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City Council Packet - 03/11/2014
Eri 1 II TIGARD City of Tigard TIGARD CITY COUNCIL BUSINESS MEETING March 11, 2014 COUNCIL MEETING WILL BE TELEVISED 1 I:\Design&Communications\DonnalCity Councillccpktl I 13125 SW Hall Blvd. • Tigard, Oregon 97223 • 503.639.4171 TTY Relay: 503.684.2772 • www.tigard-or.gov �: . • City of Tigard Tigard Business Meeting—Agenda TIGARD o TIGARD CITY COUNCIL&LOCAL CONTRACT REVIEW BOARD MEETING DATE AND March 11,2014-6:30 p.m. Study Session; 7:00 p.m. Business Meeting- Start TIME: time changed on March 5,2014 MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available,ask to be recognized by the Mayor at the beginning of that agenda item. Citizen Communication items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager. Times noted are estimated;it is recommended that persons interested in testifying be present by 7:00 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be beard in any order after 7:•00 p.m. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-639-4171,ext. 2410 (voice) or 503-684-2772 (11)D -Telecommunications Devices for the Deaf). Upon request,the City will also endeavor to arrange for the following services: • Qualified sign language interpreters for persons with speech or hearing impairments;and • Qualified bilingual interpreters. Since these services must be scheduled with outside service providers,it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-639-4171,ext. 2410 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA VIEW LIVE VIDEO STREAMING ONLINE: http://live.tigard-or.gov CABLE VIEWERS:This City Council meeting is shown live on Channel 28 at 7:00 p.m. The meeting will be rebroadcast at the following times on Channel 28: Thursday 6:00 p.m. Sunday 11:00 a.m. Friday 10:00 p.m.Monday 6:00 a.m. • • City of Tigard TIGARD Tigard Business Meeting—Agenda • TIGARD CITY COUNCIL & LOCAL CONTRACT REVIEW BOARD MEETING DATE AND March 11,2014- 6:30 p.m. Study Session; 7:00 p.m. Business Meeting- Start TIME: time changed on March 5,2014 MEETING LOCATION: City of Tigard -Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 •STUDY SESSION •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. 1. REVIEW OF 2014 COMMUNITY EVENT FUNDING REQUESTS 6:30 pm estimated time 7:00 PM 2. 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 3. CITIZEN COMMUNICATION (Two Minutes or Less,Please) A. Follow-up to Previous Citizen Communication B. Tigard High School Student Envoy C. Moved to March 25,2014 Meeting D. Citizen Communication—Sign Up Sheet 4. CONSENT AGENDA: Tigard City Council-These items are considered routine and may be enacted in one motion without separate discussion.Anyone may request that an item be removed by motion for discussion and separate action. Motion to: 7:05 pm estimated time A. Approve City Council Minutes for: •November 12,2013 •December 10,2013 •January 14,2014 B. RECEIVE AND FILE: 1. Council Calendar 2. Council Tentative Agenda for Future Meeting Topics C. CONSIDER WAIVING SIGN PERMIT FEES FOR TIGARD YOUTH FOOTBALL •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 toted on those items which do not need discussion. 5. CONSIDER AN ORDINANCE MODIFYING THE BOUNDARIES OF LOCAL IMPROVEMENT (LID) NO. 1 7:10 pm estimated time 6. APPOINT CITY CENTER ADVISORY COMMISSION MEMBERS 7:25 pm estimated time 7. APPROVE DISSOLUTION OF THE TREE BOARD 7:30 pm estimated time 8. LOCAL CONTRACT REVIEW BOARD -AWARD INSURANCE AGENT OF RECORD CONTRACT 7:35 pm estimated time 9. COUNCIL LIAISON REPORTS 7:45 pm estimated time 10. NON AGENDA ITEMS 11. 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. 12. ADJOURNMENT 7:55 pm estimated time w City of Tigard Tigard City Council Meeting Agenda T I G A R D March 11, 2014 6:30 PM STUDY SESSION Mayor Cook to call the meeting to order. • Administrative Items — Council Groundrules —City Manager Wine • Council Calendar March 11* Tuesday Council Business Meeting--6:30 p.m.,Town Hall 18* Tuesday Council Workshop Meeting—6:30 p.m.,Town Hall 25* Tuesday Council Business Meeting—6:30 p.m.,Town Hall April 1 Tuesday City Center Development Agency—6:30 p.m.,Town Hall 8* Tuesday Council Business Meeting-66:30 p.m.,Town Hall 15*Tuesday Council Workshop Meeting—6:30 p.m.,Town Hall 21 Monday Budget Committee Meeting—6:30 p.m. 22* Tuesday Council Business Meeting—6:30 p.m.,Town Hall 28 Monday Budget Committee Meeting—6:30 p.m. May 5 Monday Budget Committee Meeting—6:30 p.m. 6 Tuesday City Center Development Agency—6:30 p.m.,Town Hall • 12 Monday Budget Committee Meeting—6:30 p.m. 13* Tuesday Council Business Meeting-- 6:30 p.m.,Town Hall 20* Tuesday Council Workshop Meeting—6:30 p.m.,Town Hall 27* Tuesday Council Business Meeting—6:30 p.m.,Town Hall 1. REVIEW OF 2014 COMMUNITY EVENT FUNDING REQUESTS—Finance Executive Assistant Lutz • EXECUTIVE SESSION: None scheduled Exhibit A - Resolution No. 13- ( r`-I On January 10,2013,the Tigard City Council met to discuss the Council Groundrules established by Resolution No. 12-35.The council agreed it preferred the draft re-formatted version of the groundrules;the reformatted version is listed in the document below. During its discussion on January 10,the council members agreed to some additional modifications to the reformatted groundrules. These modifications are shown in the red text edit marks and language changes or additions. Tigard City Council Groundrules The Tigard City Council hereby adopts the following rules for government of its members and proceedings. (Tigard City Charter,Chapter IV,Section 13).These rules will be reviewed and signed off on by each councilor annually. 1. Mandates are not discretionary. Any council or councilor who fails to abide by these is at risk of serious trouble and/or dysfunction. 2. Processes and Procedures are the rules the council sets to manage its own business. 3. Mutual Expectations reflect agreements and understandings among councilors to behave in certain ways. Once agreements are made,councilors who do not abide by them are likely to be mistrusted by their colleagues. 4. General Guidelines for Effective,Respectful Councils are basic rules of courtesy and respect that should guide any Council...or any other group for that matter. 1. Mandates • In no case should councilors direct the work of staff without prior approval of the department head or city manager. • Council members will not contact a board member to lobby on behalf of an individual,business or developer. Council members may contact the board member in order to clarify a position taken by the board. Council members may respond to inquiries from board members. Communications should be for information only. • Board members do not report to individual council members. Individual councilors have no authority to remove board members. • Be aware of the public nature of written notes.calendars.voicemail messages.and e-mail. All written or recorded materials including notes,voicemail,text messages and e-mail created as part of one's official capacity will be treated as potentially "public" communication. 1 Page • Respect the professional duties of city staff. Council members should refrain from disrupting staff from the conduct of their jobs;participating in administrative functions including directing staff assignments;attending staff meetings unless requested by staff;and impairing the ability of staff to implement policy decisions. • Reject gifts, services or other special considerations. • Councilors are encouraged to disclose potential conflicts of interest and excuse themselves from participating in decisions when an immediate family's or their own financial interests may be affected by the council's action. If in doubt,councilors are encouraged to discuss the matter with the city attorney. • Protect confidential information concerning litigation,personnel,property,or other affairs of the city. • Use public resources,such as staff time,equipment,supplies or facilities,only for city-related business. • A council member may be censured by the other council members for misconduct, nonperformance of duty or failure to obey the laws of the federal,state,or local government. 2. Processes and Procedures Ending Time for Council Meetings • The chair or other members if the chair fails to remember may call for a point of order at or around 9 p.m. to review remaining agenda items. The council may reset or reschedule items, which it feels may not be reached prior to the regular time of adjournment. • The council's goal is to adjourn prior to 9:30 p.m. unless extended by majority consent of council members present. If not continued by majority consent,the meeting shall be adjourned to the next scheduled meeting or the meeting shall be continued to another regular or special meeting at another date and time. "Citizen Communication" • The "Citizen Communication"portion of the agenda is a regular feature on the council business meetings. To manage the agendas to allow council time to consider the remaining agenda items scheduled for the business meeting, this agenda item will be allotted a maximum of 20 minutes. This item will be placed near the beginning of the council agenda to give citizens a chance to introduce a topic to the City Council. :. - - . . . - . . ... - . . . • .. _.The mayor or the council president (if the mayor is absent) may ask speakers to keep their remarks to about two to five minutes. If a large number of speakers have signed up,the mayor might ask speakers to keep their comments closer to two minutes. • At the conclusion of the Citizen Communication period,the mayor,a council member or staff member will comment what,if any, follow-up action will be taken to respond to each issue. At the beginning of Citizen Communication at the next business meeting,staff will update the council and community on the review of the issue(s),the action taken to address the issue,and a statement of what additional action is planned.Council may decide to refer an issue to staff and/or schedule the topic for a later council meeting. 2IPage Budget Decisions • Budget cuts or increases are policy decisions. Budgets will not be cut"piece meal"or"across the board,"but rather should be made in service or program areas,giving staff full opportunity to provide data clearly defining the anticipated impact of the action. Council Liaisons • Council liaison assignments are determined by consensus of City Council. The goal is to have assignments evenly divided between council members. When making assignments consideration should be given to continuity and the background,experience and expertise of individual councilors. Should two or more Council members seek appointment to a position,preference of the longest serving Council member may be a consideration. • The role of the council liaison is to periodically attend board meetings,listen to the board discussion,set context for the board regarding council decisions/goals/policies and city priorities,answer questions and carry concerns and information back to the full council.Council liaisons may attend board meetings more frequently if attendance is requested by the board. Councilors should make their role clear to the board when attending a meeting as a council liaison. • Council liaisons are not to direct the business or decision-making process of the board and do not vote of matters before the board. • Council liaisons do not initiate,propose or advocate for their personal position on a matter before the board. • Council liaisons at times may advocate council actions on behalf of their assigned board. Great care must be taken to avoid the appearance of unfairness,conflict of interest or circumstances where such possibilities may exist (e.g., Planning Commission quasi-judicial matters). City Council Compensation Section 2.44.020 of the Tigard Municipal Code provides for compensation for attendance at Council meetings and meetings for an intergovernmental board,committee or agency. The amount of the compensation for Council members may be reviewed and set annually by resolution of the City Council as part of the budget cycle. As part of the annual review,Council may elect to enter into an agreement with the Mayor or one City Councilor to assume additional responsibilities for additional compensation. The additional duties shall relate to representing the city on regional, state or federal issues and committees or task forces. The responsibilities and compensation shall be set by agreement between the Mayor or Councilor and the Council members. (Mayor Cook will serve as provided in Resolution No. 10-36: "The annual stipend for the Mayor shall be no more than $42,000. It is the expectation of the City Council that the assignments given to the Mayor, over and above usual and customary assignments... (Described in Section 6 of Res. 10-36...will require an average of twenty (20) hours each week during business hours.") 3 IPage 3. Mutual Expectations e . - - . . . , "_ . . " Communication among Councilors • Information received by a council member that affects the council should be shared with the whole council. The city manager is to decide on"gray areas,"but too much information is preferable to too little. • Councilors and the city manager agree to report and discuss any contact that might affect labor relations with the entire council in Executive Session. • No surprises or ambushes. • Bounce ideas off each other by phone or informal conversation,always mindful not to form a quorum. • Share substantive information that is relevant to a matter under consideration from sources outside the public decision-making process with my fellow council members and staff. • It is the council's job to govern itself. If a discussion is going overly long or if a discussion becomes heated or tense,a council member may consider calling for a point of order to suggest taking a break or deferring the discussion to a future meeting. • The presiding officer should invite each councilor to express his or her opinion. Communication with Staff • Councilors are encouraged to avoid substantive contact with staff below the department head to avoid possible disruption of work,confusion on priorities and limited scope of responses. • City manager shares information equally with councilors. Communication with Boards and Commissions • Council members may attend any board meeting,which is open to any member of the public. However,council members should be sensitive to the way their participation could be viewed as unfairly affecting the process Communication with Other Public Agencies • Council members will be clear about representing the city or personal interests. If a council member appears before another governmental agency or organization to give a statement on an issue, the council member must clearly state whether the statement reflects personal opinion or is the official position of the city. • If a council member is representing the city on a board,committee or public meeting, that council member will consistently support and advocate the city's official position on an issue and cannot foster or further a personal viewpoint that is inconsistent with the official city position. 4IPage Communication on Behalf of the City or the Council • Do not provide the official response to communications directed to the full council. The city manager or mayor will coordinate the response on behalf of the city. It is appropriate for councilors to acknowledge receipt of communication and thank the sender. • It is the policy of the council that if councilors are contacted regarding labor relations during labor negotiations or conflict resolution proceedings, then councilors have no comment. • Communication that represents the city's position on an issue should come through city hall and be provided by the city manager. Direct submittals or inquiries to the council or individual councilors should be referred to the city manager,or councilors may ask the city manager to look into an issue. • Make no promises on behalf of the council in unofficial settings. Council members will frequently be asked to explain a council action or to give their opinion about an issue as they meet and talk with citizens. It is appropriate to give a brief overview. Overt or implicit promises of specific action or promises that city staff will take a specific action are to be avoided. wars Use of Electronic Communications Devices During Council Meetings • Councilors shall not use electronic communication devices to review or access information regarding matters not in consideration before the council during a council meeting. • Councilors shall not access the internet but may access council packet information and personal review annotations* concerning any matter pending before the council during a council meeting. Councilors are to keep their focus on the proceedings. 5IPage 4. General Guidelines for Effective, Respectful Councils • Recognize that you are seen as a councilor at all times,no matter how you see yourself at any particular time. Thus,councilors are always treated by administration as council members. • Whenever you put anything in writing, assume that everyone in the city is looking over your shoulder. • If a communication is directed to an individual councilor,you may choose to respond as an individual or refer to the city manager. • Councilors are encouraged to maintain open communications with the city manager,both as a group and individually. • Councilors are encouraged to take issues to the city manager first,giving as much information as possible to ensure a thorough response. • In the absence of the city manager,councilors are encouraged to contact the assistant city manager. In the absence of both the city manager and the assistant city manager,councilors are encouraged to contact the department head,realizing that the department head will discuss any such inquiries with the city manager. • Communicate clearly,directly and respectfully. Focus on problems and solutions,not people. • Our goal is mutual confidence and respect with staff. Compliment staff members when they make good presentations. Be friendly. Attend staff occasions when you can. • Be courteous. • Honestly share concerns and opinions with each other. • Don't blurt it out on TV. • If you hold back in a meeting, follow up later with fellow councilors or the city Manager. • Spend some casual time together. • Practice civility,professionalism and decorum in discussions and debate. Difficult questions, tough challenges to a particular point of view,and criticism of ideas and information are legitimate elements of democratic governance. This does not allow,however,council members to make belligerent,personal,slanderous,threatening,abusive,or disparaging comments. • Avoid personal comments that are intended to,or could reasonably be construed to.offend other members or citizens. If a council member is offended by the conduct or remarks of another member,the offended member is encouraged to address the matter early with the offending member. • Continue respectful behavior in private. The same level of respect and consideration of differing points of view deemed appropriate for public discussion should be maintained in private conversations. • Even private conversations can have a public presence. Council members should be aware that they are the focus of the public's attention. Even casual conversation about city business,other public officials or staff may draw attention and be repeated. • Understand proper political involvement. Council members,as private citizens,may support political candidates or issues but such activities must be done separate from their role as a council member. 6IPage r • Be welcoming to speakers and treat them with respect by giving them full attention demonstrated by eye contact and active listening:avoid interruDtingthem with questions or comments. For many citizens,speaking in front of the council is a new and difficult experience. • Council members should commit full attention to the speaker. Comments,questions,and non- verbal expressions should be appropriate,respectful and professional. • Be honest with fellow council members,the public and others. • Credit others'contributions to moving our community's interests forward. • Make independent,objective,fair and impartial judgments by avoiding relationships and transactions that give the appearance of compromising objectivity,independence, and honesty. • Review materials provided in advance of the meeting. • Make every effort to attend meetings. • Be prepared to make difficult decisions when necessary. • Contribute to a strong organization that exemplifies transparency. • Make decisions after prudent consideration of their financial impact, taking into account the long-term financial needs of the city. • Promote meaningful public involvement in decision-making processes. • Treat council members,board members,staff and the public with patience,courtesy and civility, even when we disagree on what is best for the community. • Conduct myself in a courteous and respectful manner at all times. • Encourage participation of all persons and groups. 7IPage TIGARD CITY COUNCIL GROUNDRULES COUNCIL GROUNDRULES CERTIFICATION As a member of the Tigard City Council, I affirm that: • I have read and understand the Council Groundrules including the Code of Conduct and its application to my role and responsibilities while serving on the City Council. ✓ I pledge to conduct myself by the Council Groundrules/Code of Conduct. ✓ I understand that I may be officially censured by the City Council if my conduct falls below these standards. Signature: Position: Signed this day of , 20 Resolution Exhibit A-Council Groundrules November 2010 14 5=7/ f 645 Ces 3)o77 AIS-1518 1. Business Meeting Meeting Date: 03/11/2014 Length (in minutes): 30 Minutes Agenda Title: Review of 2014 Community Event Funding Requests Prepared For: Toby LaFrance Submitted By: Liz Lutz,Financial and Information Services Item Type: Update,Discussion,Direct Staff Meeting Type: Council Business Mtg- Study Sess. Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Review applications for Community Event Grants and provide preliminary direction as to which grants should be included in the FY 2014-2015 proposed budget. STAFF RECOMMENDATION / ACTION REQUEST Staff is requesting Mayor and City Council review the 17 event grant requests totaling$126,250 and provide recommendations on which requests should receive full,partial or no funding so that the total amount recommended to include in the proposed budget does not exceed$92,660 in available funds.These recommendations will then be forwarded to the Budget Committee for consideration during the budget approval process. KEY FACTS AND INFORMATION SUMMARY Each year the city solicits applications from community organizations for grants for the following fiscal year. As part of the budget process,the City Council acts as the Budget Subcommittee that makes recommendations on funding amounts for Community Events Grants. The city received 17 formal applications by the February 13,2014 deadline. The total funding requested was $126,250 in direct and set-aside contributions.An additional$69,800 is requested as in-kind support,broken down as follows: Public Works Department for Balloon Festival-$65,000,4th of July celebration-$1,600, Southside Soccer-$2,000,Tualatin Riverkeepers-$1,000 and Washington Co.Bicycle Transportation Coalition-$200. Tigard's practice is to budget one-half of 1%of the previous year's operating budget for the Social Services and Community Events Grants.This year's operating budget is $52,951,746 and the allocation for grants is $264,700. Historically,Community Events receives 35%of the total budgeted for Social Services/Community Events,providing$92,660 available for these grants. OTHER ALTERNATIVES This is the first step in the approval process. Final funding decisions and exploration of alternatives may be made at the Budget Committee meetings and the budget hearings in June. COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS NA DATES OF PREVIOUS CONSIDERATION NA Attachments Broadway Rose Theatre City of Tigard Dog Park Compassion Tigard Clinic Curtis Tigard 105th Birthday Downtown Tigard Events Mask&Mirror Southside Soccer Chinook Cup Tigard 4th of lulv Tigard Area Farmers Market Tigard Bull Mountain Farmers Market Tigard Festival of Balloons Tigard Little League Tigard Safety Town Tualatin Riverkeepers Tualatin Valley Community Band US Womens Golf Championship Wa Co Bicycle Coalition CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due: February 13,2014 Event Name: Broadway Rose Theatre Company Address: PO Box 231004 City, State,Zip: Tigard, OR 97281 Contact Name: Sharon Maroney Telephone Nuinber: 503-603-9862 E-mail address: sharon@broadwavrose.org 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: We,Broadway Rose Theatre Company, are requesting funds from the City of Tigard to help us continue to provide professional musical theater programming that is affordable for all. 2014 marks our 23'd anniversary. In 2009 we transitioned from summer stock programming to year-round programming,increasing attendance by 40%. We are a grass roots company,having started in Tigard and remained here throughout our exponential growth. Our patrons come to Tigard from all over the Portland metro area, as well as from cities as far away as Corvallis,Eugene and Longview,to enjoy our programming. Musical theater is very expensive to produce. In addition to the costs of producing nine musicals and a variety of youth outreach program each year,there are substantial costs involved in operating a year-round facility. Per our new strategic plan we instituted organizational changes that have improved our cash flow and increased earned and contributed revenue. In order to continue to be financially solvent and not dip into the operating reserve we have worked so hard to build,the support of community funders and local government is critical. It also speaks volumes to the foundations and individuals we approach for support that we have the continued support of the City of Tigard. It shows that we are highly valued in our community's cultural arts. We have an exciting lineup of musicals in 2014: New Stage Theater Deb Fennell Auditorium Band Geeks(1/30—3/2) The Music Man (6/26— 7/20) Always...Patsy Cline (4/18—5/19) The Best Little Whorehouse in TX(7/31—8/17) Teen Musical, TBA: (8/13—8/16) Children's Musical#1, TBA: (7/9— 7/12) Whodunit...The Musical(9/18—10/19) Children's Musical#2, TBA: (8/6—8/9) A Christmas Survival Guide (11/26— 12/21) 1 In addition to a full year of musicals we offer youth outreach programs that include a student technical internship program(offering paid internships to local high school and college students interested in pursuing a career in technical theater); summer youth drama camps(kids 8-12 years old perform in the ensemble of our children's shows with professional actors in the 600-seat Deb Fennell Auditorium); summer teen musical theater workshop(young thespians are directed in voice, acting,dance and costuming,with their work culminating in a fully staged musical for public performance);fall and spring musical theater classes for teens (teaching them voice, singing and acting);free children's musical for 3,500 elementary students in the Tigard/Tualatin District;and discounted tickets($5.00)to our children's shows for YMCA youth. 3.How will this event benefit the Tigard Community? Broadway Rose Theatre Company's mission is to create unparalleled musical theater experiences that invigorate audiences and enrich our communities. We are the largest non-profit professional musical theater company in the Portland metro area and the only one in Washington County. We are a vital component of our community's cultural arts. • We offer affordable tickets with subscription packages that range from$18-$31.50/show and children's show tickets that are$10 and under. • We are helping raise Tigard's profile and enrich our city's cultural arts. People come from all over to enjoy our programming.47%of our audience is from Washington County,21%is from Clackamas County,20%is from Multnomah County, 5%from Clark County and 7%from other miscellaneous counties. • Our presence in Tigard helps boost commerce.In 2013 we had 1,737 visitors come to see our shows from more than 50 miles away. This was a 32%increase over 2012.Washington County Visitors Association estimates that tourists spend an average of$29/day(not including overnight stays and accommodations); therefore,our out-of-town patrons who come for the day to see a Broadway Rose show generate$50,373 in tourism-related commerce for WA County. • Downtown Tigard restaurants benefit from our presence in the community as many of our patrons go out to dinner before our shows and and/or have dessert and cocktails afterwards. • In 2013 we had 274 volunteers donate 3,714 hours of work,equaling that of two additional full-time employees.We couldn't produce the breadth of work that we do without such tremendous support.The majority of our volunteers are from our local community.Those who usher our shows see them for free. • Our partnership with the Tigard/Tualatin School District that began when we founded our company is stronger than ever. We share our New Stage space with them for district functions and provide a free musical to 3,500 elementary students in the district. In turn, they rent us the Deb Fennell Auditorium for our large musicals each summer at a greatly reduced rate. Our$2 million capital campaign raised funds to remodel the old C.F.Tigard cafetorium into our New Stage which we lease from the district for SI/year. • We offer need-based scholarships to our youth drama camps and teen musical theater workshop for those who could otherwise not afford it. We reach out to C.F. Tigard Elementary School and Community Partners for Affordable Housing to identify youth who qualify. • We offer half-price tickets($5.00)to one of our children's musicals for YMCA youth. • We offer 2-for-1 tickets to Arts Card members(those who donate$60 or more to Oregon's"Work for Art" community fund)and we offer$5 tickets to Oregon Trail card holders. This is a low-cost ticket option for households that qualify for food and cash benefits through the state of Oregon. • We donate over 600 tickets each year to other local non-profits. • We employ nearly 200 local actors,directors,musicians,technicians,designers and student interns each year. We offer coveted roles and opportunities for musical theater artists that are not offered elsewhere in our city. We are also a rich training ground for young adults interested in pursuing a career in musical theater. 2 4.How many Tigard residents do you anticipate participating in this event(or these events)? We make every effort to make our productions accessible to all ages and members of the community. We provide excellent wheelchair access, audio descriptive services,free assistive listening devices,large print programs and free parking. Our affordable ticket prices and dynamic programming draw thousands of residents to Tigard. Our 2013 paid attendance reached 46,110. Of that number, 23,872 were unique visitors(meaning each individual was counted only once,even if they attended multiple performances). Of those unique visitors 1 1,217 were from Washington County,and 2,481 of those were from Tigard.These figures have increased each year. We anticipate similar or slightly higher numbers for 2014. 3 Cash Basis Broadway Rose Theatre Company Projected Budget 2014 Broadway Rose has 15 employees:9 FT/6 PT Jan-Dec 14 Income Annual Gala 54,005.00 Concession Income 30,000.00 Corporate Sponsorships 32,500.00 Development Trips 130,580.00 Educational Outreach. 25,985.62 Entertainment/Royalty Income 85922 Grants 249,750.00 Guild 5,950.00 Individual Donations 172,000.00 Interest Income 300.00 Program Advertising 10,448.00 Raffle Income 4,875.00 Rental Income 7,737,50 Shipping&Handling Income 7,532.56 Souvenir Sales 1,798.82 Ticket Sales 1,120,060.40 Total Income 1,854,382.12 Expense Administrative Expense 216,047.48 Annual Gala. 11,565.00 Artistic Programing 896,946.96 Bank Service Charges 30,000.00 Company Amenities 2,500.00 Concession Expense 12,285.52 Development 51,750.80 Educational Outreach 6,720.00 Facillity Expenses 19,239.40 Guild Expense 4,467.00 Insurance 72,000.00 Internet Expense 2,702.85 Marketing Expense 193,307.45 Office Supplies 7,268.85 Organizational Dues&Expenses 7,655.15 Payroll Taxes 71,028.79 Postage and Delivery 4,901.93 Professional Fees 12,700.00 Raffle Expense 1,000.00 Rental Expense 26,400.00 Repairs&Maintenance 1,380.95 Souvenir Expense 707.80 Staff Education 247.95 Telephone 13,985.78 Tessitura 39,000.00 Travel&Ent 75.25 Trips Expense 130,580.00 Utilities 17,794.65 Interest 122.56 Total Expense 1,854,382.12 Page 1 of 1 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-639-4171 FY 2012-13 COMMUNITY EVENTS FUNDING REQUEST Due: February 13,2014 Event Name: City of Tigard Dog Park Community Events Website: www.tigard-or.gov/community/parks/ Address: 11774 SW 125th 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. Virtual Dog Contest The Tigard Dog Park Committee sponsored a`Virtual Dog Contest' as part of the `Explore Downtown Tigard'community event. Last summer's event was held on August 17,2013. The public was asked to choose a photo category and submit a digital photo of their canine companion. The top photos were displayed during the `Explore Downtown Tigard' event. Over 150 people stopped by the dog park photo display at the event and voted for their favorite photo by category. Prizes were awarded based on the public voting. Attached is a copy of the advertising flyer from that event and The Tigard Times newspaper article about the event. Tigard Dog Park Grant Application Page 1 of 3 • 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 works in conjunction with the City of Tigard Parks Department to respond to user's questions and emails. The Tigard Dog Park blog is another resource that is available to residents. 5. Please submit the following information with this request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies,beginning and ending balances, major revenue sources,major expenditure categories, and number of authorized positions. ** SEE ATTACHED b.Audit report or financial statements for the last fiscal year.** SEE ATTACHED c. Articles of Incorporation.* The Tigard Dog Park Committee is not incorporated. d. 501(c)(3)status.