The URL can be used to link to this page

City Council Packet - 02/28/2017 11111 City of Tigard Tigard Business Meeting—Agenda TIGARD JOINT MEETING OF THE TIGARD AND LAKE OSWEGO CITY COUNCILS MEETING DATE AND TIME: February 28,2017 - 6:30 p.m. MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available,ask to be recognized by the Mayor at the beginning of that agenda item. Citizen Communication items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager. Times noted are estimated;it is recommended that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 7:30 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 503-718-2419, (voice) or 503-684-2772 (IDD -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: 503-718-2410 (voice) or 503-684-2772 (TDD -Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA VIEW LIVE VIDEO STREAMING ONLINE: http://live.figard-or.gov CABLE VIEWERS: The regular City Council meeting is shown live on Channel 28 at 7:30 p.m. The meeting will be rebroadcast at the following times on Channel 28: Thursday 6:00 p.m. Sunday 11:00 a.m. Friday 10:00 p.m. Monday 6:00 a.m. City of Tigard Tigard Business Meeting—Agenda TIGARD JOINT MEETING OF THE TIGARD AND LAKE OSWEGO CITY COUNCILS MEETING DATE AND TIME: February 28,2017 - 6:30 p.m. MEETING LOCATION: City of Tigard-Town Hall- 13125 SW Hall Blvd.,Tigard,OR 97223 6:30 PM 1. BUSINESS MEETING A. Call to Order B. Roll Call C. Pledge of Allegiance D. Call to Council and Staff for Non-Agenda Items 2. CONSIDER A COST OF SERVICE RA Eh STRUCTURE FOR THE LAKE OSWEGO/TIGARD WATER PARTNERSHIP 6:35 p.m. estimated time 3. DISCUSSION OF FUTURE GOVERNANCE OF JOINT WATER FACILITIES 7:35 p.m. estimated time 4. CONSENT AGENDA: (Tigard City Council&Local Contract Review Board) These items are considered routine and may be enacted in one motion without separate discussion.Anyone may request that an item be removed by motion for discussion and separate action. 8:05 p.m. estimated time A. APPROVE CITY COUNCIL MINU •January 10,2017 •January 17,2017 B. CONSIDER EN T'ERPRISE LICENSE AGREEMENT FOR CITY'S GIS SYS'T'EM C. CONSIDER A RESOLUTION RECOMMENDING RESTORING RECREATIONAL IMMUNITY RIGHTS Consent Agenda-Items Removed for Separate Discussion:Any items requested to be removed from the Consent Agenda for separate discussion will be considered immediately after the Council/City Center Development Agency has voted on those items which do not need discussion. 5. NON AGENDA ITEMS •STUDY SESSION 6. COMMUNITY EVENT GRANT APPLICATION REVIEW AND RECOMMENDATIONS 8:15 p.m. estimated time 7. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive Session is called to order,the appropriate ORS citation will be announced identifying the applicable statute. All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. 8. ADJOURNMENT 8:45 p.m. estimated time City of Tigard 1 . Tigard City Council Meeting Agenda TIGARD February 28, 2017 CITY COUNCIL STUDY SESSION - 8:15 p.m. COMMUNITY EVENT GRANT APPLICATION REVIEW AND RECOMMENDATIONS Administrative Items: None Council Meeting Calendar February 7* Tuesday Council Business Meeting-6:30 p.m.,Town Hall 14* Tuesday Council Business Meeting- 6:30 p.m.,Town Hall 20 Monday Presidents Day Holiday—City Offices Closed 21* Tuesday Council Workshop Meeting-6:30 p.m.,Town Hall 28* Tuesday Joint Meeting with Lake Oswego City Council- 6:30 p.m.,Town Hall Dinner available in Red Rock Creek Conf. Room at 6:00 p.m. March 7* Tuesday Council Business Meeting-6:30 p.m.,Town Hall 11* Tuesday Council Business Meeting —CANCELLED 21* Tuesday Council Workshop Meeting- 6:30 p.m.,Town Hall 28* Tuesday Council Business Meeting- 6:30 p.m.,Town Hall April 4* Tuesday Council Business Meeting- 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 19 Wednesday Budget Committee Meeting—6:30 p.m.,Public Works Auditorium 24 Monday Budget Committee Meeting- 6:30 p.m.,Public Works Auditorium 25* Tuesday Council Business Meeting-6:30 p.m.,Town Hall Regularly scheduled Council meetings are marked with an asterisk(*). AIS-3006 2. Business Meeting Meeting Date: 02/28/2017 Length (in minutes): 60 Minutes Agenda Title: Consider a Cost of Service Rate Structure for the Lake Oswego/Tigard Water Partnership (LOTWP) Prepared For: Marty Wine Submitted By: Kelly Burgoyne, Central Services Item Type: Update,Discussion,Direct Staff Meeting Type: Council Business Meeting- Main Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Shall the city council affirm the Oversight Committee recommendation to adopt a"cost of service" rate structure for Lake Oswego/Tigard Water Partnership assets? STAFF RECOMMENDATION /ACTION REQUEST Staff recommends the council affirm the decision and recommendation by the Oversight Committee. KEY FACTS AND INFORMATION SUMMARY The 2009 intergovernmental agreement (IGA) between Tigard and Lake Oswego, forming the Lake Oswego/Tigard Water Partnership (LOTWP) identified several actions for the parties to discuss and potentially implement. One of those potential actions is the development and adoption of a"cost of service" rate model to be used for collection of revenues to fund operation and maintenance of jointly-owned partnership assets. The analysis work related to this issue has been completed and reviewed by the Oversight Committee. The issue before the joint councils is to reach consensus on adopting the rate methodology. On February 19,2016,Lake Oswego,as managing partner,retained FCS Group Inc. to develop a spreadsheet model to be used by the partnership to develop this rate. That work has been completed and the findings were presented to the Oversight Committee in September 2016. Most of the discussion revolved around whether or not the partners should include depreciation in the rate model. Depreciation would almost double the wholesale rate to each city. The Oversight Committee continued their discussion about this issue at their January 19,2017 meeting. The committee members were unanimous in their opinion that depreciation should not be included in the rate at this time,and recommended that the parties could reconsider it at a later date. Therefore,Tigard staff recommendation is that the Tigard city council affirm the Oversight Committee recommendation to adopt the rate structure without depreciation. OTHER ALTERNATIVES The Councils could decide to include depreciation in the rate structure,reject the rate structure, or propose a different methodology. COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS N/A DATES OF PREVIOUS CONSIDERATION This is the first time the Tigard city council will hear a briefing on this matter. Fiscal Impact Cost: $3.3 M Budgeted (yes or no): Yes Where Budgeted (department/program): Water Additional Fiscal Notes: Per the attached memo, annual operating costs to be shared by the cities are estimated at$3.3 M dollars annually. If depreciation is added,an estimated$2.8 M would be added annually. Attachments Water Rate Study Memo Lake Oswego • Tigard Water Partnership sharing water•connecting communities Lake Oswego/Tigard Water Supply Partnership TO: Oversight Committee FROM: Joel B. Komarek, P.E., Project Director Technical Committee DATE: September 15,2016 SUBJECT: Water Rate Study for Supply to Lake Oswego and Tigard PURPOSE The purpose of this memorandum is to: 1. Summarize the methodology used to develop an operation and maintenance expense water rate for water supply to Lake Oswego and Tigard from the new system. 2. Solicit discussion on the topic of depreciation funding for future system improvements and renewal and replacement. 3. Set the stage for a future action of the Councils of both Party's to adopt the rate setting methodology. BACKGROUND On June 1, 2016,the Initial Expansion'of the Partnerships new water system was completed.The successful achievement of this milestone triggers subsequent actions that must be taken by the Managing Agency within a prescribed period of time.Those actions and their current status are shown in Exhibit'A'attached. Specific to this memorandum is the requirement to develop an operations and maintenance expense rate for water delivered"...from the water treatment plant to each Party's connection point in their distribution system", (reference Article VII, Paragraph 7.1.2). DISCUSSION On February 19, 2016, Lake Oswego retained FCS Group, Inc.to develop a spreadsheet model that calculates a cost per unit of water delivered to the Party's from the new water system. Data provided by the Party's includes jointly owned assets,estimated average annual consumption, and the adopted FY 17 budget for certain Lake Oswego water fund departments.The model also allows the user to include 1 The IGA defines Initial Expansion as"The design,permitting and construction of new and expanded Supply Facilities...to provide 32 million gallons per day capacity by 2016 with the capability to further expand up to 38 million gallons per day...when it appears the water demands of the parties will exceed 32 mgd." Memorandum Oversight Committee Page 12 or not include a depreciation expense component to the commodity rate and future capital improvements.Think of funding depreciation as starting a savings account in anticipation of a significant future expense. Using this approach smooths out budget impacts over the anticipated life of the asset thereby avoiding the sticker shock that arises when no savings are accumulated and the funding need is immediate. MODEL OUTPUT Based on the budgetary information and estimated water demands provided to FCS by the Party's,the model calculates a cost per unit volume with or without depreciation funding.The calculated rates are shown below in the yellow highlighted section: Year 2017 LO Tigard Operating Cost Share $ 1,722,264 $ 1,550,136 Depreciation Cost Share 1,298,908 1,537,255 Include Rate Base Cost Share n/a n/a True-Up Adjustirent • - based on True-UI Total Cost Share $ 3,021,172 $ 3,087,391 Total $6,108,563 $ 0.95 $ 0.97 Fixed Share 77.13% 79.86% Volume Share 22.87% 20.14% Average Day Demand 6.50 6.50 MGD Estimated ccf 3,171,571 3,171,571 FIXED CHARGE $194,187 $205,460 per month VOLUME CHARGE $ 0.2178 $ 0.1961 per ccf 100%Volume Charge $ 0.9526 $ 0.9735 per ccf O&M$/MGD $ 264,964 $ 238,482 Depreciation$/MGD 199,832 236,501 Total Costs$/MGD $ 464,796 $ 474,983 SUMMARY AND RECOMMENDATIONS Pursuant to Article VII, Paragraph 7.1.2 of the Partnership IGA, Lake Oswego commissioned development of a spreadsheet model that calculates the operating and maintenance expense for water delivered to the cities from the new water supply facilities.The rate design element of the model allows the user flexibility to include depreciation funding or not and to recover fixed O&M expenses by breaking the rate into two components—a fixed charge in proportion to the fixed costs of O&M (e.g., labor costs) and a variable charge in proportion to the variable costs of supply(e.g., chemicals and energy costs). Article III, Paragraph 3.4 and Article VII, Paragraph 7.1.3, appear to require the Party's to budget for the renewal, replacement and repair costs of the supply facilities and to set-aside accumulating funds in a restricted account. However, appreciating the significant rate increases both cities burdened their residents with to complete the Initial Expansion,Staff is recommending that full depreciation funding be deferred to a future time to be determined by mutual agreement of the Party's. Meanwhile, in the Memorandum Oversight Committee Page 13 interim, it is known that within the next 10 years the water demands of the Party's will exceed the current 32 million gallon per day(mgd)capacity of the system and thus necessitate another capital project to install the fifth and final pump at the RIPS and sixth and final pump at the WTP. In addition to these future capital expenses, it is known that approximately once every five years, a complete replacement of the granular activated carbon (GAC) in the WTP filters will be required. Estimated costs for the future pump installations and GAC replacement are shown below: RIPS pump install -$115,000(2026 dollars). WTP pump install-$400,000(2026 dollars). GAC replacement-$1,030,000(2021 dollars). Staff recommends that beginning FY 18,each city begin contributing its proportionate share of these future costs to a capital reserve line item in their respective water fund budgets and that these reserve funds be restricted toward these known future expenses. Representatives from FCS group will be present at the upcoming September 15 meeting to make a brief presentation of the findings of their work and answer questions from the Committee.Staff look forward to discussing this matter with you and in the meantime, if you have any questions, please feel free to contact me. Attachments: Exhibit'A'—Tasks requiring action post Initial Expansion. Exhibit 'A' Tasks requiring action post Initial Expansion Item Task When Required Responsible Citation to IGA Status Party 1 Warranty Deed to 90-days after Lake Oswego Article V, Not started Tigard for property Initial Expansion is Paragraph 5.1 and easements complete 2 Create/record Execute and Lake Oswego Article V, Not started Tenancy in record Paragraph 5.2 Common simultaneous with Agreement Warranty Deed. 3 Create Asset Within 1-year Technical Article III, In progress Inventory and after Initial Committee Paragraph 3.5 schedule for R&R Expansion is complete; update annually thereafter 4 Develop March 1, 2016; Managing Agency Article VII, Complete operations and annually Paragraph 7.1.2 maintenance thereafter expense rate for water delivered to Tigard 5 Reconciliation of March 1 of each Managing Agency Article VII, Not started actual to year Paragraph 7.1.4 estimated water usage for prior 12- months 6 Reconciliation of June 30 of each Managing Agency Article VII, Not started actual to year Paragraph 7.1.4 estimated water usage for prior fiscal year 7 Secure or renew 90-days after Managing Agency Article VII, Complete property insurance Initial Expansion is Paragraph 7.2.1.2 for all real complete; property owned in annually common thereafter 8 10-year water February 1, 2016 Lake Oswego & Article VIII, Complete demand forecast and every 5th year Tigard Paragraph 8.2 thereafter 1iPage 9 Develop rate for TBD Tigard Article IX, Not started water supplied to Paragraph 9.5 LO via BPS 10 Develop and adopt 180-days after Lake Oswego& Article XII, In progress; Operations Initial Expansion Tigard Paragraph 12.1 adopt by Manual 12/31/2016. 