committee Meeting Wheatley - II 387 05/10/2011 Carol Krager AAA Business Meeting - II 339 05/10/2011 Darren Wyss CCBSNS 60 Minutes - Public Hearing for City of Tigard Economic Opportunities Analysis Community Wyss D, Senior Planner Development I[Total Time: 60 of 110 minutes have been scheduled - II 388 05/17/2011 Carol Krager AAA Workshop Meeting 29305/17/2011 John Floyd CCWKSHOP6O Minutes - Joint Meeting with Planning Commission on Regulatory Improvement Initiative - Community Floyd J, Associate Decision Making Package Development Planner Total Time: 60 of 180 minutes have been scheduled 411 05/24/2011 Carol Krager AAA Business Meeting - II 342 05/24/2011 Cheryl Caines CCBSNS 90 Minutes - Quasi - Judicial Public Hearing: Comprehensive Plan Amendment, Sensitive Lands Community Caines C, Assoc Planner Reviews and Adjustment to Extend Wall St. to Fields Property Development If Total Time: 90 of 110 minutes have been scheduled is \ADM\CAROL \Tentaty Ag \2011 \Tentative Febmary28 201 t.doc 5 AI -412 Item #: 3 . c,., Consent Agenda Date: 03/08/2011 Length (in minutes): Consent Item Agenda Title: Award of Contract for City Attorney Services Prepared For: Liz Newton Submitted By: Liz Newton City Management Item Type: Motion Requested Meeting Type: Consent Agenda - LCRB ISSUE Shall the Local Contract Review Board award a contract to Jordan, Schrader, Ramis PC for City Attorney services for the City? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that the Local Contract Review Board award the City Attorney services contract to Jordan, Schrader, Ramis PC for the first year of a possible five year contract and authorize the City Manager to execute the contract. KEY FACTS AND INFORMATION SUMMARY The City issued a Request for Proposals (RFP) for City Attorney Services on December 13, 2010. Notices for the RFP appeared in the Daily Journal of Commerce and the Oregonian. Responses to the RFP were due by January 11, 2011. Three qualified firms responded. The City Council chose to interview two firms. At the conclusion of the interviews on February 1, 2011, the City Council selected to retain the Jordan, Schrader, Ramis firm which currently provides City Attorney services. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION The City Council agreed to issue a Request for Proposals for City Attorney services at their October 19, 2010 workshop meeting. At the November 16, 2010 workshop meeting, City Council confirmed a selection process and schedule. The City Council interviewed two qualified firms and selected the Jordan, Schrader, Ramis firm on February 1, 2011. Fiscal Impact Cost: $195/hour Budgeted (yes or no): yes Where Budgeted (department /program): City Council Additional Fiscal Notes: It is estimated that City Attorney services will cost $262,000 in FY 2011 - 12. Attachments Proposed Contract for City Attorney Services CITY OF TIGARD, OREGON T I G ARD CITY ATTORNEY SERVICES CONTRACT THIS AGREEMENT made and entered into this 8th day of March, 2011 by and between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter called City, and Jordan, Schrader, Ratnis PC hereinafter called Legal Counsel. RECITALS WHREAS, the City's 2010 -2011 Fiscal Year budget provides for services related to City Attorney Services; and WHEREAS City has need for the services of an attorney firm with a particular training, ability, knowledge, and experience possessed by Legal Counsel, and WHEREAS City has determined that Legal Counsel is qualified and capable of performing the professional services as City does hereinafter require, under those terms and conditions set forth, THEREFORE the Parties agree as follows: 1. LEGAL SERVICES TO BE PROVIDED Legal Counsel shall initiate services immediately upon receipt of City's notice to proceed together with an executed copy of this Agreement. Legal Counsel agrees to complete work that is detailed in Exhibit A and by this reference made a part hereof. Any and all work assigned by the City will be contained in subsequent scope of work as needed. 2. EFFECTIVE DATE AND DURATION This Agreement shall become effective upon the date of execution, and shall expire, unless otherwise terminated, on April 1, 2016. In accordance with the City's best practice, the total duration of this agreement may not exceed five (5) years. 3. COMPENSATION A. The City agrees to pay Legal Counsel in accordance with this section for performance of services described herein. Payment shall be based upon a detailed monthly billing showing work performed and identifying specific legal matters worked on. B. Hourly Rates Attorneys $195 /hour Paralegals $155 /hour Project Assistants $50 /hour The Parties may, by mutual agreement, adjust these rates each year upon written mutual acceptance. Any proposed new price must be requested in writing sixty (60) days prior to April 1". C. The direct cost for such items as long distance charges, messenger services, printing, mileage (at the contract year's IRS approved rate), copy charges, faxes, and the like will be billed to the City with no markup or overhead charge added. Mileage for trips between Legal Counsel's office(s) and the City offices shall not be charged to the City. RFP — (insert title) Page 1 Close — (insert day of week, date, and time) D. Payment will be made in installments based on Legal Counsel's invoice, subject to the approval of the City Manager, or designee, and not more frequently than monthly. Payment shall be made only for work actually completed as of the date of invoice. E. Payment by City shall release City from any further obligation for payment to Legal Counsel, for services performed or expenses incurred as of the date of the invoice. Payment shall not be considered acceptance or approval of any work or waiver of any defects therein. F. Legal Counsel shall make payments promptly, as due, to all persons supplying labor or materials for the prosecution of this work. G. Legal Counsel shall not permit any lien or claim to be filed or prosecuted against the City on any account of any labor or material furnished. H. Legal Counsel shall pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167. L If Legal Counsel fails, neglects or refuses to make prompt payment of any claim for labor or services furnished to Legal Counsel or a subcontractor by any person as such claim becomes due, City's Finance Director may pay such claim and charge the amount of the payment against funds due or to become due the Legal Counsel. The payment of the claim in this manner shall not relieve Legal Counsel or their surety from obligation with respect to any unpaid claims. J. Legal Counsel shall pay employees at least time and a half pay for all overtime worked in excess of 40 hours in any one week except for individuals under the contract who are excluded under ORS 653.010 to 653.261 or under 29 USC sections 201 to 209 from receiving overtime. K. Legal Counsel shall promptly, as due, make payment to any person, co- partnership, association or corporation, furnishing medical, surgical and hospital care or other needed care and attention incident to sickness or injury to the employees of Legal Counsel or all sums which Legal Counsel agrees to pay for such services and all moneys and sums which Legal Counsel collected or deducted from the wages of employees pursuant to any law, contract or agreement for the purpose of providing or paying for such service. L. The City certifies that sufficient funds are available and authorized for expenditure to finance costs of this contract. 4. OWNERSHIP OF WORK PRODUCT City shall be the owner of and shall be entitled to possession of any and all work products of Legal Counsel which result from this Agreement, including any computations, plans, correspondence or pertinent data and information gathered by or computed by Legal Counsel prior to termination of this Agreement by Legal Counsel or upon completion of the work pursuant to this Agreement. 5. ASSIGNMENT /DELEGATION Neither party shall assign, sublet or transfer any interest in or duty under this Agreement without the written consent of the other and no assignment shall be of any force or effect whatsoever unless and until the other party has so consented. If City agrees to assignment of tasks to a subcontract, Legal Counsel shall be fully responsible for the acts or omissions of any subcontractors and of all persons employed by them, and neither the approval by City of any subcontractors nor anything contained herein shall be deemed to create any contractual relation between the subcontractors and City. City Attorney Services 2011 -2016 Page 2 6. STATUS OF LEGAL COUNSEL AS INDEPENDENT LEGAL COUNSEL Legal Counsel certifies that: A. Legal Counsel acknowledges that for all purposes related to this Agreement, Legal Counsel is and shall be deemed to be an independent Legal Counsel as defined by ORS 670.700 and not an employee of City, shall not be entitled to benefits of any kind to which an employee of City is entitled and shall be solely responsible for all payments and taxes required by law. Furthermore, in the event that Legal Counsel is found by a court of law or any administrative agency to be an employee of City for any purpose, City shall be entitled to offset compensation due, or to demand repayment of any amounts paid to Legal Counsel under the terms of this Agreement, to the full extent of any benefits or other remuneration Legal Counsel receives (from City or third party) as a result of said finding and to the full extent of any payments that City is required to make (to Legal Counsel or to a third party) as a result of said finding. B. The undersigned Legal Counsel hereby represents that no employee of the City, or any partnership or corporation in which a City employee has an interest, has or will receive any remuneration of any description from Legal Counsel, either directly or indirectly, in connection with the letting or performance of this Agreement, except as specifically declared in writing. If this payment is to be charged against Federal funds, Legal Counsel certifies that he /she is not currently employed by the Federal Government and the amount charged does not exceed his or her normal charge for the type of service provided. Legal Counsel and its employees, if any, are not active members of the Oregon Public Employees Retirement System and are not employed for a total of 600 hours or more in the calendar year by any public employer participating in the Retirement System. C. Legal Counsel certifies that it currently has a City business license or will obtain one prior to delivering services under this Agreement. D. Legal Counsel is not an officer, employee, or agent of the City as those terms are used in ORS 30.265. 