* The Tigard Dog Park Committee does not have 501©(3) status. e. Organization 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. Virtual Dog Contest advertising flyer 3. The Times Newspaper article on the Exploring Downtown Tigard event 4. Halloween Costume Contest 2013 advertising flyer 5. The Times Newspaper article on the Halloween Costume Contest 6. Trust for Public Lands flyer Tigard Dog Park Grant Application Page 3 of 3 The date for the 2014 `Explore Downtown Tigard'event has not been finalized at this time. The Tigard Dog Park Committee will plan another fun event for the public to participate in during that event. Grant funds will be used for creating advertising flyers and raffle/game prizes. $125 Halloween Dog and Owner Costume Contest The Annual Halloween Costume Contest at Potso Dog Park was held on October 26,2013.There were over 20 canines and their human companions that turned out for the event. The distinguished panel of judges included Councilor Gretchen Buehner(who was dressed appropriately in her judicial `robe'), City Manager Marty Wine and Project Manager Kim McMillan. Everyone enjoyed seeing the dogs in their adorable costumes. Prizes were awarded based on the judges' scoring. Attached is the flyer for the event. The event was also advertised in the The Times newspaper(see attachments). Grant funds will be used for contest flyers and prizes for the October 2014 scheduled event. $200 Office Supplies; 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. In addition,a special flyer was posted that was specifically requested by the Trust for Public Lands. Grant funds will be used for laminating sheets,print cartridges and paper. $75 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 at the dog parks. The events sponsored by the Tigard Dog Park Committee,continue to be focused on providing a fun and informative venue for canines and their human companions. Tigard Dog Parks were recognized nationally in an article on the front page of USA Today dated December 8, 2011. The article noted that Portland has the highest per capita of dog parks. The community support for the dog parks was also highlighted as noted by the Trust for Public Lands, `There's a tremendous upsurge in demand and love for them [off leash dog areas]'. The `love' for the off leash areas was the driving force in getting the Parks Bond Measure passed last year. It was truly a `community effort'. 4. How many Tigard residents do you anticipate participating in this event(or these events)? For the year 2013,participation has been between 40-157 people at each event (Virtual Photo Contest and the Halloween Costume Party). Tigard Dog Park Grant Application Page 2 of 3 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due: February 13,2014 Event Name: Compassion Tigard Clinic Address: 12176 SW Garden Place • City,State,Zip: Tigard.OR 97223 Contact Name: Lance Briggs Telephone Number: (503) 997-8829 E-mail address: lancebrix@gmail.com 1. Request(express in whole dollar amounts only) Cash $ 15,000 In-Kind Services-hours (use of City property,City staff support, etc. Please explain the services requested on a separate sheet) Total Request $ 15,000 2. Purpose of Funding Request: Compassion Tigard is a catalytic event in collaboration with local churches,social services agencies,and the Tigard-Tualatin School District,that focuses on providing cost-free medical,dental,and vision care to the underinsured and underprivileged residents of the City of Tigard. In addition to these services,we are also able to provide free childcare and lunch to all our guests and volunteers,as well as a social services resource fair to help connect guests to other helpful local organizations and resources in the community for ongoing assistance.This year's free clinic will be held Saturday,October 4th,at Tigard High School. Funding for the 2014 Compassion Tigard Clinic will allow us to once again meet the immediate medical,dental,and vision needs of hundreds in our community. While it has been a great achievement to give free access to services to so many,the truth is that we still have to turn away hundreds of people each year from various services.With the grant we secured last year,we were able to upgrade our dental equipment allowing us to more efficiently serve a greater number of guests,as well as expand our overall dental capacity through partnerships with local dental offices serving as offsite treatment locations. Our event relies entirely on volunteers, from our leadership committee,to medical and dental professionals;down to the over 400 volunteers who help serve our guests the day of the event.This allows us to offer all of our services free of charge and also serve as many guests as possible,while still offering the quality of service and individual attention our guests would experience in a professional medical office. 3. How will this event benefit the Tigard Community? We believe that the Compassion Tigard Clinic benefits and strengthens our community in two major ways: The first is directly through the services offered to those who are underinsured and in need of medical/dental assistance. Last year,we served over 1,500 people in some way through our various services.With the new healthcare reforms we hope many more people in our community will now have access to medical care,however many will still be in need of dental work or vision screening. In past years,dental has always been the greatest area of need.Last year,we were able to offer free dental care to over 300 guests,but sadly still turned many away.This year,we plan to greatly increase our dental capacity through additional equipment and partnerships with local dental offices and dental schools. In addition to dental care we will continue to offer the same full array of medical care as well as immunizations,podiatry,chiropractic,and vision screenings with free glasses. The second benefit to the community is the partnership between,schools,social service agencies,and faith-based organizations.Several years ago,a group of people came together and asked the question,"What would happen if we teamed together to serve the poor and underinsured in the city of Tigard?"The result was Compassion Tigard.Over the years,we have seen the strength of these partnerships grow and develop.We have also seen more and more community members come out to volunteer and serve their neighbors. Last year,we had more volunteers serving at Compassion Tigard than ever before—over 500 the day of the event.This included physicians,dentists,optometrists,medical and dental students, hundreds of community members,and students from local high schools. Part of our vision is to mobilize and encourage these volunteers to follow up and continue finding ways to serve their neighbors in need.We offer resources and opportunities for our volunteers to continue serving in the community long after the clinic.Last year for example,we had a group of high school students come together to prepare a Thanksgiving dinner for a single mom who had attended the clinic. Partnering churches have developed relationships with local schools to offer assistance to families in need during the holiday season following the clinic.We believe fostering these partnerships and mobilizing our volunteers will create a lasting impact in our community beyond just the day of the clinic.Please see the attached recommendation letter from Mark Neffendorf,Principal of Tigard High School,regarding the strength and value of the event itself,as well as the partnerships that have been fostered between Compassion Tigard,the school district,and Tigard High. 4. How many Tigard residents do you anticipate participating in this event(or these events)? This year we expect to serve close to 1,800 residents.With the addition of at least 400 volunteers and professionals,the grand total would be 2,200. 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.*(previously submitted) d. 501(c)(3)status.*(previously submitted) e. Organization Bylaws* (previously submitted) * Information not required if it has been submitted at least once in the last five years. Please note that a lack of adequate financial information could result in denial of request. Compassion Tigard Clink 2013 Budget January 1, 2013 -December 31, 2013 Income Budget Actual Church Partnerships Solid Rock $4,000 $4,000 City Bible Church $1,000 $1,000 Grants City of Tigard $10,000 $10,000 City of Tualatin $1,500 $1,500 Other Donations Private Donations -- $500 TOTAL INCOME $16,500 $17,000 Expenses Budget Actual Clinic Compassion Connect Clinic Package fees $7,000 $7,700 Includes:Delivery/setup of all medical and dental equipment; rental/delivery of compressor; radios and other supplies/equipment; Olive Garden catered lunch for 800; support/training/resources for leadership team; clinic coach/liason; liability insurance; management and storage of all medical/dental records in compliance with HIPPA regulations; management, bookkeeping and reporting of all clinic finances Medical Teams International Dental vans (2x) $600 $600 Dental Equipment purchase/upgrade $1,500 $1,209 Glasses (40 @ $25 ea) $1,000 $1,220 Food, snacks, water $500 5218 Volunteer Shirts 450 @ —S4 ea ..1 800 S1 825 PR and Printing Professional design fees $200 $100 Printing (School District flyers) $1,000 $881 Printing (Banners,flyers, posters) $400 $350 Equipment/Supplies General supplies (Pens, tape, name tags, misc office supples) $300 $150 Children's area supplies $200 $136 Misc./Other Social Services resources(Bus passes, diapers, etc.) $500 $473 Petty Cash $500 $321 Steering Comittee Meetings (coffee & snacks) $200 $160 Post Clinic Volunteer Appreciation Dinner $450 $396 Transportation (fuel for shuttles) $150 $134 TOTAL EXPENSES $16,300 $15,873 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due:February 13.2014 Event Name: Curtis Tigard 105th Birthday Celebration at Tigard Library–April 13,2014 THA Annual Meeting June 6,2014 Ice Cream Social July 12, 2014 Apple Harvest—September 20.2014 Victorian Christmas—December 6,2014 Address: John Tigard House, Mailing address:P.O.Box 230402 City,State,Zip: Tigard,Oregon 97281 Contact Name: Karen Sadler-Fredd Telephone Number. 503-620-5695 or Martha Worley at 503-747-9856 E-mail address: Sadfredd @hotmail.com 1. Request(express in whole dollar amounts only) Cash $1500.00 In-Kind Services-hours(use of City property,City staff support, etc. Please explain the services requested on a separate sheet) 0 Total Request $1500.00 2. Purpose of Funding Request: Funding will help defray the costs of the annual events listed above. 3. How will this event benefit the Tigard Community? The goals of each of the THA events are 1: 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 re-acquaint Tigard families with historical American community traditions. 3. To provide events where Tigard families can feel a connection with the community of Tigard and contribute toward the enrichment of the culture that is uniquely Tigard and feel like active participants in community life. Our THA events have free admission so that no family member is prohibited by cost to attend. Each event provides a creative learning opportunity for children,and often there is a project they can make and take home. Most of our events take place on the grounds of the John Tigard House Museum. A docent-led tour of the House is a terrific 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)? Approximately 600 annually 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. Please note that a lack of adequate financial information could result in denial of request. Tigard Historical Association 2013 End of Year Financial Report General Fund Operating Account beginning balance=$27,117.84 Receipts_ $6,360.79 Transfer from Preservation account $3,000.00 Expenditures $13,554.88 Transfer to Preservation account $20,000.00 grading Balance $2,923.75 Preservation Account beginning balance=$113,378.95 Receipts(interest) $378.65 Transfers: CD at maturity $93,622.64 From general account $20,000 Expenditures $13,299.00 Transfer to Waddell and Reed $200,000.00 Transfer to General Fund $3,000 Ending Balance $11,081.24 Certificate of Deposit(matured and cashed out 3/7/2013) Transferred to preservation account $93,622.64 gliding Balance $0 Columbia Management Beginning Balance $24,613.38 Ending Balance $30,391.16 Waddell and Reed(opened 5/24/2013) Beginning Balance $200,000 Ending Balance $212,444.05 K. Sadler-Fredd • 2/12/2014 Tigard Historical Association Operating budget 2013-2014 Receipts 2013 2014 Projected Memberships $ 1,899.00 $ 2,000.00 Donations/gift shop/books $ 1,485.44 $ 1,200.00 City of Tigard Grant $ 1,500.00 $ 1,500.00 Other TOTAL $ 4,884.44 $ 4,700.00 Expenditures Pastperfect support $ 440.00 $ 450.00 PO Box $ 60.00 $ 62.00 Building repairs/maintanence* $ 17,459.00 $ 2,000.00 Insurance $ 3,040.00 $ 3,200.00 Office/postage/collections $ 453.81 $ 500.00 State/dept of justice $ 86.00 $ 90.00 Board training $ 229.00 $ 200.00 Printing/newsletter $ 778.71 $ 800.00 Arcadia Tigardville books $ 897.00 $ - Programs $ 503.50 $ 900.00 Utilities $ 2,460.49 $ 2,700.00 all other misc. $ 446.37 $ 500.00 $ 26,853.88 $ 11,402.00 * Arciform repairs and painting, new furnace K.Sadler-Fredd 2/13/2014 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due: February 13.2014 Event Name: Downtown Tigard Events(Street Fair,Trick or Treat Main Street,Tree Lighting,Art Walk and 3rd Fridays) Address: 12345 SW Main Street City,State,Zip: Tigard,OR 97223 Contact Name: Steve De Angelo.Tigard Downtown Affiance Telephone Number. 503-620-9020 E-mail address: steve( lcateringbydeangelos.com 1. Request(express in whole dollar amounts only) Cash $10,000 In-Rind Services-hours (use of City property,City staff support, etc.Please explain the services requested on a separate sheet) See Attached Total Request $10,000 2. Purpose of Funding Request: Our goal is to provide an opportunity to Tigard's 49,000 plus residents to gather and connect with Tigard's Downtown core area through marketing and executing the following downtown events. Street Fair-$3500 To assist in offsetting primarily marketing&advertising costs associated with holding this annual free event,which is held every year on 3rd Saturday of August.Funding will also help to"grow"the event,enabling marketing/advertising to the community at large,as well as helping to defray associated costs such as staging,entertainment,signs,banners,flyers. Trick or Treat Main Street-$500 To assist in offsetting primarily marketing&advertising costs associated with holding this annual free event,which is held every year on October 31a or the closest weekday to that day. Funding will also help to create merchant engagement,enabling marketing/advertising to the community at large,as well as helping to defray associated costs such as signs, banners,flyers. Tree Lighting-$2500 To assist in offsetting costs associated with holding this annual free event,which is held every year on the first Friday in December. Funding will also help to"grow"the event, enabling marketing to the community at large,as well as helping to defray associated costs such as staging,professional lighting,signs,banners,flyers,as well as to possibly invest in seasonal street decorations Art Walk—$2500 New Event-Planned for 1st 3 weeks of June 2014 culminating on 3'd Friday in June. Early concept is to place art in 12-15 main street businesses for a 3 week period. Passports issued encouraging community to patronize the businesses and vote on the art. Winning art selected by public will receive a prize as will juried art selection. Passports turned in to local merchants. Passports that have at least 80% fill rate go in special drawing. Winning passport will receive a prize. Participating businesses will be encouraged to become TDA members. Funding will help offset costs of marketing&advertising plus cash prize for public vote winner this new event which TDA will prefund in FY 2013-2014 due to timing. 3rd Friday- $1000 To assist in offsetting primarily marketing&advertising costs associated with communicating with the community and providing more visibility for 3.i Friday activities in Downtown Tigard. Funding will also help to create merchant engagement, enabling marketing/advertising to the community at large,as well as helping to defray associated costs such as signs,banners,and flyers. 3. How will this event benefit the Tigard Community? Help foster a deeper sense of community for all residents,enhance awareness of Downtown Tigard's unique merchant and gathering places,thereby stimulating increased economic activity in downtown and improving the prosperity of Tigard overall and an increased tax base. Also helps achieve City of Tigard and Tigard City Council vision for Downtown as a walkable village with ample opportunity for all ages to live,work and play. 4. How many Tigard residents do you anticipate participating in this event(or these events)? Anywhere from 300-3,000 depending on the event.Our goal collectively would be to attract 12,000-15,000 residents and visitors to downtown Tigard through the aforementioned events annually. 5. Please submit the following information with this request: (These Events are not a non-profit organization and are accomplished primarily with volunteer labor and donations) The TDA has filed articles of incorporation with the State of Oregon which are attached. 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* Bookkeeping records and financial data are held by the fiscal agent and will be sent independently.Articles of incorporation are attached.By laws have been drafted and are being reviewed for implementation. Our 501c3 status is in progress and should be approved by the grant award status timeline. *Information not required if it has been submitted at least once in the last five years. Please note that a lack of adequate financial information could result in denial of request. Event Department/Organization Service Hours/Est Value Tree Lighting TVF&R Help with tree lights (lift-truck) 6 Tree Lighting TVF&R Transport for Santa and Mrs.Claus 2 Tree Lighting Tigard PD Traffic control night of event 3 Tree Lighting Tigard PD Create thank-you banners $400 Tree Lighting City Hall Cityscape, website & social media promotion Tree Lighting Public Works/Parks Storage $720 annually Tree Lighting Public Works/Parks Lighting Check (November) 2 Tree Lighting Public Works/Parks Use of Liberty Park as venue 5 Tree Lighting Public Works/Parks Help with electrical box 3 Tree Lighting Public Works/Parks Provide and place barricades 2 Tree Lighting Public Works/Parks Provide cones and candles as needed 2 Tree Lighting Public Works/Parks Provide portable speaker system $200 Tree Lighting City Hall Announcements in Cityscape and web (including Neighborhood Websites) Tree Lighting City Hall Mayor speaks Tree Lighting City Hall City Council members attend Posting of event flyer for promotion in Library and city Tree Lighting City Hall/Library Hall Street Fair Public Works/Parks Install banners 2 hours Street Fair Police Dept Police vehicle with cadets for kid zone 6 hours Street Fair TVF&R TVF&R equpment (Fire truck)for kid zone 6 hours Street Fair Main Street Contractor? Bull dozer for photo ops in kid zone 6 hours Street Fair Public Works/Parks Barricades and placement of No Parking barricades 2 hours Street Fair Public Works/Parks Use of the Burnham public lot 24 hours Street Fair Public Works/Parks Digital signage at each end of Main signifying Street Fair 8 hours Street Fair City Hall City Council members attend Street Fair Permitting & Planning Approve the permit, waiver of any associated fees Street Fair City Hall Provide portable speaker system 200 Street Fair City Hall Cityscape, website & social media promotion 1 hour?/priceless Street Fair City Hall/Library Posting of event flyer for promotion in Library and city F 10 min/priceless Trick or Treat Main S Police Dept Police vehicle with cadets for kid area 2 hours Trick or Treat Main S TVF& R TVF&R equipment (Fire truck)for kid zone 2 hours Trick or Treat Main S Police Dept Mgruff in costume? Trick or Treat Main S,PW Digital signage at each end of Main signifying Halloween 5 hours Trick or Treat Main 5 Police Dept police and cadets to ensure cross walk safety during eve 2 hours Trick or Treat Main S City Permit approval and waiver of any associated fees Trick or Treat Main S Library Library can engage day of as community outreach Trick or Treat Main 5 City Cityscape, website &social media promotion 1 hour?/priceless Trick or Treat Main 5 City Posting of event flyer for promotion in Library and city F 10 min/priceless Consideration of purchase/lease of publicly selected art Art Walk City Hall for display in library Art Walk City Hall Cityscape, website & social media promotion 1 hour?/priceless Art Walk City Hall/Library Posting of event flyer for promotion in Library and city F 10 min/priceless 3rd Friday City Hall Cityscape, website & social media promotion 1 hour?/priceless 4th Friday City Hall/Library Posting of event flyer for promotion in Library and city F 10 min/priceless CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due: February 13,2014 Event Name: Mask&Mirror Community Theatre Mask & Mirror Community Theatre was founded in early 2011 by a group of 8 experienced theatre enthusiasts to bring quality entertainment, recreation and arts education to the citizens of Tigard and Tualatin. Our goals included keeping tickets prices below that of a 3D movie at the local cinema (a goal we have met); and to be fiscally conservative (also met: none of the 7 main stage shows we have produced to date have lost money). Mask & Mirror Community Theatre is an all-volunteer 501(c)3 non-profit theatre. We have no employees and we do not pay any of the actors, crew or administrators involved in Mask & Mirror productions. Membership dues are optional and we welcome all residents to participate in our activities without cost,other than to buy tickets to productions. As we have continued to grow and develop our reputation, volunteer list and audience list, we believe that now is the time to rent a full-time theatre space of 2000 to 2500 sq ft in Tigard and develop it into a —60 seat theatre for year-round use. Address: 13166 Broadmoor Place City,State,Zip: Tigard,OR 97223 Contact Name: Gary Romans Telephone Number: 503-524-2058 E-mail address: Info@MaskandMirror.com 1. Request (express in whole dollar amounts only) Cash $20,000 In-Kind Services-hours (use of City property,City staff support, etc. Please explain the services requested on a separate sheet) TBD,see separate sheet Total Request $20,000 2. Purpose of Funding Request: Mask & Mirror Community Theatre (M&M) is in the middle of its 3.1 season presenting quality theatre to Tigard audiences. We have produced 7 mainstage shows. Each show has been reviewed positively and each show has earned back its production budget with ticket sales and concession income (which means we didn't lose money!). We have produced these shows on a rented stage in Tigard at Calvin Presbyterian Church, which costs us $2000 per show ($6000 per year). Our agreement with Calvin provides us 3 rehearsal nights per week in a large room, but very limited time on stage to develop scenery,lighting and rehearsals on a completed stage set. M&M is ready to take the next step and we have begun the planning to find a full time rental facility of—2000 to 2500 sq. ft. that we can turn into a theatre space seating at least 60 patrons. Having a full-time theatre space will allow us to produce 6 mainstage productions each season (September-June); increase the number of performances for each production from the current 8 or 9 to 12; improve the production (technical: such as sets, lights,sound, etc.)values for each production by having additional time and access to the stage; and allow us to add a Children's Theatre Camp in July or August. We would also expect to make this space available to other organizations during the weekdays for non-M&M meetings (Rotary Club, youth organizations, etc.) since 99% of our utilization would be after 5 pm and on weekends.We are aware that Tigard now sorely lacks such meeting space. M&M expects to have —$20,000 cash in our bank account by September,2014 (we have $16,000 as of this writing). We are asking for matching funds ($20,000) from Tigard as part of Tigard's 2014 Community Events Funding. We expect to use this$40,000 as follows: $25,000 — Expense to build out a theatre in the rental space we select: seating, seat risers, stage,stage lighting, sound system, etc. $7,500 —Theatre rental during the transition phase as we build out the theatre and rehearse our 1' show in the new space. $7,500—Contingency funds in case either of the above two expenses are underestimated or delayed. I've included two scenarios that show that we can afford to do this. A reasonable expectation for a theatre is that it covers 70% of its budget through show income and 30% through donations and grants. The Conservative Scenario assumes no rise in our ticket price ($12 adult,$10 seniors);only a slight increase in total audience per show(from 360 to 420);and no increase in our production budget from our current$750 plus royalties. Under this scenario we would only have to raise less than 17%of our yearly budget ($6965) through donations and other grants. For the 70%Budget I decreased the audience size and increased the theatre rental cost(the two largest and most uncertain variables) and we would only have to raise an additional $13,070. We believe both scenarios severely underestimate the additional audience support and donation / grant support that M&M would achieve by having its own full-time theatre space. Assumptions: CONSERVATIVE 70% BUDGET Average Ticket Price: $10.25 $10.25 Average Audience Size: 35 30 Number of Shows: 6 6 Number of Performances Per Show: 12 12 Royalty Per Performance: $100.00 $100.00 Production Budget Per Show: $750.00 $750.00 Concession Income Per Performance: $25.00 $25.00 Theatre Rent (NNN+) Per Month: $2,500.00 $2,650.00 Number of Paid Members:* 50 50 Yearly Membership Dues: $30.00 $30.00 Expected Donations From Current Members $1,000.00 $1,000.00 INCOME: Income Per Performance: Tickets (Avg Tkt $ x Avg Aud Size) $358.75 $307.50 Concessions: $25.00 $25.00 Subtotal: $383.75 $332.50 Income Per Show Run (Income/Performance x#of performances): $4,605.00 $3,990.00 Total Show Income (Income/Show x#of Shows): $32,235.00 $27,930.00 Membership Income (# Paid Members x Member Dues):* $1,500.00 $1,500.00 Expected Donations From Current Members: $1,000.00 $1,000.00 TOTAL INCOME PER YEAR: $34,735.00 $30,430.00 EXPENSES: Production Expenses Per Show (# of performances x royalty+ production budget): $1,950.00 $1,950.00 Production Expenses Per Season: $11,700.00 $11,700.00 Theatre Rental Per Year: $30,000.00 $31,800.00 TOTAL EXPENSES PER YEAR: $41,700.00 $43,500.00 NET INCOME: ($6,965.00) ($13,070.00) NET INCOME AS PERCENT OF BUDGET: 16.70% 30.05% *(NOTE: there is no cost to participate in M&M activities.Dues paying members are allowed to vote for leadership positions,plays to produce and other group activities.) 3. How will this event benefit the Tigard Community? Mask& Mirror Community Theatre provides: - a creative outlet for participants at no cost to them; - an enhanced cultural literacy for our patrons through exposure to live theatre; - an increased traffic flow to and from the theatre on performance, rehearsal and meeting nights (over 250 nights per year with our own full-time theatre space), resulting in increased patronage at local restaurants and other businesses; - increased patronage for local businesses as we buy and build sets,props and costumes; - a source for entertainment at events hosted by other city organizations; - an available meeting area for weekday use (99% of the theatre's use is after 5 pm weekdays and on weekends) - the addition of a new Children's Theatre Camp, a badly needed summer youth activity for Tigard's children. 4. How many Tigard residents do you anticipate participating in this event(or these events)? We currently have approximately 675 head-of-family names with Tigard addresses in our database of those who have attended or expressed interest in attending our events, giving an estimate of over 1000 Tigard residents. We estimate we will draw at least triple that amount from the increased activity generated by having our own theatre space and an increased number of performances. We will also draw additional Tigard participants who enjoy our other public performances such as those at the Tigard Festival of Balloons, Holiday Caroling,Tigard Street Fair,Library Readings,and other events. We anticipate well over 4000 Tigard residents participating in Mask & Mirror Community Theatre activities. 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. Mask& Mirror Annual Budget vs Actual 2013 BUDGET ACTUAL INCOME Grants and Awards 3,000.00 6,300.00 Direct Public Support 3,000.00 _ 895.18 Show Ticket Revenue* 9,450.00 9,751.03 Concession Sales 1,000.00 720.95 Member Dues 1,000.00 868.00 Other income 1,000.00 382.00 TOTAL INCOME 18,450.00 18,917.16 EXPENSES Show Expenses Royalties 800.00 1,407.60 Advertising 3,000.00 75.00 Show Supplies 500.00 267.45 Costumes 1,000.00 753.16 Set Construction 1,000.00 676.51 Stage Rental 4,000.00 6,000.00 Food 262.57 Printing and Posters 500.00 987.87 10,800.00 10,430.16 Traveling Thespians Props 72.93 Costumes - 103.55 Other - 67.40 1,500.00 243.88 Operations Storage Rent 2,000.00 1,324.36 Stage Supplies 500.00 151.16 Dues &Subscriptions 150.00 201.50 Licenses & Permits - 61.52 Books and References - 22.24 Merchant Fees - 27.05 Postage 500.00 21.48 Printing - 130.08 Sound and Lighting 500.00 - Supplies 1,000.00 1,370.02 4,650.00 3,309.41 Other Insurance 500.00 402.00 Other 300.00 3.25 800.00 405.25 TOTAL EXPENSES 17,750.00 14,388.70 Interest Income-Savings - 19.86 NET INCOME 700.00 4,548.32 *Ave. of$10 ticket per person 3 shows, 9 performances each, average of 35 paying audience per performance Mask& Mirror Community Theatre has no paid employees. b. Audit report or financial statements for the last fiscal year. Balance Sheet-Dec 31,13 ASSETS Current Assets Checking/Savings Home Street Bank Checking 14,525.03 Columbia Checking 1,421.80 Total Checking/Savings 15,946.83 Total Current Assets 15.946.83 TOTAL ASSETS 15,946.83 LIABILITIES &EQUITY Equity Unrestricted Net Assets 11,398.51 N et Income 4,548.32 Total Equity 15,946.83 TOTAL LIABILITIES &EQUITY 15,946.83 Profit and Loss 2013-Jan-Dec 13 Ordinary Income/Expense Income Grant Income City of Tualatin 300.00 • City of Tigard 6,000.00 Total Grant Income 6,300.00 Direct Public Support Corporate Contributions 31.43 Individual,Business Contributions 863.75 Total Direct Public Support 895.18 Membership Dues 868.00 Show Income Season Ticket Holders 152.00 Show Sponsor Income 510.00 Concession Income 720.95 Ticket Sales 9,089.03 Total Show Income 10,471.98 Other Types of Income DVD Sales 46.00 PhotoBooks 336.00 Total Other Types of Income 382.00 Total Income 18,917.16 Expense Traveling Thespians Props 72.93 Costumes 103.55 Traveling Thespians- Other 67.40 Total Traveling Thespians 243.88 Operations Storage Rent 1,324.36 Membership Dues 201.50 Stage Supplies 151.16 Licenses and Permits 61.52 Books,Subscriptions, Reference 22.24 Merchant Service Fees 27.05 Postage,Mailing Service 21.48 Printing and Copying 130.08 Supplies 1,370.02 Total Operations 3,309.41 Other Types of Expenses Insurance-Liability,D and 0 402.00 Other Costs 3.25 Total Other Types of Expenses 405.25 Show Expenses Meals 158.78 Royalties for Scripts Usage 1,407.60 Advertising 75.00 Concessions Costs 88.00 Show Supplies 267.45 Set Construction 676.51 Stage Rental 6,000.00 Food 15.79 Costumes 753.16 Printing for Show 829.87 Posters 158.00 Total Show Expenses 10,430.16 Total Expense 14,388.70 Net Ordinary Income 4,528.46 Other Income/Expense Other Income Interest-Savings, Short-term CD 19.86 Total Other Income 19.86 Net Other Income 19.86 Net Income 4,548.32 c. Articles of Incorporation.*-Submitted in 2013 d. 501(c)(3) status.*- Submitted in 2013 e. Organization Bylaws*- Submitted in 2013 * Information not required if it has been submitted at least once in the last five years. Please note that a lack of adequate financial information could result in denial of request. In-Kind Services-hours The only additional support we would ask from the City of Tigard is that you assign an appropriate person to help us navigate the rules, regulations, zoning requirements, safety requirements, fire regulations, etc. that we would be faced with in selecting a rental facility in Tigard and building a theatre in it. We have smart people, and we have people who can build things — but we don't have knowledge of these kinds of permitting and zoning issues. CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due:February 13.2014 Event Name: (iNZt.,©O1C- ('. - Address: , (07 s- 4Ot City,State,Zip: T cc, o\ D R L2 () Contact Name: '?oL-J` SOU V P_Jr Telephone Number. J q 497 ` 00 42 f t E-mail address: -S'o v O(3 LO C GLST. (1 6T 1. Request(express in whole dollar amounts only) Cash $ '3i000 • OD In-Kind Services-hours(use of City property,City staff support, etc.Please explain the services requested on a separate sheet) Z1 fl0 O` O 0 Total Request $ 5-i 0OO . 00 2. Purpose of Funding Request: ' Ne_ r t c'ec e S - i.S 1i,�AP 012r Ivacl/ �,�Ot -� vloarkA Sror4-s ?co�u-c&.a pto YVaf'o.`-2 taut' La9e -C'.J,_U cods e r- cc� -flwo-Fz. -4 11,1 s e.1`r�cycam. \D ei-�-�S ) \z\ceri o4 .1-.5o..4"ct +13 k...;v� CL U\e-0,1- a ki611 Gyva-∎;+-\I S,`t 3. -How will this event benefit the Tigard Community? 000--t i {,e„t! oLiiTt v e. 1ht? 0 - C�7 �I iJLQS P�opte {,�o �ke� cDevivitVsi -y ook�e'S c1 1 e,ES#o�v otvt-�5 L e- S c-9.-S e oA 4. How many Tigar esidents do you anticipate particip ng in this even (or ese A.kno vso,vva. ttevents)? l ,-_1 t • C�a� \1000 't vvvvIECt�0. C�s�[k£y1 UW�.Y Lev etca - 0v4 01/44-s-cVe.- T�'G 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. Please note that a lack of adequate financial information could result in denial of request. C,NN;V.a Oo) C...s? -2,,O\3 Otv c5 (A —\.1/-2_0\-5 Expenses : Revenue Lo Fields Cook Fields $ • 3,000.00 TuHS field $ 1;460.00 Registrations $ 77,740.00 consulting $ 1,500.00 refs $ 13,823.50 Soccer Loco ref assignor $ 1;962.50 software $ .360.00 Paradise Shaved Ice $ 625.00 Port o Lets $ 1,664.00 Pride Disposal $ .186.00 Workers $ 1,310.00 Tent rental $ 476.00 Check inDemosphere $ 994.00 champions/sales tee's $ 5,073.00 Clif Bars Trophies/medals $ 1,256.75 Insurance $ 700.00 Sales $ 535.00 pins $ 2,380.00 1 $ 33,145.75 I $ 78,900.00 Revenue $ 78,900.00 Expenses $ 33,145.75 Tournament Net 1 45,/54.LS I • Budget for Chinook Cup 2014 August 8,9& 10 Expenses Revenue Fields 2200 Registrations 78000 Cook Park 3000 retail items 1200 consulting 1700 TOTAL 79200 referees 14000 ref assignor 2000 softward 400 The Major Revenue source is team registrations for the tournament:We will average 150 teams for the weekend at and average port 0 Lets 1700 $520 team registration. Pride Disposal 200 workers 1400 The Major Expense is referees:$14,000.for 3 days of games. Tent rental 476 Demosphere 1000 The Chinook Cup has one Designated Director:or Authorize position. TEE shirts 5250 trophies 1300 Because Southside Soccer Club is a Tigard Centric program our numbers have dropped which effects our financial position.Five insurance 800 years ago Southside Soccer Club incorporated Tualatin and Sherwood.This is no longer the Case.Consequently this tournament pins 2400 is more significant than ever and it is also smaller than ever.We used to average 400 teams we now anticipate 150 teams. TOTAL 37826 The Recreation program is now named Tigard Youth Soccer and as a Tigard youth sports program we need the support of a grant more than ever. Revenue 79200 Expenses 37826 Director fees 3000 Net Revenue $38,374.00 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD.OREGON 97223 503-71S-148 COMMUNITY EVENTS FUNDING REQUEST ;Due: February 13.2014 Event Name: Tigard 4th of July Celebration Tigard 4t}'of July, Inc., 11579 SW Pacific Hwy Address: Tigard, Oregon 97223 City,State, Zip: Contact Name: Ron Royse Telephone Number: 503-620-2844 E-mail address: ron@tigardmusic.com 1. Request(express in whole dollar amounts only) Cash $ 18.070.00 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 - S 19,670.00 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. Please note that a lack of adequate financial information could result in denial of request. Tigard 4th of July, Inc. A Not for Profit Corporation (Reinstatement Application Pending)* FIN 93-1031978 (503)620-2844 Tigard Music 11 579 SW Pacific Hwy Tigard,Oregon 97223 January 24,2014 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 (Reinstatement Application Pending)*, submit this letter with enclosures as our Funding Request for the Fiscal Year 2014-2015. 