11 Develop water July 1 of each year Managing Agency Article XII, Complete curtailment SOP Paragraph 12.3 12 Review of December 2014 Lake Oswego& Article XV, Complete Agreement Tigard Paragraph 15.1 (as amended by 3rd amendment to Agreement) 2IPage SUPPLEMENTAL ACKET LO-Tigard Partnership FOR Oj • l • Wholesale Rate Update �ffGoo I I l;\RD Rate Design (DANE OF MEETING) e A /l da / /t-'7' 2017 �. f� LO Tigard OperaigCoat Share s 1,722,264 $ 1,550,136 Dpredron Cod Share Na ala Exclude higher depredation is because Tigard has several dedioatsd assets(e.g.Bonita Pump Ststion,several segments of Finished Water Pip Rale Bra Cod Owe Na Na True-Up Warned - - based on True-Up torn prior year Total $3,272,400 $ 0.54 $ 0.49 Fixed Share 59.88% 59.88% Volume Share 40.12% 40.12% Average Day Demand 6.50 6.50 MGD Es8matsd cd 3,171,571 3,171,571 FIXED CHARGE $ 85,945 $ 77,355 per month VOLUME CHARGE $ 0.2178 $ 0.1961 perccf 100%Volume Charge $ 0.5430 $ 0.4888 perm O&M$/MGD $ 264,964 S 238,482 Depreciation$/MGD - - Total Costs slM GD $ 264,864 $ 238,482 The above screenshot indicates the wholesale rate paid by each party for water delivered from the supply facilities. This rate excludes depreciation funding. The parties have agreed to pay the 100%volume charge rate. AIS-3030 3. Business Meeting Meeting Date: 02/28/2017 Length (in minutes): 40 Minutes Agenda Title: Discussion of Future Governance of Joint Water Facilities Prepared For: Brian Rager Submitted By: Kelly Burgoyne, Central Services Item Type: Update,Discussion,Direct Staff Meeting Type: Council Business Meeting- Main Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE The council will hear a briefing from Tigard and Lake Oswego staff related to governance options. STAFF RECOMMENDATION/ACTION REQUEST Tigard and Lake Oswego staff are seeking direction from the two city councils as to a preferred governance model. Receiving that direction now will allow for the decision to begin to be implemented in the FY 2017/2018 budget. KEY FACTS AND INFORMATION SUMMARY In 2008,the cities of Lake Oswego and Tigard formed a partnership for constructing jointly owned water treatment and supply facilities.The partnership was created via an intergovernmental agreement(IGA) which has been amended several times. In that agreement both cities agreed to name the City of Lake Oswego the managing partner during the construction phase. The construction phase is coming to an end and the IGA and its amendments identify the need to reconsider the governance structure as the partnership's work transitions from capital construction to long term operations. At the direction of the Oversight Committee, staff from both cities,led by their city managers,began an analysis of potential governance structures. Five potential models were identified and analyzed,with two being recommended to the Oversight Committee for further consideration. Alternative One would amend the existing IGA related to construction items and long term operational issues that have changed since the inception of the initial IGA. In this alternative,Lake Oswego would remain the managing partner. Alternative Two would replace the existing IGA with a new IGA that would create a new entity governed equally by both cities. This new entity would have its own budget committee and other functions such as staff and purchasing authority. The Oversight Committee has discussed the two options several times. Clark Balfour,the attorney who helped the cities form the initial agreement,met with the Oversight Committee to discuss the options and prepared both an outline and a draft agreement for Alternative Two. Those documents are attached. The draft IGA is constructed around the concept of an equal number of board members from each city. The Oversight Committee has asked staff to evaluate the options from a cost standpoint. Staff have concluded that each alternative would cost approximately the same Both cities would then fund the new entity via a wholesale water rate which has been developed on a cost of service basis. OTHER ALTERNATIVES The two councils could differ in opinion as to which option is best, or they could ask staff to explore other options. COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS N/A DATES OF PREVIOUS CONSIDERATION Tigard City Council was briefed on this matter during Council liaison reports in January,2017 and during executive session in December,2016. Fiscal Impact Cost: N/A Budgeted (yes or no): N/A Where Budgeted (department/program): N/A Additional Fiscal Notes: There are no new financial impacts associated with this discussion. Attachments Att 1-Board Schematic Att 2-Outline of Governance Att 3-Sample Water Board Agmt ATTACHMENT#1 Water supply(intake, raw water pipe,water treatment plant) Current agreement:Operated by LO. Mutual agreement required MULTNOMAHCO. for budget,sale of water,operations plan, upgrades.Tigard pays CLACKAMASCO. LO based on mutually approved formula. Oversight committee 9 continues, overseeing operation and policy issues. BON1T1 ;` Water board: Board (councilors from both cities)set budget, PUMP STAT,ON ESEN60B2 f 94 staffing level.WTP staff transferred to Board. Both cities pay for is'Aing6 �• • APo BACM oth ciilliwater per mutually agreed formula. a ""� exVAE Overhead services (finance, HR) provided by Lake Oswego based ,"/AL` i; >� P"" on current cost allocation model. A . -. s' i n 4 /04EII- 5 Gux«oaet` lb PARK LAKE OSWEGO 4Ar ,:7 N u:. \iP � o‘. l�( !'J w, Tr��w r 4 � 6 o '. ISLAND Pard, o �� I S LINN o 11 • Q lD • \. RIVER INTAKE Flo change: Lake Oswego continues to own and manage water utility. City staff main- Vii• • S O lain and operate distribution system, pumps, reservoirs, utility billing. City Council - ' sets rates.Treated water cost is a single line item rather than WTP division budget. Q / . CLARGKAMASw rhtGc Water rights (per current agreement) retained by LO. No change in ownership of `rry LOTWP assets(outlined in current agreement). 2 0' ATTACHMENT#2 OUTLINE of LOT IGA 2.0 SECTION 1—ESTABLISHMENT • IGA Entity • Commission SECTION 2—DEFINITIONS • Partial Carryover of 2008 Agreement Definitions SECTION 3—PURPOSE • Operate, Maintain, Repair&Replace Supply Facilities • Deliver water to distribution system of each City SECTION 4—POWERS • Acquire Property&Water Rights • Manage Business Affairs • Issue Bonds with consent of each Council • Adopt SDC's and rates for Supply Facilities • Do all things necessary SECTION 5-MEMBERSHIP • Lake Oswego Mayor+2 Councilors • Tigard Mayor+2 Councilors SECTION 6—CHAIR AND VICE-CHAIR • Selected by Commission • Annual Rotation SECTION 7—MEETINGS • Quarterly or more often 24512.003\4844-2615-4296.v1 • Quorum of 4 • Majority Vote SECTION 8—MANAGEMENT • General Manager ➢ Commission may hire General Manager and staff • Managing Agency > Commissioner may select MA if decision is to not hire staff • Duties • Advisory Committee > GM/MA and each City Manager SECTION 9—OWNERSHIP OF ASSETS Real Property and Supply Facilities • Real Property and Supply Facilities ➢ Owned in undivided interest • Water Rights,Permits, and Certificates ➢ Held by Lake Oswego • Covenant > Lake Oswego Water held for benefit of Tigard • Land Partition > Prohibited while Agreement is in place SECTION 10—FINANCIAL MANAGEMENT • Budget ➢ Developed by GM/MA 24512.003\4844-2615-4296.v1 5- Allocation of Shares • Schedule ➢ Review by Commission and Approval > City Review and approval > Periodic Reports > Asset Management Program > Audit,Record Keeping;Access to Records SECTION 11 —COUNCIL DECISIONS • Property Matters • Incur Debt • Budget • Non Budgeted/Non-Emergency Expenditure • Amendment of Contract • New Member SECTION 12—PERSONNEL • Responsibility depending upon staff decision SECTION 13—COST OF WATER • LOT Members > Preferred rate over new Wholesale Customers • Operation and Maintenance Costs > Based on unit cost of water and units used • Billing and Payment ➢ Monthly 24512.003\4844-2615-4296.v1 > Annual true up • Extraordinary Circumstances > Surcharge SECTION 14—USE OF SUPPLY FACILITIES • Prudent Utility Practice • Overuse SECTION 15-MUTUAL FORECAST SUBMITTAL • 10-year horizon • 5-year horizon SECTION 16-SUPPLY FACILITIES • Statement of rights and obligations for: > Water Treatment Plant Facilities ➢ Transmission System > Finished Water Storage SECTION 17—EXPANSION(MAY NOT BE NECESSARY AS SUPPLY FACILITIES ARE FULLY SIZED AT 38 MGD) • Policy > Lease and utilize existing capacity to fullest before expansion • New Surface Water Rights and Expansion > In name of commission • Expansion Rights in the Supply Facilities(most likely new and separate assets) > Notice ➢ Single Party may proceed ➢ No adverse impact 24512.003\4844-2615-4296.v1 • Other Assets ➢ Placeholder • Bonita Road Pump Station > Potential Supply to Lake Oswego SECTION 18—LEASING • Commitment to Lease • Terms and Conditions as Negotiated SECTION 19—SALES TO OTHERS • Excludes existing wholesale customers • Commission contracts SECTION 20—WITHDRAWAL • Complete or Partial Termination of Interest or Sale of Assets • Right of First Offer • Valuation of Interest formula or negotiation • Payment Terms • Default and For Cause Termination ➢ Notice > Opportunity to Cure ➢ Rights Upon Default ➢ Dispute Resolution • Dissolution by Agreement • Termination or Dissolution by Lake Oswego > Continued water availability to Tigard 24512.003\4844-2615-4296.v 1 SECTION 21—DISPUTE RESOLUTION • Dispute Resolution Steps > Negotiation ➢ Mediation > Arbitration or Court? SECTION 22—NOTICES SECTION 23—GENERAL PROVISIONS • Assignment, Sale or Transfer • Consolidation,Merger,Annexation • Indemnity • No Franchise Fees,Right of Way Fees to either Party for Supply Facilities 24512.003\4844-2615-4296.v1 ATTACHMENT#3 9/2/16 INTERGOVERNMENTAL AGREEMENT BETWEEN THE CITIES OF LAKE OSWEGO AND TIGARD CREATING THE LOT WATER COMMISSION This Agreement is made and entered into by the City of Lake Oswego, an Oregon municipal corporation(Lake Oswego)and the City of Tigard,an Oregon municipal corporation(Tigard)who may also be collectively referred to as"Cities"and the"Parties". RECITALS WHEREAS, the Cities entered into an Intergovernmental Agreement Regarding Water Supply Facilities, Design, Construction and Operation dated August 6, 2008 (2008 Agreement) that provided for the repair and replacement of existing water system Supply Facilities (as defined therein) owned by Lake Oswego and for the joint construction of new Supply Facilities so that upon completion of construction the Cities would jointly own the combined Supply Facilities with sufficient capacity to fully develop the water rights held by Lake Oswego and apply that water to beneficial use; and, WHEREAS, the 2008 Agreement, as amended, provided for the design, construction and allocation of costs and ownership of Supply Facilities between the Cities as well as a pledge in trust by Lake Oswego that Tigard would have rights of use and occupancy of the real property upon which the Water Treatment Plant is located and use of the water permits and certificates until Initial Expansion of capacity to 32 million gallons per day occurs; and WHEREAS, on December 9, 2008, the Parties executed a First Amendment to the 2008 Agreement that provided for the purchase price to be paid to Lake Oswego by Tigard for percentage ownership in certain assets, including real property, and that the real property interests would be conveyed by warranty deed and a Tenancy in Common Agreement would be executed within 90 days of completion of Initial Expansion; and, WHEREAS, on December 14, 2010, the Parties executed a Second Amendment to the 2008 Agreement that provided for adoption by each City of the Supply Facilities Capital Improvement Program