7. INDEMNIFICATION City has relied upon the professional ability and training of Legal Counsel as a material inducement to enter into this Agreement. Legal Counsel warrants that all its work will be performed in accordance with generally accepted professional practices and standards as well as the requirements of applicable federal, state and local laws, it being understood that acceptance of Legal Counsel's work by City shall not operate as a waiver or release. Legal Counsel agrees to indemnify and defend the City, its officers, agents and employees and hold them harmless from any and all liability, causes of action, claims, losses, damages, judgments or other costs or expenses including attorney's fees and witness costs and (at both trial and appeal level, whether or not a trial or appeal ever takes place) that may be asserted by any person or entity which in any way arise from, during or in connection with the performance of the work described in this contract, except liability arising out of the sole negligence of the City and its employees. Such indemnification shall also cover claims brought against the City under state or federal worker's compensation laws. If any aspect of this indemnity shall be found to be illegal or invalid for any City Attorney Services 2011 -2016 Page 3 reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this indemnification. 8. INSURANCE Legal Counsel and any subcontractors shall maintain insurance acceptable to City in full force and effect throughout the term of this contract. Such insurance shall cover all risks arising directly or indirectly out of Legal Counsel's activities or work hereunder, including the operations of its subcontractors of any tier. The policy or policies of insurance maintained by the Legal Counsel and its subcontractors shall provide at least the following limits and coverages: A. Commercial General Liability Insurance Legal Counsel shall obtain, at Legal Counsel's expense, and keep in effect during the term of this contract, Comprehensive General Liability Insurance covering Bodily Injury and Property Damage on an "occurrence" form (1996 ISO or equivalent). This coverage shall include Contractual Liability insurance for the indemnity provided under this contract. The following insurance will be carried: Coverage Limit General Aggregate 4,000,000 Products - Completed Operations Aggregate 1,000,000 Personal & Advertising Injury 1,000,000 Each Occurrence 2,000,000 Fire Damage (Any one fire) 50,000 Medical Expense Any one person) 5,000 B. Legal Errors & Omissions /Lawyers Professional Liability Insurance Legal Counsel shall obtain, at Legal Counsel's expense, and keep in effect during the term of this contract, Legal Errors & Omissions /Lawyer's Professional Liability Insurance covering any damages caused by an error, omission or any negligent acts. This coverage shall include Annual Aggregate & Per Occurrence limits of $2,000,000 per attorney. C. Commercial Automobile Insurance Legal Counsel shall also obtain, at Legal Counsel's expense, and keep in effect during the term of the contract, Commercial Automobile Liability coverage including coverage for all owned, hired, and non -owned vehicles. The Combined Single Limit per occurrence shall not be less than $2,000,000. D. Workers' Compensation Insurance The Legal Counsel, its subcontractors, if any, and all employers providing work, labor, or materials under this Contract that are subject employers under the Oregon Workers' Compensation Law shall comply with ORS 656.017, which requires them to provide workers' compensation coverage that satisfies Oregon law for all their subject workers. Out -of -state employers must provide Oregon workers' compensation coverage for their workers who work at a single location within Oregon for more than 30 days in a calendar year. Legal Counsels who perform work without the assistance or labor of any employee need not obtain workers' compensation coverage. All non - exempt employers shall provide Employer's Liability Insurance with coverage limits of not less than $500,000 each accident. City Attorney Services 2011 -2016 Page 4 E. Additional Insured Provision The Commercial General Liability Insurance and Commercial Automobile Insurance policies and other policies the City deems necessary shall include the City, its officers, directors, and employees as additional insureds with respect to this contract. F. Extended Reporting Coverage If any liability insurance required by this contract is arranged on a "claims made" basis, Extended Reporting coverage will be required at the completion of this contract to a duration of 24 months or the maximum time period the Legal Counsel's insurer will provide if less than 24 months. Legal Counsel will be responsible for furnishing certification of Extended Reporting coverage for 24 months following contract completion. Continuous "claims made" coverage will be acceptable in lieu of Extended Reporting coverage, provided its retroactive date is on or before the effective date of this contract. G. Notice of Cancellation There shall be no cancellation, material change, exhaustion of aggregate limits or intent not to renew insurance coverage without 30 days written notice to the City. Any failure to comply with this provision will not affect the insurance coverage provided to the City. The 30 days notice of cancellation provision shall be physically endorsed on to the policy. H. Insurance Carrier Rating Coverages provided by the Legal Counsel must be underwritten by an insurance company deemed acceptable by the City. The City reserves the right to reject all or any insurance carrier(s) with an unacceptable financial rating. I. Certificates of Insurance As evidence of the insurance coverage required by the contract, the Legal Counsel shall furnish a Certificate of Insurance to the City. No contract shall be effected until the required certificates have been received and approved by the City. The certificate will specify and document all provisions within this contract. J. Independent Legal Counsel Status The service or services to be rendered under this contract are those of an independent Legal Counsel. K. Primary Coverage Clarification The parties agree that Legal Counsel's coverage shall be primary to the extent permitted by law. The parties further agree that other insurance maintained by the City is excess and not contributory insurance with the insurance required in this section. L. Cross - Liability Clause A cross - liability clause or separation of insureds clause will be included in all general liability and pollution policies required by this contract. Legal Counsel's insurance policy shall contain provisions that such policies shall not be canceled or their limits of liability reduced without thirty (30) days prior notice to City. A copy of each insurance policy, certified as a true copy by an authorized representative of the issuing insurance company, or at the discretion of City, in lieu thereof, a certificate in form satisfactory to City certifying to the issuance of such insurance shall be forwarded to: City Attorney Services 2011 -2016 Page 5 City of Tigard Attn: Loreen Mills, Assistant to the City Manager 13125 SW Hall Blvd. Tigard, Oregon 97223 Such policies or certificates must be delivered prior to commencement of the work. The procuring of such required insurance shall not be construed to limit Legal Counsel's liability hereunder. Notwithstanding said insurance, Legal Counsel shall be obligated for the total amount of any damage, injury, or loss caused by negligence or neglect connected with this contract. 9. METHOD & PLACE OF SUBMITTING NOTICE, BILLS AND PAYMENTS All notices, bills and payments shall be made in writing and may be given by personal delivery, mail or by fax. Payments may be made by personal delivery, mail, or electronic transfer. The following addresses shall be used to transmit notices, bills, payments, and other information: Attn: Craig Prosser, City Manager Attn: Tim Ramis, Vice President Address: 13125 SW Hall Blvd., Address: Two Centerpointe Drive, 6 Floor Tigard, Oregon 97223 Lake Oswego, Oregon 97035 Phone: (503) 718 -2486 Phone: (503) 598.7070 Fax: (503) 684 -7297 Fax: (503) 598.7373 Email Address: craigetigard- or.gov Email: tim.ramis a jordanschrader.corn and when so addressed, shall be deemed given upon deposit in the United States mail, postage prepaid, or when so faxed, shall be deemed given upon successful fax. In all other instances, notices, bills and payments shall be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to who notices, bills and payments are to be given by giving written notice pursuant to this paragraph. 10. MERGER This writing is intended both as a final expression of the Agreement between the parties with respect to the included terms and as a complete and exclusive statement of the terms of the Agreement. No modification of this Agreement shall be effective unless and until it is made in writing and signed by both parties. 11. PROFESSIONAL SERVICES The City requires that services provided pursuant to this agreement shall be provided to the City by a Legal Counsel that does not represent clients on matters contrary to City interests. Further, Legal Counsel shall not engage services of an attorney and /or other professional who individually, or through members of his /her same firm, represents clients on matters contrary to City interests. Should the Legal Counsel represent clients on matters contrary to City interests or engage the services on an attorney and /or other professional who individually, or through members of his /her same firm, represents clients on matters contrary to City interests, Legal Counsel shall consult with the appropriate City representative regarding the conflict. After such consultation, the Legal Counsel shall have seven (7) days to eliminate the conflict to the satisfaction of the City. If such conflict is not eliminated within the specified time period, the agreement may be terminated pursuant to Section 13 (B) (3) of this agreement. City Attorney Services 2011 -2016 Page 6 12. TERMINATION WITHOUT CAUSE At any time and without cause, City shall have the right in its sole discretion, to terminate this Agreement by giving notice to Legal Counsel. If City terminates the contract pursuant to this paragraph, it shall pay Legal Counsel for services rendered to the date of termination. 