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 lite dinner fare at very reasonable prices provided by a local vendor). (4) With twenty seven 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 seven 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 January 24, 2014 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$ 15,000.00 for the 2013/2014 fiscal year. We did not receive a supplemental allowance of$2,070.00 for insurance coverage. We took a total draw on the current budget account in July of 2013. For the fiscal year 2014/2015, the Board of Directors of Tigard 4th of July, Inc. requests $ 16,000.00 in contribution from the City of Tigard plus approximately $ 2,070.00 to assist with insurance costs we are incurring. In recent years the costs have increased, other public/private support has been increasingly difficult to obtain, and the City's insurance carrier no longer allows for the event to be insured as a City event. With regards to City in-kind contributions, we have identified the following impacted areas: Public Works - If the City Public Works personnel prepare the fireworks firing trench; I have been previously advised that the estimated cost is $400 (1999 $subject to indexed adjustment). Police Department-The Police Department is advised of the event and incurs an estimated$ 1,200(1999 $ subject to indexed adjustment)of cost for what primarily is traffic control after the event. Officers are present during the event more for public relations than for any policing requirements. We support the Officers presence,making some very important contacts with the citizens and youth in particular. Administration-Insurance for the event is no longer available through the City. Tigard 4th of July, Inc.purchases fireworks liability insurance from the fireworks supplier and general liability insurance from a Special Events carrier. Toby LaFrance City of Tigard January 24, 2014 Page 3 Should you have questions about any of the above,please contact me for assistance. Sincerely, Ron Royse President RR/dbm Enclosures CC: Board Members *Reinstatement Application Pending: For many years, non-profit organizations like Tigard 4th of July, Inc. were not required to file annual tax returns. Regarding non-profit organizations,the Pension Protection Act of 2006 by Congress "mandated automatic revocation when an organization hasn't filed for three consecutive years". The method for this required filing was electronic via an "e- Postcard". The Internal Revenue Service publications(continually since the enactment of this Act) contain the following; "If you do not file your e-Postcard on time, the IRS will send you a reminder notice." These reminder notices were never submitted to many organizations. Following the February 13, 2012 notification from the IRS that Tigard 4th of July, Inc. had incurred the automatic revocation of it's Tax-Exempt (Non-Profit) status for failure to file, Tigard 4th of July, Inc., by instruction from the IRS, filed application for re- instatement on June 22, 2012. On July 19, 2012, the IRS issued an acknowledgment of the application. On August 22, 2012, the IRS issued a Status Update. But still, no official re-instatement has been forthcoming. On February 6, 2013, a phone call to the IRS requesting status information found the following: Early in 2012, the IRS revoked the Tax-Exempt (Non-Profit) status of over 400,000 organizations nationwide. The IRS staff is"overwhelmed" with the task of reviewing all the requests for re-instatement; as of February 6, 2013,they have not even assigned re-instatement requests received after March 2012 and they cannot advise as when such further assignments may take place. In the mean time, Tigard 4th of July, Inc. (like over 400,000 other Tax-Exempt /Non- Profit organizations in the United States) is required to file Federal and State Corporate Income tax returns. There is no information available to determine at what time this requirement may end. TIGARD 4TH OF JULY, INC. Statement of Assets, Liabilities, &Fund Balance(Unaudited) December 31, 2013 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 430.41 430.41 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 1 Deferred Charges 1531 Prepaid Expenses 0.00 0.00 1540 Investments-Securities 1550 Investments-Assets 1560 Investments-Other 1570 Equipment 1571 Equipment 0.00 0.00 1576 (Accumulated Depreciation) 0.00 0.00 1580 Other Assets TOTAL ASSETS 430.41 430.41 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 (45.66) 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 (45.66) 1 TIGARD 4TH OF JULY, INC. Page 2 Statement of Assets, Liabilities,&Fund Balance (Unaudited) December 31,2013 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 >01/01/2013 0.00 45.66 3732 Current Earnings > 12/31/2013 (430.41) (430.41) Total Fund Balance (430.41) (384.75) TOTAL LIABILITIES&FUND BALANCE (430.41) (430.41) 0.00 0.00 Footnote: Tigard Music Donation? Not recorded Footnote: Arrow Mechanical Donation? Not recorded Footnote: Tigard Grant Pending 0.00 2 TIGARD 4TH OF JULY, INC. Statement of Revenue&Expense(Unaudited) December 31,2013 Current Year 12 Mo. Period To Date 4000 INCOME 4010 Contributions,Gifts, Grants 4011 Direct Public Support (321.00) (321.00) 4012 Indirect Public Support 0.00 0.00 4013 Government Grants (15,000.00) (15,000.00) 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 0.00 0.00 4106 Cost of Goods Sold 0.00 0.00 4107 Cost of Goods Sold 0.00 0.00 4108 Cost of Goods Sold-Permit 0.00 0.00 4110 Other Revenue Total Revenue (15,321.00) (15,321.00) 6000 EXPENSES 6130 Program Service Expenses 6131 Tigard 4th Celebration 14,433.50 14,433.50 6140 Management&General Expenses 6141 Bank Service Charges 136.09 136.09 6142 Miscellaneous-Government 321.00 321.00 6150 Fundraising Expenses 6151 Miscellaneous 0.00 0.00 6160 Payments to Affiliates Total Expense 14,890.59 14,890.59 (Excess)or Deficit (430.41) (430.41) 3 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due: February 13,2014 Event Name: Tigard Area Farmers Market Address: Po Box 230421 City,State,Zip: Tigard Or.97223 Contact Name: Kim Marshall. Market Manager Telephone Number: 503-201-2631 E-mail address: managerna.tigardfarmersmarket.org 1. Request (express in whole dollar amounts only) Cash $8500.00 In-Kind Services-hours (use of City property,City staff support, etc. Please explain the services requested on a separate sheet) Total Request $8500.00 2. Purpose of Funding Request: The TAFM is focused on bringing farmers,community and non-profits together in a way that benefits all.Farmers grow local produce,plants,and flowers;our Tigard Community members gather together to buy these products;and weekly non-profit booth space gives all the opportunity to give back.Tigard Area Farmers Market GROW. GATHER GIVE. Funds will be used to: • Support staff efforts • Increase marketing to improve the connection of the community to the market • Do healthy food demonstrations • Support our Market Sprouts Program. A program to bring fresh fruits and veggies to children. 3. How will this event benefit the Tigard Community? • Encourages customer attendance through community outreach-special events and programs designed to enhance the customers experience at the market. • Promotes the market through its website,newsletter,social media sites,relevant farmers market brochures,chamber marketing programs and other key community relationships such as the City of Tigard. • Supports non-profit organizations by giving them the opportunity to sell in our Community Service Booth with profits going directly to the organization. • Provides space for the Master Gardener volunteers to dispense gardening advice to customers,answering their questions and helping them with garden related problems. • The customers that shop at the Market come to buy locally grown and produced agricultural products,and to feel good about participating in a more sustainable food system.The responsibility for implementing sustainable practices falls to all of us in the market community,not just to our farmers. For that reason,the Tigard Area Farmers Market has made a commitment to work towards becoming a more earth friendly event. In a sustainable food system,it's not only the food that's important,but also how it is packaged and carried home. We will provide earth friendly bags for customers. • Provide broad access to fresh produce and artisan items,including to our residents who may be disabled. • Through the SNAP/EBT(food stamp)match we were able to help our Tigard area citizens stretch their food budgets. Our patrons were able to buy more fresh local fruits and vegetables for themselves and their families. • The market supports community feeling of Tigard:A Place to Call Home. Our goal is to communicate the benefits of buying local fresh produce: • Local foods are fresher and taste better • Local foods are seasonal • Local foods usually have less environmental impact • Local foods perverse green space and farm land • Local foods promote food safety • Local foods support our local economy • Local foods promote variety • Local foods create community 4. How many Tigard residents do you anticipate participating in this event(or these events)? We see an average of 1500 residents come to the market each Sunday,roughly 62,500 residents over a 25 week season. 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. Please note that a lack of adequate financial information could result in denial of request. CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 02-13-i 4PO4 28 PAID 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Dice February 13. 2014 Event Name: Tigard null Mountain Farmers Market Address: 4389 SW Pacific Hwy City, State, Zip: Tigard Oregon 97773 Contact Name: Sean Mathews Telephone Number. 503 804 764? E-mail address: mathewss©thmfm.org 1. Request (express in whole dollar amounts only) Cash $4,000.00 In-Kind Services-hours (use of City property, City staff support, etc. Please explain the services requested on a separate sheet) $0.00,__ Total Request $4,000,00 2. Purpose of Funding Request: Funding of$4,000.00 will allow the following: *Supplies for kids planting a seed day. *Educational puppet shows for the kids(in 2013 we had 2 shows we would like to have several more) *Demonstrators for food preparation and preservation as well as supplies for the demonstrations 3. How will this event benefit the Tigard Community? In 2014 the Tigard Bull Mountain Farmers Market(TBMFM)will be expanding its youth and citizen education efforts to encourage healthy eating,food preservation and household cultivation of edible and non edible plants.We will be offering regular events for kids and adults including but not limited to kids planting seeds and taking them home,food preparation of produce that is in season and preserving foods for the winter canning and proper storage of foods to maximize the shelf life. 4. How many Tigard residents do you anticipate participating in this event (or these events)? In 2013 we had had as many as 50-100 kids and adults participate in our regular events.We expect to expand upon this in 2014 and are estimating 100-200 per week out of the 2000 visitors we have every week 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 By'taws * Information not required if it has been submitted at least once in the last five years. Please note that a lack of adequate financial information could result in denial of request. TIGARD BULL MOUNTAIN FARMER'S MARKET 2014 PROJECTED INCOME AND EXPENSE VENDOR SPACE INCOME 30 VENDORS $22,500.00 35 VENDORS $26,250.00 40 VENDORS $30,000.00 EXPENSES: CONTRACT LABOR: BENSON COOK, LLC $7,630.00 BENSON COOK, LLC SIGN WAVERS $2,500.00 TONY HENDERSON/BIFFY $4,375.00 VOLUNTEER EXPENSE, INCLUDING MUSIC $1,250.00 ADVERTISING $5,000.00 MARKET SUPPLIES $1,000.00 POSTAGE $100.00 AUTO EXPENSE $600.00 MERCHANT SERVICES $800.00 ACCOUNTING-TAX SERVICES $500.00 TOTAL $23,755.00 EVENTS: STRAWBERRY SHORTCAKE $100.00 PEACH COBBLER $200.00 POTATOE DAY $1,400.00 CHILDRENS DAY $400.00 PUPPET SHOW $1,250.00 CHEF $300.00 EVENTS TOTAL $3,650.00 4:08 PM Bull Mountain Farmers Market LLC 02/13/14 Profit & Loss Cash Basis January through December 2013 Jan-Dec 13 Ordinary Income/Expense Income Space Rental Income 17,244.00 Tokens Income 685.21 Total Income 17,929.21 Cost of Goods Sold Merchant Account Fees 659.36 Total COGS 659.36 Gross Profit 17,269.85 Expense Advertising&Promotion Newspaper Advertisement 4,400.00 Puppeteer 500.00 Sign Wavers 2,218.00 Signage 535.00 Total Advertising&Promotion 7,653.00 Bank Service Charges 14.00 Dues&Memberships 115.00 Insurance Expense 600.00 Licenses 82,50 Office Supplies 64.47 Postage 23.20 Printing&Reproduction 111.63 Professional Fees 11,700.00 Reconciliation Discrepancies 5.00 Repairs and Maintenance 130.97 Safety Equipment 884.40 Supplies 704.91 Vendors Meeting 153.61 Total Expense 22,242.69 Net Ordinary Income -4,972.84 Net Income -4,972.84 Page 1 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST /r i Due: February 13,2014 Event Name: j a t d p5f-ivaL or B i / QO f S Address: ‘¢/ - 1 .i) i.. .._.1 • City,State,Zip: . _ 0170(0, -- Contact Name: /hi._. WA . Telephone Number: 50 3. (2(a r t f--aoLf ,� _ /� �' E-mail address: T7,: A . A. 1I0 . i// C _ o 0 L1 1. Request(express in whole dollar amounts only) Cash $d0 . In-Kind Services-hours(use of city property,city staff support, 4 �` [�� etc.Please explain the services requested on a separate sheet) 10'_) Total Request $<1351 - . 2. Purpose of Funding Request: .l'l order -to pr-cd C e 'Hie ;e Hy e c in c i i- re ua re5 c�.s 5 (1Sorh i s COWL - i A-ici C 5e frvt�.�i in 0rcer to r help o -I ( C-rece-5 i flq ex-pep-la-5 . 3. i w will this event b refit the Tigard Community? 5 Uca-f-prol/'�icle5 the ci ' cpti-k a post 'I ve taw Co mikar Ve l - 1-h hel Mc uiq V i'I-aL._ ton_ r04-itS 6u3cA 5c/ncelS i 7 Tito % misc. moriev _, � C /y� . 4. o m Ti r 'I e d you a� ate �di- a ' `fin a 's event(or these a>� ga�c� Y � P g � events)? r—D xi A k. 000 5. Please submit the following information with this request a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to 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. Please note that a lack of adequate financial information could result in denial of request. i(VILI P?Ctil Print Name of Peparer LCC' f Prep-cater 8:21 AM Tigard Festival of Balloons, Inc. 02/20114 Profit & Loss Cash Basis January through December 2013 Jan-Dec 13 Ordinary Income/Expense Income Admissions Revenue 78,246.37 Parking Revenue 26,719.59 Shuttle Revenue 5,798.58 Field Merchant Revenue 32,488.91 Soccer Tourney Revenue 28,020.00 Football Clinic Revenue 79.70 Carnival Revenue 20,224,96 Balloons Revenue 3,000.00 Car Show Revenue 3,467.62 Corporate Events Revenue 13,232.69 Sponsorships Revenue 29,601.00 Food&Beverage 481.50 5K Run Revenue 1,488.00 Total Income 242,848.92 Cost of Goods Sold Admissions Costs 9,202.28 Parking Costs 18,116.06 Shuttle Costs 4,593.00 Soccer Tourney Costs 25,488.00 Wristband Day Costs 780.00 Balloon(Pilot)Costs 22,336.71 Car Show Costs 2,657.44 Corporate Events Costs 10,901.69 _ Total COGS 94,075.18 Gross Profit 148,773.74 Expense Advertising-Festival 8,009.40 Bank&Merchant Fees 1,723.88 Dues&Subcrlptions 225.00 Equipment Rental and Maint 1,695.00 Event Staff(Temp) 4,930.00 Food and Beverage 19.25 Insurance Expense 10,497.00 Licenses,Permits,Misc Taxes 135.00 Lighting 1,070.00 Office Supplies 28.98 Mileage 52.64 Misc Expenses 197.50 Port-A-Potties 4,436.50 Professional Fees 47,682.45 Shirts&Clothing 575.20 Signs-Festival 3,272.48 Storage 2.922.30 Telephone&Internet 1,248.00 Tents and Staging 15,912.58 VIP Tent-Meals,Drinks Etc 2,253.70 Total Expense 106,886.86 Net Ordinary income 41,886.88 Other Income/Expense Other Income Other Income 155.50 Interest Earned 2.66 Total Other Income 158.16 Other Expense Returned Check Charges -12.00 Total Other Expense -12.00 Net Other Income 170.16 Net Income 42,057.04 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due:February 13.2014 Event Name: Tigard Little League Address: PO Box 230359 City,State,Zip: Tigard,Or 97281 Contact Name: Jody McGinley Telephone Number. 503-545-8667 E-mail address: Jody.McGinley@Safeway.com 1. Request(express in whole dollar amounts only) Cash $5,000 In-Kind Services-hours(use of City property,City staff support, etc.Please explain the services requested on a separate sheet) Total Request $5,000 2. Purpose of Funding Request: To offset the annual payment made per 2^d amendment of agreement between the City of Tigard and TLL for the 10 year period 3. How will this event benefit the Tigard Community? The Cook Park concessions and baseball fields enhance the recreational opportunities of the youth community of Tigard. Facilities provide a clean,safe and desirable environment for the families of Tigard. 4. How many Tigard residents do you anticipate participating in this event(or these events)? Annual estimate at Coop Park for baseball and soccer events,games,practices and tournaments is estimated at 30,000. 5. Please submit the following information with this request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to 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. Please note that a lack of adequate financial information could result in denial of request. TLL EXPENSE Year Ending 9-30-13 2012 Budget (Ref) 2012 Actual 2013 Budget Reforecast 2013 Actual 1.01.00 Education 1.01.01 Baseball $1,500.00 $1,510.00 $2,000.00 $2,000.00 $1,150.00 1.01.02 Softball $2,000.00 $2,279.00 $3,000.00 $1,500.00 $1,180.00 1.01.03 Urn.ires-Baseball $100.00 $0.00 $100.00 $200.00 $200.00 1.01.04 First Aid Training _ $0.00 $0.00 $0.00 1.01.05 Positive Coaches Alliance $0.00 $0.00 $0.00 Total Education $3,600.00 $3,789.00 $5,100.00 $3,700.00 $2,530.00 1.02.00 Cook Park Fields Ca•ital E•ui•ment 1.02.01 Du•outs and Buil.ens $500.00 $0.00 $500.00 $500.00 $0.00 1.02.02 Dirt and Turface $0.00 $0.00 $0.00 1.02.025 Netting _ $0.00 $1,000.00 $1,000.00 $0.00 Misc.Equipment 1.02.03 Railin•s $0.00 $0.00 $0.00 1.02.04 Bleachers(Cook 3&4) $0.00 $0.00 $0.00 1.02.05 Misc-Replacement $0.00 $0.00 $0.00 Field Improvements 1.02.06 Baseball(Cook 1 &2) $0.00 $0.00 $5,000.00 $5,555.31 1.02.07 Softball(Cook 3&4) $3,500.00 $1,425.00 $0.00 $1,500.00 $1,850.00 Total Cook Park Fields $4,000.00 $1,425.00 $1,500.00 $8,000.00 $7,405.31 1.03.00 Equipment ____ 1.03.01 Baseball Equipment $3,800.00 $4,311.93 $5,000.00 $7,200.00 $7,287.96 1.03.02 Softball Equipment $2,000.00 $1,032.00 $1,500.00 $1,800.00 $3,279.22 1.03.03 Umpire Equipment $0.00 $400.00 $0.00 1.03.035 Field Equipment(Breakaway Bases) $0.00 $0.00 $0.00$0 00 $0.00 $0.00 1.03.04 Baseball-Bullpens 1.03.05 Softball-CFT $0.00 $0.00 $0.00 1.03.06 Softball-Metzger $0.00 $0.00 $0.00 Total Equipment $5,800.00 $5,343.93 $6,900.00 $9,000.00 $10,567.18 1.04.00 Field Maintenance-Baseball $0.00 $0.00 $0.00 1.04.01 Bleachers $0.00 $0.00 $0.00 1.04.03 Dirt rt 1.04.02 Chalk $0.00 $0.00 $0.00 - 1.04.04 Fencin• $0.00 $0.00 $0.00 1.04.05 Misc.Repairs $200.00 $748.43 $500.00 $500.00 $1,172.83 1.04.06 Tools $500.00 $195.95 $200.00 $200.00 $0.00 1.04.07 Fertilizer&Seed $0.00 $0.00 $0.00 $0.00 $0.00 1.04.08 Turface-MVP 1.04.09 Turface/Quick Dry/Chalk $2,200.00 $3,071.48 $3,200.00 $3,700.00 $2,254.65 1.04.10 Field Maintenance-Mary Woodward $500.00 $109.94 $100.00 $2,100.00 $0.00 1.04.11 Field Maintenance-Cook Park $0.00_ $0.00 Total Field Maintenance Baseball $3,400.00 $4,125.80 $4,000.00 $6,500.00 $3,427.48 Page 1 of 4 2/25/2014 TLL EXPENSE Year Ending 9-30-13 1.05.00 Field Maintenance--Softball 1.05.01 Chalk $0.00 $0.00 $0.00 1.05.02 Dirt _ $0.00 $0.00 $0.00 1.05.03 Misc-Repair _ $176.08 $200.00 $400.00 $678.69 1.05.04 Fertilizer _ _ $0.00 $0.00 $0.00 1.05.05 Turface-MVP $0.00 $0.00 $0.00 1.05.05 Turface/Quick Dry/Chalk $1,000.00 $945.00 $1,000.00_ $1,300.00 $0.00 1.05.10 Field Maintenance Mary Woodward $0.00 $0.00_ $500.00 $4,164.00 Total Field Maintenance Softball $1,000.00_$1,121.08 $1,200.00 $2,200.00 $4,842.69 1.07.00 Insurance 1.07.01 Additional Fields Insurance $181.80 $181.80 $200.00 $200.00 $193.92 1.07.02 Board&Volition $0.00 $0.00 _ $0.00 1.07.03 Crime _ $205.00 $205.00 $210.00 $205.00 $205.00 1.07.04 Liability $1,983.30 $1,983.30 $2,000.00 $2,200.00 $2,185.30 1.07.05 `Player Insurance $1,920.00 $1,920.00 $2,000.00 $2,000.00 $1,827.00 Total Insurance $4,290.10 $4,290.10 $4,410.00 $4,605.00 $4,411.22 1.08.00 LL Charter Expense $976.00 $1,024.00 $1,024.00 $950.00 $1,000.00 1.09.00 Tigard Home Plate 1.09.01 Inventory $6,000.00 $4,515.32 $5,000.00 $5,000.00 $5,183.97 1.09.02 Equipment _ $200.00_ $132.10_ $200.00 $200.00 $0.00 1.09.03 Building Improvements $100.00 $0.00 $0.00 $0.00 1.09.04 Special Sales $0.00 $0.00 $0.00 Total Tigard Home Plate _ $6,300.00 $4,647.42_ $5,200.00_ $5,200.00 $5,183.97 1.10.00 TLL Apparrel Sales Expense 1.10.01 Baseball Apparel Sales $2,500.00 $3,852.95 $4,000.00 $8,000.00 $8,785.00 1.10.02 Softball Apparel Sales $1,000.00 $481.00 $500.00 $1,000.00 $980.30 1.10.03 Decal Sales $0.00 $0.00 $0.00 Total ApparelSales Expense $3,500.00_ $4,333.95 $4,500.00 $9,000.00 $9,765.30 1.11.00 Umpire Expense 1.11.01 Baseball $8,000.00 $10,635.00 $11,000.00 $11,000.00 $7,678.75 1.11.02 Softball _ $3,400.00 $3,392.00 $3,500.00 $3,500.00 $2,462.50 1.11.03 Fail Ball $1,200.00 $1,196.25 $1,200.00 $1,200.00 $1,385.00 Total Umpire Expense $12,600.00 $15,223.25 $15,700.00 $15,700.00 $11,526.25 1.12.00 Cook Park Expansion $0.00 1.12.01 Land Purchase $0.00 $0.00 $0.00 1.12.02 Concession Improvements _ $16,148.14 $16,148.14 $13,330.02 $15,000.00_$15,354.61 Total Cook Park $16,148.14 $16,148.14 $13,330.02 $15,000.00 $15,354.61 Page 2 of 4 2/25/2014 TLL EXPENSE Year Ending 9-30-13 1.13.00 Room Rentals 1.13.01 Baseball $1,000.00 $1,249.25 $1,500.00 $1,500.00 $2 311.75 1.13.02 Softball $1,500.00 $903.00 $1,500.00 $1,500.00 $669.50 1.13.03 Baseball Tryouts $200.00 $200.00 $0.00 1.13.04 Softball Tryouts $0.00 $0.00 1.13.05 Board Meetings $0.00 $0.00 $313.50 1.13.06 ,Storage $6,200.00 $6,486.00 $6,800.00 $6,000.00 $5,455.97 1.13,07 CPR Training $0.00 $0.00 $0.00 Total Room Rental $8,900.00 $8,838.25 $9,800.00 $9,000.00 $8,750.72 1.14.00 Utilities 1.14.01 Alarm Service $0.00 $0.00 $0.00 1.14.02 Garbage Collection $0.00 $0.00_ $0.00 1.14.03 Sanitation Removal $3,800.00 $2,870.83 $3,000.00 $3,000.00 $2,817.21 1.14.04 Telephone $450.00 $466.67 $500.00 $500.00 $504.60 1.14.05 Electric Cook Park $0.00 $0.00 $0.00 Total Utilities $4,250.00 $3,337.50 $3,500.00 $3,500.00 $3,321.81 1.15.00 Operation Expenses 1.15.01 Sponsorship Expense $1,200.00 $2,043.45 $1,500.00 $1,500.00 $1,155.00 1.15.02 Postage $300.00 $234.00 $300.00 $300.00 $186.67 1.15.03 Printing $800.00 $549.51 $700.00 $700.00 $396.70 1.15.04 Awards&Pins $762.00 $500.00 $500.00 $752.00 1.15.05 Books $175.00 $255.00 $300.00 $250.00 $234.53 1.15.06 Web Site $4,000.00 $3,564.85 $4,000.00 $4,000.00 $4,005.34 1.15.07 Opening Day Supplies $200.00 $177.86 $300.00 $300.00 $339.88 1.15.08 Admin. Supplies $750.00 $344.21 $500.00 $500.00 $519.09 1.15.09 Registration Supplies $500.00 $523.02 $500.00 $500.00 $247.23 1.15.10 Safety Supplies $1,000.00 $964.00 $1,000.00 $1,000.00 $385.00 1.15.11 Carto•ra• $0.00 $0.00 $0.00 $0.00 1.15.12 CT 12 Tax Report $125.00 $126.00 $150.00 $150.00 $158.00 1.15.13 Board Meeting Expense $50.00 $0.00 $200.00 $200.00 $427.32 1.15.14 Petty Cash $200.00 $200.00 $300.00 $300.00 $300.00 1.15.15 Visa/MC Processing Fee $2,800.00 $2,283.61 $3,000.00_ $3,000.00 $3,081.54 1.15.16 Bad Check Expense $50.00 $0.00 $200.00 $200.00 $0.00 1.15.17 Banking Fees $50.00 $20.00 $100.00_ $100.00 $0.00 1.15.18 Background Checks _ $150.00 $61.00 $150.00 $150.00_ $134.00 Total Ops Expenses $12,350.00 $12,108.51 $13,700.00 $13,650.00 $12,322.30 1.16.00 Contributions 1.16.01 Alpenrose World Series/Regional Toum $250.00 $0.00 $200.00 $200.00 $0.00 1.16.02 Service Awards $600.00 $734.17 $400.00 $400.00 $350.00 1.16.03 Registration Drawing $0.00 $0.00 $0.00 1.16.04 Fountain Memorial $0.00 $0.00 $200.00 $200.00 $0.00 1.16.05 gouts Contribution $0.00 $0.00 $0.00 Total Contributions $850.00 $734.171 $800.00 $800.001 $350.00 Page 3 of 4 2/25/2014 TLL EXPENSE Year Ending 9-30-13 1.17.00 Tournament Fees J _ 1.17.01 Baseball Post Season $3,500.00 $4,461.25 $5,000.00 $5,000.00 $4,028.00 1.17.02 Softball Tournaments $1,500.00 $1,895.00 $2,200.00 $2,200.00 $1,778.00 1.17.03 9/10 District 4 Honors Tournament ___. $100.00 $475.49 $500.00 $500.00, $606.35 1.17.04 Post Season Team Expenses $1,200.00 $1,814.98 $2,000.00_ $2,000.00_ $0.00 Total Tournament Fees !$6,300.00 $8,646.72 $9,700.00 $9,700.00 $6,412.35 1.18.00 Uniforms 1.18.01 Baseball 1.18.011 _A $4,200.00 $0.00 $5,000.00 $5,000.00 $0.00 1.18.012 AA $4,000.00 $0.00 $6,000.00 $5,000.00 $2,732.80 1.18.013 AAA _$5,600.00 $25,035.25 $6,500.00 $5,000.00 $24,003.60 1.18.014 Majors $3,800.00 $0.00 $4,500.00 $5,000.00 $0.00 1.18.02 Pee Wee $4,000.00_ $0.00 4 $4,000.00_ $4,000.00 $0.00 1.18.03 Softball _ _ _ 1.18.031 A $2,500.00 $0.00 $2,500.00 $1,905.00 $0.00 1.18.032 _ AA $3,000.00 $7,243.48 $2,500.00 $1,976.00_ $0.00 1.18.033 AAA - $3,000.00 $0.00 $2,500.00 $1,977.00 $7,323.45 1.18.034 Majors/JV $1,000.00 $0.00 $1,000.00 $1,465.00 $0.00 1.18.04 Baseball Post Season $2,000.00 $2,510.00 $2,800.00 $3,000.00 $2,501.70 1.18.05 Softball Post Seaston $2,000.00 $932.00 $1,200.00 $1,200.00 $371.25 1.18.06 Patches _ 250.00_ $0.00_ _ $100.00_ $100.00 $0.00 _1.18.07 Umpire Shirts $199.80 $200.00 $200.00__ $0.00 Total Uniforms $35,350.00 $35,920.53 $38,800.00^ $35,823.00 $36,932.80 1.19.00 Scholarship Expense _ $6,000.00 $5,600.00 $7,000.00 $7,000.00- $6,238.50 1.20.00 Cook Park Payment Appropriation $0.00 $0.00 $0.00 $0.00 $0.00 1.30.00 Capital Improvement Appropriation _ $7,975.76 $1,755.10_ $6,630.98 $8,000.00 $11,487.52 Total Expenses $143.590.00 }138.412.45 5152.795.00 $167.328.00 5161.830.01 Page 4 of 4 2/25/2014 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST D :February 13.2014 Event Name: Tigard Safety Town Address: PO Box 230726 • City,State,Zip: Tigard.OR 97281-0726 Contact Name: Andrea Nichols Telephone Number. 503-684-6621 E-mail address: andreaknichols(d yahoo.com 1. Request(express in whole dollar amounts only` Cash $4,000 In-Kind Services-hours (use of City property,City staff support, etc.Please explain the services requested on a separate sheet) Total Request $4.000 2. Purpose of Funding Request See attached 3. How will this event benefit the Tigard Community? See attached 4. How many Tigard residents do you anticipate participating in this event(or these events)? See attached 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 Iast five years. • Please note that a lack of adequate financial information could result in denial of request. Community Events Funding Request—Tigard Safety Town 1- The purpose of the funding request is to help maintain a relatively low cost program for participants. Tigard Safety Town is dedicated to providing a quality program that is affordable for families. In 2011 and 2012 the cost to operate Tigard Safety Town increased. We would like to use the city funds to offset the recent increase in charges we have incurred from the Tigard Tualatin School District for the use of Mary Woodward Elementary. 2- Tigard Safety Town benefits the Tigard community by providing safety instruction to kindergarteners and first graders.Safety Town is a nine day program that teaches children ages 5 and 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 incoming kindergarteners and incoming first graders, we provide service opportunities for middle school students. Approximately 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 celebrated its 40'year serving the children and youth in our community. Tigard Safety Town is coordinated each year by a committed group of parent volunteers who serve on the Board of Directors. 3- We anticipate 170 Tigard residents will participate in the program. 4- Supplemental financial information. Tigard Safety Town has be saving and planning for capital improvements. We also carry a balance in the event that unexpected expenses arise as they did recently with the increase in rent form Tigard Tualatin School District. Our commitment is to keep the program cost for participants low, while still providing a quality safety program. Tigard Safety Town Financial Statement 2013 Budget Year Budget ;i I 2013 Actual INFLOWS Donations Received 3000 3500 Grants 4000 4000 Tuition 9425 9300 TOTAL INFLOWS 1;16.425.00 $16,800.00 Financial Aid-Scholarshios 300 190 OUTFLOWS Bank Charges 0 Board Expenses 450 412.00 Equipment 0 434.00 Gift Certificates-Student Helpers 960 960.00 Gifts-Speakers 200 180.00 Gifts-Sponsors 200 Insurance 3000 772.00 Maintenance:House and Car 2000 1416.00 Maintenance:Painting Blacktop 0 Miscellaneous 200 39.97 Post Office Box Rental 70 88.00 Payroll Expenses 3700 3700.00 Postage 100 34.00 Printina 400 261.60 Publicity 150 Rent 4550 3658,50 Special Programs 0 Supplies Art Supplies 150 98.55 Lanyards 2300 2292.43 Office Supplies 100 81.23 Supplies/Other 200 183.71 Registration 50 Student Instructor Party 150 132.00 T-shirts 1200 1397.50 Tax and Licenses 60 60.00 Website Set-up and Maintenance 200 TOTAL OUTFLOWS $20,390.00 $16,201.49 NET CASH INFLOW(OUTFLOWS) ;":l' 3,965 00 $598.51 BEGINNING CASH $20.178.46 { $20 17$46 ENDING CASH I •::516,213.46 I ! $20,776.97 I Prepared by Allen Wood 1/26114 Tigard Safety Town Financial Statement 2014 Budget Year -111 TrZran ( 2014 Actual I INFLOWS Donations Received Grants Tuition TOTAL INFLOWS $16.300.00 $0.00 Financial Aid-Scholarships 300 OUTFLOWS Bank Charges 0 Board Expenses 450 Equipment 450 Gift Certificates-Student Helpers 960 Gifts-Speakers 200 Gifts-Sponsors 200 Insurance 1000 Maintenance:House and Car 100 Maintenance:Painting Blacktop 0 Miscellaneous 200 Post Office Box Rental 90 Payroll Expenses 3800 Postage 100 Printing 400 Publicity 150 Donor Signage 600 Rent 3600 Supplies Art Supplies 150 Lanyards Office Supplies 100 Supplies/Other 200 Registration 50 Student Instructor Party 150 T-shirts 1400 Tax and Licenses 60 Website Set-up and Maintenance 200 TOTAL OUTFLOWS $14,610.00 $0.00 NET CASH INFLOW(OUTFLOWS) $1rSglib:! $0.00 BEGINNING CASH $20.781.97: $20.781.97 ENDING CASH 1 $22,471.97 '... i $20,781.97 f Prepared by Allen Wood 1/28/14 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due: February 13,2014 Event Name: Tualatin Riverkeepers' Nature Recreation Events Address: 11675 SW Hazelbrook Drive City,State,Zip: Tualatin,OR 97062 Contact Name: Mike Skuja Telephone Number: 503-218-2580 E-mail address: mike[«)tualatinriverkeeoers.org 1. Request(express in whole dollar amounts only) Cash $2,500 In-Kind Services-hours (use of City property,City staff support, etc.Please explain the services requested on a separate sheet) $1,000 Total Request $3,500 2. Purpose of Funding Request: Nature Recreation:Connecting Tigard Residents to the River in Their Community Goal:Tualatin Riverkeepers(TRK)will provide canoe and kayak experiences on the Tualatin River for 800 participants at Cook Park in Tigard. Each spring TRK recruits and trains a new corps of volunteer Paddle Trip Leaders. Guides lead 1,000 people on paddle trips annually to promote the beauty and recreation opportunities of the Tualatin River. With fleets of canoes and kayaks, donated by the Washington County-Visitors Assor>iation,—TRV-is-abler to-serve-residents-ofligard, neighboring cities and visitors as well. Nature Day Camp,Cook Park,80 participants. Campers participating in Summer Nature Day Camps at the Dirksen Nature Park will participate in a one-day river adventure paddle trips. Their float trip will both start and end at Cook Park. Cook Park Summer Boat Rentals, Friday—Sunday,9am—7pm,July—September,800 participants. Cook Park Boat Rentals will continue to expand opportunities to experience the Tualatin River though paddle recreation by making boats and gear available to the public for rent seasonally. Nearly 2000 paddlers have been served through Cook Park Boat Rentals since the operation began in 2011. Public Tours,Two Paddle Trips,50 participants.TRK will coordinate a minimum of two public tours on the Tualatin launching from Cook Park. Paddlers will have the opportunity to experience the Tualatin led by TRK's experienced guides. Perfect for first-time paddlers,families with children or anyone who would like a little extra help,TRK provides volunteer support to . - -- y`}`a make the recreation experience fun and accessible for all abilities. TRK handles all event registration through its web site at tualatinriverkeepers.org. Guided Kayak Tours, Four Summer Dates TBD at Cook Park,100 participants. TRK coordinates with corporate and private groups to provide guided group experiences on the river. 3. How will this event benefit the Tigard Community? TRK will provide canoe and kayak experiences on the Tualatin River for over 800 people at Cook Park in Tigard. Of those,400 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)? TRK will provide canoe and kayak experiences on the Tualatin River for 800 people at Cook Park in Tigard. Of those,400 will be residents of Tigard. 5. Please submit the following information with this request: a. Most recent annual budget compared with the prior year's actual revenues and expenditures. The Budget should identify the period to which it applies,beginning and ending balances,major revenue 'sources,major expenditure categories,and number of authorized positions. b. Audit report or financial statements for the last fiscal year. c. ' Articles of Incorporation.* d. 501(c)(3) status.* e. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Please note that a lack of adequate financial information could result in denial of request. In-Kind Services-hours (use of City property,City staff support, etc.Please explain the services requested on a separate sheet) TRK requests storage of canoes and kayaks,including a gate provided by the City of Tigard,for seasonal use at the Cook Park dock area. TRK estimates storage space from July—September at Cook Park at$1,000. TRK recognizes that receipt of grant funds does not guarantee use of storage space. TRK will acquire all permits needed to provide services described in this application. Tualatin Riverkeepers 2014 Budget vs 2013 Actuals 2014 Budget 2013 Actuals Revenue New Revenue Contributions 20,000 13,452 Memberships 50,000 45,698 Grant Income/Pending 113,500 102,610 ESOR 5,000 4,928 Special Events 65,000 53,353 Program Service Fees 33,000 30,299 Interest 100 130 Merchandise Sales 600 2,051 Total Revenue 287,200 252,521 Released from Restriction Foundation Grants 7,000 85288 Government Grants/Contracts 106,000 15000 113,000 100,288 Total Revenue 400,200 352,809 Expenses Personnel Salaries(2FT,2PT,Seasonal Staff) 161,500 118,596 Payroll Taxes 17,361 13,433 Health Care 7,896 5,479 Retirement 21,100 20,300 Payroll fees&charges 1,475 1,476 Total Personnel Expenses 209,332 159,284 Operating Contract Services 36,500 69,768 Events Expense 17,000 16,632 Occupancy 4,200 4,120 Postage&Printing 12,000 5,737 Audit/Review 8,000 7,416 Office Costs 6,950 5,057 Insurance 9,130 9,124 Staff Development 4,500 3,548 Travel 2,900 2,899 Equipment Expenses 7,340 11,839 Advertising 2,000 2,329 Misc(CC&Bank Fees) 3,300 3,290 Meetings/Food&Beverages 1,200 1,241 MembershipNolunteer 750 960 Board Development 200 175 Professional Dues&Membership 1,150 925 Business Liscenses&Fees 300 300 Subscriptions/Publications 1,130 1,697 Total Operating Expenses 118,550 147,057 Total Expenses 327,882 306,341 increase/(Decrease)in Net Assets 72,318 46.468 TRK 2014 Budget 2014 vs 2013 Actuals.xls Printed 2/6/2014 11:21 AM 11:29 AM Tualatin Riverkeepers 02/06/14 Accrual Basis Balance Sheet As of December 31, 2013 ASSETS Current Assets Checking/Savings 1010•CCB-Checking 55.83 1025 BofA-Checking 175.07 1050• M Bank-Gotter 6,774.58 1075• M Bank-Munger 5.00 1110•CCB-Money Market 67,816.36 1200'Petty Cash 3.00 Total Checking/Savings 74,829.84 Other Current Assets Prepaid Insurance 2,776.50 Total Other Current Assets 2,776.50 Total Current Assets 77,606.34 Fixed Assets 1600•Fixed Assets 1620'Computer Hardware 17,731.32 1640•Canoes,Trailers,and Equipment 32,873.01 1670•Accumulated Depreciation -41,460.75 Total 1600•Fixed Assets 9,143.58 Total Fixed Assets 9,143.58 TOTAL ASSETS 86,749.92 LIABILITIES&EQUITY Liabilities Current Liabilities Other Current Liabilities 2060•Insurance Payable 1,582.37 2200•Vacation Accrual 1,712.00 Total Other Current Liabilities 3,294.37 Total Current Liabilities 3,294.37 Total Liabilities 3,294.37 Equity 3825•Unrestricted Net Assets 29,106.00 3900•Retained Earnings 7,880.69 Net Income 46,468.86 Total Equity 83,455.55 TOTAL LIABILITIES&EQUITY 86,749.92 Page 1 of 1 i - TUALATIN RIV.ERKEEPER% I,6Th SW 11 bl' k..Road; Tualatin,.Oregon 9M06 : phone;§O3 T1;8-25.84- .' fax 5037104513 wi re ualatinrnrerkeepers:oilg, C _, February 6, 2014 Toby LaFrance Finance and Information Services Director City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Mr. LaFrance, Enclosed please find Tualatin Riverkeepers' community events funding application for 2014. We respectfully request a grant of$2,500 to support our 2013 Trips and Tours recreation program. This year we are excited to build upon the success of our Cook Park Boat Rentals. So many Tigard residents were easily able to enjoy a peaceful paddle on the Tualatin River. Please know that we are indeed grateful for the generous support the City of Tigard has provided over a number of years. Your support has been very important allowing us to build an effective low cost recreational program. Again, thank you very much for the support to connect the community to the beautiful Tualatin River. Best regards, ,.."(1.1f+//K jid,0 Margot Fervia-Neamtzu Tualatin Riverkeepers Tualatin Valley Community Band FY-2014 Community Event Funding Request Event Name: Tualatin Valley Community Band—http://www.tvcb.org Address: P.O. Box 230773, Tigard, Oregon 97281-0773 Contacts: Phillip Pasteris, Board President, 503-639-9740(h), 503-201-6908 (c)phil.pasteris(a7,frontier.com Steve Heuser, Music Director, 503-691-1446(h), 503-680-1768 (c) Steve@Steveheuser.com 1. Request Cash $2,000 In-kind Services Use of the Cook Park Bishop-Scheckla Structure for weekly rehearsals (Jun-Jul) and a free July public concert. Total Request $2,000 2. Purpose of Funding Request: The Tualatin Valley Community Band (TVCB) is requesting a grant of$2,000 in order to defray the costs of performing free public concerts in venues available in the Tigard community. The TVCB is a State of Oregon recognized nonprofit organization with a three-fold mission(1) to provide high quality,live, concert band public music performances for civic and educational functions, (2) to provide an opportunity for musicians of all ages and ethnic backgrounds to perform music, and (3) to foster music education by providing individual scholarships and donations to music education programs. TVCB was formed in 1989 and has been under the direction of Steve Heuser since 1991. TVCB has approximately 70 members ranging in age from teens to 80s. The funds requested from the City of Tigard would be used as follows. • Tigard/Tualatin High School Auditorium rental; 2 free public concerts @ $600 per concert. $1,200 • Music scores, funds matched by TVCB, approximately 6 music scores ... $300 • Liability insurance to perform free public concerts in Tigard $500 Total Request $2,000 1 • 3. How will this event benefit the Tigard Community? TVCB provides Tigard with public concerts that raise the awareness of the Arts in our community. TVCB also supports the Tigard-Tualatin school system by providing students a no-cost opportunity to participate and extend their musical training through involvement in a musical organization during non-school hours. During 2013,TVCB provided the following free public events in the Tigard-Portland metropolitan area: 1. "Holiday Harmonies" - Tualatin High School,Tualatin, OR, December 7,2013 2. "Tigard Christmas Tree Lighting" - Liberty Park,Tigard, OR, December 6, 2013 3. "Music Under the Trees" - Cook Park,Tigard,OR, July 28, 2013 4. "Movie Night" -Tualatin Commons,Tualatin, OR,July 13,2013 5. 4th of July Fireworks! -Tigard High School, Tigard, OR, July 4, 2013 6. "Spring Concert Featuring Dale Cleland, Clarinet Soloist-Tigard High,Tigard, OR, June 2, 2013 7. Oregon Adult Band Festival- Canby High School,Canby,OR,March 23,2013 The TVCB plans to provide a similar number of performances in 2014 using a variety of venues in the Tigard area. Our rehearsals are open to the public in Cook Park every Tuesday evening during the summer. 4. How many Tigard residents do you anticipate participating in these events? Several thousand Tigard residents attend the Fourth of July concert; several hundred attend each of our indoor high school venue concerts and our July Cook Park concert. Our Publicity committee works closely with the City of Tigard and all media outlets to publicize upcoming concerts. We are actively searching for opportunities to perform for school and city events. 2 • 5. Financial Information Figure 1 TVCB Account Balance as of 1/1/2013 Account Balances-As of 1/1/2013 As of I/1/2013 111/2013 Account Balance Bank Accounts CD at HomeStreet 5,439.38 Checking 0.00 Checking HomeStreet 11,901 80 TOTAL Bank Accounts 17,341.18 Cash Accounts Festival Tapes 0.00 TOTAL Cash Accounts 000 Asset Accounts Band Shirts 179.00 Folios 195.02 Music fund 35.00 TOTAL Asset Accounts 409.02 Liability Accounts Instrument Fund -20.00 JW Pepper Music 0.00 Scholarshp Fund -2,755.18 Sheet Music Svc 0.00 TOTAL Liability Accounts -2,775.18 OVERALL TOTAL 14,975.02 Figure 2 TVCB Account Balances as of 12/31/2013 Account Balances-As of 12/31/201 3 As of 12/31/2013 12/31/2013 Account Balance Bank Accounts CD at HomeStreet 0.00 Checking 0.00 Checking HomeStreet 25,001.77 TOTAL Bank Accounts 25,001.77 Cash Accounts Festival Tapes 0.00 TOTAL Cash Accounts 0.00 Asset Accounts Band Shirts 215.00 Folios 97.51 Music fund 35.00 TOTAL Asset Accounts 347.51 Liability Accounts Instrument Fund -20.00 JW Pepper Music 0.00 Scholarshp Fund -2,874.82 Sheet Music Svc 0.00 TOTAL Liability Accounts -2,894.82 OVERALL TOTAL 22,454.46 3 Figure 3 TVCB CY 2013 Cash Flow(Income,Expenditures,and Transfers) Date ( Account m Num I Description I Memo I Tag Lad Amount B INCOME 10,358.88 B lilt Donations 10,32533 D .donations-Pay Pal 72.75 D Membership 20.49 D lilt Other Donations 10,232.09 D lik Int Inc 33.55 Ca EXPENSES -2,879.44 El Ilk Ads -39.00 B kit Business Operations -740.49 D (Insurance -490.00 D Office Supplies -102.89 D P O Box Rent -83.00 El Ilk Postage -4.60 D ak Other Business Operations -60.00 D Wit CD Cost -200.00 B 1,Concert Expenses -661.42 D lilt Facility rental -615.13 D lilt Misc -46.29 D lilt.Gifts -37.99 B Music -84959 D kb Return Shipping -10.60 D kit Other Music -838.99 CI ilk Music Performance Rights -275.00 D lilt Shipping -75.95 B TRAi1iSFERS 0.09 D Ilk CD at HomeStreet 5,439.38 LB Checking HomeStreet -4,71359 D lilt Band Shirts -21.00 D lik dos 97.51 El bk]W Pepper Music -921.94 D .cholarshp Fund 119.64 OVERALL T... 7,479.44 CY 2013 Budget notes as follows: 1. Major Revenue Sources CY 2013 a. City of Tigard$2,000,Tigard 4th of July Committee$200, Intel Corp. $3,200, CH2M Hill $500, Free Will Donations$3,351, Scholarship donations $372. 2. Major Expenses CY 2013 a. TTSD auditorium rental, $615, Music Purchases$850, Insurance, $490, Music Performance rights, $275,Recording Costs, $200. b. Scholarship: Two scholarship awards of$500 to Charyn Colvin and Lauren Lamb. 3. Cash balances shown in Figures 1 and 2. 4. Authorized positions are as follows: Phil Pasteris,Board President;Tim Roberts; Secretary;Phil DeLuca, Treasurer. Board members include Steve Heuser, TVCB Music Director; Chris Lewis, Librarian; Lonn Aldridge, TVCB Past President (2008-2009), Barry Albertson,TTSD School Board; Lee Boekelheide TVCB Past 4 Treasurer; Bob Erickson, Lisa Hasuike, Twality Band Director; Sue Lamb, Past President (2009-2012), Ken Scheckla, Former Tigard City Council Member, Chris Lewis, TVCB Librarian; Steve Norcross,TVCB Member; Matt McKenzie, TVCB Member. All positions are uncompensated. Figure 4 TVCB 2014 Cash Flow and Board Adopted 2014 Cash Flow Budget 1 TVCB CASH FLOW PLANNING BUDGET 2014 Actual FY- Proposed FY- 2 2013 2014 3 GENERAL FUND START YEAR BALANCE $16,975.93 $24,505.05 4 INCOME ^5 CD Archive Sales $0.00 $0.00 6 Donations $10,301.18 $5,950.00 7., Folio Purchase By Members $26.93 $65.00 8` NCB Shirt Purchase by Members $84.00 $105.00 9 Interest Income Checking $33.55 $30.00 10 Replacement Music 11 TOTAL INCOME $10,445.66 $6,150.00 12 • 13 EXPENSES 14 Ads-Publicity $39.00 $250.00 15 Business Operations(State of Oregon) $60.00 $60.00 16 Insurance $490.00 $500.00 47: Office Supplies $102.89 $120.00 P O Box Rent $83.00 $58.00 9 Postage $4.60 $15.00 20 CD Costs(Concert Recording) $200.00 $400.00 21: Entry Fees $0.00 $0.00 22 Rent Paid(Concerts) $615.13 $1,950.00 23:: Concert Expenses $46.29 $25.00 24-; Music Performance Rights $275.00 $275.00 ,25i Rental(TTSD) 2B: TTSD Facilities Sound Proofing $1,500.00 27;- Printing $50.00 28 TVCB Shirts $105.00 29 Music Purchases $849.59 $950.00 30 Music shipping $75.95 $90.00 31: Shipping(music return) $10.60 $40.00 :32 Folios $0.00 $0.00 33 Misc.(audio system) $0.00 $0.00 34 TOTAL EXPENSES $2,852.05 $6,388.00 35 (INCOME EXPENSES) $7,593.61 -$238.00 36 GENERAL FUND END YEAR BALANCE $25,276.77 $24,267.05 37 38 SCHOLARSHIP FUND 39 Starting Balance 2,754.42 $2,874.06 40: Interest Income CD Scholarship 35.48 $20.00 41`: Scholarship Donations 1,084.16 $240.00 42 Total Income 1,119.64 $260.00 43'.: Expenses 1,000.00 $1,000.00 44. Ending Balance 2,874.06 $2,134.06 45? NET BALANCE CHANGE 119.64 -$740.00 5 5.b Financial Statements The TVCB FY-2013 check register from Quicken is in Appendix A. 5.c Articles of Incorporation Articles of Incorporation are on file with the City of Tigard. 5.d 501(c)(3) Status TVCB obtained a federal tax-exempt designation on November 21,2001. This document is on file with the City of Tigard. The TVCB Employer Identification Number is 93- 1168909 and our DLN Number is 17053299033021. 5.e Organizational By-laws By-laws are on file with the City of Tigard. No changes were made during CY-2013. 6 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Submitted: December 13,2013 Event Name: 115th U.S.Women's Amateur Championship (8/8-16/15). This is the world's most prestigious golf championship for nonprofessional women. Address: Ken Poorman c/o Portland Golf Club 5900 SW Scholls Ferry Rd. Portland,OR 97225 Contact Data: Ken Poorman (Portland Golf Club member and Fundraising Chairman for the 2015 U.S.Women's Amateur),503-318-4469,krpoorman @aol.com 1. Request(express in whole dollar amounts only) Cash $4,000 Total Request $4,000 Note: Please see the enclosed event brochure. $4,000 is the"Bronze"Supporter level and presents a number of benefits to include significant media recognition. Also,please note, payment may be split between 2014 and 2015 if you prefer. 2. Purpose of Funding Request: The implementation of this event will require the Portland Golf Club members to give up use of their course for eight days during the prime August playing season,to provide about 400 volunteers and to assume financial exposure of at least$450,000. The purpose of this funding request is to help cover the multitude of related expenses—attached is the cash budget($586,199) from this years tournament which was held in Charleston,South Carolina. 3. How will this event benefit the Tigard Community? There will be 156 competitors from all over the world who will make their way to Oregon accompanied by family members and friends. The Embassy Suites at Washington Square will be the official host hotel plus restaurants and retail shopping will benefit. There will be 15 hours of international TV that,together with other media coverage,will showcase our area as the pristine place to live that we all know it to be. We think it will send a strong positive message about our sense of community if we can project a unified position of support from the civic entities in our area. 4. How many Tigard residents do you anticipate participating in this event? We will not be selling tickets for admission to view the tournament—it will be free! This is an opportunity for Tigard and other residents in our area to walk the historic Portland Golf Club and see the finest women amateur golfers in the world perform. 5. Attached requested and other information: a. The budget for the 2013 was$586,199(attached). We will have the same basic budget line items but are confident we can implement a quality event for no more than$450,000. b. Portland Golf Club audit report or financial statements for the last fiscal year. c. Articles of Incorporation. d. 501(c)(3)status. Note:We are a 501(c)(7)Non-profit LLC. e. Organization Bylaws f. Brochure—The 115th U.S.Women's Amateur Championship. Thank you! We very much appreciate your consideration of our request. Together with our "Supporters"we will implement this event in a fashion all will enjoy and of which we can be proud. Emma Talley,Champion - 4-, a-� { ,,j AF lY�� �, mot^ S, A E t 113th U.S. Women's Amateur Championship August 5-11 , 2013 COMMITTEE REPORT y < It- e zi CHARLESTON _ Country Club of Charleston 1 Country Club Drive, Charleston, SC 29412 Tel 843.795.0422 Document Dater 11/4/.13 Championship Administration - Budget USGA Championship Host Club Summary 8udaet • initial budget goal wasset at`nearly$500,000;$400,00'0 casFrand$100;000(n=kind • USGA F&B of$55,343.64 is listed as championship revenue,but it was not initially included in the championship budget.An equal amount has been listed under expenses to reflect that this revenue is paid to the club from the USGA. • As fundraising revenues exceeded budget goals,the championship committee agreed to pay for site Improvements totaling nearly$40,000,which included landscaping and debris clean-up to provide the needed space for the television compound,and club staff overtime. • A Tournament Manager was hired on a temporary basis due to added responsibilities undertaken by the championship office. • Certain expenses(i.e.,player F&B and advertising)are mostly in-kind contributions and are listed at the value provided the donor. REVENUES Initial Budget - Final Budget Cash Actual . In-Kind Volunteer Fees $ 22,000.00 $ 24,142.73 $ 24,142.73 X)0000( Championship Merchandise Net - 7,130.81 7,130.81 )00000( Food&Beverage(Intl all Brkfst, Lunch,USGA dinners&specials) - 55,343.64 55,343.64 )00(X)0( Total Individual Financial Contributions 120,000.00 _ 161,398.00 161,398.00 XXXXXX Total Corporate Financial Contributions 350,000.00 427,347.00 301,507.00 XXXXXX Misc.Revenues - 1,676.94 1,676.94 X)0000( USGA Assistance(one-time January payment) 35,000.00 35,000.00 35,000.00 XXXXXX Value in-kind donations XXXXXX XXXXXX XXXXXX 12.5,840.00 Revenue-Grand Total $ 527,000.00 $ 712,039.12 $ 586,199.12 $ 125,840.00 EXPENSES Budget 11) Budget 11) Actual 12) In-Kind(3) Transportation Van Rentals(inc Evac) $ 24,000.00 $ 24,230.17 $ 21,230.17 $ 3,000.00 Transportation Svce 40,000.00 41,907.44 41,907.44 Fuel 200.00 158.83 158.83 Courtesy Cars - - - Parking 4,000.00 1,966.81 1,966.81 Misc. 2,000.00 519.05 519.05 Total $ 70,200.00 $ 68,782.30 $ 65,782.30 $ 3,000.00 Volunteers Food&Bev $ 25,000.00 $ 24,488.99 $ 24,488.99 Uniforms 18,000.00 22,718.32 22,718.32 Training 1,500.00 1,572.31 1,572.31 Credentials 5,000.00 5,321.17 5,321.17 Key Staff/Volunteer Gifts(Host Family) 1,500.00 1,800.00 1,800.00 Volunteer Day - - - Total $ 51,000.00 $ 55,900.79 $ 55,900.79 $ - 2013 U.S.Women's Amateur Championship—Country Club of Charleston,Charleston,South Carolina 12 I P ,j g e Championship Administration - Budget Facilities Initial Budget Final Budget Cash Actual .'. !n-Kind Misc Rentals $ 8,000.00 $ 9,940.91 $ 9,940.91 Scoreboard(Inc!Header) 12,000.00 15,052.11 5,052.11 10,000.00 Signage 8,000.00 7,752.98 7,752.98 Tents 9,000.00 9,445.20 4,445.20 5,000.00 Trash Cans 2,000.00 913.02 913.02 Portable Storage 1,000.00 987.21 987.21 Port-o-Lets 12,000.00 9,797.77 4,797.77 5,000.00 Golf Carts 5,000.00 5,431.44 5,431.44 USGA Office Equip 4,500.00 5,115.40 3,365.40 1,750.00 Phone Lines 2,500.00 4,409.70 2,809.70 1,600.00 Plumbing&Electric 6,000.00 5,478.51 5,478.51 Sound&Lighting 1,000.00 1,522.75 1,522.75 Office Trailers 5,000.00 5,315.75 5,315.75 Site Prep 3,000.00 30,092.25 30,092.25 Staff Housing - - - Supplies 4,000.00 3,522.48 3,522.48 Trash Service Total $ 83,000.00 $ 114,777.48 $ 91,427.48 $ 23,350.00 Hospitality Welcome Dinner or Reception $ 25,000.00 $ 22,551.48 $ 22,551.48 Other Championship Dinner Function - 5,611.07 5,611.07 Entertainment 1,500.00 1,500.00 1,500.00 Food&Beverage-players 3,500.00 2,509.04 2,509.04 Coolers 2,000.00 1,786.34 1,786.34 On Course Bev&snacks 5,000.00 32,089.69 9,589.69 22,500.00 Spouse Activities - - Flowers 250.00 48.83 48.83 Misc - 321.48 321.48 USGA F&B income paid to Club - 55,343.64 55,343.64 Total $ 37,250.00 $ 121,761.57 $ 99,261.57 $ 22,500.00 Player Amenities Gift $ 6,500.00 $ 14,447.17 $ 8,447.17 $ 6,000.00 Bag Tags - - Locker Plates 1,000.00 1,367.69 1,367.69 (Other-Rename) (Other-Rename) Total $ 7,500.00 $ 15,814.86 $ 9,814.86 $ 6,000.00 2013 U.S.Women's Amateur Championship—Country Club of Charleston,Charleston,South Carolina 13 I P a e Championship Administration - Budget Printing,Publications,Comm. Initial Budget Flnal Budget Cash Actual • ftt-Kind Advertising $ 5,000.00 $ 8,416.20 $ 416.20 $ 8,000.00 Misc Printing/Letterhead 5,000.00 4,871.61 4,871.61 Championship Program 7,000.00 6,273.11 6,273.11 Grouping and Starting Time"Slicks" 1,200,00 1,435.82 1,435.82 Yardage Book 500.00 1,018.82 1,018.82 __ Banners&Posters 500.00 575.94 575.94 Photographer 200.00 321.50 321.50 Website 3,000.00 3,619.09 1,869.09 1,750.00 Logo Design - - - Communications 1,200.00 1,471.26 1,471.26 Postage 1,500.00 1,297.71 1,298.71 Players Guide 750.00 811.04 811.04 _ Volunteer Guide 1,000.00 1,159.01 1,158.01 Graphics Artist 7,000.00 7,725.00 7,725.00 Total $ 33,850.00 $ 38,996.11 $ 29,246.11 $ 9,750.00 Administration Registration $ - $ - $ _ Committee Meetings 2,500.00 1,785.40 1,785.40 Radios 6,000.00 6,924.09 6,924.09 Friends of Championship Board 1,000.00 1,200.00 1,200.00 Committee Travel-Previous Championships 12,000.00 8,059.25 8,059.25 Medical 50,000.00 50,000.00 - 50,000.00 Security 12,000.00 12,732.50 12,732.50 Committee Meals&Entertainment 3,000.00 2,646.45 2,646.45 Championship Director 70,000.00 78,013.13 78,013.13 Staff Bonus(From Event) - 10,000.00 10,000.00 Total $ 156,500.00 $ 171,360.82 $ 121,360.82 $ 50,000.00 Fundraising Promotional Materials $ 5,000.00 $ 4,272.74 $ 4,272.74 Fundraising Dinner 10,000.00 14,710.19 14,710.19 Friends of Championship Gifts 2,000.00 1,818.51 1,818.51 Friends of Championship Outing 14,000.00 11,512.05 11,512.05 Friends of Championship Hospitality 14,000.00 12,163.18 12,163.18 Promo Video 2,500.00 2,249.70 2,249.70 (Other-Rename) Total $ 47,500.00 $ 46,726.37 $ 46,726.37 $ - 2013 U.S.Women's Amateur Championship—Country Club of Charleston,Charleston,South Carolina 14 t P ,1 o Championship Administration - Budget On Course/Maintenance Budget _ Budget Cash Actual In-Kind Equipment $ - $ - $ _ Hazard and O.B.Stakes - - Push Cart Rentals - Ropes&Stakes Tee Covers - Tee Signs 250.00 180.00 180.00 Range Lights Contingency Misc 2,500.00 - _ _ (Other-Rename) Total $ 2,750.00 $ 180.00 $ 180.00 $ - Additional Labor Course Maintenance $ - $ 6,000.00 $ 6,000.00 $ - Clubhouse - 2,491.46 2,491.46 Caddies 200.00 - Temporary Championship Staff 20,000.00 31,987.71 31,987.71 Total $ 20,200.00 $ 40,479.17 $ 40,479.17 $ - Media Relations Media Kits $ - $ - Media Day 2,000.00 1,991.43 1,991.43 Junior Golf Day 2,000.00 1,421.61 1,421.61 Misc.Television Commercial Trade 11,240.00 - 11,240.00 Total $ 4,000.00 $ 14,653.04 $ 3,413.04 $ 11,240.00 Expenses-Grand Total $ 513,750.00 $ 689,432.51 $ 563,592.51 $ 125,840.00 Net Income/(Expenses) $ 13,250.00 $ 22,606.61 $ 22,606.61 $ - 2013 U.S.Women's Amateur Championship—Country Club of Charleston,Charleston,South Carolina 15 J P a g e CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due:February 13.2014 Event Name: Washington County Bicycle Transportation Coalition Address: 137 NE 3^1 Ave_ City,State,Zip: Hillsboro,OR 97124 Contact Name: Steve Boughton Telephone Number: 503-367-8217 E-mail address: chair@washcobtc.org 1. Request(express in whole dollar amounts only) Cash S1780 In-Kind Services-hours (see separate sheet) $200 Total Request $1980 2. Purpose of Funding Request To fund a youth bike safety clinic and a community bike event. See the attached proposal for details. 3. How will this event benefit the Tigard Community? This event will benefit Tigard and its residents in several ways. This event will involve families and children in city events;it will introduce youth and their parents to bike safety education and safe cycling skills;it will show off the parks and parts of the city that many residents may not be aware of;and will encourage using the bike instead of a car to travel around the city. In addition,we will attempt to involve and benefit local businesses so the event is beneficial to them. 4. How many Tigard residents do you anticipate participating in this event(or these events)? We would expect up to 75 participants for this event. 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. Artides 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. Please note that a lack of adequate financial information could result in denial of request. The mission of the WashCo BTC is to promote bicycle transportation,protect bicyclists rights,and improve bicycling conditions throughout Washington County, Oregon through education and advocacy and community. Mt 2014 Tigard Community Grant \0„. y Proposal ASHC i ti itshington County Bicycle %. T Transportation Coalition 13 February, 2014 The Washington County Bicycle Transportation Coalition(Washco BTC)and the Tigard Pedestrian and Bicycle Advisory Committee are collaborating to design and execute a biking event to be held in Tigard in the summer or fall 2014, funded by a community grant from the city of Tigard. The WashCo BTC has designed and executed the Hillsboro Tour de Parks for the last six years. This ride has attracted approximately 150 to 200 participants each of the last several years. It is hoped that the proposed event is the first in a series of annual Tigard Tour do Parks rides that can showcase the city of Tigard and its parks and neighborhoods. Event Description: Tigard Tour de Parks 1. This event will comprise two parts: a. There will be a 2-3 hour cycling skills clinic for youth ages 9-15 in the morning of the event. This clinic will include safe cycling skills and knowledge using a curriculum developed by the League of American Bicyclists(LAB)and taught by certified League Cycling Instructors (LCI's). This clinic will be limited to a minimum of 3 and maximum of 18 youths. Their parents will be encouraged to participate in the training alongside their child. It is hoped that the skills learned in the clinic can be applied in the following riding event,thus reinforcing the correct behavior on the streets. b. There will be a community bike ride following the skills clinic. This non- group ride will be between 12-20 miles and be designed for casual riders and families. It will encompass primarily low-traffic roads and paved trails within the city limits,and visit several parks. (The actual route will be detailed after the grant is awarded.) i. If there is demand and resources permit,there will be a short (1-2 mile ride)for younger children and their parents, perhaps with a fun activity mid-ride. ii. There will some attention paid to involving and benefiting local businesses in the design of the event. Washington County Bicycle Transportation Coalition(WashCo 13IC)1371 NE 3rd Ave.Hillsboro OR 97124 www.washcobtc.org info washcobtc.org•503.844.9740 .The mission of the WashCo BTC is to promote bicycle transportation,protect bicyclists rights,and improve bicycling conditions throughout Washington County, Oregon through education and advocacy and community. 2. The WashCo BTC will be responsible for the following: a. Event design and execution,including the materials used in the clinics, route marking,ride booklet design and printing. b. Procuring and managing volunteers and non-city staff,including LCI's, Ride Marshals,and Course Marshals,registration desk,setup and cleanup, etc. 3. This City of Tigard will be expected to provide the following: (estimated cost to city is$200 total) a. Permits to use city property for the clinic and possibly start and end location for the ride. This will be a large parking lot with access to restrooms and water(e.g.part of the Cook Park parking lot.) b. Refreshments(or funding for snacks and energy drinks,end of ride ice cream,etc.) Est. cost of$2/rider,or$150 total. c. Designing a route map for inclusion in the ride booklet. The route will be provided by the BTC,but designing the map can be best done by the city. Estimated time of 1 hour at$5O/hour. d. Advertising the event in city publications(event guide,CityScape,etc.). Washington County Bicycle Transportation Coalition(WashCo BTC)137 NE 3rd Ave,Hillsboro OR 97124 www.washcobtc.org•info@washcobtc.org'ywashcobtc.org-503.844.9740 2:56 PM Washington County Bicycle Transportation Coalition hr Cas Basis Basis Profit & Loss Budget Performance Cas December 2013 Jan-Dec 13 Annual Budget Ordinary Income/Expense Income 400 Contributons/Donations 401 •Corporate/Govt 7,543.95 18,425.00 402-Social/Civic/Business 830.75 30.00 403-Individual Donations 4,834.87 5,571.89 404•Donations-Adopt a Bike 960.00 1,723.00 Total 400•Contributons/Donations 14,169.57 25.749.89 405•Membership Dues 406•Individual/Family 2,053.00 595.00 405•Membership Dues-Other 429.15 150.00 Total 405-Membership Dues 2,482.15 745.00 410-Grant Revenue 413•City/Government 2,000.00 414 Other 0.00 2.000.00 Total 410-Grant Revenue 2.000.00 2,000.00 415•Education Class Revenue 416•Parks and Recreation Depts 500.00 418•Other 300.00 Total 415• Education Class Revenue 800.00 420• Program Revenue 424-Other 0.00 70.00 Total 420 •Program Revenue 0.00 70.00 426•Fiscal Sponsorship-Revenue 8.475.00 1,529.28 430• Recycling Revenue 687.93 444.53 434- Entry Fee Income 0.00 1,661.78 435•Event Income 436-Sponsorships 2,700.00 260.00 437-Donations 0.00 230.00 439 TdP Sales/Registration 1,681.65 Total 435 Event Income 4,381.65 490.00 450•Retail Income 451 AAB 1,750.00 452•Bicycles 28,195.90 19.934.00 453•Parts 10,458.50 7,429.63 454• Helmets 1,595.95 493.00 456-Accessories 7,006.20 6.687 00 457•Labor 8,628.00 5,728.00 Page 1 of 3 2:55 PM Washington County Bicycle Transportation Coalition 01/30/14 Cash Basis Profit & Loss Budget Performance December 2013 Jan-Dec 13 Annual Budget 459 • Rubber 3.549.00 2,662.00 450- Retail Income-Other 1,626.39 5,871.54 Total 450 • Retail Income 62,809.94 48,805.17 460•Consignment Expense -2,330 40 -575.00 Total Income 93,475.84 80:920.65 Expense 504•Small Tools 0.00 295.00 508 -Business License and Taxes 95.00 81.70 510 •Refunds/Cash over/short 846.00 515•Organizational Development 517 •Conference,Convention,Meeting 10.77 175.22 515•Organizational Development-Other 185.65 Total 515-Organizational Development 196.42 175.22 521 -Accounting/Legal Fees 1,512.50 720.00 522 • Education Class Expenses 526•Printing/Copying Educ Class 75.00 27.00 Total 522• Education Class Expenses 75.00 27.00 527 -Program Expenses 31.93 92.38 528 Fiscal Sponsorship 0.00 11,348.00 529-Depreciation Expenses 863.50 863.50 530• Event Expenses 531 -Advertising/Promo 446.46 383.14 532- Printing/Copying Events 0.00 168.90 534-Permit/Fees 118.00 88.45 530 Event Expenses-Other 1,260.44 754.52 Total 530•Event Expenses 1,824.90 1,395.01 533•Equipment Rental 214.79 168.95 535 Equipment(under$500) 99.96 536 •Community Contributions 50.00 540- Insurance 541 • Business Insurance 1,428.50 1,128.28 542 -D&O Insurance 575.00 716.00 540• Insurance-Other 0.00 345.60 Total 540 -Insurance 2.003.50 2,189.88 557 •Printing and Copying 447.32 329.00 560 • Retail Expenses 561 -Cost of Goods Sold 2.969.23 -691.75 564- Helmets 849.40 751.55 Page 2 of 3 2:56 PM Washington County Bicycle Transportation Coalition h Cash h Basis Profit & Loss Budget Performance Cas December 2013 Jan-Dec 13 Annual Budget 566-Accessories/Parts 19,980.02 17,171.99 568•Consignment Expense 0.00 74.25 Total 560•Retail Expenses 23,798.65 17,306.04 565•Office Supplies 768 29 1,029.65 577-Travel 70.00 388.36 580 •General Operating Expenses 581 •Facility Rent 11,393.48 13,265.00 582•Utilities 2,667.47 2.238.66 583-Telephone,Telecommunications 1,331.80 1,456.21 584- Maintenance&Repair 709.60 747.77 585•Postage,Mailing Service 138.29 221.70 586 Shop Supplies 497.83 594.54 588• Books,Subscriptions,Reference 121.38 244.00 589-Bank Fees 2,211.98 1,814.28 Total 580•General Operating Expenses 19,071.83 20,582.16 587 • Uniforms 640.34 590• Payroll Expenses 592' Salaries/Professional Expenses 23,652.87 16,474.58 597•Payroll Tax Expense 6,287.57 2,931.92 598 -Payroll Service 1,170.29 470.60 590•Payroll Expenses-Other 0.00 0.00 Total 590 •Payroll Expenses 31,110.73 19,877.10 601 •Fundraising Expenses 190.60 610-Fiscal Sponsorship Expenses 7,627.50 0.00 Total Expense 91,538.76 76,868.95 Net Ordinary Income 1,937.08 4,051.70 Other Income/Expense Other Income 801 • Interest Income 16.01 6.08 805•Misc Income 0.00 1,480.00 Total Other Income 16.01 1,486.08 Net Other Income 16.01 1.486 08 1,953.09 5,537.78 Page 3 of 3 Washington County Bicycle Transportation Coalition 2014 Budget Jan-Dec 14 Beginning Balance 1/1/2014 $ 13,098.00 Ordinary Income/Expense Income 400 •Contributons/Donations 11,311.00 405• Membership Dues 1,880.00 410 •Grant Revenue 400.00 415 Education Class Revenue 550.00 420•Program Revenue 1,350.00 426- Fiscal Sponsorship-Revenue 219.00 435 Event Income 1.000.00 450-Retail Income 60,715.00 Total Income 77,425.00 Expense 508 Business License and Taxes 95.00 515 Organizational Development 200.00 521 Accounting/Legal Fees 1,443.00 522 • Education Class Expenses 168.00 527•Program Expenses 326.00 528- Fiscal Sponsorship 5,517.00 Total 540•Insurance 1,806.00 557•Printing and Copying 379.00 560 Retail Expenses 20,409.00 565•Office Supplies 804.00 Total 580•General Operating Expenses 17.604.00 587 •Uniforms 0.00 Total 590- Payroll Expenses 29,618.00 .75 FTE 600-Miscellaneous 264.00 601 -Fundraising Expenses 288.00 Total Expense 78,921.00 Net Ordinary Income -1,496.00 -1.496.00 Net Income Ending Balance Projection 1/31/2014 $ 11,602.00 C + Phone: (503)986-2200 >r Fax: (503)378-4381 Articles of Incorporation—Nonprofit !"!.- ', meta of State v- ry> Corporation Division /IN 255 Capitol St.NE.Suite 151 Salem,OR 97310-1327 FilinglnOregon.com REOtsTRY NUMBER p2_79,Qzoi--7'6- In accordance with Oregon Revised Statute 192.410-192_490,the information on this application is public record. We must release this information to all •arties u•• -• est and it will be ••--...• on our websfte. For office use only Please Type or Print Legibly in Black Ink.Attach Additional Sheet if Necessary. 1) NAME:Washington County Bicycle Transportation Coalition 2) REGISTERED AGENT 8) DISTRIBUnoN OF ASSETS UPON DIssos.U11ON Hal Ballard Upon dissolution,all assets are to be 3) ADDRESS OF REGISTERED AGENT distributed to the Community Cycling Center (Must be an Oregon Street Andress,which is identical to the registered 1700 NE Alberts agent's business office. Must include city,state,zip:no PO boxes.)15597 NW Athens Drive#229 Portland,Or 97212 Portland,Or 97229-9293 503.288.8864 4) ADDRESS FOR MAIUNO NOTICES — PO Box 1144 Beaverton,Or 97075-1144 5) OPTIONAL PROVISIONS(Attach a separate sheet) 6) TYPE OF CORPORATIOII(Select only one) Q Public Benefit ❑ Mutual Benefit ❑ Religious 7) WILL THE CORPORATION HAVE MEMBERS? EiKES ❑No 9) INCORPORATORS(List names and addresses of each incorporator.Attach a separate sheet If necessary.) Hal Ballard 15597 NW Athens Dr. #229 Portland,OR 97229 Kat Iverson 15597 NW Athens Dr.#229 Portland,OR 97229 10) EXECUTION(MI Incorporators must sign. h a separate sheet if necessary.) FEES Signature Printed Name Required Processing Fee I50 AIW 4i hw ' - Hal Ballard confirmation Copy(Op6cnal) $5 A: . /mil `1 `".'''G Kat Iverson Prccessing Fees are rwrreIundeble. — Please melee check psyabfe to 'Corporation Divsion' NOTE: 11) CONTACT NAME(To resolve questions with this filing.) DAMN PRONE HINDER(Include arm code.) Foes may be pad with VISA or tileseerCad. The cad number and Hal Ballard 503.9841761 expiration •should be Knitted on a separate sheet for your •hector-. 