according to the ownership percentage allocations; and, WHEREAS,the 2008 Agreement also provided,among other things,that Lake Oswego would be the Managing Agency to manage construction; budget, invoice and recover cost share allocations from each City; and undertake the operation, maintenance, repair and replacement of the jointly owned Supply Facilities so as to treat, convey and deliver finished water to the respective distribution systems of the Cities; and, WHEREAS,the 2008 Agreement provides that the Parties would each appoint two representatives to an Oversight Committee to oversee the Managing Agency and provide recommendations to the respective City Councils as necessary including post construction recommendations regarding new agreements for governance; and, WHEREAS,the Oversight Committee has recommended and the Cities have agreed to enter into this Agreement to create an intergovernmental entity pursuant of ORS 190.010, ORS 225.050 and 24512.003\4830-6932-9720.v1 9/2/16 their respective municipal charters to provide for the governance, operation, maintenance, repair and replacement of the Supply Facilities,and being advised, NOW,THEREFORE, it is agreed between the Parties hereto as follows: Section 1. Establishment. The LOT Water Commission is hereby established pursuant to ORS 190.010 and ORS 225.050 and the municipal charters of each City and this Agreement has been approved by duly adopted ordinance of each City. Section 2. Definitions. As used in this Agreement, the following terms when capitalized shall have the following meanings: 2.1 Agreement—this Agreement 2.2 Capacity — capability from the various components of the Supply Facilities to produce or deliver water; measured in cubic feet per second (cfs), gallons, gallons per day (gpd), gallons per minute (gpm), million gallons per day (mgd), or other comparable measurement and available based on current operating conditions consistent with generally accepted engineering and operating practices. 2.3 City of Lake Oswego — an Oregon Municipal Corporation in Clackamas, Multnomah, and Washington Counties, Oregon. 2.4 City of Tigard—an Oregon municipal corporation in Washington County, Oregon. 2.5 Curtailment Plan—A written plan developed for curtailment of water service in accordance with OAR Chapter 690 Division 86 rules. 2.6 Demand—the amount of water used or projected to be used by a Party and imposed on the Supply Facilities to serve a Party's Retail Customers its Existing Wholesale Customers and ultimate service area measured in cfs, gallons, gpd, gpm, mgd, or other appropriate measurement. The basis for determining Demand may be waived or modified by the Parties due to unusual circumstances such as a fire, emergency, etc. 2.7 Existing Wholesale Customers—the Lake Grove Water District,River Grove Water District, Skylands Water Company, Glenmorrie Cooperative Association,and Alto Park Water District who are served at wholesale by Lake Oswego as if they were a Retail Customer of Lake Oswego under the terms and conditions of this Agreement. The Cities of King City and Durham and the Tigard Water District are contractually served by Tigard and for purposes of this Agreement shall be defined as existing wholesale customers. The parties recognize that the status of these entities are contractual and may change over time as determined by the affected Party to this agreement and the existing wholesale customer. 2.8 Fiscal Year—the time period as defined under ORS 294.311(17). 24512.003\4830-6932-9720.v1 9/2/16 2.9 Local Government Investment Pool (LGIP) —The Oregon State Treasurer's Local Government Investment Pool, subject to regulatory oversight by the Oregon Secretary of State and administered by the Oregon State Treasury. 2.10 Planning Forecast — the document submitted by the Parties in accordance with Section which shows the Demands of each Party to be imposed on the Supply Facilities and the Capacity owned or leased by each Party in such facilities. 2.11 Property — Property shall be parcels of real property owned in fee simple, by easement or other interest over, under or upon which the Supply Facilities are or will be located. Properties subsequently acquired shall be acquired as tenants in common in proportion to the Parties' allocation of capacity. 2.12 Retail Customers—A user within the Party's service area boundary to which users may be added from time to time by annexation, extra-territorial extension of service,merger and/or consolidation or by intergovernmental agreement among the Parties pursuant to ORS 190. A municipal corporation or other entity, which purchases water for resale, shall not be considered a Retail Customer. 2.13 Service Area— The existing and future service area for each Party as set forth on Exhibit 2,and as may be modified by the Parties or pursuant to Section 23.7 of this Agreement. 2.14 Supply Facilities — the facilities constructed and utilized by the Parties under the 2008 Agreement consisting of Water Treatment Plant Facilities, Transmission Facilities, Water Storage Facilities, and other facilities necessary for treatment and conveyance of potable water to the Parties. A map of the Supply Facility components is provided in Exhibit , which exhibit may be updated and revised by resolution of the Parties. The map is for illustrative purposes only and shall not be considered a legal description of the Supply Facilities 2.15 Surface Water Rights—those water rights held by Lake Oswego registered with the State of Oregon Water Resources Department, which allow for diversion of water for use at the Water Treatment Plant Facilities. The Surface Water Rights are more fully described in Exhibit 4 , which exhibit may be updated and revised by resolution of the Parties. Section 3. Purpose. The purpose of the Board is to operate, manage, maintain,and control the Supply Facilities to provide a municipal water supply to the cities of Lake Oswego and Tigard and to the Commission's contractual surplus water purchasers. Section 4. Powers. The Commission, acting through the Board shall have the following powers: 24512.003\4830-6932-9720.v1 9/2/16 (a) To purchase, own,hold, appropriate and condemn land, rights-of-way, and water or water rights either in its own name or in the name of the cities of Lake Oswego and Tigard. (b) To purchase and acquire from within or without Lake Oswego or Tigard other water works, water pipelines,water rights,or any interest therein. (c) To provide a Board to manage the business and affairs of the Commission and the Supply Facilities. (d) To issue, sell, or otherwise dispose of bonds or other securities for the Supply Facilities only, including authorization under ORS 288.805 through 288.945,but only upon approval of each City Council. Any financing or debt covenants related to the Supply Facilities shall not adversely affect existing indebtedness of a Party. (e) To adopt system development charges, fees, or other charges and set rates for water delivered to the Parties through the Supply Facilities. (f) To perform,pursuant to ORS 190.003 - 190.250, all powers either City possesses pursuant to their respective Charter or ordinances or applicable State or Federal laws,which are necessary to efficiently construct, operate, maintain, repair, replace and expand its Supply Facilities. Section 5. Membership. The Board shall consist of the Mayor of Lake Oswego and two members of the City Council of Lake Oswego, and the Mayor of Tigard and two members of the Tigard City Council.All members appointed shall serve at the pleasure of the City Council that appointed them. Unless a member is replaced by the appointing council, each member shall be appointed for a term of two years, and shall serve until the expiration of their term of office and the appointment of their successor. Members may be reappointed to succeeding terms. Appointments to fill vacancies shall be for the remainder of the unexpired term. Section 6. Chair and Vice-Chair. At the first meeting in January of each year,the Board shall elect from its members a Chair and Vice-Chair to serve a 1-year term. However,the person serving as Chair shall alternate each year between a member from Lake Oswego and a member from Tigard. Section 7. Meetings. Regular meetings of the Board shall be conducted not less than quarterly on a date and at a time as the Board may designate. The Chair,upon motion,may,or at the request of two members of the Board, shall,by giving notice to members of the Board,call a previously unannounced special meeting of the Board for a time not earlier than 24 hours after the notice is given, unless an emergency exists. In cases of an emergency, notice reasonable under the circumstances shall be given. Four members of the Board shall constitute a quorum. No action may be taken by the Board unless a majority of the Board,present, including at least one member from each City,votes to support the action proposed. Section 8. Management. The Board may appoint such positions as it deems prudent or necessary for the effective management and operation of the Supply Facilities,which shall include the following: 24512.003\4830-6932-9720.v1 9/2/16 (a) General Manager. The Board may appoint a General Manager,who shall be an employee and perform administrative and professional management duties for the Board,in addition to specific functions enumerated in a Job Description which shall be prepared for this position.The General Manager shall report to and serve at the pleasure of the Board. The Board may also authorize the General Manager to employ staff. (b) Managing Agency. If a General Manager is not appointed, the Board will approve one of the Parties to be the Managing Agency (c) Duties. The General Manager or Managing Agency (collectively"Managing Agent") shall manage and coordinate the operation, maintenance, repair and replacement of the Supply Facilities, approve contracts and change orders subject to applicable purchasing rules, take such actions reasonably necessary during an emergency and conduct the day-to-day business affairs including: water quality testing and regulatory compliance, payment of invoices, accounting, budgeting, operation and maintenance of the Supply Facilities, planning, project management, maintaining records, and other such duties as required. Each Party shall pay its share of costs in accord with the terms and conditions of this Agreement. (d) Advisory Committee. The Advisory Committee shall be comprised of the Managing Agent and the City Managers of each city,or their designees.The members of the Advisory Committee may invite such of their staff members to attend Advisory Committee meetings as they deem necessary. The Advisory Committee shall meet as often as is necessary, and shall review the activities,policies,operation, personnel and fiscal affairs of the Board,and make appropriate recommendations to the Board. (e) Operations Committee. The Board will appoint an Operations Committee to develop an Operations Manual for the Supply Facilities,which shall include,but not be limited to, agreed protocols and methodology to provide for water quality, treatment standards and protocols,and for the equitable,effective and efficient operation of the Supply Facilities in accordance with generally accepted utility practices regarding the operation,management,capital improvements,and expansion of all aspects of the Supply Facilities. The Operations Manual may be updated as required. Each Party shall appoint at least one person technically knowledgeable in utility system operations or engineering to the Operations Committee. A Party may allow other attendees,but in no event shall a Party have more than one vote in making a recommendation to the Section 9. Ownership of Assets. 9.1 Real Property and Supply Facilities. Each of the cities shall own an undivided interest in the Supply Facilities as set forth in Ex. . Contemporaneously, with the execution of this Agreement,Lake Oswego has delivered a Warranty Deed and a Tenancy in Common Agreement has been executed by the Parties for the 24512.003\4830-6932-9720.v1 9/2/16 Real Property. The Parties agree that except as provided herein,the Property is dedicated for water supply purposes. The Parties intend that their relationship, with respect to the Property, be as tenants in common. Lake Oswego and Tigard shall be responsible for all costs related to the Property in proportion to their respective interests as set forth on Exhibit 7 . Such costs shall be included in the monthly invoices under Section 9.2 Water Rights, Permits, and Certificates. Surface Water Rights held by Lake Oswego shall not be transferred under any of the real property transfers. Surface Water Rights shall remain in the name of Lake Oswego. By execution of this Agreement,Lake Oswego agrees to hold these permits or certificates for the benefit of Tigard and Lake Oswego to the extent of the rights of each under this Agreement. Development and beneficial use by the Parties of water authorized in the Surface Water Rights of Lake Oswego,but undeveloped as of the date of this Agreement, shall accrue to the benefit of all Parties,to the extent of their rights under this Agreement,without regard to ownership. 