13. TERMINATION WITH CAUSE A. City may terminate this Agreement effective upon delivery of written notice to Legal Counsel, or at such later date as may be established by City, under any of the following conditions: 1) If City funding from federal, state, local, or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services. This Agreement may be modified to accommodate a reduction in funds 2) If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement. 3) If any license or certificate required by law or regulation to be held by Legal Counsel, its subcontractors, agents, and employees to provide the services required by this Agreement is for any reason denied, revoked, or not renewed. 4) If Legal Counsel becomes insolvent, if voluntary or involuntary petition in bankruptcy is filed by or against Legal Counsel, if a receiver or trustee is appointed for Legal Counsel, or if there is an assignment for the benefit of creditors of Legal Counsel. Any such termination of this agreement under paragraph (a) shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination. B. City, by written notice of default (including breach of contract) to Legal Counsel, may terminate the whole or any part of this Agreement: 1) If Legal Counsel fails to provide services called for by this agreement within the time specified herein or any extension thereof, or 2) If Legal Counsel fails to perform any of the other provisions of this Agreement, or so fails to pursue the work as to endanger performance of this agreement in accordance with its terms, and after receipt of written notice from City, fails to correct such failures within ten (10) days or such other period as City may authorize. 3) If Legal Counsel fails to eliminate a conflict as described in Section 11 of this agreement. The rights and remedies of City provided in the above clause related to defaults (including breach of contract) by Legal Counsel shall not be exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. If City terminates this Agreement under paragraph B, Legal Counsel shall be entitled to receive as full payment for all services satisfactorily rendered and expenses incurred, an amount which bears the same ratio to the total fees specified in this Agreement as the services satisfactorily rendered by Legal Counsel bear to the total services otherwise required to be performed for such total fee; provided, that there shall be deducted from such amount the amount of damages, if any, sustained by City due to breach of contract by Legal Counsel. Damages for City Attorney Services 2011 -2016 Page 7 breach of contract shall be those allowed by Oregon law, reasonable and necessary attorney fees, and other costs of litigation at trial and upon appeal. 14. ACCESS TO RECORDS City shall have access to such books, documents, papers and records of Legal Counsel as are directly pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcripts. 15. BAR MEMBERSHIP /OCAA MEMBERSHIP REQUIREMENTS Legal Counsel is responsible for maintaining Legal Counsel's professional standing as a member of the Oregon State Bar Association and the Oregon City Attorney's Association. 16. FORCE MAJEURE Neither City nor Legal Counsel shall be considered in default because of any delays in completion and responsibilities hereunder due to causes beyond the control and without fault or negligence on the part of the parties so disenabled, including but not restricted to, an act of God or of a public enemy, civil unrest, volcano, earthquake, fire, flood, epidemic, quarantine restriction, area -wide strike, freight embargo, unusually severe weather or delay of Legal Counsel or supplies due to such cause; provided that the parties so disenabled shall within ten (10) days from the beginning of such delay, notify the other party in writing of the cause of delay and its probable extent. Such notification shall not be the basis for a claim for additional compensation. Each party shall, however, make all reasonable efforts to remove or eliminate such a cause of delay or default and shall, upon cessation of the cause, diligently pursue performance of its obligation under the Agreement. 17. NON - WAIVER The failure of City to insist upon or enforce strict performance by Legal Counsel of any of the terms of this Agreement or to exercise any rights hereunder should not be construed as a waiver or relinquishment to any extent of its rights to assert or rely upon such terms or rights on any future occasion. 18. NON - DISCRIMINATION Legal Counsel agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statues, rules, and regulations. Legal Counsel also shall comply with the Americans with Disabilities Act of 1990, ORS 659.425, and all regulations and administrative rules established pursuant to those laws. 19. ERRORS Legal Counsel shall perform such additional work as may be necessary to correct errors in the work required under this Agreement without undue delays and without additional cost. 20. EXTRA (CHANGES) WORK Only the Mayor or City's Project Manager for this Agreement, Craig Prosser, City Manager, may authorize extra (and /or change) work. Failure of Legal Counsel to secure authorization for extra work shall constitute a waiver of all right to adjustment in the contract price or contract time due to such unauthorized extra work and Legal Counsel thereafter shall be entitled to no compensation whatsoever for the performance of such work. City Attorney Services 2011 -2016 Page 8 21. WARRANTIES All work shall be guaranteed by Legal Counsel for a period of one year after the date of final acceptance of the work by the owner. Legal Counsel warrants that all practices and procedures, workmanship and materials shall be the best available unless otherwise specified in the profession. Neither acceptance of the work nor payment therefore shall relieve Legal Counsel from liability under warranties contained in or implied by this Agreement. 22. ATTORNEY FEES In case suit or action is instituted to enforce the provisions of this contract, the parties agree that the losing party shall pay such sum as the court may adjudge reasonable attorney fees and court costs, including attorney's fees and court costs on appeal. 23. GOVERNING LAW The provisions of this Agreement shall be construed in accordance with the provisions of the laws of the State of Oregon. Any action or suits involving any question arising under this Agreement must be brought in the appropriate court of the State of Oregon. 24. COMPLIANCE WITH STATE AND FEDERAL LAWS /RULES Legal Counsel shall comply with all applicable federal, state and local laws, rules and regulations, including, but not limited to, the requirements concerning working hours, overtime, medical care, workers compensation insurance, health care payments, payments to employees and contractors and income tax withholding contained in ORS Chapter 279B, the provisions of which are hereby made a part of this agreement. 25. CONFLICT BETWEEN TERMS It is further expressly agreed by and between the parties hereto that should there be any conflict between the terms of this instrument in the proposal of the contract, this instrument shall control and nothing herein shall be considered as an acceptance of the said terms of said proposal conflicting herewith. 26. AUDIT Legal Counsel shall maintain records to assure conformance with the terms and conditions of this Agreement, and to assure adequate performance and accurate expenditures within the contract period. Legal Counsel agrees to permit City, the State of Oregon, the federal government, or their duly authorized representatives to audit all records pertaining to this Agreement to assure the accurate expenditure of funds. 27. SEVERABILITY In the event any provision or portion of this Agreement is held to be unenforceable or invalid by any court of competent jurisdiction, the validity of the remaining terms and provisions shall not be affected to the extent that it did not materially affect the intent of the parties when they entered into the agreement. 28. CONDITIONS OF SUPPLYING A PUBLIC AGENCY Where applicable, seller must make payment promptly as due to persons supplying Legal Counsel labor or materials for the execution of the work provided by this order. Legal Counsel must pay all contributions or amounts due from Legal Counsel to the Industrial Accident Fund incurred in the performance of this order. Legal Counsel shall not permit any lien or claim to be filed or prosecuted against Buyer or any subdivision of City on account of any labor or material to be furnished. Legal Counsel further agrees to pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167. City Attorney Services 2011 -2016 Page 9 29. HOURS OF LABOR If labor is performed under this order, then no person shall be employed for more than eight (8) hours in any one day, or forty (40) hours in any one week, except in cases of necessity, or emergency or where the public policy absolutely requires it, and in such cases, except cases of contracts for personal services as defined in ORS 279A.055, the labor shall be paid at least time and a half for all overtime in excess of eight (8) hours a day and for all work performed on Saturday and on any legal holidays as specified in ORS 279C.540. In cases of contracts for personal services as defined in ORS 279A.055, any labor shall be paid at least time and a half for all hours worked in excess of forty (40) hours in any one week, except for those individuals excluded under ORS 653.010 to 653.260 or under 29 USC SS 201 -209. 