112(Rev.1)04) HARDY MYERS 1515 SW 5th Avenue ATTORNEY GENERAL .,r Suite 410 ti i Portland,Oregon 97201 -:i FAX:(971)673-1882 PETER D. SHEPHERD -rte TDD:(503)378-5938 DEPUTY ATTORNEY GENERAL Telephone:(971)673-1880 DEPARTMENT OF JUSTICE PORTLAND OFFICE Letter#192206 rr3 2.2, 207 Washington County Bicycle Transportation Coalition Hal Ballard PO Box 1144 Beaverton,OR 97075-1144 Registration #36399 Re: Registration under the Charitable Trust and Corporation Act and Required Annual Reports Dear Ladies/Gentlemen: This will acknowledge registration of your organization under the Charitable Trust and Corporation Act. Your registration number with this office is 36399. According to the above mentioned Act,annual reports(form CT-12,CT-12F or CT-12S)will be due not later than four months and 15 days after the close of your accounting period.Our records indicate that your accounting period ends on December 31st. Your annual reports will be due by May 15th of each year. Reporting forms will automatically be sent to you. If you do not receive forms within 60 days prior to the due date for filing your report,contact this office to obtain the prescribed forms. Please note that our annual reports are in addition to and different from the annual reports that nonprofit corporations must file with the Oregon Corporation Division,Office of the Secretary of State. Questions about annual reports should be directed to the Annual Report Specialist at(971) 673-1880. Please keep this letter with your permanent records as it contains your registration number. Sincerely, Rhonda x Powell Rhonda K.Powell Charities Registrar Charitable Activities Section INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P. O. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: 20-2557070 > at=: MAC, U Lta05 D1.N: 606074144 WASHINGTON COUNTY BICYCLE Contact Person: TRANSPORTATION COALITION TERRY IZUMI ID* 95048 C/O HAL BALLARD Contact Telephone Number: P 0 BOX 1144 (877) 829-5500 BEAVERTON, OR 97075-0000 Accounting Period Ending: December 31 Public Charity Status: 170(b) (1) (A) (vi) Form 990 Required: Yes Effective Data of Exemption: April 11, 2005 Contribution Deductibility: Yes Advance Ruling Ending Date: December 31, 2009 Dear Applicant: We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c) (3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c) (3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. Shortly before the and of your advance ruling period, we will sand you Form 8734, Support Schedule for Advance Ruling Period. You will have 90 days after the end of your advance ruling period to return the completed form. We will then notify you, in writing, about your public charity status. Please see enclosed Information for Exempt Organizations Under Section 501(c) (3) for some helpful information about your responsibilities as an exempt organization. Letter 1045 (DO/CG) Form 1023(P.ev. 10-2004) Name' W A: din ^x�- --171 "4,2-0 - 7`✓.3-0 Page 11 T3 Public Charity Status(Continued) e 509(a){4)—an organization organized and operated exclusively for testing for public safety. 171 t 509(a)(1)and 170(b)(1)(A)(iv)—an organization operated for the benefit of a college or university that is owned or Li operated by a governmental unit. g 509(a)(1)and 170(b)(1)(A)(vi)—an organization that receives a substantial part of its financial support in the form ❑ of contributions from publicly supported organizations, from a governmental unit,or from the genera!public. h 509(a)(2)--.an organization that normalcy receives not more than one-third of its financial support from gross ❑ Investment income and receives more than one-third of its financial support from contributions,membership fees, and gross receipts from activities related to its exempt functions(subject to certain exceptions). - i A publicly supported organization,but unsure if it is described in 5g or 5h.The organization would like the IRS to decide the correct status. 6 II you checked box g, h, or i in question 5 above,you must request either an advance or a definitive ruling by selecting one of the boxes below.Refer to the instructions to determine which type of ruling you are eligible to receive. a Request for Advance Ruling:By checking this box and signing the consent,pursuant to section 6501(c)(4)of the Code you request an advance ruling and agree to extend the statute of limitations on the assessment of excise tax under section 4940 of the Code. The tax will apply only if you do not establish public support status at the end of the 5-year advance ruling period.The assessment period will be extended for the 5 advance ruling years to 8 years, 4 months,and 15 days beyond the end of the first year.You have the right to refuse or limit the extension to a mutually agreed-upon period of time or issue(s). Publication 1035,Extending the Tax Assessment Period,provides a more detailed explanation of your rights and the consequences of the choices you make.You may obtain Publication 1035 free of charge from the IRS web site at www.irs.gov or by calling toll-free 1-800-829-3676. Signing this consent will not deprive you of any appeal rights to which you would otherwise be entitled. If you decide not to extend the statute of limitations,you are not eligible for an advance ruling. \ rrt Ftxrng Period ot` irnitat€ons ;�Asse . � a _^e j�� tte lntea-rt Revenue Cod@ r S;3rttCT1C>�� C t�b11�P,!$@Ctff)ft 7a'KI bf'For Org ' lion - # T // / �Vu/._ Cure of 4#,-4„,„ : ,,forl, dale +, :Le,or other (Type or name of signer) {Dot authorized official ,1. (type or print tit*or alhorfty Of signer) For Director, Exempt Organizations , om I'h) ) zoao A L "; ,elm ." s ! • -rt t By W Date 4 Request for Definitive Ruling:Check this box if you have completed one tax year of at least 8 full months and ❑ you are requesting a definitive ruling.To confirm your public support status,answer line 6b(i)if you checked box g in line 5 above.Answer line 6b(ii)if you checked box h in fine 5 above.If you checked box i in line 5 above, answer both fines 6b(i)and (i). G) (a) Enter 2% of line 8, column (e)on Part IX-A.Statement of Revenues and Expenses. (b) Attach a list showing the name and amount contributed by each person,company,or organization whose ❑ gifts totaled more than the 2% amount. If the answer is"None,"check this box. (ii) (a) For each year amounts are included on lines 1, 2, and 9 Of Part IX-A.Statement of Revenues and Expenses, attach a list showing the name of and amount received from each disqualified person,If the answer is "None,"check this box. L- (b) For each year amounts are included on line 9 of Part IX-A. Statement of Revenues and Expenses,attach a list showing the name of and amount received from each payer,other than a disqualified person, whose payments were more than the larger of (1)1%of line 10, Part IX-A Statement of Revenues and Expenses, or(2)55,000. If the answer is"None," check this box. (I 7 Did you receive any unusual grants during any of the years shown on Part 1X-A. Statement of Li Yes 9 No Revenues and Expenses? If"Yes," attach a list including the name of the contributor,the date and amount of the grant,a brief description of the grant,and explain why it is unusual. Form 1023 (Rev.10-2004) -2- WASHINGTON COUNTY BICYCLE Sincerely, Lois G. Leaner Director, Exempt Organizations Rulings and Agreements Enclosures: Information for Organizations Exempt Under Section S01(c) (3) Statute Extension Letter 1045 (DC/CG) CITY OF TIGARD,OREGON 13125 SW HALL BLVD. S-1(.t ci k Se S S)o r` TIGARD,OREGON 97223 SUPPLEMENTAL PACKET 503-718-2487 3 _ , a O / . COMMUNITY EVENTS FUNDING REQUEST FOR(DATE OF MEETING) Due: February r ti 13.2014 Event Name: . 0e'd- 1cl► x -1 TiO0t.U-L n N GI gt Address: Po e c::? City,State,Zip: `T"` arkfl -- 0P, °12 ^ 366Y Contact Name: vQ u. — Qrtaau■e- Telephone Number: 5 3 — io q _ so 2 E-mail address: v en. Ac.a` `,La..o",c' 6 1 1. Request(express in whole dollar amounts only) Cash $ In-Kind Services-hours (use of city property,city staff support, _ etc.Please explain the services requested on a separate sheet) � Total Request $ OO� 2. Purpose of Funding Request: D "-...\-- f - rQ,CLu CZPreik) ‘\AsN h-k tA-se-A-> ktlig-C CA, SeJ,,,o,d1 sev-,(o r...5 . 'C Se.�,.a t„1;tt 6� 3. How will this event benefit the Tigard Community? 6U-'C ‘4 °1-11/\A-- St,l „(. a, I arty-g c�„d� t� l , v•u �,� e.ye.(� �r �a Q voL� Y,�ee-cam' — , 4. How many Tigard residents do you anticipate participating in this event(or these events)? Li ,3=0, 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. Please note that a lack of adequate financial information could result in denial of request. i z- , j a--\\ °(,-2 c-r z e- it . v./��" ` � 1- 0--)e tea, sev..t on • City of Tigard ICJARD Memorandum To: Mayor and Honorable City Councilors From: Liz Lutz, Finance and Information Services Re: Community Event grant addition Date: 3/6/14 Attached is the Community Event grant request from Tigard High School Graduation Night Committee. They indicated that their request was returned to them and, therefore, the request did not make the February 13th deadline. I've added their submission to the list of events that you will be considering on Tuesday, March 11th. Thank you. SUPPLEMENTAL PACKET FOR (DATE OF MEETING) THS March Agenda A&E/v/J 't- / 7- 711 3.8 Sports: Boys • went to state in wrestling and swimming • lost in the Quarterfinals in Basketball Girls: • are in the Semi-Finals for Basketball and they play on Wednesday March 12th at 8:15 at the Moda Center Arts: • Choir concert tonight at the High School • Guys and Dolls is underway and will start in May Activities: • Senior Citizens Prom went amazingly well! • Doing a drive with Night Strike for the local Homeless Getting ready for Spring Break! AGENDA ITEM NO. 3-D CITIZEN COMMUNICATION DATE: March 11, 2014 (Please keep remarks to around 2-5 minutes. If a large number of citizens have signed in, the Mayor may ask that testimony be kept to around 2 minutes.) 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 help the presiding officer pronounce: Address (\(- ° '61(::14 7 City State Zip Phone No. A . Name: a 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. ^.ITIZEN COMMUNICATION AIS-1680 4.A. Business Meeting Meeting Date: 03/11/2014 Length (in minutes):Consent Item Agenda Title: Approve City Council Meeting Minutes Submitted By: Carol Krager, City Management Item Type: Motion Requested Meeting Type: Consent Agenda Public Hearing: Publication Date: Information ISSUE Approve City Council meeting minutes. STAFF RECOMMENDATION / ACTION REQUEST Approve minutes as submitted. KEY FACTS AND INFORMATION SUMMARY Attached council minutes are submitted for City Council approval. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments November 12,2013 Council Mlnutes December 10,2103 Council Minutes lanuary 14,2014 Council Minutes AIS-1681 4. B. Business Meeting Meeting Date: 03/11/2014 Length (in minutes):Consent Item Agenda Title: Receive and File: Council Calendar and Council Tentative Agenda Submitted By: Carol Krager,City Management Item Type: Receive and File Meeting Type: Consent- Receive and File Public Hearing: No Publication Date: Information 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 summary for information purposes. KEY FACTS AND INFORMATION SUMMARY Attached are the Council Calendar and the Tentative Agenda for future council meetings. OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A-Receive and File Items Attachments 3-Month Calendar Tentative Agenda Agenda Item No. / For Agenda of March 11, 2(114 • •1111N MEMORANDUM TIGARD TO: Honorable Mayor&City Council/City Center Development Agency Board FROM: Carol A.Kroger,Deputy City Recorder RE: Three-Month Council/CCDA Meeting Calendar DATE: March 11,2014 March 4 Tuesday City Center Development Agency–6:30 p.m.,Town Hall 11* Tuesday Council Business Meeting--6:30 p.m.,Town Hall 18* Tuesday Council Workshop Meeting–6:30 p.m.,Town Hall 25* Tuesday Council Business Meeting–6:30 p.m.,Town Hall April 1 Tuesday City Center Development Agency–6:30 p.m.,Town Hall 8* Tuesday Council Business Meeting-6:30 p.m.,Town Hall 15* Tuesday Council Workshop Meeting–6:30 p.m.,Town Hall 21 Monday Budget Committee Meeting–6:30 p.m. 22* Tuesday Council Business Meeting–6:30 p.m.,Town Hall 28 Monday Budget Committee Meeting–6:30 p.m. May 5 Monday Budget Committee Meeting–6:30 p.m. 6 Tuesday City Center Development Agency–6:30 p.m.,Town Hall 12 Monday Budget Committee Meeting–6:30 p.m. 13* Tuesday Council Business Meeting--6:30 p.m.,Town Hall 20* Tuesday Council Workshop Meeting–6:30 p.m.,Town Hall 27* Tuesday Council Business Meeting–6:30 p.m.,Town Hall Regularly scheduled Council meetings are marked with an asterisk(*). I:\adm\city council\council calendar\3-month calendar for c mtg 140311.doc Meeting Banner Business Meeting ❑ Study Session Special Meeting Consent Agenda Meeting is Full Workshop Meeting ❑ CCDA Meeting City Council Tentative Agenda 3/4/2014 8:44 AM - Updated Form Meeting Submitted Meeting Inbox or Date By Type Title Department Finalized 1434 03/11/2014 Cathy AAA March 11, 2014 City Council Business Meeting - Councilor Wheatley Buehner absent - will participate in Exec Session by speaker phone � l l 1507 03/11/2014 Greer ACCSTUDY 15 Minutes - Executive Session on Real Property Negotiations Public Works 11/04/2013 Gaston 1518 03/11/2014 Liz Lutz ACCSTUDY 30 Minutes - Review of 2014 Community Event Funding Financial and MartyW, City Requests Information Manager Services I - l 1680 03/11/2014 Carol Krager CCBSNS 1 Consent Item - Approve City Council Meeting Minutes 'City Management 02/25/2014 1681 03/11/2014 Carol Krager CCBSNS 2 Consent Item - Receive and File: Council Calendar and City Management 02/25/2014 Council Tentative Agenda 1661 03/11/2014 Liz Lutz CCBSNS 3 Consent Item - Consider Waiving Sign Permit Fees for Financial and MartyW, City Tigard Youth Football Information Manager Services 1573 03/11/2014 Greer CCBSNS 4 15 Minutes - Consider an Ordinance Modifying the Public Works MartyW, City Gaston Boundaries of Local Improvement District (LID) No.1 Manager 1658 03/11/2014 Sean CCBSNS 5 5 Minutes - Appoint New City Center Advisory Commission Community 02/24/2014 Farrelly Members Development 1656 03/11/2014 Tom CCBSNS 6 5 Minutes - Dissolution of the Tree Board Community 02/13/2014 McGuire Development 1580 03/11/2014 Loreen Mills CCBSNS 7 15 Minutes - LCRB - Award Insurance Agent of Record City Management MartyW, City L Contract Manager Total Time: 40 of 100 minutes have been scheduled 1 I Page is\adm\carol\tentatv ag\2014\march 3,2014.docx Meeting Banner Business Meeting 0 Study Session Special Meeting Consent Agenda Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 3/4/2014 8:44 AM- Updated 1 II 1435 03/18/2014 Cathy AAA March 18, 2014 Workshop Meeting I Wheatley I - I 1646 03/18/2014 Lloyd Purdy CCWKSHOP 1 15 Minutes - PSU Graduate Student Workshop Project: Community Purdy, L, Econ I Tigard's Evolution into a Walkable Community Development Development Mgr 1493 03/18/2014 Lloyd Purdy CCWKSHOP 2 15 Minutes - Update on Economic Development Activity Community Purdy, L, Econ I Development Development Mgr 1669 03/18/2014 Cathy CCWKSHOP 3 20 Minutes - Follow Up Based Upon Outcome of March Administrative MartyW, City I Wheatley 11, 2014 Election - City Attorney Services Manager Total Time: 50 of 180 minutes have been scheduled I — _ II 1436,03/25/2014 Cathy AAA March 25, 2014 City Council Business Meeting - Councilor I Wheatley Snider absent I 11 1675 03/25/2014 Greer ACCSTUDY 1 10 Minutes - Executive Session on Real Property Public Works MartyW, City I Gaston Transactions Manager 1514 03/25/2014 John ACCSTUDY 2 15 Minutes - Briefing on a Joinder Agreement Public Works Goodrich J, Utility Goodrich Regarding Tigard's Participation in the TVWD/Hillsboro Div Manager Willamette Water Supply Program 1650 03/25/2014 Julia Jewett ACCSTUDY 3 20 Minutes - SW 116th Place Parking Issue Police ,r0—rr A, Chief —II _.—__ I 1534 03/25/2014 Debbie ACONSENT Consent Item - Authorize the Mayor to Execute an Financial and Smith-Wagar D, Smith- Intergovernmental Agreement with Metro Regarding a Information Asst Finance Wagar CET Grant for the River Terrace Community Plan .Services Director 1677 03/25/2014 Renee ACONSENT Authorize the Mayor to Execute an Agreement with ODOT Public Works Ferguson to Include a Water Line Replacement in the Main Street Green Street Project I II 21Page is\adm\carol\tentatv ag\2014\march 3,2014.docx Meeting Banner Business Meeting ❑ Study Session Special Meeting Consent Agenda Meeting is Full Workshop Meeting ❑ CCDA Meeting City Council Tentative Agenda 3/4/2014 8:44 AM - Updated 1517 03/25/2014 Liz Lutz CCBSNS 1 10 Minutes - Consider a Resolution Granting Exemption from Financial and Lutz L, Conf Exec Property Taxes under TMC 3.50 for xx Non-Profit Low Income Information Asst _ Housing Projects Services 1645 03/25/2014 Preston CCBSNS 2 5 Minutes - Approve Enterprise License Agreement with ESRI Financial and MartyW, City Beck for City's GIS (geographic information system) Information Manager Services 1662 03/25/2014 Renee CCBSNS 3 10 Minutes - Briefing on a Cooperative Improvement Public Works Stone Mike, City Ferguson Agreement with Oregon Department of Transportation (ODOT) Engineer 1676 03/25/2014 Renee CCBSNS 4 15 Minutes - Briefing on Agreement with ODOT to Include Public Works Stone Mike, City Ferguson Water Line Replacement in the Main Street Green Street Project Engineer Total Time: 60 of 100 minutes have been scheduled I II 1604 04/01/2014 Cathy AAA April 1, 2014 - CCDA Meeting - 6:30 p.m. Wheatley 11 1606 04/08/2014 Cathy AAA April 8, 2014 - Business Meeting Wheatley I II 1524 04/08/2014 Greer ACCSTUDY 30 Minutes - Briefing and Discussion on the Development of a Public Works Koellermeier D, Gaston Willamette River Water Supply in Conjunction with the City of Public Works Dir Sherwood Total Time: 30 of 45 minutes have been scheduled I II 1515 04/08/2014 John CCBSNS Consent Item - Authorize the City Manager/Mayor to Execute a Public Works Goodrich 3, Utility Goodrich Joinder Agreement for Willamette Water Supply Program Div Manager 1663 04/08/2014 Renee ACONSENT Consent Item - Authorize the Mayor to Execute a Cooperative Public Works Stone Mike, City Ferguson Improvement Agreement with Oregon Department of Engineer Transportation I it 3 Page is\adm\carol\tentatv ag\2014\march 3,2014.docx Meeting Banner Business Meeting ❑ Study Session Special Meeting Consent Agenda Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 3/4/2014 8:44 AM - Updated 1449 04/08/2014 Loreen CCBSNS 1 20 Minutes - Public Hearing - Amending Tigard Municipal City Management 02/10/2014 Mills Code Title 15.06 Franchise Utility Ordinance _ 1666 04/08/2014 Cathy CCBSNS 2 30 Minutes - Presentation from TVF&R Chief Duyck - State Administrative Wheatley of the District Service s 1655 04/08/2014 Julia Jewett CCBSNS 3 30 Minutes - SW 116th Place Parking Issue Police Rhodes, R., Lieutenant 1678 04/08/2014 Renee CCBSNS 4 10 Minutes - Consider a Resolution of Necessity Giving the Public Works McMillan K, Ferguson County the Authority to Acquire Property for the Walnut Engineering _ Street Improvement Project. Manager Total Time: 90 of 100 minutes have been scheduled II 1605 04/15/2014 Cathy AAA April 15, 2014 - Workshop Meeting - Marty absent Wheatley L I I - II 1668 04/15/2014 Alison CCWKSHOP 1 30 Minutes - Joint Meeting with the Library Board Library Grimes A, Conf. I Grimes Exec. Assistant 1651 04/15/2014 Renee CCWKSHOP 2 30 Minutes - Briefing on the Westside Trail Master Plan Public Works Martin S, Parks I Ferguson _ Manager 3 20 Minutes - Discussion with Metro Councilor Craig Dirksen 167904/15/2014 John Floyd CCWKSHOP4 20 Minutes - Medical Marijuana Legislative Update Community Floyd 3, Associate I Development Planner 1585 04/15/2014 Greer CCWKSHOP 5 15 Minutes - Briefing on Capital Improvement Plan (CIP) Public Works Stone Mike, City Gaston Projects Engineer Total Time: 115 of 180 minutes have been scheduled I ___ - I 4 1 Pagc is\adm\carol\tentaty ag\2014\march 3,2014.docx Meeting Banner Business Meeting 0 Study Session Special Meeting Consent Agenda Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 3/4/2014 8:44 AM - Updated 1569 04/21/2014 Cathy Wheatley AAA Budget Committee ,Meeting - 6:30 p.m. 1607 04/22/2014 Cathy AAA April 22, 2014 - Business Meeting - Council Snider Absent I Wheatley No Study Session items as of 3/3/14 I II 1652 04/22/2014 Renee ACONSENT Consent Item - Adopt a Resolution Approving the Westside Public Works Martin 5, Parks Ferguson Trail Master Plan Manager 1643 04/22/2014 Greer CCBSNS 15 Minutes - Authorize the Mayor/City Manager to Execute Public Works Koellermeier D, Gaston an Intergovernmental Agreement with King City Regarding Public Works Dir Water System Ownership and Water Service 1682 04/22/2014 Carissa CCBSNS 20 Minutes - FY 2014 Third Quarter Budget Amendment Financial and Collins C, Sr Mgmt Collins Information Analyst (Fin Adm) Services Total Time: 35 of 100 minutes have been scheduled I II 1570 04/28/2014 Cathy AAA Budget Committee Meeting - 6:30 p.m. Wheatley I II 1571 05/05/2014 Cathy AAA Budget Committee Meeting - 6:30 p.m. - Marty absent Wheatley I it 1608 05/06/2014 Cathy AAA May 6, 2014 - CCDA Meeting - Marty absent. Wheatley 11 1572 05/12/2014 Cathy AAA Budget Committee Meeting - 6:30 p.m. Wheatley 11 1609 05/13/2014 Cathy AAA May 13, 2014 Business Meeting - No items scheduled. Wheatley I II 5 I Page is\adm\carol\tentatv ag\2014\march 3,2014.docx Meeting Banner Business Meeting CI Study Session Special Meeting Consent Agenda Meeting is Full Workshop Meeting 0 CCDA Meeting City Council Tentative Agenda 3/4/2014 8:44 AM-Updated 1610 05/20/2014 Cathy AAA May 20, 2014 Workshop Meeting Wheatley I= 1664 05/20/2014 Toby CCWKSHOP 60 Minutes - River Terrace Finance Strategies Financial and Information LaFrance T, LaFrance Update Services Total Time: 60 of 180 minutes have been scheduled I II I 1611 05/27/2014 Cathy AAA May 27, 2014 Business Meeting Wheatley II I 1612 06/03/2014 Cathy AAA June 3, 2014 CCDA Meeting Wheatley I II l 1613 06/10/2014 Cathy AAA June 10, 2014 Wheatley Business Meeting I II 1 1672 06/10/2014 Liz Lutz CCBSNS 5 Minutes - Amend and Update the Street Financial and Information Collins C, Maintenance Fee Code Services [Total Time: 5 of 100 minutes have been scheduled - II 1614 06/17/2014 Cathy AAA June 17, 2014 Workshop Meeting ,Wheatley - II 1586 06/17/2014 Greer Gaston CCWKSHOP 15 Minutes - Briefing on Capital Improvement Public Works Stone Mike, Plan (CIP) Projects City Engineer 1671 06/17/2014 Debbie CCWKSHOP 60 Minutes - River Terrace Financing Plan Financial and Information Smith-Wagar Update Services Total Time: 75 of 180 minutes have been scheduled II I 1615 06/24/2014 Cathy AAA June 24, 2014 Business Meeting Wheatley 6IPage is\adm\carol\tentatv ag\2014\march 3,2014.docx AIS-1661 4. C. Business Meeting Meeting Date: 03/11/2014 Length (in minutes): Consent Item Agenda Title: Consider Waiving Sign Permit Fees for Tigard Youth Football Prepared For: Toby LaFrance Submitted By: Liz Lutz,Financial and Information Services Item Type: Resolution Meeting Type: Consent Agenda Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Does the Tigard City Council find that waiving temporary sign permit fees in the amount of$392 for the Tigard Youth Football organization is a benefit to the community,outweighing financial hardship to the city? STAFF RECOMMENDATION /ACTION REQUEST Consider Resolution waiving$392 of permit fees for Tigard Youth Football. KEY FACTS AND INFORMATION SUMMARY On February 7,2014,Dawn Rachele Holman from Tigard Youth Football e-mailed the city to request a waiver of permit fees charged to hang seven banners (text of email is attached).According to the Master Fees and Charges Schedule,Temporary Sign Permits are$56 per sign. Dawn Rachele is requesting the city waive fees for seven signs totaling a$392 fee waiver.TMC 3.32.070 authorizes council to waive fees for non-profits. The text of the TMC is as follows: "3.32.070 Exemptions.The City Council is authorized to waive or exempt the fee or charge imposed upon an application or for the use of City facilities and services,if a nonprofit organization requests such a waiver in writing and the Council determines that community benefit from the proposed activity outweighs the financial burden on the City.The waiver or exemption shall not excuse the nonprofit organization from compliance with other requirements of this code." Tigard Youth Football is a qualifying non-profit.They have made their request to waive fees in writing. If council determines that the benefit to the community outweighs the loss of$392 in permit fees,then council is authorized to waive the fees. OTHER ALTERNATIVES City Council could deny the request. COUNCIL OR CCDA GOALS, POLICIES,MASTER PLANS Tigard citizens are involved in the community and participate effectively. DATES OF PREVIOUS CONSIDERATION On March 19,2013,the City Council passed Resolution 13-10,granting a waiver for the Tigard Youth Football for seven signs, for a total of$378. Attachments Resolution Fee Waiver Request February 7, 2014 Toby LaFrance Director of Finance & IS City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Mr. LaFrance and the Tigard City Council, Tigard Youth Football (TYF) is a non- profit organization that allows children in grades 3-8 the opportunity to play ,. �,t =�� ilkIr full-pad tackle football and learn - ) .7- i •,. • _, 7 • essential life skills such as working lk _ - e together as a team to achieve a .14.i ,*�di common goal and dealing with i 1 00 ; r- " adversity. We also teach kids to P* exhibit excellent sportsmanship and to i 1 be proud of being a Tigard Tiger! As t ,. evidenced by the photo to the right, 1 we also strongly support Breast Cancer - • Awareness Month during the month of °w ' October—one of the few programs to do so in the Tualatin Valley Youth Football League. Each year, in order to promote participation in TYF,we place registration signs throughout our community. Last year, TYF was awarded exemption from these fees,which allowed the program to provide scholarships to families that can't afford to pay or to buy newer, safer equipment. We are requesting a waiver of the fees associated with posting signs in public places as outlined in TMC 3.32.070. TYF greatly appreciates the Council's consideration of this important matter. Sincerely, DawnRachele Holman Events Manager Tigard Youth Football AIS-1573 5. Business Meeting Meeting Date: 03/11/2014 Length (in minutes): 15 Minutes Agenda Title: Consider an Ordinance Modifying the Boundaries of Local Improvement District (LID) No.1 Prepared For: Mike Stone,Public Works Submitted By: Greer Gaston,Public Works Item Type: Ordinance Meeting Type: Council Business Meeting -Main Public Hearing: No Publication Date: Information ISSUE Shall the council consider an ordinance modifying the boundaries of Local Improvement District(LID) No. 1? STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the council adopts the attached ordinance amending the boundaries of LID No. 1. KEY FACTS AND INFORMATION SUMMARY In the fall of 2012,staff was contacted by one of the LID participants,Jack Kearney,regarding the status of Tigard Triangle LID No. 1 which was formed in 2007 to provide necessary and proportional infrastructure improvements along portions of Dartmouth Street,68th Parkway and 69th Avenue within the Tigard Triangle. In fact,the need to complete these improvements was deemed so necessary,that the LID was formed under the provisions of an emergency,presumably meaning that they were to be completed as soon as possible. Despite the emergency under which the LID was formed,actual infrastructure construction has never occurred due to the recession and at the request of some of the property owners. The LID currently encompasses 18 tax lots owned by 6 property owners: 3 owners have 1 tax lot each,2 owners have 2 tax lots each and 1 owner has 11 tax lots. At its August 20,2013,meeting,the council heard testimony from 3 owners representing 14 tax lots. Of the 3 owners: • Two owners representing a total of 3 tax lots requested a modification to the LID boundary removing their tax lots. • One owner representing a total of 11 tax lots requested the current boundary remain intact. Should the council adopt the ordinance and remove three properties from the LID,the encompassed LID area will be reduced as well as the scope of some of the planned infrastructure improvements.Attachment A, Exhibit 1 illustrates the modified boundary with the properties in question removed,while Attachment A, Exhibit 2 illustrates the original LID boundary.The estimated dollar value of the infrastructure removed along with estimated assessments based on the new boundary is shown in Attachment A,Exhibit 3. At the continuation of the quasi-judicial hearing on November 12,2013,Mayor Cook,Council President Henderson and Councilor Snider voted in favor of a motion to leave the LID in place,remove the three properties that asked to be removed,and hold another proceeding to review the LID in two years. Councilors Buehner and Woodard opposed the motion. OTHER ALTERNATIVES All options—along with the advantages,disadvantages and next steps associated with each option—are outlined in Attachment B,Exhibit 1. COUNCIL GOALS,POLICIES,APPROVED MASTER PLANS The planned LID improvements are consistent with the provisions of the Transportation System Plan in effect at the time of formation in 2008. There does not appear to be any substantive differences between that plan and the 2010 update currently in place. DATES OF PREVIOUS COUNCIL CONSIDERATION Initially the council was briefed on the status of the LID at its August 20,2013,workshop meeting where several property owners testified before the council. The council directed staff to check with legal counsel on the proper venue to consider modifications to the LID boundary. On September 10,2013,the council was informed it would need to hold a public hearing to modify LID boundaries. The council conducted a quasi-judicial public hearing on October 8,2013,and continued that hearing to November 12,2013. Attachments LID Ordinance Attachment B-Previous Staff Recommendations Attachment C-Previous Written Testimony Attachment B Exhibit 1 Staff Recommendation/Action Request Options Regarding Tigard Triangle LID No. 1 ..lion Advaata; s 1 Disadvantages Next Step(a) 1 Leave the boundary of the LID as ii •Prevrous design work remains •Infrastructure envisioned when the LID No formal action required.The council would and direct staff to commence the applicable was forayed ma]change with the direct staff to include project funding in the construction of the •Planned infrastructure completed. completion of the Tigard Triangle proposed 2014-2015 Capital Improvement Plan planned infrastructure. •Possible stimulus to development. Strategic Plan,necessitating the possible (CIP).Construction could begin in 2015- reconstruction of some Improvements. •Some LID parocipants are concerned about the financial Impacts of LID assessments.For example,the assessment may affect the property owners ability to _ sell or refinance the property. 2 Leave the boundary of the LID as is •Previous design work remains Some LID participants are concerned No formal action would be required.Upon and direct staff to continue to delay applicable. about the financial impacts of LID completion of the Tigard Triangle Strategic the construction of the planned •May have time to resolve possible assessments.For example,the assessment Plan,staff would include project funding in the Infrastructure until the Tigard conflicts with Tigard Triangle Strategic may affect the property owner's ability to CIL Triangle Strategic Plan is completed Plan. sell or refinance the property. and implementation measures are adopted,likely sometime in 2015. 3 Modify the boundary of the LID •Participants removed from the LID •Participants remaining within the LID Staff si•dl return to council with a resolution removing certain properties. would not be subject to the financial would likely be subject to increased modifying the boundaries as directed. impacts of LID assessments. financial responsibility regarding LID assessments. •A single-owner LID could create funding challenges(availability,higher interest rates on bond sale,etc.). •Pie ious design work would require modification 4 Abandon the LID as currently •Participants removed from the LID •Previous design work could require Staff will return to council with a resolution formed would not be subject to the financial modification. abandoning the LID. impacts of LID assessments. •Adverse impact on development •May have time no resolve possible Abandoning the LID does not preclude the conflicts earth Tigard Triangle Strategic formation of a new LID as the future. l Plan. Attachment C Exhibit 1 Written Testimony Quasi-Judicial Public Hearing Tigard Triangle LID No. 1 Continued from October 8, 2013 to November 12, 2013 subrn; (j f� ,c -c'p k3 le,-1 ng /!