9.3 Covenant. The Parties declare that the Property is and shall be held, conveyed, hypothecated, encumbered, leased, rented, occupied and improved subject to the limitations,restrictions,covenants and conditions set forth in this Agreement,all of which are declared to be in furtherance of a plan established for the purpose of constructing and operating the Supply Facilities. All such limitations, restrictions, covenants and conditions are intended to run with the Property,and to inure to the benefit of and be binding upon all parties having or acquiring any right,title, interest or estate therein. Other incidental uses shall be limited or restricted to the extent they conflict with water supply purposes. 9.4 Partition. Following transfer and so long as this Agreement is in effect,no Party shall seek or obtain through any legal proceedings a judicial partition of the Property or sale of the Property in lieu of partition,without the prior written consent of the other Party. Section 10. Financial Management. 10.1 Budget. The Managing Agent shall prepare a budget for the Supply Facilities for each Fiscal Year. Each Party's proportionate share of the expenses of operation and maintenance of the Supply Facilities, including reserves for repair and replacements, permitting, design and construction and other expenses as may be incurred, shall be estimated, and set forth in the annual budget, and the amount estimated shall be recommended to be included as operating expenses, in each Party's individual adopted budget. If the budget includes accumulation of funds designated for a particular purpose or future use, such amounts shall be accumulated in a restricted or earmarked fund. 10.2 Schedule. A draft budget shall be prepared and distributed to the Advisory Committee by March 1st for comment. A draft budget shall be prepared and 24512.003\4830-6932-9720.v1 9/2/16 distributed to the Board by April 30th. The final budget must receive approval by each Party by June 30th. If any Party uses a biennial budget cycle,the dates above shall remain the same for the applicable budget preparation year and that Party shall update the budget amounts anticipated for the off year for the benefit of the other Party's budget process. 10.3 Periodic Reports. The Managing Agent shall maintain an independent budget control procedure and provide budget reports at least quarterly to the Board not later than 30 days after the end of each quarter. This report shall show expenditures and receipts by budget item for each transaction through the last working day of the preceding quarter. 10.4 Asset Management Program. The Managing Agent shall create a thorough inventory all of the assets associated with the Supply Facilities, including physical facilities and real estate holdings. The inventory shall describe the current conditions of these Supply Facilities, their current value (replacement cost less depreciation), and repairs and replacements that may be necessary. The inventory shall include a schedule for repairs and replacement. The Advisory Committee may propose policies to the Board that guide, schedule and fund the repair and replacement of the assets and suggest amendments to the Supply Facilities Capital Improvement Program. The Asset Management program shall be based on prudent utility practices and industry standards. 10.5 Audit, Record Keeping; Access to Records. The Managing Agent shall cause an annual audit to be conducted pursuant to the requirements of ORS 207.425, 297.455, 297.465 and 297.466. The Managing Agent shall maintain its books and records in such manner that the Supply Facilities and expenditures related thereto are separately stated and capable of review without being combined or mixed with the nonsupply facility assets. The Managing Agent shall maintain all fiscal records relating to the Supply Facilities and Project in accordance with generally accepted accounting principles. In addition, the Managing Agent shall maintain any other records pertinent to the Supply Facilities and Project. All such fiscal records, books, documents, papers, plans, and writings shall be retained by the Managing Agency and kept accessible as required by law. Each Party and its authorized representatives shall have access to all books, documents,papers and records of the Managing Agency which are directly related to the Supply Facilities and Project for the purpose of making any audit, examination,copies,excerpts and transcripts. Section 11. Council Decisions. Approval by the Councils of each Party is required for: 24512.003\4830-6932-9720.v1 9/2/16 (a) Any sale,transfer,lease,exchange,or other disposition of any Property over,under, or upon Supply Facilities are located; (b) Entry to any mortgage,pledge,encumbrance or refinance of the Property or Supply Facilities; (c) Approval of any budget; (d) Approval of revenue bonds or other financing obligations for the Supply Facilities; (e) Approval of any nonemergency expenditure by the Board that has not previously been approved and budgeted or a capital improvement project not listed on the Supply Facilities Capital Improvement Program; (f) Approval of any decision to burden the Property or Supply Facilities with additional easements, licenses, or other encumbrances or to use the property for non-water related purposes. (g) Approval of amendment of the Agreement to allow a new Party to join; (h) Approval of modification, alteration or dissolution of this Agreement; (i) Approval of a Supply Facilities Capital Improvement Program and amendments. Section 12. Personnel. If the Board appoints a General Manager as the Managing Agent and other Board staff are hired as employees, the Board shall be responsible for complying with all applicable state and federal laws and for all employment related benefits and deductions,workers' compensation premiums and pension contributions. To the extent that any Party uses its own employees in the performance of its duties under this Agreement, that entity shall be so responsible. Decisions regarding employees shall be the sole responsibility of the entity who employs him or her. Section 13. Cost of Water. Lake Oswego and Tigard shall each pay the Commission for the water each City uses through a commodity rate.The commodity rate shall be established pursuant to the guidelines in this Agreement. 13.1 LOT shall treat the parties to this Agreement as a separate class of customer from any of the wholesale surplus water customers. The rate to be charged to the parties to this Agreement shall initially be established by the Board. In performing rate studies, LOT shall give due consideration to accepted rate making methodologies recommended by the American Water Works Association. 13.2 Operation and Maintenance Costs. The costs of operation and maintenance shall be allocated between the Parties according to water delivered from the water treatment plant to each Party's connection point to their distribution systems measured in 24512.003\4830-6932-9720.v1 9/2/16 hundred cubic feet(ccf)imposed on the Supply Facilities multiplied by the operations and maintenance expense rate in$/ccf. The method for calculating the rate and water use determination of payment shall be agreed to by the Board based on the budget and anticipated water use considering the previous 12 months'water use. At the end of each year,actual unit costs will be calculated and reconciled. 13.3 Billing and Payment. Each Party shall receive an invoice monthly from the Managing Agent representing one-twelfth of the allocated operations and maintenance budget amount for that Party. The invoice may also include required payments for renewal,repair,and replacement(proportionate to ownership)or the Managing Agent may send a separate invoice. Payment is due within 30 days of receipt of the invoice. On March 1st of each year,the Managing Agent will send an invoice calculating actual water usage as compared to estimated annualized expenditures in the budget and reconcile them. The respective Parties will pay (or receive credit for overpayment toward the next invoice)based upon this reconciliation. As soon as reasonably possible after June 30th of each year,the Managing Agent will conduct a similar reconciliation and the Parties will pay or receive credit for overpayment as appropriate on the next invoice in the new fiscal year. 13.4 In the event of extraordinary circumstances or a major casualty or loss which requires emergency expenditures to maintain a sufficient water supply, LOT may impose upon the Parties an emergency surcharge to pay for such expenditures. The surcharge shall be allocated between the Parties to this Agreement in an equitable manner which takes into consideration the benefit to be derived by each party from the expenditure. Section 14. Use of Supply Facilities. The Parties shall each use the Supply Facilities in a manner consistent with prudent water utility practices and to minimize interference with each other's use of its respective share of Capacity to meet its demands. Prudent practices shall include a mutual commitment to conservation and use of water without waste implemented in each Party's Water Management and Conservation Plan. The Parties anticipate that instances of overuse of Capacity by a Party will be rare and the Parties shall resolve such instances on a case-by-case basis. Unless caused by system operation conditions not caused by the overusing party,any use of 10%or greater by either Party(or third party user)than its share of Capacity for two consecutive years or three out of five years shall be overuse. The overusing Party(or third party user)shall compensate the other party at a lease rate as may be fairly and equitably agreed upon by the parties. Section 15. Mutual Forecast Submittal. In order to make timely,reasonable and prudent judgments concerning meeting respective demands for capacity,the need to lease capacity,the ability to lease capacity,and the terms and conditions of any such Lease,the Parties shall each submit to the other commencing February 1,2018 and February 1 of each fifth year thereafter,a 10- year planning forecast. The planning forecast shall set forth the respective projected water 24512.003\4830-6932-9720.v1 9/2/16 demands,capacity to serve that demand,and identify any deficiencies in capacity by year for the 10-year period. Demand shall include any sale of water from capacity agreed to or reasonably anticipated within the ten-year time frame. The capacity requirement for the Supply Facilities shall consist of the average of five consecutive days containing the highest average peak day demands (mgd)imposed by the Parties,for the summer period of May 15 to October 31. The Parties shall agree on an appropriate course of action as they deem reasonably available and prudent,under the forecasted circumstances, including,but not limited to, leasing capacity from one to the other,both within and without the timeframe of such planning forecasts. Section 16. Supply Facilities. 16.1 Water Treatment Plant Facilities. Except during a curtailment event for any reason, each Party shall have or obtain Capacity in the Water Treatment Plant Facilities,to serve the Demand of the Party during the Summer Period and the Winter Period up to the respective allocations. The Capacity requirement for Water Treatment Plant Facilities shall consist of the average of the five(5)consecutive days containing the peak day demand (mgd) imposed on the Supply Facilities by the Party for each Summer Period and Winter Period. Capacity in the Water Treatment Plant Facilities may be obtained by purchase of excess existing Capacity, capacity expansion of the Water Treatment Plant Facilities and/or leasing of Capacity from another Party. 16.2 Transmission System. The Parties agree to maximize the use of the existing Transmission System for the benefit of the Parties before construction of new transmission facilities. The Parties have agreed on connection points for delivery of water from the Transmission System as set forth in Exhibit 3_, which exhibit may be updated and revised by resolution of the Board. To the extent that a Party needs additional Capacity in the Transmission System, the Parties agree to sell or lease available Capacity in the Transmission System prior to construction of new transmission facilities. When expansion of the Transmission System is required, the Parties shall follow the procedures as set forth in Section 16.3 Finished Water Storage. The Parties agree to construct additional shared storage facilities where efficient and economic for both Parties. Notwithstanding this provision, each Party shall construct and operate separate adequate finished water storage within its distribution system to meet their respective operating and emergency conditions as set forth in the Operations Manual. To the extent that a Party cannot do so, it may make a request to the other Party for supplemental storage. If the Party providing supplemental storage agrees to provide such storage, then the Party receiving such supplemental storage shall compensate the other Party as mutually agreed. Section 17. Expansion. 