30. MEDICAL CARE AND WORKERS' COMPENSATION Legal Counsel shall promptly, as due, make payment to any person, co- partnership, association or corporation, furnishing medical, surgical and hospital care or other needed care and attention incident to sickness or injury, to the employees of such Legal Counsel, of all sums which the Legal Counsel agrees to pay for such services and all moneys and sums which the Legal Counsel collected or deducted from the wages of the employees pursuant to any law, Legal Counsel agreement for the purpose of providing or paying for such service. 31. COMPLETE AGREEMENT This Agreement and attached exhibits constitutes the entire Agreement between the parties. No waiver, consent, modification, or change of terms of this Agreement shall bind either party unless in writing and signed by both parties. Such waiver, consent, modification, or change if made, shall be effective only in specific instances and for the specific purpose given. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this Agreement. Legal Counsel, by the signature of its authorized representative, hereby acknowledges that he has read this Agreement, understands it and agrees to be bound by its terms and conditions. IN WITNESS WHEREOF, City Council has caused this Agreement to be executed by its duly authorized undersigned officer and Legal Counsel has executed this Agreement on the date hereinabove first written. Authorized by Tigard's Local Contract Review Board: March 8, 2011 CITY OF TIGARD JORDAN, SCHRADER, RAMIS PC By: Craig Prosser, City Manager By: Timothy V. Ramis, Partner Date Date City Attorney Services 2011 -2016 Page 10 EXHIBIT A SERVICES TO BE PROVIDED Legal Counsel will be responsible for City legal representation as authorized by City Council. Authorization to perform specific tasks will come from the Mayor, City Council, City Manager, or other persons directly authorized by the Mayor, City Council, or the City Manager. Awarded Counsel shall appoint an attorney to act as lead attorney. The lead attorney will be required to attend all City Council Business meetings. In the event that the lead attorney is not available for a meeting, Awarded Counsel shall further designate a backup lead attorney to attend the meetings. Legal Counsel will advise the City Manager with appropriate notice if neither the lead attorney nor the backup lead attorney is available for a City Council meeting. SCOPE OF WORK 1. Unless otherwise specified by the Mayor or City Council the Awarded Counsel will be responsible for: a. Legal aspects of general administration of City business, including preparing and providing legal opinions, assist with establishment of correct procedures, drafting and reviewing ordinances, resolutions, contracts, orders, agreements, and other legal documents, and related tasks needed to support City personnel, Mayor, Council, and City Manager. b. Providing sound legal direction on all forms of City business, including but not limited to, the following: 1) Public Financing (excluding bond counsel); 2) Land Use Law; 3) Local Budget Law; 4) Codification of Ordinances; 5) Election Laws; 6) Open Meeting Laws; 7) Public Record Laws; 8) Public Contracting; 9) Annexation Law; 10) Public /Private Partnerships; 11) Oregon Revised Statutes; 12) Public Meeting Law; and 13) General Business Law. c. Training of contractor's non -legal personnel in the performance of legally related tasks in order to reduce legal expenses. d. Regular attendance at City Council meetings and attendance at other municipal meetings on request. e. Represent the City during litigation. f. Review City Council packets and provide advice prior to meetings. Review Planning Commission packets when requested and provide timely advice prior to meetings. g. Notify City of changes in state and federal laws that require changes in city codes, ordinances, regulations or policies to remain in compliance with applicable laws. 2. Legal activities such as complex litigation and special project assignments which fall outside of the above categories, and which would include costs exceeding the projections of the city's budget for city attorney services, must be authorized by the City Council. Awarded Counsel and the City Manager will regularly review the level of expenditures on city attorney services and will prioritize projects in order to stay within budgeted amounts. City Attorney Services 2011 -2016 Page 11 3. The awarded Counsel will coordinate with the City Manager and department heads, but within the chain of command shall report directly to the City Council. In this regard, in the event a conflict develops between the Council and City Manager, the Awarded Counsel will represent the Council but will notify the City Manger at first knowledge of a conflict. 4. The City reserves the right in appropriate situations to retain separate outside counsel. It is recognized that the City presently utilizes other law firms to provide representation in personnel issues, labor relations, bond Counsel, and water related matters (i.e., water rights, water supply). City Attorney Services 2011 -2016 Page 12 AIS -349 Item #3. C. Z Business Meeting Date: 03/08/2011 Length (in minutes): Consent Item Agenda Title: Award Contract for Franchise Attorney Services to Beery Elsner & Hammond LLP Prepared For: Loreen Mills Submitted By: Loreen Mills City Management Item Type: Meeting Type: Consent Agenda - LCRB ISSUE Shall the Local Contract Review Board (LCRB) award a contract for franchise attorney services to the Beery Elsner & Hammond LLP firm? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that the LCRB award a contract for the City's franchise attorney services to Beery Elsner & Hammond LLP and authorize the City Manager to execute a contract. KEY FACTS AND INFORMATION SUMMARY The City of Tigard has contracted for general legal counsel services (City Attorney), including legal advice, support and policy review, since the City was incorporated in the early 1960's. The City's current contract for City Attorney services expires on 3/30/11. In response, formal Request for Proposals (RFPs) were developed for the solicitation of specific areas of expertise, including City Attorney and new for this solicitation City Prosecutor, Real Estate, Labor /Employment Law and Franchise services. The RFPs were released to the public on December 13, 2010, with advertisements running in both the Oregonian and the Daily Journal of Commerce on that date. Responses were due on January 11, 2011 and the City received one proposal for the franchise attorney services. An evaluation team consisting of four staff members determined that the Beery Elsner & Hammond firm was highly qualified to provide franchise attorney services and they have a statewide track record of providing excellent franchise legal services to local governments. Further, Nancy Werner of the firm originally crafted Tigard's current franchised utility and work in the right of way ordinances. Since there was only one firm under consideration, rather than conducting an interview with the firm, staff met with the firm to review the City's needs and interests in the area of franchise matters. The evaluation team recommends the LCRB award the contract for the City's Franchise Attorney Services to Beery Elsner & Hammond LLP. Nancy Werner will be the lead attorney for this work. The contract period is for five years. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Council's 2011 Goal of "Financial Stability" has as part of its focus to protect the General Fund revenue. The services of a franchise attorney will assist the City in maximizing the franchise revenue available for the General Fund. DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Fiscal Impact Cost: $3,000 /year Budgeted (yes or no): Yes Where Budgeted (department /program): Risk Management Additional Fiscal Notes: Funds are budgeted in FY10 /11 in the Central Services Fund. AIS -352 Item #:3. C. . Business Meeting Date: 03/08/2011 Length (in minutes): Consent Item Agenda Title: Award Contract for Prosecutorial Services to Larry J. Blake, Jr. Submitted By: Nadine Robinson Administrative Services Item Type: Meeting Type: Consent Agenda - LCRB ISSUE Shall the Local Contract Review Board award a contract to Larry J. Blake, Jr. for prosecutorial services for the City? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that the Local Contract Review Board award the prosecutorial services contract to Larry J. Blake, Jr. in an amount not exceeding $50,000 for the first year of a five year contract and authorize the City Manager to execute the contract. KEY FACTS AND INFORMATION SUMMARY The City issued a Request for Proposal for special legal services on December 13, 2010. Notices for the RFP were run in the Daily Journal of Commerce and The Oregonian. Proposals for the services were due by January 11, 2011. Mr. Blake's firm was the only firm that responded to the city prosecutor portion of the RFP. Since Mr. Blake has been serving as the prosecutor for Municipal Court since 1994, the selection team felt his experience justified proceeding with the review process. The Selection Committee comprised of representatives from Police, Community Development and Court reviewed Mr. Blake's proposal and scored the response based on the following criteria: • Firm Qualifications, • Assigned Firm Member Qualifications • Service Understanding and Availability • Fee Structure and • References. After the scoring was completed, the Committee members met to discuss their scoring. Based on the discussion the Committee unanimously endorsed recommending that the Local Contract Review Board award Larry J. Blake, Jr. the contract for prosecutorial services. The first year of the five -year contract Mr. Blake will bill the City at a rate of $150.00. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Fiscal Impact Cost: $150 per hour Budgeted (yes or no): Yes Where Budgeted (department /program): Administrative Services /Municipal Court Additional Fiscal Notes: The City will be billed $150 per hour for services. It is not anticipated that the contract will exceed $50,000 for the first year. AIS -377 Item #:3. C.