�/cc/a 0/3 64-4 Remonstrance against Local Improvement District and Petition for Removal of Property from Local Improvement District via Partial Abandonment Petitioner, Dartmouth Townhomes, LLC (DTLLC), hereby submits its remonstrance against the Dartmouth Local Improvement District(LID),adopted by the Tigard City Council as Ordinance No.08-03 on 2/26/2008. Petitioner makes this remonstrance under Tigard Municipal Code Chapter 13.04 General Procedures. Petitioner also requests removal of its property(bounded by SW 69th Avenue, 70th Avenue,and north of SW Dartmouth Street; Washington County Tax Map 1S136DD,Tax Lots 07500 and 07600) from the LID via a partial abandonment of the LID. When the LID was created, Petitioner was under a non-remonstrance requirement. This requirement lapsed in December 2012 with the expiration of Site Development Review(SDR 2007-00008) Petitioner now seeks abandonment of the LID as it applies to its property for the present and any future owners of the lots. Abandonment is permitted under Tigard Municipal Code Chapter 13.04.070-4 entitled "Abandonment of Proceedings." Arguments for remonstrance and partial abandonment are included in the attached document. Submitted this Oay of October,2013 By: Ala" John M rney, ember Dartmouth Townhomes,LLC Arguments in Support of Remonstrance against LID and for Partial Abandonment as Applied to Dartmouth Townhomes LLC's Property SDR 2007-00008 Under SDR 2007-00008, which granted conditional approval to build a seven-unit condominium project on Tax Lots 07500 and 07600 (DTLLC Property), DTLLC was not permitted to submit a remonstrance against the proposed Dartmouth LID, which was adopted by the Tigard City Council under emergency circumstances on 2/26/2008. SDR 2007-00008 and extensions thereto lapsed in December 2012. Accordingly,DTLLC may submit a remonstrance against its continued inclusion in the LID. Dartmouth LID and History In December 2007 through February 2008, the Tigard City Council heard testimony from staff, the neighborhood, and engineers for and against the creation of an LID to improve the neighborhood bordered by Baylor Street,SW 68`h Avenue,Dartmouth Street,and 70"'Avenues in Tigard, Oregon. According to the City Engineer,Gus Duenas,this work needed to be approved and completed by the end of 2008.Group MacKenzie prepared a Preliminary Engineer's Report,date 12/3/2007,which covered its analysis of the proposal and recommendation to proceed with the formation of the LID. A copy of this report was emailed to City Engineer, Mike Stone, on 10/8/13. On page 15, the Project Schedule called for contractor substantial completion to be performed by 11/15/2008. Based on the testimony and on the Preliminary Report, the City Council adopted the LID under emergency circumstances on 2/26/2008. Despite the emergency status,little to no work has been done on the project in the more than five years since its adoption. In 2005, Petitioner paid$500,000 for the DTLLC property, which was finished along the perimeter with sidewalks, curbs, gutters, street trees, driveway aprons, and utility stubs. The property also included storm and public sewers in the streets. The cost basis plus the holding costs, development fees,taxes, and Insurance associated with this property now exceed$800,000.The property has been listed for sale on the RMLS and/or Loopnet since 10/9/2008.The initial asking price was$490,000.The current asking price is$125,000, which was done to accommodate the estimated LID costs of approximately$135,000. Petitioner has received only two offers on the property; both coming in 2013 with one $40,000 below the asking price. In May 2012, Petitioner DTLLC contacted the City Engineer to determine the status of the LID. This was after a potential purchaser of the property passed on buying it. The purchaser inquired with the city planning department about the timing, scope, and cost of the LID project and there were no concrete answers. The planners did not know when it would be done, how large the project was,or how much the work would cost. Petitioner's holding costs on the property are approximately$3,000/month. The property is bare land that produces no income. One of the principal rights of a property owner is the right to sell or alienate their property. In this case, the uncertainty of the timing, scope, and cost of the LID is Impacting Petitioner's right to sell their property. Petitioner wants to sell the property at a fair market value, not at a deep discount due to the uncertain status of the LID. Based on Petitioner's monthly holding costs and lack of income, they are being damaged by$3,000/month.This totals$51,000 in holding costs in the 17 months since Petitioner first contacted the City Engineer about the LID. This is causing Petitioner irreparable harm and will continue to do so as long as the property remains in the LID. In addition to a partial abandonment of the LID, Petitioner requests that the City Council investigate the events that led to the delay or permanent "hold" status of the LID. Since 2008, there have been three city engineers. Mr. Stone, has been helpful in this process, he has had time and budgetary constraints that have prevented him from providing a clear trail. In this age of government mistrust, private citizens demand increased accountability. Governmental transparency is what ensures that private citizens are provided due process and equal protection. The only written explanation received on this was that several neighbors asked for a delay. Petitioner requests information on who made the decision to delay and whether a public hearing was ever held on this topic.These questions will determine whether due process and equal protection were respected. Site Development Review and Impact Study Proportionality Analysis Under City of Tigard Code Section 18.390.040, when real property is to be contributed to a public improvement, Traffic Impact Fees (TIFs) are used to determine proportionality by comparing a portion of those fees to the value of the real property contributed plus any required improvements. In Petitioner's case, it was required to dedicate real property and to make improvements. Under Petitioner's SDR 2007-00008 (on thumb drive), the total Traffic impact anticipated by the development was$66,062.This amount was multiplied by 32%to determine the TIF fees.That left a total of$21,140 TIF payments.The balance(or 68%)was$44,922.This figure is called the"unmitigated impact," The city planner determined that the value of the land contribution ($7,194) plus other fees ($5,844) was $12,679. They concluded that because the value of the exactions ($12,679) was less than the unmitigated impact to the transportation system($44,922),the level of exaction met the proportionality test.Accordingly,the unmitigated impact exceeded exactions by$32,243 or by a multiplier of 3.54 to 1. SDR Appeal Process Petitioner's SDR 2007-00008 was issued on 11/8/2007, with an appeal period ending on 11/28/2007. During that period, Dennis Grayson of DTLLC called the city to determine if there were any existing, planned, or future LIDs affecting our property. Greg Berry replied that were weren't any existing, planned, or future LIDS affecting the property. Mr. Berry's failed to answer a direct question regarding the existence of the proposed Dartmouth LID. This compromised DTLLC's ability to appeal the SDR and to later file a remonstrance against the LID.This failure to disclose was a due process violation that has led to nearly$200,000 in holding costs since November 2007. In his proportionality analysis in SDR 2007-0008, Associate Planner Gary Pagenstecher did not include the exactions from the LID, which was being worked on at the same time. In SDR 2007-00003 (emailed to City Engineer on 10/8/13), which applied to the LID petitioner Specht Properties,the document was loaded with references to the proposed LID and to contingencies applying if it was not approved. That document was issued on 10/5/2007, only a month before the date of the SDR 2007-00008. That document was also prepared and signed by Gary Pagenstecher, so he had knowledge of the proposed LID and included it in one SDR,but did not disclose it in another. SDR 2007-00003 included multiple references to a proposed LID, while SDR 2007-00008 included no Information on a proposed LID,but contained Condition#25 requiring DTLLC to participate in any future LIDs along Dartmouth Street. In Petitioner's opinion, the city planner should have disclosed the proposed LID so that Petitioner could have challenged it during the appeal period. This is a second violation of due process leading to greater holding costs. With respect to proportionality, Petitioner's initial LID contributions were listed at $126,436 in the Preliminary Engineer's Report. If these fees were included in the city's proportionality figures, it would total $139,115 for exactions directly related to the public transportation system. The dedication of an 11'-wide strip of property to widen a road and install a bike lane, and redevelopment of that strip, is certainly related to the public transportation system. This amount exceeds the unmitigated impact by $94,143 or by a multiplier of 3.1 to 1. That number is hardly proportional under the city's line of thinking. If the correct proportionality had been applied to SDR 2007-00008, Petitioner might not have been required to participate in the LID on Dartmouth. Petitioner asks that the City Council undo the multiple due process violations and abandon the LID as it applies to Petitioner's property. Group MacKenzie Preliminary Engineer's Report This report was dated 12/3/2007, only five days after the expiration of Petitioner's appeal period. It included two sets of drawings for the proposed LID.The first,dated 1/26/06,did not include the DTLLC property,but did include three Specht-owned properties on SW 70th Avenue.The second version,which was the LID map adopted under Ordinance No. 08-03,included DTLLC's tax lots,but did not include the three Specht-owned lots on SW 70"'Avenue. This smacks of manipulation and LID gerrymandering.The City Council should investigate who made the changes that affected the properties included in the report. It is Petitioner's fear that future LIDs can be forced on unsuspecting neighbors if one property owner controls a large portion of a neighborhood. Petitioner also requests that the City Council examine the last page of Group MacKenzie's report. On that page 17,they note that a 3:1 land-value-to-assessment ratio is typically desirable for the formation of an LID. Based on their estimated LID total cost of$2,443,367 and a total square footage of 235,055, the cost per square foot was $10.39. In order to achieve their ratio, land values would have to be $31 • per square foot.They then note that based on average land values in the neighborhood,that 3:1 ratio would not be met. It would certainly not be met with respect to Petitioner's property, which had been limited to residential-only use as part of the transfer of development rights in 2004. Even on completion of the project, the 3:1 ratio would not be met. They anticipated that the post- project ratio would be 2.5:1 to 2.8:1. That's like saying you have to be 6'tall to take a ride at Oaks Park, but then letting in people who are 5'0" tall through 5'7"because "they're tall enough." It simply makes no sense to set a goal and then to fall seven to 17%below that goal.The City of Tigard would likely not offer a permit applicant a 17% discount just because they liked them or if it's "close enough for government purposes." For the foregoing reasons, Petitioner asks to be removed from the Dartmouth LID with a partial abandonment as it applies to Petitioner's property. Petitioner also asks that the City Council exclude DTLLC and any future owners from any other future LIDs that would affect the area. Cathy Wheatley From: Marty Wine - 3 en C)/ _ Sent: Monday,October 07,2013 9:09 PM To: Cathy Wheatley - /v�ts /3 Cc: Mike Stone; Kenny Asher,Tim Ramis 'hn 0+"1S — JQ Lk- Subject: Fwd:Dartmouth LID-Prior Land Use Decision on Lots 7500/7600 1�Geeh Cathy,first of two items to please enter into the record and please be sure that CD staff is notified because we may have research after tomorrow nights meeting to prepare for a future hearing. Thanks. Marty Sent from my iPhone Begin forwarded message: From: Mike Stone<MStone@tigard-or.gov> Date: October 7,2013 at 8:22:35 PM PDT To: Jack Kearney<jkearney66(aagmail.com> Cc:Marty Wine<MartvQtiRard-or.gov> Subject: Re: Dartmouth LID-Prior Land Use Decision on Lots 7500/7600 Jack. I appreciate the effort here and the informational research which obviously took some time and effort. Unfortunately,we have a scheduled hearing tomorrow night and given the lateness of this email I'm not likely to have much in the way of answers/comments available and I hope you can understand. Hope to see you tomorrow, M Michael Stone,PE City Engineer City of Tigard Sent from my iPad On Oct 7,2013,at 4:56 PM, "Jack Kearney" <ikearnev66(a,gmail.corn>wrote: Mike, • Attached is SDR 2004-00011 for applicant Pacific NW Properties(PNWP)for the lots currently owned by Dartmouth Townhomes LLC(DTLLC)(Lots 7500/7600) which are now part of the Dartmouth Local Improvement District(LID). DTLLC purchased the lots directly from PNWP. I looked for the document on the City of Tigard website,but it was not there.I also requested it from Kim McMillan several times via email and did not receive an answer. I finally received the 1 document from Fidelity National Title. The file is rather large, so it had to be put in two PDFs. At the City Council hearing on 8/20/2013,Ms. McMillan stated that re- development of Dartmouth Street was required as part of the prior land use decision for these lots. Mr. Specht used that statement to argue for our continued inclusion in the LID. I have read and analyzed the SDR. Most of the contents pertain to Phases I and II(of III) of the buildings now located two blocks east of our property. Our property was Phase III and the commercial rights(FAR)from our property were transferred to Phases I and II as part of the process. SDR2004-0001 I does not state anything requiring the owner(or future owners)to re-develop the land along Dartmouth Street.It simply required them to dedicate and/or reserve an 11'strip along Dartmouth for future street widening. It also required them to make improvements along Dartmouth,69th Avenue,and 70th Avenue(these improvements were made prior to our purchase). The final requirement was that they file the proper forms with the City of Tigard limiting future use to residential only(these forms were presumably filed).If you have any other documents that state differently,please forward them to us for review. In our land use decision,SDR 2007-00008 (attached,dated 11/09/2007),the city planner included an"Impact Study" (page 30 of 32).That section addressed DTLLC's Traffic Impact Fee (TIF)at a total of$66,062.This is the amount by which our proposed development would impact the public.They used a multiplier of 0.32 to determine that we should pay$21,140 in TIF permit fees.The difference between these two numbers was$44,922 and is called the "unmitigated impact." That figure was used by the planners in their proportionality analysis. City Code Section 18.390.040 states that when a condition of approval requires the transfer to the public of an interest in real property,the approval authority shall adopt findings which support the conclusion that the interest is roughly proportional to the impact the proposed development will have on the public. DTLLC was required to dedicate land and to pay fees-in-lieu of improvements. The Impact Study included both exactions in its proportionality analysis and findings. The city planner noted that DTLLC was being asked to contribute land via a right of way dedication,to pay fees for future signalization on 68th and 72nd,and to pay fees for bicycle striping on SW Dartmouth. The value of those items was stated as$12,679.The city planner reasoned that the value of the proposed dedication and improvements($12,679)was less than the unmitigated impact of the project on the transportation system($44,922)and that,therefore,the level of exaction met the test of proportionality. SDR 2007-00008 also required DTLLC to participate in any future development on Dartmouth Street through an LID. During our appeal period,which ended on 11/28/2007,Dennis Grayson of DTLLC inquired with Greg Barry at the City of 2 Tigard to determine whether there were any existing,pending, or planned LIDs that would affect us. Mr. Barry indicated that there were no existing,pending,or planned LIDs. In December 2007,about two weeks after our appeal period ended,we received a letter indicating that we were included in the proposed LID. Our initial contribution to the LID exceeded$120,000 and went above$130,000 by the time the LID was adopted, under "emergency"conditions,as Ordinance No.08-03 on 2/26/2008. During the LID-consideration period,we were presented with a Group MacKenzie Preliminary Engineer's Report(dated 12/3/2007)that included preliminary drawings for the district(dated 1/26/2006)and a final drawing (undated)that was adopted by the City Council.The preliminary map included three Specht-owned properties on SW 70th,but did not include either of our tax lots.The final map included our tax lots,but did not include the formerly included Specht lots. The date of the Group MacKenzie report is only five days after the end of our appeal period(11/28/2007),so it's illogical to think that the City of Tigard or Mr. Barry had no knowledge of a pending or planned LID that would affect our property. In my opinion,the city should have asked for our portion of the LID work to be done as part of our SDR,as it was directly related to(and a condition of approval for)our development. It would be one thing if the LID work was to be done years in the future, but the planned LID construction was to be finished by 11/15/2008 according to the Group MacKenzie Report. Had the city planners included this exaction in our SDR, rather than using a deceptive LID requirement,they would have had to include the extra$120,000-130,000 in their proportionality analysis. Based on the totality of these circumstances,it was dishonest for the City of Tigard to fail to disclose the LID when we inquired during our appeal period. Based on the knowledge the City of Tigard had and did not disclose,it was equally dishonest to not include the$120,000-130,000 into the proportionality analysis of our SDR.A total of more than$140,000 in land contributions and improvement exactions/fees-in-lieu of improvements is hardly proportional to the unmitigated impact of$44,922. In addition, SDR 2007-00008 required DTLLC to pay for other fees that were not included in the proportionality analysis.There was a charge of$5,775 as a fee-in- lieu of undergrounding utilities across the street from us on SW 69th(property that belongs to Mr. Specht).According to SDR 2004-00011,PNWP was required to pay$18,550 for a fee-in-lieu of undergrounding utilities on SW 68th and SW 69th. A similar fee-in-lieu was applied to Mr. Specht's property under SDR 2007- 00003,provided the LID was not approved.As we now know,the LID was approved and undergrounding work is part of the plan. That means that the city was paid once for a fee-in-lieu from PNWP,they asked for a second fee from DTLLC, and the actual work was to be paid for as part of the LID(shifting a 3 portion of those fees to the other landowners in the LID).Billing three times for the same item is hardly equitable or ethical no matter which way you look at it. That brings me to a seminal topic that the City Council should be investigating. The main question is what person or group of people made the decision to hold off the LID?Several of the council members alluded to transparency and government trust in the 8/20/2013 meeting. I would like to know who made the decision to wait. I would also like to know why,after more than five years,has little to no work been performed on this one-time emergency project. Was it the City Engineer and Mr. Specht?Was it the City Council?Who is in charge of making such determinations?My fear is that private citizens are stepping in an playing the role of the government and affecting the right of other private citizens. That's a slippery slope that should be avoided at all costs. To close,widening Dartmouth Street to include a bike lane and to accommodate more traffic is a benefit to the Tigard Triangle and to the City of Tigard,not to our property. DTLLC maintains that it should be removed from the LID and that it not be re-applied,in whole or in part,to any future development at this site. We started this conversation with Mike Stone in June 2012(16 months ago)and it has cost us another$50,000 to hold the property during that time.The city should be looking toward general or transportation funds to pay for the widening of Dartmouth Street,not taking it from small developers who were trying to improve the city and its tax base. Respectfully, Jack. Jack Kearney,J.D., LL.M.in Taxation Principal Broker in Oregon M Realty LLC 2211 NW Front Ave. Portland,OR 97209 (503) 806-1496<tel:%28503%29%20806-1496 (503)328-7078<tel:%28503%29%C2%A0328-7078>(efax) www.bighatrealestate.com<http://www.biahatrealestate.com/> www.metrovortlandhomefinder.com<http:/Jwww.metroportlandhomefinder.com> 4 AIS-1658 6. Business Meeting Meeting Date: 03/11/2014 Length (in minutes): 5 Minutes Agenda Title: Appoint New City Center Advisory Commission Members Submitted By: Sean Farrelly, Community Development Item Type: Resolution Meeting Type: Council Business Meeting- Main Public Hearing: No Publication Date: Information ISSUE Shall Council appoint Linli Pao, Henry March and Richard Shavey as voting members, and Lynn Scroggin as a non-voting alternate member of the Tigard City Center Advisory Commission? STAFF RECOMMENDATION / ACTION REQUEST Approve a resolution appointing Linli Pao, Henry March and Richard Shavey as voting members of the City Center Advisory Commission whose terms will expire December 31, 2016; and Lynn Scroggin as a non-voting alternate member whose term will expire December 31, 2014. KEY FACTS AND INFORMATION SUMMARY The City Center Advisory Commission (CCAC) is the advisory body to the City Center Development Agency on urban renewal issues. There are currently three voting positions on the City Center Advisory Commission that are vacant. There are also up to two non-voting alternate positions that are available. Several applicants were interviewed on February 5th by the Mayor's Appointment Advisory Committee. The Committee recommended that Linli Pao be re-appointed, and Henry March and Richard Shavey be appointed to fill the current voting member vacancies. The Committee recommended that Lynn Scroggin be appointed as a non-voting alternate. Attachment 1 is a Resolution implementing these recommended appointees. Attachment 2 has biographical information on all four recommended appointees. OTHER ALTERNATIVES Council could decide to not approve some, or all, of the recommendations. This would necessitate reopening the recruitment. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS DATES OF PREVIOUS COUNCIL CONSIDERATION December, 2012 Attachments Resolution CCAC Bios Attachment 2 CITY CENTER ADVISORY COMMISSION RECOMMENDED APPOINTEES BIOGRAPHICAL INFORMATION On March 11,2014 Tigard City Council will consider a Resolution to appoint Linli Pao,Henry March and Richard Shavey as voting members,and Lynn Scroggin as a non-voting alternate member of the City Center Advisory Commission. Linli Pao has been a Tigard resident for 23 years. She served on the City Center Advisory Commission from June 2008 to December 2013 as both an alternate and voting member. She is currently a third year student at Lewis and Clark Law School and has a Bachelor of Arts in Molecular Cell Biology from the University of California at Berkeley. She previously worked at Oregon Health and Sciences University. Her volunteer experience includes Tigard CERT and Washington County Youth Advisory Council. Henry March has been a Tigard resident for 12 years. He is currently retired;his previous experience includes being a Communications Superintendent with the United States Air Force;a Foreign Service Communications Officer;and Program Manager of the Washington County Office of Community Development. He has a Bachelor of Science in Public Affairs and International Development from the University of Oregon. He is on the Tigard Police Chief's Citizen Advisory Committee and is a board member of the Good Neighbor Center and KOMAK. Richard Shavey has been a Tigard resident for five years.He is a retired architect with a Bachelor's of Architecture from Oklahoma State University. His previous volunteer experience includes serving on the Board of Directors of the Tigard Rotary Club;being a cornerstone member of the Tigard Downtown Alliance;and previously serving on the Tigard Planning Commission and as chair of the Seattle Planning Commission. Lynn Scroggin has been a Tigard resident for 65 years. She previously worked as an administrative assistant for the Tigard-Tualatin School District and currently works part time at Docu-Source Print Management. Her previous volunteer experience includes Tigard Community Youth Services and Calvin and Tualatin Presbyterian Churches. AIS-1656 7. Business Meeting Meeting Date: 03/11/2014 Length (in minutes): 5 Minutes Agenda Title: Dissolution of the Tree Board Prepared For: Kenny Asher,Community Development Submitted By: Tom McGuire,Community Development Item Type: Resolution Meeting Type: Consent Agenda Public Hearing: No Publication Date: Information ISSUE A resolution to commend the members of the Tigard Tree Board and to disband the board.The Tree Board has been inactive over the last few years;the last meeting was held in January 2012.Because of recent changes in the Urban Forestry Code and the processes the City uses to administer tree issues,coupled with the loss of staffing and other resources,the Tree Board is no longer needed. STAFF RECOMMENDATION /ACTION REQUEST Adopt the resolution and disband the Tree Board.Transfer the few remaining functions left to the Tree Board to the Parks and Recreation Advisory Board. KEY FACTS AND INFORMATION SUMMARY The Tree Board was established on January 23,2001 to develop and administer a comprehensive tree management program for the maintenance,removal,replacement and protection of trees on public property. On May 22,2007 the mission of the Tree Board was expanded to include development of a comprehensive City Tree Stewardship and Urban Forest Enhancement Program. Maintaining a citizen review board responsible for tree-related issues is also a requirement for our Tree City USA certification. Other functions of the Tree Board as assigned include: 1. Update Council on the implementation of the Urban Forestry Master Plan; 2. Develop a funding proposal for a sustainable tree and urban forest enhancement program; 3. Develop a new Tree Board charge statement for Council adoption following adoption of the Urban Forestry Code Revisions (UFCR).The recommended charge shall retain the Tree Board's primary function of advising Council on urban forestry issues while possibly expanding their advisory role to other natural resource issues;and 4. Develop an education and outreach function. Items one and two have now been completed and item 4 is being conducted by Community Development (CD) staff. It is questionable whether item 3 is still necessary,given the changes brought about through adoption of the UFCR,as well as staff and resource changes within the City.The City no longer has a permanent urban forester position,and those responsibilities are now performed by various staff in CD and Public Works,as well as through an on-call contract forester. The remaining functions left for the Tree Board to perform as a result of the UFCR changes are the approval of Heritage Tree nominations and the infrequent review of changes to certain approved Urban Forestry Plans. Because providing support for citizen volunteer commissions is staff intensive,it is difficult to justify supporting the Tree Board for these few functions. It would be a more efficient use of staff and resources to reassign the remaining tasks of the Tree Board to a different standing board,such as the Parks and Recreation Advisory Board (PRAB). Having the PRAB be responsible for tree-related issues in the City would also continue to satisfy the requirements for our Tree City USA certification. Council discussed this issue in a study session on January 28,2014 and decided to disband the Tree Board. The few remaining functions left to the Tree Board will be transferred to the PRAB. The PRAB is familiar with tree and natural resource issues,has members that are qualified to consider tree-related issues,and has the time to consider the few items that would come up in a given year.The PRAB has indicated that it would support the change and take on the added responsibilities. OTHER ALTERNATIVES Maintain the Tree Board and make no change. COUNCIL GOALS, POLICIES,APPROVED MASTER PLANS The PRAB would continue to provide citizen oversight of tree related issues within the City and maintain and uphold City Council Goals,Policies,and the Urban Forestry Master Plan. DATES OF PREVIOUS COUNCIL CONSIDERATION Council met in a study session on January 28,2014 to discuss the future of the Tree Board and decided to move forward to commend the volunteer members and disband the board. Attachments Tree Board Resolution AIS-1580 8. Business Meeting Meeting Date: 03/11/2014 Length (in minutes): 15 Minutes Agenda Title: LOCAL CONTRACT REVIEW BOARD -Award Insurance Agent of Record Contract Prepared For: Loreen Mills Submitted By: Loreen Mills,City Management Item Type: Motion Requested Meeting Type: Local Contract Review Board Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Should the Local Contract Review Board award a contract to Brown and Brown Northwest for Insurance Agent of Record services? STAFF RECOMMENDATION / ACTION REQUEST Motion to authorize City staff to enter into a five-year contract with Brown and Brown Northwest for Insurance Agent of Record services and authorize contract signature by the City Manager. KEY FACTS AND INFORMATION SUMMARY The City received three proposals for Agent of Record;Brown and Brown NW,McGriff,Seibels &Williams, and PayneWest. Brown and Brown NW,is the city's current Agent (formerly known as Beecher Carlson Insurance Agency LLC).After evaluating the proposals,interviewing agencies and checking references,the Brown and Brown agency is the most qualified candidate and out of a total of 150 possible points,was high at 141.7.Brown and Brown has excellent access to the insurance market place,and has the strongest public sector expertise in Oregon to assist the city in addressing its liability exposures and reducing the exposures through implementation of various risk techniques including the purchase of insurance. The full line of services will continue to be provided under a'fee for service'contract rather than being paid a commission on insurance premiums. In FY 2013-14,the fee for service resulted in a savings of over$17,700 for the city. Even with a 3% annual escalation clause,the City will pay far less for these services at the end of the 5-year contract period than if we were paying commissions. Staff recommends awarding the contract to Brown and Brown Northwest. OTHER ALTERNATIVES Change Insurance Agent of Record compensation to a commission based service.This would cost over $17,700 more the first year of the contract. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION January 9,2014 Council Mail memo advising routine nature of Agent bid award. Council requested bid award be considered during the regular meeting agenda rather than on consent agenda. Fiscal Impact Cost: $36,800 Budgeted (yes or no):Yes Where budgeted?: 600-1200 Risk Additional Fiscal Notes: The city has paid our insurance agent a fee for service rather than a commission on insurance premiums for the last five years and experienced great savings. This fiscal year(2013-14),the insurance agent was paid a fee of$35,720 when the commission would have been$53,451,or a savings of over$17,700. The contract with Brown and Brown is $1,080 higher than the agent fee for this fiscal year and still well below the commission rate. There is a 3%escalation for the agent fee during the life of the contract. Attachments Agreement AgendaQuick©2005-2014 Destiny Software Inc.,All Rights Reserved Contract Number CITY OF TIGARD,OREGON PERSONAL SERVICES CONTRACT INSURANCE AGENT OF RECORD SERVICES THIS AGREEMENT made and entered into this 25`'day of March,2014 by and between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter called City, and Brown and Brown Northwest, hereinafter called Consultant. RECITALS WHEREAS, the City's 2013-2014 fiscal year budget provides for services related to insurance agent of record services;and WHEREAS, City has need for the services of a company with a particular training, ability, knowledge,and experience possessed by Consultant,and WHEREAS, City has determined that Consultant 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. SERVICES TO BE PROVIDED Consultant shall initiate services immediately upon receipt of City's notice to proceed together with an executed copy of this Agreement. Consultant 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. Consultant's proposal is attached as Exhibit B. Consultant's Broker Services Agreement is attached as Exhibit C. 2. EFFECTIVE DATE AND DURATION This Agreement shall become effective upon the date of execution, and shall expire, unless otherwise terminated or extended, on March 25, 2019. All work under this Agreement shall be completed prior to the expiration of this Agreement. 3. COMPENSATION The City agrees to pay Consultant a fee for service for performance of those services described herein and in any subsequent agreements that arise from the work under this Agreement. The total amount paid to the Consultant by the City shall not exceed Thirty Six Thousand Eight Hundred Dollars ($36,800) annually for performance of those services described herein for the first year of the contract. Each subsequent year of the contract, beginning July 1, 2015, fee for service will be calculated by adding an annual escalator of three percent (3%) for each of the following years during which this contract is in effect. Any and all payments made to the Consultant shall be based upon the following applicable terms: A. Payment by City to Consultant for performance of services under this Agreement includes all expenses incurred by Consultant, with the exception of expenses, if any identified in this Agreement as separately reimbursable. B. Payment will be made annually based on Consultant's invoice for base services, subject to the approval of the City Manager, or designee. Special services above the base service package will be billed not more frequently than monthly. Payment shall be made only for work actually completed as of the date of invoice for special services. C. Payment by City shall release City from any further obligation for payment to Consultant, 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. D. Consultant shall make payments promptly, as due, to all persons supplying labor or materials for the prosecution of this work. E. Consultant shall not permit any lien or claim to be filed or prosecuted against the City on any account of any labor or material furnished. F. Consultant shall pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167. G. If Consultant fails, neglects or refuses to make prompt payment of any claim for labor or services furnished to Consultant 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 Consultant. The payment of the claim in this manner shall not relieve Consultant or their surety from obligation with respect to any unpaid claims. H. Consultant 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. I. Consultant 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 Consultant or all sums which Consultant agrees to pay for such services and all moneys and sums which Consultant 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. J. The City certifies that sufficient funds are available and authorized for expenditure to finance costs of this contract during the current fiscal year. Funding during future fiscal years shall be subject to budget approval by Tigard's City Council. 4. OWNERSHIP OF WORK PRODUCT City shall be the owner of and shall be entitled to possession of any and all work products of Consultant which result from this Agreement, including any computations, plans, correspondence or pertinent data and information gathered by or computed by Consultant 21Page Agent of Record Personal Services Agreement 2014—2019 prior to termination of this Agreement by Consultant 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, Consultant 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 subcontractor nor anything contained herein shall be deemed to create any contractual relation between the subcontractor and City. 6. STATUS OF CONSULTANT AS INDEPENDENT CONSULTANT Consultant certifies that: A. Consultant acknowledges that for all purposes related to this Agreement, Consultant is and shall be deemed to be an independent Consultant as defined by ORS 670.600 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 Consultant 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 Consultant under the terms of this Agreement, to the full extent of any benefits or other remuneration Consultant 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 Consultant or to a third party) as a result of said finding. B. The undersigned Consultant 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 Consultant, 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, Consultant 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. Consultant 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. Consultant shall obtain, prior to the execution of any performance under this Agreement, a City of Tigard Business License. The Tigard Business License is based on a calendar year with a December 31st expiration date. New businesses operating in Tigard after June 30th of the current year will pay a pro-rated fee though the end of the calendar year. 31 Page Agent of Record Personal Services Agreement 2014—2019 D. Consultant is not an officer, employee, or agent of the City as those terms are used in ORS 30.265. 