17.1 Policy. The Parties agree that use of the Supply Facilities should be accomplished first by utilizing the Capacity in the Supply Facilities to serve the needs of the 24512.003\4830-6932-9720.v1 9/2/16 Parties. The Supply Facilities should be expanded only after the Parties are projected to be using all Capacity, within a reasonable planning horizon or at such other times as the Parties deem appropriate. In determining the appropriate time to begin expansion of the Supply Facilities,the Parties shall consider the time required to provide for environmental reviews, design,permits and construction. Therefore,the Parties agree to lease Capacity to another Party as provided for in Section to reasonably and prudently defer capital improvements and costs thereof. 17.2 New Surface Water Rights and Expansion. The Parties agree that finding opportunities to acquire new water rights(surface or ground)may be of great significance to their long range needs. This may include the purchase of existing Surface or Ground Water Rights or application for permits for surface, ground or stored water rights. The Parties agree that new sources shall be acquired jointly in proportion to the Party's ownership interest in the Supply Facilities or by the Commission. If a Party elects not to participate in the acquisition of additional water,the other Party may proceed individually. 17.3 Expansion Rights in the Supply Facilities. The Parties shall use reasonable and prudent utility standards in determining as to when and to what size the Supply Facilities should be expanded. Such determination shall take into consideration the Demand requested by the Parties, the Capacity of the Water Supply Facilities, prudent utility planning standards and the available Surface Water Rights, and Transmission System owned or capable of being leased or expanded by the Parties. Based on the Planning Forecast of Section 15, a Party shall provide written notice to the other Party of its desire to expand the Supply Facilities. The Board shall place the proposed project on the Capital Improvement Program. The intent of the Parties is to place the proposed project on the Board's CIP for a period of five years. In the third year of the CIP,the Parties shall each decide whether to accept or reject participation in the expansion. Notice by a Party to participate in an expansion shall be in writing and specify the percent participation in the expansion. Each Party shall have the right to participate in the expansion in at least the same percentage level as the Party's percent ownership in the Supply Facilities at the time of the proposed expansion. A party may proceed individually if the other elects not to participate so long as the non-participating Party is held harmless from financial obligation. 17.4 Other Assets. There may arise other improvements which do not directly in and of themselves,provide for expansion of the Supply Facilities. In such circumstances,the Parties shall mutually determine the appropriate financial participation by each of the Parties. They shall consider the purpose for the construction of the asset and the benefits to be received by each of the Parties from the asset in determining the financial participation requirement of each. A 24512.003\4830-6932-9720.v 1 9/2/1 6 party may proceed individually if the other elects not to participate so long as the non-participating Party is held harmless from financial obligation. 17.5 Bonita Road Pump Station. Tigard's Bonita Road Pump Station is capable of providing water from Tigard to Lake Oswego if necessary. The Parties acknowledge this is beneficial to Lake Oswego in those circumstances, but the frequency is difficult to predict. If this Pump Station is used for the benefit of Lake Oswego, Lake Oswego shall pay Tigard's costs to supply water, including Tigard's costs to purchase water from other entities, as if it were a short-term lease. Tigard will invoice Lake Oswego on a monthly basis in such circumstances. Section 18. Leasing. 18.1 As provided for in Section 17,the Parties shall lease to the other Capacity in the Surface Water Rights and Supply Facilities to the extent available according to the planning forecast. Each Party has a right to lease from the other the unused portion of their respective allocations of the total 38 mgd Capacity. Each Party shall lease to the other Lake Oswego such unused capacity as may be determined by Lake Oswego to be reasonably available and prudent to be leased or as they may otherwise agree. 18.2 Terms and Conditions. The term of any lease for Supply Facilities shall be for a term and upon such conditions as the Parties determine. A lease shall be an interim measure that allows the Parties to defer expansion or new construction of Supply Facility components and to provide Parties with a near-term stable planning horizon. The Parties do not intend to have perpetual renewal terms. The lease payments shall be determined according to the formula on Ex._or as mutually agreed. 18.3 Curtailment of Leasing Capacity. The Parties agree that a condition of any lease shall be that the lessee Party shall be provided Capacity to the same extent that Capacity is available to serve the lessor Party's Demand. Curtailment of Capacity resulting from reduced availability of water for all new water supplies developed after the effective date of this Agreement shall be shared equally among the parties. Section 19. Sales to Others. Except for the Existing Wholesale Customers, existing mutual aid agreements, or extension of service to a Party's service area, neither Party may contract for the sale or use of the Supply Facilities to any other entity or person who is not a Retail Customer of any Party without the approval of the other Party and compliance with the terms of this Agreement. Any revenues derived from the sale of water to another entity shall be paid to the Managing Agent. Net proceeds from such sales shall be credited back to the Parties based on a method as mutually agreed. Net proceeds shall be those proceeds remaining after expenses, renewals and replacements and contingencies are paid. 24512.003\4830-6932-9720.v1 9/2/16 Section 20. Withdrawal. 20.1 Complete or Partial Termination of Interest. Any Party may elect to terminate all or part of its participation in this Agreement and withdraw from the Supply Facilities as designated(full or partial)by giving written notice of its desire to terminate to the remaining Party(ies), and stating a date for termination which shall be not less than five(5)years from the date of notice. The remaining Party receiving notice of termination shall have the first option to purchase the terminating interest. If Tigard terminates in whole or in part,the purchase price shall not include any value for water as those water rights remain with Lake Oswego. If Tigard completely terminates from this Agreement, it shall not receive water unless Lake Oswego agrees in writing. If Tigard partially terminates, its 18_mgd capacity shall be adjusted to reflect its retained, proportionate interest. The Parties shall meet for the purpose of establishing the price for the terminated interest. The meeting shall be held within 90 days following receipt of notice of termination. Notice to the selling Party of the other Party's intent to buy all or a portion of the terminating interest shall be given no later than three (3) months after receipt of the written notice of the Party's desire to terminate. If the remaining Party purchases less than the full portion of the terminating interest,the Parties also agree that any unpurchased interest may be sold to another local government party so long as that other local government party becomes subject to all terms and conditions of this Agreement. The terminating Party shall use best efforts to find another local government partner to buy the remaining unpurchased interest or to assign or lease capacity so as not to unduly burden the remaining party. Consent by the remaining Party for another local government party to purchase,take assignment or lease the Supply Facilities to this Agreement shall not be unreasonably withheld. Any assignment or lease of an unpurchased interest to another local government shall not relieve the Party from its obligations under this Agreement. Negotiations of the terms of sale, assignment or lease to another local government Party shall include the non-terminating Party as to those terms which directly impact its operational and financial interest. 20.2 Sale of Assets. A Party may offer to sell to the other Party its ownership interest in an identified portion of the Supply Facilities (e.g., a percent of the Transmission System). Notice of the proposed sale shall be given to the other Party by the Party wishing to sell. Such notice shall specify the material terms and conditions of the sale. The terms and conditions of Section 21.1 shall apply. The Party may also assign or lease the unpurchased interest to another local government Party. Consent to such assignment or lease shall not be unreasonably withheld or relieve the Party from its obligations under this Agreement. 20.3 Valuation of Interest. The Parties shall meet to agree upon a price within 90 days of the receipt of notice under Sections 20.1 or 20.2. The price shall be fixed by 24512.003\4830-6932-9720.v1 9/2/16 determining the terminating/selling Party's interest in the subject assets using the Depreciated Replacement Cost Value or a mutually agreed. Nothing herein shall prevent the Parties from agreeing upon a price through negotiation and unanimous consent. Sales, assignments or leases to third parties are not subject to the valuation formula of this Section. 20.4 Payment. The payment price for the subject interest shall be paid in full on the date of termination set forth in the notice of intent to terminate/sell or award of arbitration or court. Interest shall commence to accrue from the date of agreement arbitration or judgment at the Local Government Investment Pool rate. If a Party fails to pay the purchase price in full at the date of termination,then the terminating/selling Party shall have the right to sell or transfer or assign the subject interest to any other government entity as provided in Section 20.1 or 20.2. 20.5 Default and For Cause Termination. The failure of a Party to perform any duty imposed upon it by this Agreement shall constitute a default. The non-defaulting Party shall have the right to give the defaulting Party a written notice of default, which shall describe the default in reasonable detail and state the date by which the default must be cured,which date shall be at least 60 days after receipt of the notice of default, except in the case of a failure to advance funds, in which case the date shall be 30 days after receipt of the notice of default. 20.6 Opportunity to Cure. If within the applicable period described in Section 20.5 the defaulting Party cures the default, or if the failure is one(other than the failure to make payments)that cannot in good faith be corrected within such period and the defaulting Party begins to correct the default within the applicable period and continues corrective efforts with reasonable diligence until a cure is effected,the notice of default shall be inoperative, and the defaulting Party shall lose no rights under this Agreement. If, within the specified period,the defaulting Party does not cure the default or begin to cure the default as provided above,the non- defaulting Parties at the expiration of the applicable period shall have the rights specified in Section 21. 20.7 Rights Upon Default. If the defaulting Party has not cured the default as provided in Section 20.5, it shall have no voting rights under this Agreement until the default has been cured. In addition,the non-defaulting Party may pursue any other remedy available at law or in equity against the defaulting Party, including but not limited to, an action for damages, costs of obtaining substitute water or other performance. Dispute Resolution is a condition precedent to pursuing any remedy. 20.8 Dissolution of the Agreement. This Agreement may be dissolved by mutual agreement. Upon dissolution,the Parties shall agree on a Dissolution Plan and schedule to wind down and dissolve the business affairs. Unless modified by the 24512.003\4830-6932-9720.v 1 9/2/16 Dissolution Plan,the dissolution shall be effective only after all debts and obligations are paid or provision for payment is made. Each Party shall assume a share of the debts and obligations in proportion to their ownership in the Supply Facilities unless the instrument or transaction that created the debt or obligation specified otherwise. The Parties shall execute those documents necessary to vest proportionate ownership of the Supply Facilities and Property in each Party and execute a post dissolution water supply agreement and a management agreement for the Supply Facilities and Property. Nothing herein shall prevent a Party from accepting cash or other consideration in lieu of continued proportionate ownership in the Supply Facilities and Property. The cost of dissolution shall be treated as an operation and maintenance expense. 