&) Business Meeting Date: 03/08/2011 Length (in minutes): Consent Item Agenda Title: Award Contract for Labor Attorney and Employment Law Services to Bullard, Smith, Jernstedt and Wilson Prepared For: Craig Prosser Submitted By: Sandy Zodrow City Management Item Type: Motion Requested Meeting Type: Consent Agenda - LCRB ISSUE Shall the Local Contract Review Board award a contract for labor attorney and employment law services and authorize the City Manager to sign the contract STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board award a contract for labor relations and general employment law services to Bullard, Smith, Jernstedt and Wilson. KEY FACTS AND INFORMATION SUMMARY The City has contracted for labor relations services including labor negotiations, grievance processing, etc. for more than 20 years. The City's current contract is with law firm of Bullard, Smith, Jernstedt and Wilson in Portland, Oregon, and they provide both labor relations and employment law assistance. The City pays for these legal services on an as- needed basis according to the hourly rates stipulated in the contract, with a 10% discount for government agencies. The current contract has expired and a formal Request for Proposal (RFP) was published pursuant to the city's purchasing rules to solicit bids for this area of legal expertise. The RFP's were released to the public on December 13, 2010, with advertising in the Oregonian and the Daily Journal of Commerce. Responses were due on January 1 1 , 2011 and the City received one proposal for the labor attorney /employment law portion of the RFP. A selection team comprised of the City Manager, Chief of Police, HR Director, and the Assistant Directors of Community Development and Public Works Departments reviewed the submittal. They determined that the firm was highly qualified and demonstrated a wide range of expertise not only in the labor relations area but also in general employment law. The team met with the firm's representatives to discuss the city's future needs and interests. The team recommends that the contract for labor attorney /employment law services be awarded to Bullard, Smith, Jernstedt and Wilson. OTHER ALTERNATIVES None COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Not applicable DATES OF PREVIOUS COUNCIL CONSIDERATION None Fiscal Impact Cost: As Needed Budgeted (yes or no): Yes Where budgeted ?: HR Division Additional Fiscal Notes: Labor attorney services are provided on an as- needed basis. Rates depend on speciality of attorney and range from $215- $295 /hour. A significant portion of service falls within the lower range. AIS -418 Item #6. C.5 Business Meeting Date: 03/08/2011 Length (in minutes): Consent Item Agenda Title: Award Contract for Real Estate Legal Services to Jordan, Schrader, Ramis PC Prepared For: Dennis Koellermeier Submitted By: Greer Gaston Public Works Item Type: Meeting Type: Consent Agenda - LCRB ISSUE Shall the Local Contract Review Board (LCRB) award a contract to Jordan Schrader Ramis PC for real estate legal services and authorize the City Manager to execute the contract? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the LCRB award the contract and authorize the City Manager to execute the contract. KEY FACTS AND INFORMATION SUMMARY The City of Tigard has contracted for legal services since the City was incorporated in the early 1960s. The City's current contract for legal services expires on March 30, 2011. In response, formal Request for Proposals (RFPs) were developed for the solicitation of specific areas of legal expertise. These areas included general city attorney and, new for this solicitation, city prosecutor, real estate, labor /employment law and franchise services. The contract associated with this agenda item deals with real estate legal services. These services are required for property negotiations, land acquisition, street vacations, easements, etc. Passage of the November 2010 parks bond measure and the resulting land acquisition transactions will increase the City's real estate legal work. The RFPs were released to the public on December 13, 2010, with advertisements running in both The Oregonian and the Daily Journal of Commerce. Proposals were due on January 11, 2011; three proposals for real estate legal services were received. A selection committee consisting of four City staff members and a City Councilor independently reviewed the proposals. Each of the three firms was subsequently interviewed by the committee. The committee determined the Jordan Schrader Ramis firm was best able to meet the City's legal real estate needs. The contract will be for an initial term of one year and may be renewed for four additional one -year terms. OTHER ALTERNATIVES The LCRB could choose not to award this contract to Jordan Schrader Ramis PC and could direct staff on how to proceed with real estate legal services. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS Not applicable DATES OF PREVIOUS COUNCIL CONSIDERATION None Fiscal Impact Cost: As needed Budgeted (yes or no): Yes Where Budgeted (department /program): Various Additional Fiscal Notes: Real estate legal services are provided on an "as needed" basis. Most real estate legal fees will be billed to projects. Jordan Schrader Ramis rates are as follows: Attorneys $195 per hour Paralegals $155 per hour Project Assistants $ 50 per hour -�D ' /i2/at l I AIS -297 Item #: 4. Business Meeting Date: 03/08/2011 Length (in minutes): 10 Minutes Agenda Title: Award Purchase Agreement for Replacement of the In -Car Video System for Patrol Vehicles Prepared For: Joe Barrett Submitted By: Joseph Barrett Financial and Information Services Item Type: Motion Requested Meeting Type: Local Contract Review Board t ! ISSUE Shall the Local Contract Review Board award a purchase agreement for the replacement of the City's in -car video system in patrol vehicles to CDW/Panasonic under a three -year capital lease and further authorize the City Manager to take any necessary steps to execute the agreement. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends that the Local Contract Review Board approve the three -year lease for the in -car video system for patrol vehicles with Panasonic Finance Solutions and authorize the City Manager to carry out any steps necessary to execute the purchase. KEY FACTS AND INFORMATION SUMMARY The City's existing in -car video system is seven years old and has begun experiencing significant maintenance and customer service problems. Over the past couple of years, the need had arisen to have various components of the system sent back to the vendor for upgrades that were initiated and recommended by the vendor. The City began experiencing delays in receiving spare parts and slower turn- around time when the components were sent back for an upgrade. The vendor was located in Oklahoma. In June of 2010 the City received notification that the vendor had filed for bankruptcy and they closed their doors shortly thereafter. Since that time, staff has evaluated several vendors including on -site demonstrations from three vendors. At the conclusion of the reviews and on -site demonstrations, staff determined that a system from Panasonic best met the overall needs of the City and solicitation options were explored. Staff determined that the most efficient manner to procure the best -fit system was through a permissive cooperative procurement, as allowed under ORS 279A.215 and the City's own Public Contracting Rules, with CDW -G. The City is eligible to utilize this agreement, which was originally solicited by the City of Tucson, Arizona, through the City's membership in the National Intergovernmental Purchasing Alliance (National IPA.) The National IPA serves as a government cooperative purchasing organization for agencies nationwide. National IPA aggregates purchasing volume of participating agencies, including the City, in order to receive larger volume discounts from suppliers. All master agreements are publicly solicited, awarded, and held by a Principal Procurement Agency, in this case the City of Tucson. Membership opens the City up to discounted goods or various services that were formally solicited by municipalities, counties, or states throughout the country. The total value of the equipment is $269,000. The equipment includes the hardware, software, stand -alone server, and installation for all of the City's patrol cars (28), motorcycles, and two Sergeant- issued SUVs. The City, working with CDW -G and Panasonic, will entering into a three -year capital lease for equipment at an annual percentage rate (APR) of 1.65 %. The annual payment, principal and interest, is $94,100 and the City will pay roughly $13,000 in total interest over the life of the lease. At the end of the three -year lease the City will assume ownership of the equipment under a $1 dollar buy -out provision. OTHER ALTERNATIVES The Local Contract Review Board could direct staff to conduct a formal Request for Proposal process for the video system rather than use a permissive procurement process. Staff advises that such a process would likely lead to the City incurring additional costs both internally and in the cost of the product. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION This purchase has not been previously considered by the Local Contract Review Board. Fiscal Impact Cost: $269,000 Budgeted (yes or no): No Where Budgeted (department /program): Police - General Fund Additional Fiscal Notes: The total value of the equipment is $269,000. The City will entering into a three -year capital lease for equipment at a annual percentage rate (APR) of 1.65 %. The annual payment, principal and interest, is $94,100 and will be allocated in the General Fund. The City will pay roughly $13,000 in total interest over the life of the lease. At the end of the three -year lease the City will assume ownership of the equipment under a $1 dollar buy -out provision. In Fiscal Year 2011, approval of the contract will require moving of budgeted General Fund Contingency to the Police operating budget. AIS -354 Item #: 5. Business Meeting Date: 03/08/2011 Length (in minutes): 15 Minutes Agenda Title: Update of Tigard Youth Advisory Council Activities Prepared For: Sheryl Huiras Submitted By: Julia Wade Police Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Meeting - Main ISSUE Tigard Youth Advisory Council will update the Council on TYAC's activities and future goals. STAFF RECOMMENDATION / ACTION REQUEST Staff is bringing information to update the Council on our current youth programs and recommend that the City continue to support these programs. KEY FACTS AND INFORMATION SUMMARY TYAC will provide the Council with a brief outline of 2010 events as well as current events for 2011. 