7. INDEMNIFICATION A. The City has relied upon the professional ability and training of the Consultant as a material inducement to enter into this Agreement. Consultant represents to the City that the work under this contract will be performed in accordance with the professional standards of skill and care ordinarily exercised by members of the Consultant's profession under similar conditions and circumstances as well as the requirements of applicable federal, state and local laws, it being understood that acceptance of an Consultant's work by the City shall not operate as a waiver or release. Acceptance of documents by City does not relieve Consultant of any responsibility for deficiencies, errors or omissions. B. Claims for other than Professional Liability. Consultant agrees and shall indemnify, defend, save and hold harmless the City of Tigard, its officers, employees, agents, and representatives from all claims, suits, or actions and all expenses incidental to the investigation and defense thereof, of whatsoever nature, including intentional acts resulting from or arising out of the activities of Consultant or its subcontractors, sub- consultants, agents or employees in performance of this contract at both trial and appeal level, whether or not a trial or appeal ever takes place including any hearing before federal or state administrative agencies.. If any aspect of this indemnity shall be found to be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this indemnification. C. Claims for Professional Liability. Consultant agrees and shall indemnify, defend, save and hold harmless the City of Tigard, its officers, employees, agents, and representatives from all claims, suits, or actions and all expenses incidental to the investigation and defense thereof, arising out of the professional negligent acts, errors or omissions of Consultant or its subcontractors, sub-consultants, agents or employees in performance of professional services under this agreement. D. As used in subsections B and C of this section, a claim for professional responsibility is a claim made against the City in which the City's alleged liability results directly or indirectly, in whole or in part, from the quality of the professional services provided by Consultant, regardless of the type of claim made against the City in performance of this contract. A claim for other than professional responsibility is a claim made against the City in which the City's alleged liability results from an act or omission by Consultant unrelated to the quality of professional services provided by Consultant in performance of this contract. 8. INSURANCE Consultant and its subcontractors shall maintain insurance acceptable to City in full force and effect throughout the term of this contract. Such insurance shall cover risks arising directly or indirectly out of Consultant's activities or work hereunder, including the operations of its subcontractors of any tier. 4jPage Agent of Record Personal Services Agreement 2014—2019 The policy or policies of insurance maintained by the Consultant shall provide at least the following limits and coverages: A. Commercial General Liability Insurance Consultant shall obtain, at Consultant'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 (CG 2010 1185 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 $3,000,000 Products-Completed Operations Aggregate $2,000,000 Personal&Advertising Injury $1,000,000 Each Occurrence $2,000,000 Fire Damage (Any one fire) $50,000 B. Professional Liability Consultant shall obtain, at Consultant's expense, and keep in effect during the term of this contract, Professional Liability Insurance covering any damages caused by an error, omission or any negligent acts. Combined single limit per claim shall not be less than $2,000,000, or the equivalent. Annual aggregate limit shall not be less than $3,000,000 and filed on a"claims-made" form. C. Commercial Automobile Insurance Consultant shall also obtain, at Consultant'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 on an "occurrence" form. The Combined Single Limit per occurrence shall not be less than$2,000,000. If Consultant uses a personally-owned vehicle for business use under this contract, the Consultant shall obtain, at Consultant's expense, and keep in effect during the term of the contract, business automobile liability coverage for all owned vehicles on an "occurrence" form. The Combined Single Limit per occurrence shall not be less than $2,000,000. D. Workers' Compensation Insurance The Consultant, 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. Consultants who perform work without the assistance or labor of any employee need not obtain workers' compensation coverage. All non-exempt employers 5 IPagc Agent of Record Personal Services Agreement 2014—2019 shall provide Employer's Liability Insurance with coverage limits of not less than $1,000,000 each accident. E. Additional Insured Provision All policies aforementioned, other than Workers' Compensation and Professional Liability, shall include the City its officers, employees, agents and representatives as additional insureds with respect to this contract. F. Extended Reporting Coverage If any of the aforementioned liability insurance 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 Consultant's insurer will provide such if less than 24 months. Consultant will be responsible for furnishing certification of Extended Reporting coverage as described or continuous "claims-made" liability 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. Insurance Carrier Rating Coverage provided by the Consultant must be underwritten by an insurance company deemed acceptable by the City. All policies of insurance must be written by companies having an A.M. Best rating of "A-VII" or better, or equivalent. The City reserves the right to reject all or any insurance carrier(s) with an unacceptable financial rating. H. Self-Insurance The City understands that some Consultants may self-insure for business risks and the City will consider whether such self-insurance is acceptable if it meets the minimum insurance requirements for the type of coverage required. If the Consultant is self- insured for commercial general liability or automobile liability insurance the Consultant must provide evidence of such self-insurance. The Consultant must provide a Certificate of Insurance showing evidence of the coverage amounts on a form acceptable to the City. The City reserves the right in its sole discretion to determine whether self- insurance is adequate. I. Certificates of Insurance As evidence of the insurance coverage required by the contract, the Consultant shall furnish a Certificate of Insurance to the City. No contract shall be effective until the required Certificates of Insurance have been received and approved by the City. The certificate will specify and document all provisions within this contract and include a copy of Additional Insured Endorsement. A renewal certificate will be sent to the below address prior to coverage expiration. J. Independent Consultant Status The service or services to be rendered under this contract are those of an independent Consultant. Consultant is not an officer, employee or agent of the City as those terms are used in ORS 30.265. Wage Agent of Record Personal Services Agreement 2014—2019 K. Primary Coverage Clarification The parties agree that Consultant'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 automobile policies required by this contract. A certificate in form satisfactory to the City certifying to the issuance of such insurance will be forwarded to: City of Tigard Attn: Contracts and Purchasing Office 13125 SW Hall Blvd. Tigard, Oregon 97223 At the discretion of the City, a copy of each insurance policy, certified as a true copy by an authorized representative of the issuing insurance company may be required to be forwarded to the above address. 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 Consultant's liability hereunder. Notwithstanding said insurance, Consultant 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: Loreen Mills Attn: Ron Cutter Address: 13125 SW Hall Blvd. Address: 2701 NW Vaughn,Suite 340 Tigard, OR 97223 Portland, OR 97210 Phone: (503) 718-2417 Phone: (503)219-3270 Fax: (503) 639-6795 Fax: (503) 914-5470 Email: loreent7u.tigard-or.gov Email: rcutter@bbnw.com 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. 71Page Agent of Record Personal Services Agreement 2014—2019 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 Consultant that does not represent clients on matters contrary to City interests. Further, Consultant shall not engage services of a consultant or other professional who individually, or through members of his/her same firm, represents clients on matters contrary to City interests. Should the Consultant represent clients on matters contrary to City interests or engage the services of a consultant or other professional who individually, or through members of his/her same firm, represents clients on matters contrary to City interests, Consultant shall consult with the appropriate City representative regarding the conflict. After such consultation, the Consultant shall have forty-five (45) 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. 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 90 days written notice to Consultant. If City terminates the contract pursuant to this paragraph, it shall pay Consultant 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 Consultant, 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 Consultant,its subcontractors, agents, and employees to provide the services required by this Agreement is for any reason denied,revoked,or not renewed. 81Page Agent of Record Personal Services Agreement 2014—2019 4) If Consultant becomes insolvent, if voluntary or involuntary petition in bankruptcy is filed by or against Consultant, if a receiver or trustee is appointed for Consultant, or if there is an assignment for the benefit of creditors of Consultant. 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 Consultant, may terminate the whole or any part of this Agreement: 1) If Consultant fails to provide services called for by this agreement within the time specified herein or any extension thereof,or 2) If Consultant 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 Consultant 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 Consultant 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), Consultant 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 Consultant 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 Consultant. Damages for 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. As Consultant is paid in full at the beginning of each contract year,any early termination of this Agreement under paragraph A or B above shall result in the Consultant reimbursing the City a prorated amount for the remaining contract year. 14. ACCESS TO RECORDS City shall have access to such books, documents, papers and records of Consultant as are directly pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcripts. 15. FORCE MAJEURE Neither City nor Consultant 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 9 Page Agent of Record Personal Services Agreement 2014—2019 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 subcontractor 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. 16. NON-WAIVER The failure of City to insist upon or enforce strict performance by Consultant 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. 17. NON-DISCRIMINATION Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations. Consultant also shall comply with the Americans with Disabilities Act of 1990, ORS 659A.142, and all regulations and administrative rules established pursuant to those laws. 18. ERRORS Consultant 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. 19. EXTRA(CHANGES) WORK Only the City's Project Manager for this Agreement may authorize extra (and/or change) work. Failure of Consultant 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 Consultant thereafter shall be entitled to no compensation whatsoever for the performance of such work. 20. ATTORNEY'S 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. 21. 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. 22. COMPLIANCE WITH STATE AND FEDERAL LAWS/RULES Consultant 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 101 Page Agent of Record Personal Services Agreement 2014—2019 subcontractors and income tax withholding contained in ORS Chapters 279A, 279B and 279C, the provisions of which are hereby made a part of this agreement. 23. 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. 24. AUDIT Consultant 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. Consultant 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. 25. 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. 26. CONDITIONS OF SUPPLYING A PUBLIC AGENCY Where applicable, seller must make payment promptly as due to persons supplying Consultant labor or materials for the execution of the work provided by this order. Consultant must pay all contributions or amounts due from Consultant to the Industrial Accident Fund incurred in the performance of this order. Consultant 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. Consultant further agrees to pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167. 27. MEDICAL CARE AND WORKERS' COMPENSATION Consultant 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 Consultant, of all sums which the Consultant agrees to pay for such services and all moneys and sums which the Consultant collected or deducted from the wages of the employees pursuant to any law, Consultant agreement for the purpose of providing or paying for such service. 111Page Agent of Record Personal Services Agreement 2014—2019 28. COMPLETE AGREEMENT This Agreement,including the exhibits,is intended both as a final expression of the Agreement between the Parties and as a complete and exclusive statement of the terms. In the event of an inconsistency between a provision in the main body of the Agreement and a provision in the Exhibits, the provision in the main body of the Agreement shall control. In the event of an inconsistency between Exhibit A and Exhibit B, Exhibit A shall control. In the event of an inconsistency between this contract including Exhibit A and Exhibit C, the contract and Exhibit A shall control. 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. Consultant,by the signature of its authorized representative,hereby acknowledges that he/she has read this Agreement, understands it and agrees to be bound by its terms and conditions. IN WITNESS WHEREOF, City has caused this Agreement to be executed by its duly authorized undersigned officer and Consultant has executed this Agreement on the date hereinabove first written. Awarded by Tigard's Local Contract Review Board at their March , 2014 meeting. CITY OF TIGARD BROWN AND BROWN NORTHWEST By: Marty Wine, City Manager By: Authorized Agent of Consultant Date Date 121Page Agent of Record Personal Services Agreement 2014—2019 c EXHIBIT A SERVICES TO BE PROVIDED A. SCOPE OF SERVICES (BASE SERVICES) Brown and Brown NW will be required to perform the services outlined below: 1. Represent city as agent of record for property casualty side of coverage. These services are consistent with the CIS definition of agent of record with additional funding and consultative risk management issue services. This definition can be found at the CIS website by following the link: http://www.cisoregon.org/uploaddocs/agentservices.pdf. Also,represent city as agent of record for workers compensation. The city has the need for infrequent or rare workers'comp consultation. 2. Assist City, as needed, in evaluation and recommendation in the areas of risk management, safety loss control, review contract insurance requirements and certificates of insurance provided by contractors and other vendors. 3. Assist in the design of a comprehensive insurance program, addressing retention levels, broadest available coverage terms and insurer financial security. 4. Make recommendations for self-insurance and other risk-financing methods as appropriate. 5. Organize renewal underwriting information and prepare insurance specifications. 6. Prepare marketing strategies for review by City prior to approaching markets. 7. Approach insurance marketplace on behalf of City. Analyze insurer proposals with respect to cost, coverage and stability of insurers. Review proposals received from insurance companies for conformance with specifications and present quotations to City in a spreadsheet format detailing and comparing coverages, forms and pricing. Make recommendation to City's Project Manager for approval. Negotiate final renewal terms. 8. Obtain policies from insurance carriers and forward to City in a timely fashion. Keep City apprised of delays. 9. Review all binders, policies and endorsement to assure coverage is as intended. Verify accuracy of all policies,endorsements and invoices prior to delivery. 10. Maintain a summary listing of all policies and endorsements that identify the type of coverage,insurance company name &policy number,policy period, coverage synopsis and a brief synopsis of significant coverage features, policy limits, deductibles, and premiums. Update summary pages as revisions occur. Identify potential or actual uninsured or underinsured exposures. 11. Issue Certificates of Insurance and other evidence of insurance as requested or required. 12. Place, cancel and otherwise handle, at the direction of the City and for the benefit of the City all placements, binders, policies and endorsements as requested by the City in a timely fashion which would avoid lapses in coverages. 13. Assist City in submittal of claims to insurance carriers. Interface with carrier when coverage issues arise. 14. Maintain insurable values on buildings at replacement value, indude new construction and make statement available to the City. 15. Consult with the Project Manager when called upon throughout the year on any matters pertaining to the operation of the City's insurance and safety programs. 16. Be available to attend meetings when needed. Respond to questions in a timely manner. 17. Prior to renewal of insurance policies, Agent shall analyze losses and loss history trends, with frequency and severity information on losses. Agent shall provide loss forecasts and loss retention analysis when appropriate. 13IPagc Agent of Record Personal Services Agreement 2014—2019 18. Supply City's Project Manager a budget letter for estimated premiums that will be required for the next fiscal year. This requires a projection of new total property values, including any completed construction or contemplated acquisitions. Based on this review and a survey of current market trends, a total premium is projected. This is due no later than January 10t each year. 19. Prepare an annual report for delivery to the City's Project Manager. This report is to include any pertinent information relative to new or changed coverages, companies, amounts or premiums, term of policies, deductibles, and claims history & trends. New rulings by the Insurance Service Office or the Insurance Commissioners may also be included. This report will also include information about the services provided by Agent and issues the City should address during the next contract year. This report shall be filed no later than January 10t each year 20. Provide other such services consistent with devising, adopting, administering or revising plans of insurance coverage and risk management for the City. B. SPECIAL SERVICES 1. Self-Insured feasibility study for one line of coverage during the life of this contract is included in the annual fee. Additional self-insured feasibility studies would be provided on a fee-for-service basis. Contractor and City's Project Manager will determine said fee if additional service is needed during the life of the contract. 141Page Agent of Record Personal Services Agreement 2014—2019 EXHIBIT B CONSULTANT'S PROPOSAL Presented by: • .► own rown NORTHWEST Formerly BEECH ER ARLSON Insurance Agency,LLC 2701 NW Vaughn St, Suite 340, Portland OR 97210 15IPage Agent of Record Personal Services Agreement 2014—2019 Proposal for Services for the City of Tigard FIRM AND TEAM QUALIFICATIONS a. Background of the firm. This should include a brief history of the firm and types of services the firm is qualified to perform. Brown & Brown Northwest is a freestanding, self-sustaining subsidiary of Brown & Brown, Inc. Our office is the combination of two well respected Portland, Oregon brokerages; Fullerton & Company and Beecher Carlson, formerly JBL&K. JBL&K was established in 1870 under the name Henry Hewitt Insurance Agency, and has been a beacon of knowledge and customer service in the Pacific Northwest. 4 Effective July 1, 2013, Beecher Carlson joined forces with Brown & Brown, Inc., headquartered in Daytona Beach Florida. Brown & Brown is a national leader in governmental insurance with roughly $3.2 billion in public sector insurance premiums written. This acquisition brings our clients the best of both worlds....significant national clout and leverage in the public sector insurance industry coupled with local expertise to serve the needs of our customers. Brown & Brown NW specializes in agent of record services for the public sector in Oregon. Our footprint in the state is significant with Oregon's city's and our relationship with CIS is very strong. Our entire team are experts in navigating the coverage ins and outs of the CIS program. b. Qualifications of the firm in performing this type of work. This should include examples of related experience and references for municipal/governmental entity services, studies and projects. In Oregon, Brown & Brown NW is a recognized leader in the Public Entity community and has a long and consistent history of partnering with Public Entities to deliver improved results. Brown & Brown NW serves over 2,000 Oregon public entities through its representation of public entities that fall into three categories: primary insurance buyers (such as City of Tigard), self-insured entities with SIR's of$250,000 11 and above, or public entity pools where we act as reinsurance brokers and consultants. A In Oregon as strictly retail insurance agents, Brown & Brown NW is the leading provider of insurance services to the state's public sector. Our four Oregon offices currently represent 28 Oregon cities and more than 150 individual entities. We specialize in serving all sizes of governmental entities, from smaller traditionally insured governments to larger self-insured entities and public entity pools. Our areas of specialization include Property & Casualty, Workers' Compensation, Employee Benefits, Bonds, Risk Management, Claims Advocacy and Loss Prevention. We serve two Oregon public sector pools for their reinsurance consulting and placement needs; PACE JIII which serves 99%of Oregon's public schools, and SDAO serving the needs of Oregon's Special Districts. Brown & Brown NW has been active in the following organizations which serve the specific needs of the public sector. Page I 7© Brown&Brown of Oregon, LLC doing business as Brown&Brown Northwest. All rights own reserved. This document contains confidential and proprietary information of Brown & Brown of & Oregon,LLC rown NowlIlvbI.S1 Proposal for Services for the City of Tigard • Oregon PRIMA: We have been constant supporters, sponsors and speakers at Oregon PRIMA events for more than 20 years. Ron Cutter and Tim Clarke have been a PRIMA Conference presenter several times. • National PRIMA: We have been sponsors,exhibitors and speakers for national PRIMA, and have been attending national conventions for more than 20 years. • Local and National RIMS: We have been constant supporters, speakers and attendees at local and national RIMS events, focusing on the needs of the public sector within this organization. c. Proposers must identify the anticipated members of their firm that will be assigned to meet the City's needs. Proposers should identify individuals and . subcontractors who will provide the services, their experience, and their individual qualifications. Pertinent resumes of assigned personnel should be included. Ron Cutter would be the person directly responsible for the day to day property-casualty and workers compensation activities for the City of Tigard. Ron has more than 23 years of insurance experience and maintains a property-casualty agent's license through Oregon's Department of Consumer and Business Services. He began working with the Public Sector in 1996 and now focuses nearly 100%of his time on governmental entities. Ron is a graduate of Oregon State University and holds an AIC designation • I (Associate in Claims)as well as an ARM designation (Associate in Risk Management). • 3 Working closely with Ron will be Tim Clarke. Tim provides the claims and risk services provided by our firm. With Tim's background in law enforcement, he has become invaluable to our city clients. • 1 Team Member Role I Ron is the Northwest Public Sector Practice Leader and will have Ron Cutter the primary responsibility of servicing the needs of City of Tigard from the Portland office. 1 Tim is the Director of Claims and Risk Management. Tim will be Tim Clarke responsible for all claims and risk services provided to the City of Tigard. '11 Christina will work closely with Ron in providing day-to-day Christina Walston services for the property/liability/auto lines of coverage for the City of Tigard. Michaelene Thomas Michaelene will back up Christina to ensure prompt service for the City of Tigard. • Sandy is our Workers Compensation Specialist. She will be Sandy Taylor responsible for working with Ron in providing all services related to Workers Compensation. Page 18 0 Brown & Brown of Oregon,LLC doing business as Brown&Brown Northwest. All rights own 20 reserved. This document contains confidential and proprietary information of Brown & Brown of & Oregon,LLC Town NOR"Ill\1l5I 9r Proposal for Services for the City of Tigard . Ron Cutter, AIC, ARM Title:Sr.Vice President/Northwest Public Sector Practice Leader Location: Portland, Oregon Ron began his insurance career in 1990 with Grocers Insurance Group in the claims department. Ron acted as claims adjuster, claims supervisor and claims manager in his role at Grocers Insurance Group. In 1996, Ron moved to the Portland office of AON, a Chicago based national brokerage company, to assist in claims settlement and advocacy on national accounts including Nike, Willamette Industries and several public and private sector large accounts. Ron joined Beecher Carlson in 1999 as claims manager and quickly gravitated to the public sector and his role is to work on strategic customer service issues, coverage issues, claims issues and market supply creation issues. Ron directly services nearly all public sector clients - both large and small. Ron's practice specialty is property and casualty insurance programs/risk management for Oregon's public sector. Currently, Ron directly handles the needs of over 90 public sector clients. Ron graduated from Oregon State University with a Bachelor of Science in Business and Behavioral Science. He also has the following professional designations: Licensed Agent in Oregon, Washington, Arizona, Colorado and Nevada as well as has his Associate in Claims (AIC) and Associate in Risk Management (ARM). Ron is a past president of the Oregon School Safety Association, current member of the Clackamas Community College Foundation Board and is a frequent speaker at both PRIMA and OASBO conferences. Tim Clarke,CPCU,AIC,VP Title: Director of Risk and Claims Services Property/Casualty 1:1 Location: Portland, OR Tim Clarke, CPCU, AIC, Vice President at Brown & Brown NW, has 24 years of insurance, claims and risk management experience including handling large accounts, insurance company claims management, insurance agency claims and risk management and law enforcement.Tim oversees the risk management services for Brown & Brown NW. His team provides training & consulting services to a broad spectrum of clients and helps them to position themselves to successfully manage their risks A graduate from Portland State University,Tim holds a Bachelor of Science in Business. Professional Designations and Licenses • Chartered Property and Casualty Underwriter, American Institute Of AICPCU/AII • Associate degree in Insurance Claims,American Institute Of AICPCU/All • Licensed Agent and Consultant in OR • Licensed Agent in WA, CA& NV Page I 9(V Brown&Brown of Oregon, LLC doing business as Brown&Brown Northwest. All rights own .:a reserved. This document contains confidential and proprietary information of Brown & Brown of & Oregon,LLC rown NOR IllWL'SI Proposal for Services for the City of Tigard Christina Walston, CPIW, CIC tQ Title: Sr.Account Manager Location: Portland, OR Christina Walston began her insurance career in 1978 with The Insurance Mart, which later became Western States Insurance, in Madras, Oregon. She served as the agency's commercial department manager and account manager for their public entity accounts and larger commercial accounts in the Central Oregon area. Christina obtained her insurance license in 1980, and received the designations of Certified Professional Insurance Woman (CPIW) in 1985, Certified Insurance Counselor (CIC) in 1996 and is currently working towards the Certified Risk Manager(CRM) designation. :I Christina moved to Portland and joined Beecher Carlson in 2012 as part of the public entity team and currently works with the team to provide the day to day property&casualty insurance servicing. Michaelene Thomas, CIC,ARM Title:Sr.Account Administrator Location: Portland, OR A licensed general agent in Oregon and Washington, Michaelene entered the insurance industry in 1981 and has been licensed since 1990. Her areas of expertise include property, casualty, crime, and management liability. Michaelene began her insurance career with Ohio Casualty Insurance, in the claims department, and moved into adjusting personal claims. Michaelene then moved to Portland, Oregon and took a position as Claims Supervisor with League General Insurance, part of the Cuna Mutual Group. In 1990, Michaelene became a licensed agent for Bratrud Middleton Insurance Agency in southwest Washington. There she worked on commercial accounts, including marketing, account placement, and policy servicing. Ti In 2000, Michaelene received her Certified Insurance Counselor (CIC) designation. Michaelene joined Beecher Carlson in 2005, as a part of the Public Entity team. Michaelene's commercial insurance knowledge and skill has helped shape the Public Entity team's strategy for maintaining an expert level of customer service. She is now the service team lead, monitoring and assisting with day-to-day client servicing and focus. .;1111 Page 10 © Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All own rights reserved. This document contains confidential and proprietary information of Brown&Brown of & Oregon,LLC C0w11 NOR I AWLS r' Proposal for Services for the City of Tigard Sandy Taylor,CISR, CIC Title:Workers'Compensation Specialist Location: Portland, OR Sandy has more than 30 years of experience in providing customer service and project support for business development in the insurance industry. Her main area of expertise is in workers' compensation and she has secondary expertise in property,casualty,crime and management liability. She began her career as an underwriting assistant at Mission Insurance Company in 1980, where she worked closely with multiple departments, tracking client projects from start to finish. Sandy gained Public Entity, Manufacturers and Construction industry practice. Sandy began working at Beecher Carlson in 1999 and currently works as a client services liaison. In her role, she assists clients in understanding their insurance policies/coverage and determines their individual service needs. Sandy is responsible for high profile and complex workers' compensation accounts in which she monitors clients' needs as well as manages the insurance program and premium. Sandy is the point of contact for day-to-day workers'compensation needs. all gla jaa ifra Page 11 © Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All own rights reserved. This document contains confidential and proprietary information of Brown& Brown of & Oregon,LLC Town NORTHWl S.1 Proposal for Services for the City of Tigard SERVICE UNDERSTANDING AND APPROACH Proposers should provide the City with information regarding their understanding of the City's needs with regards to the Scope and Schedule of Work. Proposers should demonstrate a general understanding of the needs of a municipality in the State of Oregon from an Insurance Agent of Record and risk management support firm. As part of their service understanding documentation, Proposer's should address their availability to meet the City's needs. As in the past, all services identified in the City's RFP under your "Scope of Services" section will be provided as part of our service offerings within the proposed fee. Additionally, an extensive list of our Risk Management, Workers' Compensation and Training services are included in this proposal and are included for our customers within our "Service Plan" business model. Our annual plan will be built based on the information outlined in our Menu of Services. Our service offerings have been robust and inclusive. The only item relevant to the City that we may charge extra for outside of our fee structure would be GASB 10 compliant actuarial services if the City wanted to move towards a posture of accepting more financial risk. Should the City want to explore self-insurance again, Brown & Brown will pay for one study in one line of coverage over the term of the contract. Our Current Menu of Risk Management services can be found in the Additional Services section of this proposal. Our method of providing services is centered around our Service Plan. Our respective teams would get together and customize a service plan specifically for the City of Tigard. The Service Plan we have in place for the City is attached in the appendix of this proposal along with our other report examples. A Brown & Brown NW seeks to be more than just a vendor to the City of Tigard. Our desire is to weave into the fabric of the City, interacting with City staff, Council and Committees alike. We regularly attend and participate in Council meetings as well as Committee meetings for our Public Sector clientele. K At the end of the year, the City is provided with a Stewardship report itemizing the accomplishments 1 and tasks completed by your Brown & Brown NW team. A As the leading provider of Agent of Record services to public entities in the state, we understand that municipalities are pushed and pulled in many different directions. Risks are significant (police, for example) and many times, risk "avoidance" is not possible. As such, we understand that assisting our city clientele in minimizing risk is vital. We do this through frequent meetings (historically,we have met with the City of Tigard at least quarterly) to have a firm understanding your needs and which of our broad list of risk service offerings (as demonstrated in the "Additional Services" section of this proposal) to build out our Service Plan. : Page 12 © Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All own ;Lip rights reserved. This document contains confidential and proprietary information of Brown& Brown of & Oregon,LLC rown Now' 'mks I Proposal for Services for the City of Tigard FEE EVALUATION The proposed fee structure should include the complete breakout for the firm's costs to provide all of the services under the subsequent contract. All the services proposed in this document are contemplated in the following fee structure. The only I item outside our fee would be any actuarial consulting with regard to the feasibility of self-insurance in the future (should the City decide to consider that again). CIS pays "commissions" to agents in the amount of 10% for property liability lines of coverage and 5% for work comp for the CIS members that choose to compensate their agents in this manner. Brown & Brown NW has historically been compensated on a flat fee with the City of Tigard rather than commission, providing a significant discount over standard commission rates. If Brown & Brown NW were compensated by commission,our income would be as follows: Property Casualty $39,158 (10%of property/liability premiums) Workers Comp $14,293 (5%of work comp premiums) Total $53,451 Based on our long standing history with the City of Tigard, we are able to discount the above by over 30% and propose a flat fee of$36,800 annually. We are also proposing a 3% annual escalation of our proposed fee for future years. Included in our fee is one self-insured feasibility study for one line of coverage over the life of the contract. Our fee proposals have never been the cheapest when compared to or competitors and likely never will be. However we believe when you evaluate our fees as a component of the overall cost of risk for the City of Tigard, we actually are the least costly alternative. This is because we are better equipped to impact and reduce the City's cost of risk than any other agency. ..::1 Page 113 © Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All own rights reserved. This document contains confidential and proprietary information of Brown &Brown of & Oregon,LLC rown NORIIIWI.S1 Proposal for Services for the City of Tigard lir ADDITIONAL SERVICES Provide a brief description of any other services that your firm could provide the City and an approximation of the hourly charge for each service of this type. Such services would be contracted for on an "as needed" basis, to be provided and billed for separately. The services listed in this section come at no additional cost to the City of Tigard. As a result of our strong and close relationship with CIS, we helped them craft the "Services Provided by Agents"that appears on their website. These services include: Services Provided by Agents for Public Entities 1. Renewal: a. Complete application forms in consultation with entity including revisions and corrects of schedule information. b. Review total current operations with entity to be sure proper coverages are in place. c. Review for possible alternative limits and coverages, increased limits, or deductible 1 options. d. Obtain alternative quotes as directed by entity. 