20.9 Termination or Dissolution by Lake Oswego. If Lake Oswego elects to terminate this Agreement, or if the Parties mutually agree to dissolve this Agreement,Lake Oswego agrees to provide Tigard with treated water sufficient to supply 18 million gallons per day so that Tigard is always assured of having sufficient source to supply its capacity share and usage of the Supply Facilities. If Tigard is allocated additional capacity in the Supply Facilities by the provisions of this section shall apply to that increment of water. Negotiation of a mutually agreeable water supply agreement shall be a condition precedent to any termination of this Agreement by Lake Oswego or Dissolution Plan. 20.10 Unreasonable Withholding of Consent. Unreasonable withholding of consent shall be those reasons other than financial considerations, availability of alternate water sources,water usage characteristics,water service territory,water demand forecasts,technical or operational expertise, history as a recognized local government water service provider, ownership, control or operation by or for a private entity or person, and other relevant matters considered in reasonable and prudent utility management. Section 21. Dispute Resolution. The Parties hereby agree that resolution of any disputes shall follow these steps. However, nothing shall prevent the disputing parties(Disputing Parties)from waiving any of the steps by mutual consent. 21.1 Dispute Resolution Steps. Step One: (Negotiation) A Party shall give notice of the dispute(Notice Date). The Managing Agent shall commence a meeting of the City Manager or other persons designated by each of the Disputing Parties. Those designees shall negotiate on behalf of the Party they represent and attempt to resolve the issue. If the dispute is resolved at this step, there shall be a written determination of such resolution, signed by each City Manager or other designated persons and ratified by the governing bodies,which shall be binding upon the Disputing Parties. 24512.003\4830-6932-9720.v1 9/2/16 Step Two: (Mediation) If the dispute cannot be resolved within thirty(30) days at Step One, the Disputing Parties shall submit the matter to non-binding mediation. The Disputing Parties shall attempt to agree on a mediator. If they cannot agree,the Disputing Parties shall request a list of five(5)mediators from an entity or firm providing mediation services. The Disputing Parties shall mutually agree on a mediator from the list provided. Any common costs of mediation shall be borne equally by the Disputing Parties. The Parties shall agree upon a mediator within 10 days of request for mediation and mediation shall be completed within 60 days of the Notice Date. If the issue is resolved at this step, a written determination of such resolution shall be signed by each City Manager or other designated persons, and ratified by the governing bodies,which shall be binding on the Disputing Parties. Step Three(Arbitration) After exhaustion of the preceding processes, all disputes or claims arising out of this Agreement shall be submitted to binding arbitration under the rules and processes of U. S.Arbitration and Mediation of Portland, Oregon or similar mutually agreed process. Each Disputing Party shall select an arbitrator and the two shall appoint a third arbitrator. All costs of arbitration shall be borne equally. The Oregon Rules of Civil Procedure relating to discovery and the Oregon Evidence code shall apply. The decision of the panel shall be binding. Nothing herein shall prevent the Disputing Parties from selecting a single arbitrator by agreement. 21.2 Legal Fees. Each Disputing Party shall bear its own legal and expert witness fees at all stages of proceedings, including any appeals. • Section 22. Notices. Any notice herein required or permitted to be given shall be given in writing and effective when actually received by hand delivery or by the United States mail, first class postage prepaid, addressed to the Parties as set forth below. The Parties shall notify the Managing Agency of any change of address or title for receipt of notices under this Agreement. City of Lake Oswego City of Tigard Attn: City Manager Attn: City Manager 380 A Avenue 24512.003\4830-6932-9720.v 1 9/2/16 P.O. Box 369 13125 S.W. Hall Boulevard Lake Oswego, Oregon 97034 Tigard, Oregon 97223 Section 23. General Provisions. 23.1 Instruments of Further Assurance. From time to time, at the request of a Party, each Party shall,without further consideration, execute and deliver such further instruments, and shall take such further action as may be reasonably required to fully effectuate the purposes of this Agreement. 23.2 Entire Agreement. This Agreement embodies the entire agreement and understanding between the Parties hereto with respect to the Supply Facilities and supersedes all previous agreements and understandings relating to the Supply Facilities except as provided herein. The Parties agree that the 2008 Agreement shall terminate as of the effective date of this Agreement. 23.3 Assignment, Sale or Transfer. No Party shall have the right to sell, transfer or assign its interest in this Agreement(or any portion thereof)or asset(s),without the prior written consent of the other in accordance with requirements of this Agreement. No Party may sell,transfer, assign its interest or sell water to an existing wholesale customer in the other Party's service area as set forth on Exhibit 2 without the prior written consent of the other Party in accordance with the requirements of this Agreement. 23.4 Severability. In case any one or more of the provisions contained in this Agreement shall be invalid, illegal, or unenforceable in any respect,the validity, legality and enforceability of the remaining provisions contained herein shall not in any way be affected or impaired thereby. 23.5 Headings. The Article, section and subsection headings contained in this Agreement are for reference purposes only and shall not in any way affect the meaning or interpretation of this Agreement. 23.6 Force Majeure. No Party shall be considered in default in the performance of its obligations under this Agreement to the extent that the performance of any such obligation is prevented or delayed by any cause,existing or in the future,which is beyond the reasonable control of the affected Party, including,but not limited to, Acts of God, earthquake, labor disputes, civil commotion,war events beyond the reasonable control of the Parties, such as regulatory restrictions or requirements, permit issuance,and the like. In the event a Party claims that performance of its obligations was prevented or delayed by any such cause,that Party shall promptly notify the other Parties of that fact and of the circumstance preventing or delaying performance. Such Party so claiming a cause of delayed performance shall endeavor to the extent reasonable to remove the obstacles which preclude performance. 23.7 Consolidation,Merger,Annexation. 24512.003\4830-6932-9720.v1 9/2/16 23.7.1 Change of organization is defined as the consolidation or merger of a Party with another city under ORS 222.610 et seq. 23.7.2 Any new entity created by change of organization involving a Party to this Agreement shall require prior consent of the other Party as to the successor or surviving entity's entitlement to be an owner of the Supply Facilities,based on the entity's legal, financial and technical ability to assume the original Party's obligations under this Agreement. Such consent shall not be unreasonably withheld. If the surviving or successor entity is approved, the original Party/Parties' obligations and rights hereunder shall be binding upon and inure to the benefit of the surviving or successor entity, and that entity shall be subject to all obligations of this Agreement. 23.7.3 Annexation of or provision of service to an area beyond that area identified for each party in Exhibit , and any transfer of a Party's territory to a Water Authority formed by one or more cities, water districts, or both, shall require the prior consent of the other Party, which shall not be unreasonably withheld considering capacity and demands and other system factors. Annexations or service to identified areas shall not require consent. 23.8 Survival of Covenants. Any provision of this Agreement which,by its terms has or may have application after the expiration or earlier termination of this Agreement, including all covenants, agreements, and warranties, shall be deemed to the extent of such application to survive the expiration or termination of this agreement. 23.9 Indemnity. To the extent permitted by the Constitution and laws of Oregon,each Party agrees to defend, indemnify and hold harmless the other from and against any and all actual or alleged claims, damages, expenses, costs, fees, including but not limited to attorney, account,paralegal, expert and escrow fees, fines, environmental costs and/or penalty(collectively"costs"),which may be imposed upon, claimed against, or incurred or suffered by the Party, unless and to the extent it was resulting from an individual Party's negligence or willful misconduct. 23.10 No Third Party Beneficiaries. The Parties hereto are the only Parties to this Agreement and the only persons or entities entitled to enforce its terms. 23.11 Franchise Fees,Right of Way Fees. A Party may not change a franchise fee,right of way fee or utility license fee on any Supply Facilities. IN WITNESS WHEREOF the Parties have dated and signed this Agreement. CITY OF LAKE OSWEGO CITY OF TIGARD 24512.003\4830-6932-9720.v1 9/2/16 Mayor Mayor Dated Dated ATTEST: ATTEST: City Recorder City Recorder Dated Dated City Attorney City Attorney 24512.003\4830-6932-9720.v1 AIS-3038 4. A. Business Meeting Meeting Date: 02/28/2017 Length (in minutes): Consent Item Agenda Title: Approve City Council Meeting Minutes Submitted By: Carol Krager, Central Services Item Type: Motion Requested Meeting Type: Consent Agenda Public Hearing: No 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: •January 10, 2017 •January 17, 2017 OTHER ALTERNATIVES N/A COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS N/A DATES OF PREVIOUS COUNCIL CONSIDERATION N/A Attachments January 10,2017 Minutes January 17,2017 Minutes y City of Tigard C Tigard City Council Meeting Minutes TIGARD January 10, 2017 STUDY SESSION Council Present: Mayor Cook, Council President Snider, Councilor Woodard, Councilor Anderson and Councilor Goodhouse Staff Present: City Manager Wine,Assistant City Manager Newton, Human Resources Director Bennett, Risk Manager Curran, Attorney Backus, and City Recorder Krager A. EXECUTIVE SESSION At 6:30 p.m. Mayor Cook announced that the Tigard City Council would enter into an Executive Session called under ORS 192.660(2)(f) to discuss exempt public records. The Executive Session ended at 7:09 p.m. B. COUNCIL LIAISON REPORTS Mayor Cook reported on a meeting he and Council President Snider attended with the City of Durham and the Tigard Water District and reported a compromise was reached on who owns the assets,who benefits with the sale and how all rate payers can equally pay. All parties agreed that people should pay what is fair. The inequity is that the City of Tigard charges a franchise fee but Tigard Water District cannot. The following proposals were made: o Tigard Water District will own rights to a percentage share of the water supply (assurance). o Any sales proceeds must end up in the Water Fund. o There will be a renamed Intergovernmental Water Board. There is another meeting scheduled for Thursday of this week to develop details which will then be forwarded to the attorneys. Council President Snider said staff is doing homework and Public Works Director Rager is working on outlining a new board. City Manager Wine said she will forward that information to Councilor Woodard. Council President Snider said they did not define system assets because ultimately any proceeds of sales will go to the system. City Manager Wine said there is an agreement with King City and they will have the option to go with a new agreement. Mayor Cook updated council on Washington County Coordinating Committee (WCCC) discussions about the upcoming legislative sessions including a transportation package, the budget deficit and the increased cost of living and health benefit costs. He reported there were two Transportation Commission members at the Area Commission on Transportation (ACT) Region 1 meeting and they are recommending to Oregon legislators a gas tax increase of 16-30 cents per gallon. TIGARD CITY COUNCIL MEETING MINUTES —January 10, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 1 of 11 Administrative Items: o City Manager Wine confirmed with council