2010 Events: Bike Safety Fair, Movie Under the Stars, Elections, Club Rush, Adopt -A- Family /Thanksgiving, Adopt -A- Family /Christmas, Christmas for Kids, Family Movie Night OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments TYAC Presentation • 1 ardYouth)&visory Councif TYAC Mission: To empower, improve, and connect the lives of Tigard's youth. Bike Safety Fair • May 22 2010 dak • Correctly fit helmets 'r for 30 children ,, • Provided bike safety 6‘., ii. - checks for children's bicycles tit....4 i 1' • Navigated children L J . through a bike safety ►� course l �� M ovie Under the Stars • August 21St, 2010 we premiered the Disney ,._,` :i...4 Pixar movie Up • Extra staff and funding 7, ." provided by the Tigard . `.' J Police Department � - .. ` . p • Roughly 50 families of , r "; 1 the community joined :- t . • on the baseball field at 4 • .s Cook Park . - .- z 1 . . ; 7 `'• Iv 4 • Sold candy, popcorn, ; •� •� ∎ soda and glow sticks Elections • Elections were held on October 20th, 2010 • Please welcome Allison Burke as President, Narin . Luangrath as Vice President and Nellie Johnson as Secretary. , n J ; 1 Pv . , i .. 1 .,,,,sTo 3 ill' _. a Allison Burke Narin Luangrath Nellie Johnson Sophomore, Tigard High Sophomore, Tigard High Senior, Tigard High Club Rush • Recruiting event held ' it �.�' at Tigard High School .-e a1 • Received 45 names `� -� ■ Y A potential of new members - - _ � -- 7 • Of those 45 names, _______ 4 10 have become active members Adopt a Family-Thanksgiving • Tigard Youth Advisory Council provided a Thanksgiving dinner to a family from Metzger Elementary. • Dinner consisted of turkey, stuffing, potatoes, vegetables and rolls. • We were also able to provide them with staple food items like cereal, bread, and milk. ._ Ch r i stmas ., ...... _ Milo - _ Christmas for Kids 434 1)7:I� - � j -= was held December 1 li. -- , ..,, _. -,* ___, ,,,. - 1St at Fred Me in ii. -. tit u _. .0. ,,► Portland ..... , • .--.., • Members of TYAC t . , .. assisted in shopping pp g 4 Y, i t' : 1 iir. t -. with 3 kids from the %,.. --- ) `; Tigard- Tualatin .„.., School District _ _.• Adopt a Family-Christmas • Tigard Youth Advisory Council provided Christmas dinner to a family from Metzger. • TYAC members gave their own money to provide presents and clothes to all family members. • With the help from Tigard Police Officers the gifts and food were delivered a week before Christmas. • • N F amily f JIM C MEI • December 18 2010 • • Hosted "How the i Grinch Stole Christmas" at the Tigard Public Librar Library • Served hot chocolate IN and cookies . . _ (IP r f , . 30 People in VW Ff dr.le • ,• anal " ° r ai attendance Itir rm ■a rso-� Our Goals • Recruit, recruit, recruit! • Become more involved in the community by attending City Council meetings and planning more family events. • Volunteer at local organizations in the community. v v � "1 Future Events and Activities • Volunteer Day at the Oregon Humane Society • Park Cleanup • Adopt -A -Road • Good Neighbor Center Dinner • Bike Safety Fair in conjunction with Tigard High School H.E.A.L.T.H Fair in May Thank you for your con support! AIS -351 Item #: 6. Business Meeting Date: 03/08/2011 Length (in minutes): 10 Minutes Agenda Title: Quasi - Judicial Public Hearing to Consider Vacation of Right -of -Way on Burnham Street Adjacent to Matsumoto Property Submitted By: Cheryl Caines Community Development Item Type: Ordinance Meeting Type: Council Business Meeting - Main • ISSUE Should the City Council pass an ordinance vacating 114 square feet of unimproved public right -of -way adjacent to the Matsumoto property located at 8770 SW Burnham Street? The area to be vacated is on the south side of Burnham Street, approximately 200 feet west of the Hall Boulevard intersection. STAFF RECOMMENDATION / ACTION REQUEST It is recommended that Council approve the attached ordinance vacating the referenced section of Burnham Street right -of -way. KEY FACTS AND INFORMATION SUMMARY The access drive for the Matsumoto property (8770 SW Burnham Street) was reconfigured as part of the Burnham Street project. There is a 114 square foot portion of unimproved and unused right -of -way adjacent to the Matsumoto property. In conversations with the previous City Engineer, the property owners (William and Nina Matsumoto) requested that this portion of the public right -of -way (ROW) be deeded to them. The City Council passed Resolution No. 11 -03 on January 25, 2011 initiating vacation proceedings for this ROW. The vacation request is being considered at this time because the Matsumoto's access was impacted by the Burnham Street project. Agreements with a neighboring property owner for a second access have now been finalized. Utility providers and the adjacent property owners (Matsumotos) have been notified of the proposed vacation. Because there are existing utilities in the area to be vacated, an easement will be recorded to allow providers access. The proposed easement is attached (Attachment 3). This easement is written for the entire frontage of the Matsumoto property, which includes the area to be vacated. OTHER ALTERNATIVES The City Council may decide not to vacate the Burnham Street right -of -way as proposed. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION City Council passed a resolution on January 25, 2011 to initiate vacation proceedings and schedule a public hearing on the matter for March 8, 2011. Fiscal Impact Fiscal Information: The area of vacation is 114 square feet. The fiscal impact to the Burnham Street project is the processing fee of $2,209.00. This fee will be charged to Taffic Impact Fees, and deposited into the General Fund. Attachments Attachment 1 - Ordinance Attachment 2 - Vicinity Map (PowerPoint Slide) Attachment 3 - Proposed Utility Easement Vir e . t l , • :i' I ' '�I \\ �.: ' " :t:� :. A IM+ 3 i 11101 ,.�rl ! �• %,,,,,,' k,� /\ =�J •:' F 4. 1501 t \ao we '\'''•,!,, .21 AC 4,4 , �'� •,• y : r' � r: • : o ' „, 7 ;/ 1 / i i \4 i i \ r ii, i 'K •,w pip I ''41, / 1 J/ M , ,i � (` �... \ fi...:>':,..\1::?.,::.X.r.:‘:•; ;r. :. ,, .,,`: a.•,' P .. ! 'f14 f / / , / � tl• ^ �' ` ' .` .;: /d4 // ,, / 1 a • �, ` ‘,..\•• 3450 7 4, \ 6 . \k. k // / / <� / ;/ L/ ± .... :.: . . ti p: :: .cr '.'\,\\ 4cvs. Q ) 4 +r 12o0 ''''.1.1'1;:.:.••:"".•:":•;t:•;" M61 \�-... .�nr �,=:)i' , '�. •\•:-..'':‘...:. (C •, :1•:.:::::',:::,..,. / i < ,i... — / --,- _ (CR 997) '_ / :! a • s y, ' VICINITY OF PROPOSED °• �b ,fr- -- ^,� 4• ', \ � ■S. \ -, \ .b • POSED VACATION ------.77 • ••! />,• :c } ' _ mac .�� Yy • t i • :•::::::),::?:.::::::,'.1:::::: t • 1 s l / '� aP rY • r .•1.4 YC .i. . 90 • ec� 'k �t Z 2S 1 02AD RETURN RECORDED DOCUMENT TO: CITY HALL RECORDS DEPARTMENT, CITY OF TIGARD 13125 SW Hall Blvd. Tigard, OR 97223 INDIVIDUAL File No 97002 - CIP2009 -00001 EASEMENT PUBLIC UTILITY - PERMANENT Space above reserved for Washington County Recording Information William Y. Matsumoto and Nina K. Matsumoto hereinafter called the Grantors, grant and convey unto the City of Tigard a perpetual easement for constructing, reconstructing, operating, maintaining, inspecting, and repairing of public utilities and appurtenances, together with the right to remove, as necessary, vegetation, foliage, trees, and other obstructions on the parcel of land described in Exhibit "A ", situated in the City of Tigard, Washington County, State of Oregon. THE TRUE CONSIDERATION for this conveyance is $ 0.00 . However, the actual consideration consists of or includes other property or value given or promised which is the whole consideration. IT IS EXPRESSLY UNDERSTOOD that this easement does not convey any right, title, or interest except those expressly stated in this easement, nor otherwise prevent Grantors from the full use and dominion thereover; provided, however, that such use shall not interfere with the uses and purposes of the intent of the easement. IN CONSIDERATION of the premises, Grantee agrees that if said Grantee, its successors or assigns should cause said easement to be vacated, the right of the Grantee in the above - described easement will be forfeited and shall immediately revert to the Grantors, their successors, and assigns in the case of such event. TO HAVE AND TO HOLD the above - described and granted premises unto said Grantee, its successors, and assigns forever. IN WITNESS WHEREOF, I hereunto set my hand on this day of , 20 William Y. Matsumoto Nina K. Matsumoto 8770 SW Burnham St 8770 SW Burnham St Tax Statement Mailing Address Mailing Address Tigard, OR 97223 Tigard, OR 97223 STATE OF OREGON ) ) ss. County of Washington ) This instrument was acknowledged before me on (date) by: (name of person(s)). Notary's Signature My Commission Expires: Accepted on behalf of the City of Tigard this day of , 20_ City Engineer NO CHANGE IN TAX STATEMENT I: \CURPLN \Cheryl \VAC\Bumham Street \Easement\Public Utility Easement- Matsumoto - 2 23 -I I.doc Parcel 1 — Public Utility Easement A parcel of land lying in the NE 1 /4 of Section 2, Township 2 South, Range 1 West, Willamette Meridian, City of Tigard, Washington County, Oregon, recorded on November 14, 2003 as Document No. 2003 - 192141 of the Washington County Deed Records; the said parcel being that portion of said property included in a strip of land 42.50 feet in feet lying on the southwesterly (right) side of the center line of the relocated Burnham Street, which center line is described in below: Beginning at Engineer's center line station 1 +00, said station being a distance of 1521.39 feet North and 1983.97 feet West of the east one - quarter corner of section 2 Township2 South, Range 1 West, of the Willamette Meridian; thence South 43° 16' 11" East, a distance of 1749.28 feet; thence along an arc of a 275.00 foot radius curve left, through a central angle of 60° 56' 27 ", a distance of 302.09 feet (chord bears South 74 °44' 24" East, a distance of 287.13 feet; thence North 73° 47' 22" East, a distance