11 e. Review and compare renewal quotation figures, coverages, and options with entity. f. Confirm renewal with entity and CIS, make sure evidences of coverage are provided as 1 needed pending receipt of CIS issued materials. g. Prepare breakdown of premiums by department for entity. 1 h. Review renewal policy for completeness and accuracy, deliver and review any changes over prior year's program with entity. 2. Claims: I a. Prepare loss reports using and forward to Pinnacle. b. Monitor claim's status with adjuster and entity. I c. Provide other assistance as appropriate, i.e. meet with adjuster, provide photos or other loss detail, co-ordinate services from contractors,etc.with entity. 1 3. Loss Prevention/Control: a. Meet with CIS loss control staff either during or after inspections of entity facilities. • b. Assist as possible with follow-up including actions required and response to CIS loss control. c. Encourage and facilitate use of CIS resource material and staff by entity for training and loss prevention/control services. d. Provide periodic evaluation of entities loss patterns and trends and, if appropriate, suggest =11 loss control or prevention activities. Page 14 ® Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All own �.� rights reserved. This document contains confidential and proprietary information of Brown&Brown of & Oregon,LLC Town NOR IilkVESI Proposal for Services for the City of Tigard 4. Miscellaneous Functions: a. Notify CIS of changes and provide entity with current schedules reflecting those changes. b. Issue certificates of insurance and other verifications of coverage as necessary. c. Review property appraisals for accuracy and work with CIS to modify as needed. d. Assist entity with accounting and billing issues. e. Coordinate and place any needed coverages not provided or not available in present program. f. Assist with specific risk management and coverage issues such as those dealing with festivals and special events. g. Maintain history of coverages, losses, schedules, changes, inspections and other relevant .3.11 documents involving agency, covering entity's most recent seven years. Our firm does all of the above....and more. Sometimes, it's the basic services that get overlooked in our industry. As such, we have minimum standards for the day to day activities involved in agent of record services. Keep in mind these are "minimum" standards. In most cases, we are beating these service standards by a significant margin. 11 They are as follows: 11 Task Minimum Service Standard Return client phone calls Within 4 hours Prepare certificate or evidence of insurance Within 24 hours - Same day if requested by Noon Answer client written response Within 48 hours Provide a formal written service plan and Within one month of assignment timeline Conduct renewal strategy meeting with client 4 months prior to expiration Request updated renewal information 4 months prior to expiration Receive updated renewal information from client 3 months prior to expiration Send draft of underwriting submission to client 80 days prior to expiration Send renewal submission to markets 75 days prior to expiration Coordinate underwriter meetings with insured As required Insurance quotes due 45 days prior to expiration Present renewal results to client 30 days prior to expiration Bind coverage, issue certificates, auto ID cards, 10 days prior to expiration placemats (structure diagram+policy summary) Prepare premium allocation breakouts for client Within 7 days of binding coverage Invoice client Within 7 days of the effective date Page I 15 © Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All licvn rights reserved. This document contains confidential and proprietary information of Brown&Brown of Oregon,LLC own NOR-I lI W E:S"T Proposal for Services for the City of Tigard Task Minimum Service Standard Assist client with annual budget As required by client Prepare Brown& Brown NW service fee letter Within 15 days before/after renewal Review Insurer Program and TPA Agreements Within 30 days upon receipt Review policies and non-premium endorsements Within 30 days of receipt Deliver policies to client Within 60 days of renewal Review and invoice annual audits Within 10 days of receipt Review and invoice premium endorsements Within 10 days of receipt Prepare and present stewardship report Annually Some of our service guarantees include: - Availahilitv I3elr�hm,�rl: .i iie� 7-11 Open Items Action Schedule Certificate Issuance -� ate\vanl,lhip Report, Rencwil -� Ongoing Renewal Cycle Service Standards 11 Market Security Reports Peer Review, With our team concept, we are able to provide excellent service on the day to day items. In addition, we bring high level risk management consultative services to the City (at no additional cost). Brown & Brown NW has a team of 6 individuals that do nothing but provide claim and risk management consultative services. We are able to work all necessary risk management services into the City's customized service plan at whatever level you desire. 3 a Page 116 © Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All • wn rights reserved. This document contains confidential and proprietary information of Brown&Brown of r j Oregon,LLC rown NORTI'.IWCST Proposal for Services for the City of Tigard Our Risk Management Services are also quite robust. Please see the following services that are provided by our staff, to complement those provided by CIS. All the services below are offered at no additional cost to the City of Tigard. 4s Risk Management Services 2* Program Administration • Rate projections and forecasting • Premium and loss allocation by department • Actuarial services • Annual reports, council presentations, and objective setting Risk Management Programs • Development of risk management manuals and disaster plans • Analysis of your corporate structure • Development of your corporate mission statement Insurance Consultation • Aggressive marketing of your insurance program to all available carriers • Specification development • Service expectation (scope of work) development • Timeline development and coordination • Development of new and specialty markets • Full marketing disclosure 11 • Detailed coverage analysis • Audit dispute resolution • Classification code review • Recommendations and service plan development and implementation • Expanded supply of coverages • Flat fee arrangements for compensation Contractual Risk Management • Boilerplate insurance wording • Tailored construction wording • Indemnity clause consulting • Certificate checklist Volunteer Risk Management • Policy statement design • Volunteer coordinator training and risk identification program • Volunteer risk identification program • Creative insurance options Page 117 © Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All rights reserved. This document contains confidential and proprietary information of Brown & Brown of lhown � Oregon,LLC Town NflttllWE:Sl Proposal for Services for the City of Tigard Loss Prevention Services • Client self-inspection checklists • Emergency evacuation plans and Fleet safety programs • Premises liability safety surveys • Advanced property protection • School-to-work risk management programs j6 • Negotiating optimum loss control services with insurance companies Claims Cost Containment • On-staff client claims advocates • Quarterly claims reviews to lower reserves • Employer at Injury Program requirements and Early Return to Work programs • Preferred provider relationships • Catastrophic claims management • Pre-loss legal services 11 Resources • Internet research and PRIMA database Other Risk Services • Property and machinery risk engineering • Transportation solutions • Legal services Workers' Compensation Services Program Design • Analyze current program, recommend appropriate changes to meet goals&objectives • Evaluate funding and payment alternatives 1 • Present varied options and concepts for consideration • Work with selected carrier to implement loss control and claims service plans Ali • Ensure that communication expectations are established Program Services • Coordinate claims reviews with insurance carrier • Maintain and monitor cost effective program • Project experience rating modifications • Analyze $1,800 deductible program • Project loss sensitive evaluations • Conduct unit statistical claims reviews • Evaluate premium audits for accuracy • Negotiate competitive renewals • Present claims reports Page 118 © Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All rights reserved. This document contains confidential and proprietary infonnation of Brown & Brown of 1 J • Oregon,LLC rown Nolo liv LS I Proposal for Services for the City of Tigard Day-to-Day Services • Prepare bulletins on topics of interest to employers • Assist in resolving claim disputes • Consult on classification codes • Communicate claims status • Manage the insurer in areas of cost control, timely service,claim issues • Issue certificates Training Programs • Workers compensation issue training • Quarterly seminars on timely HR issues • Ergonomics workshops • OSHA compliance training • Safety committee training • Training on proper accident investigation, claims reporting, and incentive program development Other Risk Services • Industrial hygiene and environmental health 4 • Hazardous materials handling, hazard communication, emergency response and environmental protection • Workplace safety& health written programs and training • Risk management resource and video library Training Seminars and Topics These training seminars are available to customers upon request. Additional topics may also be available upon request. • Accident Investigations- Overview of accident investigation and importance of this process to your entity(This is aimed at those staff members on the front line of incidents.) • Anthrax Overview-Overview of Anthrax,outbreak history and treatment • Appropriate Physical Contact for Bus Drivers or Teachers- Group work on cases studies and how to handle them • Asbestos Awareness- General understanding of Asbestos, main types, health risks, products, risks to health and awareness • Bloodborne Pathogens- General overview of standards, compliance, needle sticks, OSHA, controls, exposures, work practices & recordkeeping • Bomb Threat Response- Overview of what to do and what to look for when a bomb threat takes place • Chemical Hazards-Attributes of a good Hazcom program • Defensive Driving- Basic defensive driving course designed for all drivers • Emergency Planning- Basic steps to take before an emergency&overview of making your plan • Globally Harmonized System (GHS) — (SOS) Overview of GHS and the timeline for implementation • Hazard Communication-Communicating and training employees on your Hazcom program Page 19 ® Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. All own rights reserved. This document contains confidential and proprietary information of Brown& Brown of & Oregon,LLC rown N()RI11WI:Si Zli Proposal for Services for the City of Tigard • Indoor Air Quality- Understanding IAQ, health effects, causation agents, sources, controls, & legislation • Intro to OSHA- Overview of what OSHA does and how they help you • Lockout—Tag out- Introduction to the lockout—tag out program • Machine Guarding-Why guard your equipment, methods, &the law • Managing Your Claims Process-The claims process, how it affects you, and how you can control it • Office Safety- Overview of office risks, lighting, electrical safeguards, evacuation process & safety • Safety& Health Programs-Overview of safety and your workplace • Safety Committees-What a good safety committee should know and do • Spill Cleanup- Basic steps when a spill takes place • Safety Orientation- Overview of why it is important to start new employees on their first day on safety • Slip& Falls-Overview of risks, maintenance, reporting and training staff 11 • Stress and Stretching- Interactive training designed to show staff how to reduce stress and prepare for work, so they feel better • Supervisors Role-Class 1-Overview of supervisor's role in safety and training • Supervision and Your Safety Program- Class 2 —Teaching Super. To be more interactive without creating a new role • The Role of a Safety Committee and its Members- Overview of the safety committee and what their true role is • Taking customer accident reports (What not to do) - Basic training on customer service and dealing with injured people • Walking & Working Surfaces- General training on trip/fall hazards, fall protection, ladder safety 4 and more • Welding-Overview for welders and staff and damagers and safety • Workers' Compensation 101- Understanding the work comp process and how you can make it work for you and your employees. Page 120 0 Brown & Brown of Oregon, LLC doing business as Brown & Brown Northwest. Ail own rights reserved. This document contains confidential and proprietary information of Brown&Brown of & Oregon,LLC roWll NOR.111 'LSi Proposal for Services for the City of Tigard ADDITIONAL INFORMATION Please provide any other information you feel would help the Selection Committee evaluate your firm for this project. Services that we have had, and will continue to provide the City of Tigard are as follows' • Writing of the Annual Report—the 2014 version of this report is attached to this proposal • Predictive Modeling—Brown & Brown has the ability to take the City's property information (building values, type of construction, location of structures,type of soil, etc.) and determine the probable maximum loss in the event of an earthquake. The most recent analysis of 2013 is attached to this proposal. The City has used this in determining the appropriate amount of earthquake coverage to procure. • Benchmarking—Brown & Brown provides a benchmarking analysis to the City every other year. Attached is the most recent benchmarking report for the City of Tigard,dated 2013. • Market Access—Brown & Brown has access to virtually every insurance market that will insure governmental entities. Included in that is access to the PEPIP program. PEPIP(Public Entity Property Insurance Program) is the largest single insurance placement in the world, with total insurable values of over$325 billion and 7,000 members. Even though the City of Tigard is currently not a member of PEPIP, having an insurance agent of record with access to such a program is beneficial. Brown & Brown is the only agent of record with access to PEPIP. • Deductible/Retention Analysis—Brown & Brown routinely evaluates various deductible/retentions to make sure the City's program is structured appropriately. Recently, we evaluated the City's current program compared to a $25,000 deductible, $50,000 deductible, $50,000 aggregate deductible and a retrospective rated liability program offered by CIS. Our analysis is attached. Our analysis concluded that the City's current program is the most cost effective. Page I 21 ® Brown & Brown of Oregon, LL,C doing business as Brown & Brown Northwest. All own rights reserved. This document contains confidential and proprietary information of Brown & Brown of & Oregon,LLC rown NciltlIIV l:SI EXHIBIT C CONSULTANT'S BROKER SERVICES AGREEMENT BROKER SERVICES AGREEMENT THIS BROKER SERVICES AGREEMENT (this "Agreement"), effective July 1, 2014 (the "Effective Date"), is made by and between CITY OF TIGARD ("City"), and the Portland office of BROWN &BROWN OF OREGON, INC. D/B/A BROWN & BROWN NORTHWEST("Broker"). Background City wishes to retain Broker to perform certain specified insurance services as described in this Agreement. Broker wishes to perform such services according to the terms and conditions in this Agreement for the compensation set forth in this Agreement. The parties agree as follows: 1. Term. The term of this Agreement shall current financial information, statements of values, commence on the Effective Date and continue for a loss information and any other information, necessary period of five (5) years, unless sooner terminated as for the effectuation of insurance coverage at the herein provided. request of Broker. City further agrees to provide Broker with notice of any material changes in City's 2. Relationship of Parties. Broker is an business operations, risk exposures or in any other independent contractor and nothing in this Agreement material information provided under this Agreement. is intended nor shall be construed to create an In addition, City shall confirm the accuracy and employer/employee relationship, a joint venture recommend any changes to insurance policies issued relationship or partnership relationship. In to City. consideration of the compensation from the City to the Broker, Broker is providing services to the City as an (c) City shall timely pay all premiums insurance broker. However, Broker, or its parent and fees. company, Brown & Brown, Inc., and related or affiliated companies, may provide services as an (d) City shall provide Broker with at insurance agent on behalf of certain insurance least ninety (90) days notice in advance of any policy carriers or risk-bearing entities. City acknowledges effective date in the event City intends to allow and expressly consents to such relationship, if competing agents or brokers to solicit or market applicable, in the rendition of services by Broker insurance. under this Agreement. 5. Compensation. In consideration of the 3. Broker Services. Broker, subject to the Services, Company shall compensate Broker through terms of this Agreement, shall provide certain a "Broker Services Fee" in the amount of ONE services set forth in the attached Schedule A (the HUNDRED NINETY FIVE THOUSAND THREE "Services"), but only in relation to the following lines of HUNDRED SEVENTY SIX DOLLARS AND 00/100 insurance (collectively referred to as "Lines of ($195,376.00). The Broker Services Fee shall be fully Insurance"): as set forth in the attached Schedule A earned and payable annually as follows (the "Broker item h. Services Fee"): July 1, 2014 - $36,800.00; July 1, 2015 - $37,904.00; July 1, 2016 - $39,041.00; July 1, Nothing in this Agreement shall be construed to 2017 - $40,212.00; and July 1, 2018 - $41,418.00. impose any obligations on Broker, or limitations The first payment of Broker Services Fee shall be on Broker's compensation, relative to any lines of payable upon City's execution and delivery of this Insurance or coverages other than as specifically Agreement. With regard to the Broker Services Fee, delineated above. City and Broker acknowledge and agree as follows: 4. City Responsibilities. In consideration of (a) In the event that Broker receives the Services provided by Broker, City agrees as commission payments in connection with the follows: placement and procurement of the Lines of Insurance for City,the amount of such payments will be credited (a) City shall cooperate fully with against the balance of the Broker Services Fee owed Broker and the insurance companies with whom to Broker pursuant to this Agreement. In addition, it is Broker solicits in the performance of Broker's understood and agreed that Broker, or Broker's obligations in this Agreement. corporate parent, subsidiaries or affiliated entities, may receive contingent payments or allowances from (b) City shall timely produce complete insurers based on factors which are not client- and accurate information including, but not limited to, Page 1 of 5 specific, such as the performance and/or size of an to City certain information relating to Broker's receipt overall book of business produced with an insurer. of such contingencies or allowances, if any. Such contingent payments or allowances are not subject to this Agreement, and will not be credited (f) City acknowledges and agrees that against the balance of the Broker Services Fee owed the Broker Services Fee is reasonable in relation to to Broker pursuant to this Agreement or paid to City. the Services to be provided by Broker hereunder. (b) Broker may utilize insurance 6. Confidentiality. To the extent consistent intermediaries(such as a wholesale insurance broker, with performances of Broker's duties under this managing general agent (MGA), managing general Agreement, Broker and City agree to hold in underwriter or reinsurance broker) for the placement confidence Confidential Information (defined below). of City's insurance. In addition to providing access to City acknowledges, however, that Broker will disclose the insurance company, the intermediary may provide Confidential Information as reasonably required in the the following services: (i) risk placement; (ii) coverage ordinary course of performing the Services to review; (iii) claims liaison services with the insurance insurance companies and other insurance company; (iv) policy review; and (v) current market intermediaries. "Confidential Information" means all intelligence. The compensation received by the information (and all documents and other tangible insurance intermediary for placements and, if items which record information, whether on paper, in applicable, the services above is typically in the range computer readable format or otherwise) relating to the of 5% to 15% of policy premium. There may be an disclosing party's business (including without intermediary utilized in the placement of your limitation business plans, manner of doing business, insurance, which may or may not be a company business results or prospects), proposals, owned by Brown& Brown Inc., the parent company of recommendations, marketing plans, reports, any of Broker. Any payments or allowances paid to the which (i) at the time in question is either protectable intermediary are not subject to this Agreement, and as a trade secret or is otherwise of a confidential will not be credited against the balance of the fee nature(and is known or should reasonably be known owed to Broker pursuant to this Agreement or paid to by receiving party as being of a confidential nature) City. and (ii) has been made known to or is otherwise learned by receiving party as a result of the (c) If City chooses to finance its relationship under this Agreement. Confidential premiums, Broker may assist City in the arrangement Information will not include any information, of such financing. Any payments or allcwances paid documents or tangible items which (i) are a matter of to Broker for arranging premium financing are not general public knowledge other than as a result of a subject to this section, and will not be credited against disclosure by receiving party, (ii) are now in the balance of the fee owed to Broker pursuant to this possession of receiving party as evidenced by Agreement or paid to City. receiving party's existing written records, or (iii) are hereafter received by receiving party on a non- (d) Broker may, in the ordinary course confidential basis from another source who is not, to of its business, receive and retain interest on receiving party's knowledge, bound by confidential or premiums paid by the City from the date received by fiduciary obligations to disdosing party or otherwise Broker until the date the premiums are remitted to the prohibited from transmitting the same to receiving insurance company or intermediary. Any interest party. In the event that Broker or City become legally income retained by Broker on these premiums are not compelled to disclose any of the Confidential subject to this section, and will not be credited against Information, they shall provide the other party with the balance of the fee owed to Broker pursuant to this prompt notice so that such party may seek a Agreement or paid to City. protective order or other appropriate remedy and/or waive compliance with the provisions of this (e) Compensation for the Services Agreement. In the event that such protective order or specified under this Agreement are exclusive of all other remedy is not obtained, or that the other party federal, state and local sales, use, excise, receipts, waives compliance with the provisions of the gross income and other similar taxes and Agreement, such party may disclose such information governmental charges and fees. Any such taxes, as is necessary or advisable to comply with the legal charges or fees for the Services under this process. Agreement, now imposed or hereafter imposed during the term of this Agreement, shall be in addition to the 7 Termination compensation, premiums and charges set forth in this Agreement and shall be paid by City upon request. (a) Either party may terminate this Upon City's written request, Broker agrees to furnish Agreement, without cause and for any reason Page 2 of 5 whatsoever, by giving written notice of termination to If to Broker: the other party at least ninety (90) days prior to the effective date of termination, which shall be specified Brown&Brown of Oregon, Inc. 220 NW 2nd Ave., Ste.800 in such written notice. Portland, OR 97209 Attn: Jessica Getman (b) Notwithstanding the provisions in Email:jgetman(8lbbnw.com sub-paragraph (a) above, City may terminate this Agreement upon the happening of any one of the With a copy to: following causes: (i) Suspension or termination of Brown& Brown, Inc. Broker's insurance license in the State of Oregon is 655 N. Franklin St., Ste. 1900 not cured by Broker within sixty (60) days following Tampa, FL 33602 such suspension or termination; (ii) Broker's Attn:Carrie R. Brown, Corporate Counsel participation in any fraud; or (iii) Broker's material Email:cbrown(lbbinslegal.com failure to properly perform its duties and responsibilities hereunder because of Broker's gross or such other address as either shall give to the other neglect, proven dishonesty, or commission of a in writing for this purpose. felony. 9. Severability. The invalidity or unenforceability of any provision of this Agreement (c) Notwithstanding the provisions in shall in no way affect the validity or enforceability of sub-paragraph (a) above, Broker may terminate this any other provision. Agreement upon the happening of any one of the following causes: (i) City's failure to pay any 10. Oregon Law Applies; Venue. This Broker Services Fee more than five (5) days after Agreement shall be governed by and construed and such payment is due; (ii) City's participation in any enforced in accordance with the laws of the State of fraud; or(iii) City's material failure to properly perform Oregon, without regard to its conflicts of laws its duties and responsibilities hereunder because of principles. Exclusive venue is agreed to be in a state City's gross neglect, proven dishonesty, or or federal court of competent jurisdiction in or for commission of a felony. Multnomah County, Oregon. 11. Limitation of Liability; Waiver of Jury Termination for any cause enumerated in sub- Trial. THE PARTIES WAIVE ANY RIGHT TO A paragraphs (b) or(c) shall become effective upon the TRIAL BY JURY IN THE EVENT OF LITIGATION delivery of written notice of termination to the ARISING OUT OF THIS AGREEMENT. IN NO breaching party or at such later time as may be EVENT WILL EITHER PARTY BE LIABLE TO THE specified In the written notice. OTHER PARTY OR ANY OTHER PERSON FOR ANY CONSEQUENTIAL, INDIRECT, SPECIAL, OR (d) If this Agreement is terminated by INCIDENTAL DAMAGES, INCLUDING LOSS OF the City pursuant to Section 6(a) or 6(b) prior to the PROFITS, REVENUE, DATA OR USE, EVEN IF expiration of the term, then Broker will refund to the SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH POTENTIAL LOSS OR City the unearned portion of the Broker Services Fee DAMAGE. on a pro-rata basis through the effective date of termination. 12. Assignment. Neither this Agreement nor any of the rights, interests or obligations hereunder 8. Notices. Any notices required or permitted shall be assigned by any of the parties hereto to be given under this Agreement shall be sufficient if (whether by operation of law or otherwise)without the in writing by Certified Mail to: prior written consent of the other party, which consent shall not be unreasonably withheld, conditioned or If to City: delayed. This Agreement will be binding upon, inure to the benefit of, and be enforceable by the parties City of Tigard and their respective successors and permitted 13125 SW Hall Blvd. assigns. Tigard, OR 97223 Attn: Loreen Mills 13. Entire Agreement. This Agreement Email: loreeni tigard-or.gov (including the documents and instruments referred to herein) constitutes the entire agreement and Page 3 of 5 supersedes all prior agreements and understandings, subsequent to the date of this Agreement and signed both written and oral, among the parties with respect on behalf of City and Broker by their respective duly to the subject matter hereof. The Agreement shall not authorized representatives. be modified except by a written agreement dated IN WITNESS WHEREOF, the parties have executed this Agreement as of the Effective Date. CITY: BROKER: CITY OF TIGARD, BROWN&BROWN OF OREGON, INC. D/B/A BROWN&BROWN NORTHWEST, an Oregon corporation By By Name: Name: Title: Title: Page 4 of 5 SCHEDULE A BROKER SERVICES a. Evaluate City's business practices with regard to risk and possible transfer of risk to third parties and conduct regular, scheduled meetings with City to review City's risk management program. b. Review and analyze City's existing insurance coverage and identify potential lines of coverage or coverage enhancements to improve City's insurance program. c. Analyze current insurance market conditions and advise City of significant implications for City's insurance program. d. Facilitate, market and procure quotations from carriers, review and analyze quotations and provide proposals for review by City. e. Secure and bind all coverages accepted by City f, Coordinate loss prevention services provided by any insurance company with those services provided by Broker. g. Analyze past and current claim and loss history information and advise City of significant implications for City's insurance program. h. Fee shall be in consideration for the following insurance placements: Property and Casualty Insurance Program ❑ Aviation ® Inland Marine ® Boiler& Machinery ❑ International/Foreign ❑ Builders Risk/Course of Construction Z Liquor Liability ® Commercial Auto/Trucking/Garage ❑ Ocean Marine ® Commercial Property ® Pollution Liability ® Crime ® Professional Liability ® Directors & Officers Liability ❑ Special Events • Earthquake/DIC ❑ Surety/Bond ® Employment Practices Liability ® Umbrella/Excess Liability ❑ Fiduciary Liability ❑ Watercraft ® Flood (Other than NFIP Placements) ® Workers Compensation ❑ Foreign/International ❑ Excess Workers Compensation ® General Liability ❑ Wrap Ups/Special Projects ❑ Hull/Protection & Indemnity ❑ Other Page 5 of 5