that after board and committee liaison assignments are approved all meetings will be put on their calendars. Councilor Goodhouse noted the rescheduled goal setting meeting was not on his calendar. o A copy of the council's 2018 budget was distributed and staff will be asking for guidance in tonight's business meeting. City Manager Wine is requesting status quo budgets. o A liaison for the Budget Committee Sub-committee on Social Services needed to be assigned. This service requires attendance at one annual meeting usually scheduled for March. Council President Snider said he is ineligible due to a financial relationship with an applicant. Councilor Woodard noted that he served on this last year and expressed willingness to be the liaison again this year. 1. BUSINESS MEETING A. At 7:34 p.m. Mayor Cook called the Tigard City Council and Local Contract Review Board to order. B. City Recorder Krager called the roll. Present Absent Councilor Woodard ✓ Councilor Anderson ✓ Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ C. Mayor Cook asked everyone to stand and join him in the Pledge of Allegiance. D. Call to Council and Staff for Non-Agenda Items—None. 2. CITIZEN COMMUNICATION A. Follow-up to Previous Citizen Communication—City Manager Wine said Neal Brown came with a proposal for the city to purchase property on Gaarde Street for a park. His request went to the Park and Recreation Board (PRAB) and will be forwarded to staff to investigate the viability of the park purchase. She said PRAB guidance is that the city has almost exhausted acquisition funding for parks. The request will be evaluated further but at this point there is no available funding identified for a major park acquisition. B. —Associated Student Body President Lauren Brown will give a report at the January 24 council meeting. TIGARD CITY COUNCIL MEETING MINUTES—January 10, 2017 City of Tigard 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 2 of 11 C. • . : • Chamber CEO Monahan will give a report at the January 24 council meeting. D. Citizen Communication—Sign-up Sheet. Neal Brown, 13853 Box Elder Street,Tigard, OR 97223, said he spoke to council on December 13 about a property coming up for sale at 11260 SW Gaarde Street and he is proposing this land for a neighborhood park. He has spoken with the PRAB. He distributed a map which he said best explains how the city is deficient in parks in this neighborhood. He urged the city to purchase this land because it is the best property available in the area and there is a need for a park there. He said both listing agent Peter Dillenburger and the property owner Carl Finley are present. He said Carl Finley has lived in Tigard his entire life. He played football at Tigard High and was in the navy. He distributed to council a copy of an article about Mr. Finley from the King City Regal Courier. Council President Snider asked Mr. Brown if he had ideas for funding another park and Mr. Brown replied that he would like to look for funding and said, "If we really want to do something;we can do it. I believe in this project." Peter Dillenburger, 1500 NE Irving, Suite 110,Portland, OR 97232 and Mr. Finley, 11793 SW Queen Elizabeth Street,King City, OR 97224 spoke. Mr. Dillenburger said Mr. Finley has owned the property for 60 years. He built a house there and basically created a park by putting in a culvert and leaving it as an open space. He created a wetlands and a vegetative corridor so it already comes with trees and a water feature. It is easily visible and would serve many individuals living in nearby apartments. There is potential to benefit a lot of people in a small space. He said there are not that many pieces of land available in that neighborhood,which is devoid of parks. He hoped there was something creative that the city could do to make this happen. Mr. Dillenburger said Mr. Finley has been on the police department and has done many things for the city so it would be nice to purchase this property from him. Councilor Woodard thanked Mr. Finley for his navy service. Mayor Cook commented that the city has a PRAB that allocated the$17 million park bond (leveraged to $24 million) and while able to purchase some, still had to whittle down the list and there are properties left that could not be purchased. He noted that there are people wanting different amenities in the current parks or want a piece of vacant property to be a park in a park deficient area. There is a community group wanting the city to buy the property behind Fred Meyer's for a neighborhood park. He said the council tries to listen to the advisory board's advice on these requests and making a decision without their input defeats the purpose of having advisory boards and committees. Councilor Woodard said there are Parks SDCs but he did not know what is available. The park and recreation bond is depleted and there is just enough for a plaza in the downtown area,but he thought the PRAB could explore funding mechanisms. He invited the speakers to come to the budget hearings and hear what the Parks SDCs are and what might be available. He said he agrees with Mayor Cook that if council does not follow TIGARD CITY COUNCIL MEETING MINUTES-January 10, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov Page 3 of 11 recommendations of city boards and committees,and does something on its own it may create a problem and is not the best practice. Mayor Cook acknowledged Mr. Finley for allowing neighbors to use his land as a park currently and thanked him for all he has done for the city. He suggested that another funding source might be Community Development Block Grant funds since he thought the area might be eligible. Councilor Woodard asked Councilor Goodhouse to ask that question of the CDBG committee. City Manager Wine reminded council that discussions on the price need to be held in executive session. 3. CONSENT AGENDA: (Tigard City Council)— A. APPROVE TIGARD CITY COUNCIL BOARD AND COMMII'I'EE LIAISON ASSIGNMENTS Mayor Cook requested the item be removed from the Consent Agenda to be discussed separately. He mentioned that in the Study Session held earlier Councilor Woodard volunteered to be on the Social Services Sub-committee. Council President Snider moved for approval of the Tigard City Council board and committee liaison assignments with the amendment of Councilor Woodard serving as liaison to the Social Services Sub-committee of the Budget Committee. Councilor Goodhouse seconded the motion and Mayor Cook conducted a vote. Yes No Councilor Woodard ✓ Councilor Anderson ✓ Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ Mayor Cook announced that the motion passed unanimously. 4. INFORMATIONAL PUBLIC HEARING—CONSIDER APPROVAL OF RESOLUTION FOR THE FY 2017 SECOND QUARTER BUDGET SUPPLEMENTAL A. Mayor Cook opened the public hearing. B. Mayor Cook announced that this is an informational public hearing and anyone who signed up to speak may testify. C. Staff Report- Finance and Information Services Director LaFrance and Senior Management Analyst Barrett gave the staff report. Mr. LaFrance said this is the second quarter budget supplemental and in the agenda packet is a description of each item before council for consideration. There is no change to the fund balance. TIGARD CITY COUNCIL MEETING MINUTES—January 10, 2017 City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 4 of 11 Senior Management Analyst Barrett said the supplemental recognizes increased program expenditures of$340,000 funded through the contingency and increases in resources.These include an increase in the FTE for a Parks and Recreation Administrative Specialist II which is funded from the contingency.There is an increase in credit card and banking fees and an FFb increase for a bilingual librarian. Costs were reduced due to the elimination of a Metro- paid detective position and the timing is favorable because that officer is retiring.There is an increase for a police staffing study to be paid by a transfer from the Forfeiture Fund. Additional grant revenues are recognized in this budget supplemental that will be used to support police overtime for some grant funded projects. D. Council Questions Councilor Goodhouse asked if the credit card fees were being paid for out of current revenue and Finance and Information Services Director LaFrance said that they were. Council President Snider said it was important to explain that the change is due to increased revenue and not that there is a massive increase in people paying with credit cards. Mr. LaFrance said there are many factors and one is that revenues are increasing. As utility rates increase,the amount the city needs to pay for credit card fees will also rise and staff wants to build this into the 2018 budget. He said staff has looked into this more deeply to make sure the city is getting the best deal on their credit card fees. Staff feels that this trend will continue as the amount people pay with credit cards increases. Council President Snider asked what percentage of the increase is being driven by increased revenue collection verses just more people paying with a credit card. Finance and Information Services Director LaFrance said he did not know but he could say while the number of credit card transactions has not substantially changed, the amount per transaction has increased. The platform a customer uses to pay their bill makes a difference;paying a utility bill over the phone with a card is the most expensive method of payment. Mayor Cook said he would like a discussion as council goes into the budget process on who should be allowed to use credit cards. He said he was not in favor of stopping homeowners from using credit cards but allowing them to be used to purchase water meters,building permits and pay SDCs or other big ticket items impacts the city. Council President Snider agreed that the impact on businesses if they cannot use credit cards may be worth a white paper discussion at budget time. If there are only a few, the rules would not need to be changed. He asked if large entities are charging water and sewer to credit cards. Finance and Information Services Director LaFrance said staff is addressing this subject and could set a threshold outside of residential utility billing to see the level that exceed that threshold. E. Public Testimony—No one signed up to speak. F. Mayor Cook closed the public hearing. G. Council Consideration of Resolution No. 17-02 TIGARD CITY COUNCIL MEETING MINUTES-January 10, 2017 City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 5 of 11 Councilor Anderson moved to approve Resolution No. 17-02. Councilor Woodard seconded the motion. Resolution No. 17-02— A RESOLUTION TO ADOPT THE FY 2017 SECOND QUARTER BUDGET SUPPLEMENTAL INCLUDING ADJUSTMENTS TO PUBLIC WORKS, POLICY AND ADMINISTRATION,AND COMMUNITY SERVICES Yes No Councilor Woodard ✓ Councilor Anderson ✓ Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ Mayor Cook announced that Resolution No. 17-02 passed unanimously. 5. LEGISLATIVE PUBLIC HEARING: CONSIDER AMENDMENT TO TIGARD MUNICIPAL CODE 15.06.020 PERMITTING FRANCHISE AGREEMENTS WITH SPECIAL DISTRICTS AND COUNTY SERVICE DISTRICTS A. Mayor Cook opened the public hearing. B. Mayor Cook announced that this is a legislative public hearing and anyone signed up to speak may testify. C. Finance and Information Services Director LaFrance gave the staff report. He said this code amendment is related to the right of way franchise ordinance. Most utilities run through the city's streets and the burden is on Tigard in terms of repairs and inconvenience to citizens and businesses. This ordinance puts rules around how it can be done and authorizes fees. Fees go into general fund and are a source of revenue for the city. However, special districts were not charged. In addition, the Tigard Municipal Code does not allow the city to charge special districts or county service districts. The courts have ruled that cities can charge a franchise fee to Clean Water Services. Mr. LaFrance said this does not change the purpose of the ordinance but clarifies the definition of person, telecommunications and adds an update on relocation and development to allow utilities to be installed at the developer's cost. Staff has worked with the city's franchise attorneys and they had additional suggestions for the ordinance. Mr. LaFrance said staff has been contacted by partner agencies and they would like additional time to consider these changes. He requested a continuation of the public hearing. TIGARD CITY COUNCIL MEETING MINUTES --January 10, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 6 of 11 D. Council Questions Councilor Woodard asked if Tualatin Valley Water District currently pays Beaverton and Hillsboro a fee and Mr.LaFrance replied that they do. Councilor Woodard asked if Clean Water Services pays a fee and Mr. LaFrance said the currently do not. All seven cities in Washington County have held an ongoing discussion with them and are close to a resolution that will keep the relationship with CWS professional and friendly. After the inter- governmental agreement is amended all seven cities will have the option to charge CWS a franchise fee. CWS has requested additional time to review the proposal. E. After discussion,Mayor Cook said the public hearing will be continued until February 28, 2017. 