of 76.44 feet to Engineer's center line station 22 +27.81. Bearings are based on the Oregon Coordinate System of 1983, north zone. Containing 561 square feet a a L AII � a' •' SW HALL BLVD. SUPPLEMENTAL PACKET FOR (D) (DATE OF MEETING) Vacation of Right of Way — Burnham Street Adjacent to Matsumoto Property March 8, 2011 Statement by City Attorney — Quasi - Judicial Land Use Hearing Procedures A copy of the rules of procedure for today's hearing is available at the entrance. The staff report on this hearing has been available for viewing and downloading on the City's website and a paper copy of the staff report has been available in the Tigard Public Library. The Council's role in this hearing is to make a land use decision under existing laws. The Council cannot change the law for the land use application now under consideration. Any person may offer testimony. Please wait until you are asked to speak by the Mayor and try to limit your remarks to the application standards for the application. Members of the City Council will be asked whether they have any conflicts of interest. If a Council member has an actual conflict, the Council member will not participate. Council members must declare any contacts about this case with a member of the public. Council members must also declare if they have independent knowledge of relevant facts, such as from a visit to the site in question. A Council member who describes ex parte contacts or independent information may still participate in the decision. After the discussion of conflicts and ex parte contacts, any person may challenge the participation of a Council member or rebut any statements made. The Council member in question may respond to such a challenge. Tonight, City staff will summarize the written staff report. Then the parties requesting the application and those in favor of the proposal testify. Next witnesses who oppose the application or who have questions or concerns testify. If there is opposition or if there are questions, the proponents can respond to them. The Council members also may ask the staff and the witnesses questions throughout the hearing until the record closes. After all testimony is taken, including any rebuttal, the proponents can make a closing statement. After the record is closed, the City Council will deliberate about what to do with the application. During deliberations, the City Council may re -open the public portion of the hearing if necessary to receive additional evidence before making a decision. You must testify orally or in writing before the close of the public record to preserve your right to appeal the Council's decision to the Land Use Board of Appeals. You should raise an issue clearly enough so that Council understands and can address the issue. Failure to do so precludes an appeal on that issue. Please do not repeat testimony offered by yourself or earlier witnesses. If you agree with the statement of an earlier witness, please just state that fact and add any additional points of your own. Please refrain from disruptive demonstrations. Comments from the audience will not be part of the record. The point is, come to the microphone to get your comments on the tape, otherwise, they won't be preserved for appeal. When you are called to testify, please come forward to the table. Please begin your testimony by giving your name, spelling your last name, and give your full mailing address including zip code. If you represent someone else, please say so. If you have any exhibits you want us to consider, such as a copy of your testimony, photographs, petitions, or other documents or physical evidence, at the close of your comments you must hand all new exhibits to the City Recorder who will mark these exhibits as part of the record. The City staff will keep exhibits until appeal opportunities expire, and then you can ask for their return. t: \ADM \CATI -n \CCA \quasi judicial rules ofprocedurc \Rules of Procedure - Matsumoto Property.doc AGENDA ITEM No. 6 Date: March 8, 2011 FOR SUPPLEMENTAL PACKET PUBLIC HEARING DATE OF MEETING (QUASI-JUDICIAL) TESTIMONY SIGN -UP SHEETS Please sign on the following page(s) if you wish to testify before City Council on: VACATION (VAC) 2010 -00001 - BURNHAM STREET PUBLIC RIGHT -OF -WAY VACATION — The Tigard City Council will hold a public hearing on Tuesday, March 8, 2011, at 7:30 PM at the Tigard City Hall, Town Hall Room, 13125 SW Hall Boulevard, Tigard, Oregon 97223 to consider the proposed vacation of approximately 114 square feet of unimproved public right -of -way adjacent to the Matsumoto property located at 8770 SW Burnham Street. A portion of the Burnham Street right -of -way has been realigned to accommodate the construction of street improvements and as a result, is no longer in an area that will be improved and is proposed to be vacated. This vacation was initiated by the City Council on January 25, 2011. Any interested person may appear and be heard for or against the proposed vacation of said Burnham Street Public Right - of -Way Vacation. Any written objections or remonstrances shall be filed with the City Recorder by 7:30 PM on March 8, 2011. Due to Time Constraints there is a Five - minute Time Limit on Testimony I ADM th C i u / /Ca /C S / Y �PQT PH110308 AGENDA ITEM No. 6 Date: March 8, 2011 PLEASE PRINT Proponent — (Speaking In Favor) Opponent — (Speaking Against) Neutral Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No. / Y D Name, Address & Phone No. Name, Address & Phone o. 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. AIS -329 Item #: 7. Business Meeting Date: 03/08/2011 Length (in minutes): 25 Minutes Agenda Title: Status Report on Progress of Greenway Trail System Master Plan Prepared For: Ron Bunch Submitted By: Duane Roberts Community Development Item Type: Update, Discussion, Direct Staff Meeting Type: Council Business Meeting - Main ISSUE Progress report from the Citizens Advisory Committee (CAC) on development of the Greenway Trail System Master Plan. STAFF RECOMMENDATION / ACTION REQUEST This is an informational agenda item. No action is necessary. KEY FACTS AND INFORMATION SUMMARY The development of the City's first -ever Greenway Trail System Master Plan (GTSMP) has been underway since July 2010 and is scheduled to wrap up in April 2011. Financed by an Oregon Department of Transportation (ODOT) grant, this project includes a combined citizens and technical committee who have been working with a three -firm consultant team (Kittelson & Associates, Alta Planning + Design, and Mason, Bruce & Girard) gathering information and conducting research to guide the new master plan. On March 8, members of the Trail System Master Plan Citizen Advisory Committee will share their views and impressions with Council on development of the Trail System Master Plan, and answer any questions Council may have. Subsequently, On April 19, 2011 the project's consultant team will give a more technical presentation to Council. Attachment 1 is a map of the existing trail system and proposed segments under consideration. Attachment 2 is an overview of the master planning effort and public involvement activities, including information about the CAC. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS The GTSMP fulfills Action Measure 8.2.i. of the Tigard Comprehensive Plan: "Complete a trail system master plan to guide the development of the trail system and facilitate progress toward its completion." DATES OF PREVIOUS COUNCIL CONSIDERATION In March 2010 Council appointed the CAC and its meeting protocols. Attachments Attachment 1 - Map Attachment 2 - Overview - Greenway Trail System Master Plan I=111•11. • � Tigard 1 . .,_ . OOOOO NO Greenway Trail Beaverton System •, • ------ s As _ Fanno / 'end ` : Creek �� r e /' Summer TraN Washington f ,• .`, . - Creek Square Loop \ '/ Trail Krueger r \ "Tigard Street Trait' 1 Creek Trail i ` /••• � " � _ � � Trails :. _ A Completed /„ 'r� •, Proposed �'/ athtindar - Genesis Parks Westside 1 Trail i Tigard City Boundary Trail / 01 r•4 • I i \ Fanno i Creek ` Trail I\ I Tualatin / r- *r+I River Trail colosita,....0 i t qr 01 ... "'Y'l LI; Z r.: . - ) , r" .." / i • i «.r..« II Greenway Trail System Master Plan The development of the City's first -ever Greenway Trail System Master Plan (GTSMP) has been underway since July 2010 and is scheduled to wrap up in April 2011. Financed by an Oregon Department of Transportation grant, a combined citizens and technical committee working with a three - firm consultant team (Kittelson & Associates, Alta Planning + Design, and Mason, Bruce & Girard) has been gathering information and conducting research for the new master plan. On March 8, members of the trail master plan citizen advisory committee will share their views and impressions with Council on the development of the master plan and answer any questions Council may have. This joint meeting is intended to be an unscripted advisory committee to elected officials, or citizen to citizen meeting. On April 19, the consultant team will give a technical presentation on the salient features of the draft plan. The focus of the master plan effort has been on practical considerations for improving and completing the trail system, such as possible routes for filling trail gaps and improvements to existing trails. The work scope is organized around a long list of trail- specific questions. An example is: "Up and down stream Fanno Creek Trail segments connecting to Tiedeman Avenue are off -set by some 200 feet. In place of the present jog along a busy road, evaluate a potential long term solution that brings the two sides of the trail to a common crossing point." The answers to this and the many other questions included in the project work scope are intended to provide a better picture of potential alignments, improvement needs, costs, and community priorities. Why Prepare a Greenway Trails Master Plan? The GTSMP builds on a number of past planning efforts. The greenway trail network was first delineated in 1974 in the Tigard Area Comprehensive Pedestrian - Bicycle Pathway Plan, which identified proposed on- and off - street bike /ped facilities. The off - street trails followed the Greenway System proposed in the 1971 Tigard Community Plan. Later, Tigard's first park system master plan, adopted in 1987 as the Tigard Park Plan, identified a network of proposed greenway trails within the City as did the updated Tigard Park System Master Plan adopted in 1999. The current park system master plan, adopted in 2009, contains the now official map of the greenway trail system, upon which the GTSMP is based. The network includes eight trails: Fanno Creek Trail, Tualatin River Trail, the Westside Trail, Washington Square Loop Trail, Summer Creek Trail, Pathfinder - Genesis trail, Krueger Creek Trail, and the "Tigard Street" Trail (see map attached). The current and earlier greenway trail plans all provide a macro -level analysis of the trails network and a conceptual map of trail alignments. The almost finished GTSMP builds off the latest parks master plan and provides the micro -level detail and analysis needed to complete the greenway trail system. Put another way, it adds the on- the - ground detail needed to move ahead with building the trails identified in the 2009 Park System Master Plan. W:\ AGENDA \CCBSNS \Item07_Att2_Attachment 2 - Overview - Greenway Trail System Master Plan.docx Page 1 of 4 In addition to providing a more focused look at the trail portion of the Park System Master Plan, The GTSMP fulfills Action Measure 8.2.i. of the Tigard Comprehensive Plan: "Complete a trail system master plan to guide the development of the trail system and facilitate progress toward its completion." Who's on the Citizen's Advisory Committee? The citizen advisory group overseeing the development of the GTSMP brings diverse experiences, ideas, and perspectives to their work on the committee. They represent a variety of different community - based organizations and groups: the Parks and Recreation Board, the Tualatin Riverkeepers, Trail Count /Survey volunteers, and Neighborhood Trail Study Citizen Advisory Committee members. A separate technical committee, which meets jointly with the CAC, is composed of a member of the Bike - Pedestrian Subcommittee of the Transportation Advisory Committee, the Tigard - Tualatin School District, a trail advocate and former chair of the Tualatin Hills Park and Recreation District Trails Committee, and a Metro trail planner. Following are brief biographies of the six citizen committee members anticipated to participate in the joint meeting with Council: Scott Bernhard, DC, is a chiropractor and eight -year member of the Park and Recreation Board. John Bucsek is a computer aided design technician and trail count /survey volunteer. Dave Leinberger is a packaging engineer and member of the former Neighborhood Trail Plan citizen advisory committee. Eric Lindstrom, EdD, is a retired academic dean of the Art Institute of Portland and recent trail count /survey volunteer. Paul Whitney, PhD, is a retired consultant ecologist and current member of the Tualatin Riverkeepers. Doug Vorwaller is a retired computer systems manager, a City volunteer photographer, and a member of the former Neighborhood Study Plan citizen advisory committee. How Has the Community Been Involved? In addition to the citizen steering committee, development of the master plan has included several other public involvement opportunities. W:\ AGENDA \CCBSNS \Item07_Att2_Attachment 2 - Overview - Greenway Trail System Master Plan.docx Page 2 of 4 All of the reports and documents produced so far are available on a project web page, www.tigardgreenways.com. The website is interactive, and includes comment and map marking features. In April, a draft of the new master plan will be available for public viewing on the website. As another part of information gathering activities, the City conducted a survey of people living within a quarter mile, or walking distance, of the City's "community" level trails: Summer Creek, Pathfinder - Genesis, and Krueger. These are defined as trails that begin and end inside the City and are distinguished from "regional" trails that extend beyond the City. The three are in various stages of development, with the Krueger Creek Trail being the least developed. Some 1,500 of the 5,000 residents who are, or would be, most served by these trails were sent trail- specific survey questionnaires. The purpose was to determine the level of neighborhood interest in, and support for, trail improvements. The data collected on neighborhood attitudes and preferences will be used to help set priorities for completing segments of these trails. As another engagement activity, two open houses took place in January, one at the library and one at the Bonita Villa Apartments. The goal of each was to present maps of possible routes for filling trail gaps and to discuss people's concerns about the trail system. An estimated 45 people attended the first open house. They provided a wide variety of comments, most supportive of closing trail gaps and finishing the trail system. In addition, many attendees expressed opposition to the extension of a trail through the Summer Creek greenway for environmental and a variety of other reasons. In the interest of inclusion, the second open house was bilingual, and was aimed at Spanish- speaking residents. Latinos are the largest and fastest growing cultural group in the City and account for 50% of county -wide population growth. According to the statewide Recreation Plan, walking for pleasure is the most popular outdoor recreation activity among Latinos. This open house drew some 25 people. The proposed Brown segment of the Fanno Creek Trail elicited the most comments. This segment connects to the northern end of Milton Court and will provide a short cut to the library for the residents of the concentration of apartments located along Bonita Road and surrounding single family residences. At the same time, this segment will travel through a somewhat isolated area, where some homeless people now camp, and safety is a major concern. The annual Neighborhood Network Open House held in February included a GTSMP table operated by City staff, along with handouts and information regarding the master plan effort. Among the open house attendees, some 15 or so stopped by to ask questions and made comments and suggestions regarding the trail system. Also informing the development of the master plan has been the extensive trail user data collected during the September 2010 manual trail count and user survey along the greenway trail system. The count /survey was conducted as part of the third annual National Count /Survey Days. Over one thousand trail users were counted at three data collection points during the five day, two - hour -a -day event, and some 235 of these users completed survey questionnaires. W:\ AGENDA\ CCBSNS \Item07_Att2_Attachment2 - Overview - Greenway Trail System Master Plan.docx Page 3 of 4 How are Environmental Concerns being Addressed? To ensure the trail segments under consideration are routed and designed to be sensitive to the natural environment, an environmental consultant (Mason, Bruce & Girard) was included on the project team. This consultant has provided an assessment of the potential environmental impact of the various alignments under consideration for filling trail gaps. The consultant also looked at environmental permitting and regulations. The reason for this emphasis is that the Tigard greenway corridors contain the City's major streams, along with most of its wetlands and wildlife habitat. Although conflicts are inevitable in a highly developed area like Tigard, habitat - friendliness is an important criterion in the siting and design of trails. Natural areas and greenways are for people, plants, and animals too. In some cases, where environmental impacts and construction costs are high, on- street trail segments may be the preferred route. And in other cases, elevated boardwalk may be recommended as an alternative to filling wetlands. Conversely, trail development can provide an opportunity to create or enhance wildlife habitat. This is especially true in the many areas where privately -owned riparian areas are in poor or degraded condition and a trail easement agreement gives the City the right to restore "all other portions of the easement [meaning riparian] area not used for the trail." The same is true of streamside parcels purchased for trail. In many cases, the net effect of a trail project can be to improve the overall biological condition of the riparian area. What's Next? As already mentioned, on April 19, the three -firm consultant team is scheduled to give Council a presentation on the draft GTSMP. As emphasized, the plan is intended to define priorities for the investment of public dollars and set the course for completing the greenway trail system. Finally, in May, Council will be asked to review and approve additions and deletions to relevant portions of the existing Comprehensive Plan, Transportation System Plan, and ordinance text as recommended in the final GTSMP. This step will meet the City's obligations under the ODOT -City agreement funding the development of the GTSMP. W:\ AGENDA\ CCBSNS \Item07_Att2_Attachment2 - Overview - Greenway Trail System Master Plan.docx Page 4 of 4 r'• i City of Tigard, Oregon Affidavit of Posting , T I GARD In the Matter of the Proposed Ordinance(s) / 7,0 / STATE OF OREGON ) County of Washington ) ss. City of Tigard ) I, /4A (V , being first duly sworn (or affirmed); by oath (or affirmation), depose and say: That I posted in the following public and conspicuous places, a copy of Ordinance Number(s) / / — / , which were adopted at the City Council meeting of i - V -.2d/ I , with a copy(s) of said Ordinance(s) being hereto attached and by reference made a part hereof, on the / / day of / A if ' ,20)/ . 1. Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon 2. Tigard Public Library, 13500 SW Hall Blvd., Tigard, Oregon 3. Tigard Permit Center, 13125 SW Hall Blvd., Tigard, Oregon r—Th 1 Signature of Person who Performed Posting Subscribed and Torn (or affirmed) before me this / 5'1-.4 ' day of azi , 20 / / . li,_ ' a.r '� 0 lGfl�L SEAL 0, / / ' ' ` �� : ' CAROL A KRAGER Signature of Notary Public for Oreg./ '.•i„' NOTAit'i , ; , USLICOREGON COMMISSION NO. 445625 MY COMM1SS1ON EXPIRES FEBRUARY 23, 2014 I:tadmtcatny fonns\post ordinance 2006.doc