6. FINALIZE THE 2017 FEDERAL AND STATE LEGISLATIVE AGENDA ISenior Management Analyst Wyatt gave the staff report and said he would like to finalize the federal and state legislative agendas prior to printing them. He recapped what the city's lobbyist Joel Rubin suggested on the federal level and also one item just heard about on the state level. Federal suggestions: SW Corridor Light Rail Project Potential infrastructure package (requested project suggestions) Tigard Street bridge replacement, ODOT facility,Fanno Creek Trail final link,improvements to Greenburg and Tiedeman Roads. Senior Management Analyst Wyatt asked for council feedback or any items missed. • Councilor Goodhouse asked why the Tigard Street bridge was mentioned but not the North Dakota Street bridge and Mr.Wyatt said funding has been identified for the North Dakota Street bridge. • Mayor Cook asked about a definition for rent stabilization and asked if that meant rent control or rent assistance. Mr.Wyatt will research this. Council President Snider added that this was a League of Oregon Cities (LOC) objective and he wants to be supportive of things helpful to people having a tough time getting by but he remains unconvinced that rent control works and he was not sure the city should interfere with the marketplace. • Councilor Woodard asked about the words "economic discipline"and said the average citizen would not know what this is.The recommendation is to replace the word economic with monetary. • Mayor Cook asked that the SW Corridor be added to the state agenda as funding will be sought from the state to help fund the corridor. • Councilor Woodard asked about the land use final order and if it is in support of what Metro is doing. City Manager Wine said it is about what final alignment and land use for the SW Corridor. Partner agencies will be advocating for the state to do the land use authority which supersedes local. City Attorney Olsen added that if each jurisdiction has to adopt a land use, each can be appealed,lengthening the process. Metro can consolidate the decisions TIGARD CITY COUNCIL MEETING MINUTES—January 10, 2017 City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 7 of 11 so there is one appeal process. Mayor Cook and Councilor Woodard asked to vet this further. Mayor Cook suggested adding financing and economic development but not the other words until Community Development Director Asher can come back and consult with council on this. • Councilor Goodhouse suggested adding all local representative's and senator's names. 7. DISCUSS THE FY 2018 MAYOR AND CITY COUNCIL BUDGET Finance and Information Services Director La France led the discussion on this agenda item. City departments are preparing their proposed fiscal year 2018 budgets with the city manager instruction to keep the budgets status quo. Council has the option to bring up other changes when the budget goes to Budget Committee. Mayor Cook asked a question about a difference between the revised and proposed 2016 figures. Mr.LaFrance said the change was done in the salary area and the revised 2016 version had an error that got carried through to the adopted budget. It was not spent so did not impact actual expenditures but that accounts for the dip. He will verify this and report back to council. Councilor Goodhouse suggested looking at the council training budget because sometimes an unplanned conference opportunity pops up during the year. He attended Railvolution last year and this was an addition. He is interested in how other cities budget for council travel. Senior Management Analyst Wyatt said currently each councilor has $7,000 in their training budget. Mayor Cook would like to see comparison with cities with similar populations (such as Albany and Corvallis) and also the figure per councilor. Some cities have a five-person council and some have nine and the budget line item figure does not indicate how it is divided. Some cities have one amount and councilors request funding from their mayor who decides how to allocate the funds. Mr.Wyatt said staff will get information on similar-sized city council travel budgets and their methodologies. Councilor Woodard discussed the history of the mayor stipend and council travel budgets. He said former Mayor Dirksen received an extra$20,000 when he was unemployed but then when he was employed again the stipend went back down to $20,000 and the extra went into the council bucket which enabled more to be spent on training and special duties. He said there is not much room to move on this unless Mayor Cook reduces his stipend. Councilor Goodhouse asked how the two are related and Councilor Woodard said they are separate but related issues and the only way to raise the council travel fund to$12,000,which is where he thought they should be,is to do something about the stipends. Council President Snider said it was important to consider the message council is sending because staff is being asked to prepare level budgets and we are asking for more. Councilor Woodard suggested it might also be a good message if council were to give up something right now. He said the mayor's stipend is a 450 percent increase over council's yet he felt council does equivalent work. Mayor Cook said the stipend was approved not by council;it was a Charter amendment. Council President Snider said he was a member of the citizen task force that brought the idea of a stipend forward to encourage more people to consider running for council and put the mayor in a better TIGARD CITY COUNCIL MEETING MINUTES—January 10, 2017 City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 8 of 11 position to advocate for Tigard. The original proposal was for mayors to be able to spend up to half of their time above normal council activities doing council work and the general thought was that it would cause a decrease in time available for their occupation. Another question was how much to pay and they recommended director-level pay. City Manager Wine said this is memorialized as a resolution. Councilor Woodard said$45,000 should be called a salary,not a stipend and there is a perception that council stipends are not competitive. He said Tigard stipends are different from nearby cities and he wants to equalize the playing field. He added that he wants to look at the both the mayor and council stipend amounts because he felt they are overpaid and are volunteer positions. Council President Snider commented that a few years ago the Budget Committee spent a good deal of time considering the council stipend and there was good rationale and citizen member support for what was done. He added that paying for babysitters these days is very expensive and that is an issue for his participation. He said he did not think there was anything preventing a member of council from taking money from their own stipend and spending it on additional travel. Councilor Woodard said it is not just about travel;it was that no one should be entitled to any more than anyone else doing equal work. There was a jump in the mayor's stipend in between mayors and he did not think that was right. He said he had been on council the longest and is challenging it now to make it right for upcoming councilors. He said he hoped the mayor would do the right thing and reduce his stipend by$20,000 and put it into training and that when other councilors go out on special assignments representing the city,they get$100 like Councilor Buehner did when she represented the mayor. He said that worked well and there were no rifts between members. The policy that was created has caused problems and he wants to see it corrected before he leaves council. Finance and Information Services Director LaFrance said from a process standpoint any changes related to council compensation,whether stipends or training budgets, are brought to the Budget Committee. This is to ensure a check is in place so council is not deciding its own compensation. A few years ago when this was last considered,Assistant City Manager Newton did a lot of legwork to develop the comparable information from other cities. He said other city departments have been told this year to prepare hold the line budgets and address what any additions would be. Staff will need to know what additions council is proposing. Council President Snider asked for clarification from Councilor Woodard on what he felt staff should prepare for the Budget Committee as his focus seemed to be on reducing the mayor's stipend but he also mentioned council getting paid for extra duties. Councilor Woodard said he wants to make the comparisons and reduce the mayor's stipend by$20,000 to be put into council training. He said the Budget Committee members will not want to do something to displease the mayor Councilor Goodhouse said his view on the stipend is that when looking for someone to run for mayor and represent the city it is desirable to attract someone who is a business professional and serving as mayor takes time away from their day to day jobs. They need to supplement what they were making.Running for mayor should not just be available to people who are retired. He said the mayor's stipend amount is fine but he would like to bump up each councilor's travel budget,maybe to $10,000. TIGARD CITY COUNCIL MEETING MINUTES-January 10, 2017 City of Tigard 113125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 9 of 11 Councilor Woodard responded to Councilor Goodhouse's mention of attracting professionals to the mayor position and said they could be the wrong people to bring in. Mayor Cook asked if there were at least three council members who want staff to study adding an additional amount to the council travel line item and gather comparable information from other cities. Councilor Goodhouse, Council President Snider and Councilor Woodard responded affirmatively. Mayor Cook asked if there were at least three council members who support deducting$20,000 from the mayor stipend. Councilor Woodard was the only member in favor. Councilor President Snider said the mayoral stipend increased to compensate the mayor for giving up his time at work to do city business. He asked Mayor Cook whether he felt that was the case and Mayor Cook replied that he has reduced his work schedule by that amount so he could put that amount of time towards city-related work. He said he has put in that full amount of time. Senior Management Analyst Wyatt will bring back information on travel and training budgets in comparable cities and the methodology used to distribute travel funds among council members. 8. LOCAL CONTRACT REVIEW BOARD—CONSIDERATION OF CITYWIDE ATTORNEY SERVICES CONTRACT Senior Management Analyst Wyatt and Senior Management Analyst Barrett gave the staff report on this item. Mr. Barrett said this had been discussed at a previous council meeting and additional information requested from council was provided. Mayor Cook asked if there were any questions. Council President Snider verified that the terms asked for were received and Mr.Wyatt confirmed that the agreement had been reviewed by outside counsel. Mr. Barrett said there were no significant changes to the contract. Mr. Wyatt said there is a clause in the contract that council can review the contract at any time. Councilor Woodard moved to approve the citywide attorney services contract. Council President Snider seconded the motion. Mayor Cook conducted a vote and all voted in favor of awarding the citywide attorney services contract to Jordan Ramis. Yes No Councilor Woodard ✓ Councilor Anderson ✓ Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ Mayor Cook announced that the motion passed unanimously. 9. NON AGENDA ITEMS None. TIGARD CITY COUNCIL MEETING MINUTES —January 10, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 10 of 11 10. EXECUTIVE SESSION None. At 9:20 p.m. Mayor Cook read the citation for the Tigard City Council entering into Executive Session to discuss real property negotiations,labor negotiations and to review and evaluate the employment-related performance of the city manager under ORS 192.660 (2) (e), (d) and (i). He said the Tigard City Council will adjourn from the Red Rock Creek Conference Room at the end of the Executive Session. The Executive Session ended at 10:12 p.m. 11. ADJOURNMENT At 10:12 p.m. Council President Snider moved for adjournment. Councilor Goodhouse seconded the motion and the motion passes unanimously. Yes No Councilor Woodard ✓ Councilor Anderson ✓ Mayor Cook ✓ Councilor Goodhouse ✓ Council President Snider ✓ Carol A. Krager, City Recorder Attest: John L. Cook, Mayor TIGARD CITY COUNCIL MEETING MINUTES —January 10, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 11 of 11 11111 q City of Tigard Tigard City Council Meeting Minutes TIGARD January 17, 2017 I, 1. WORKSHOP AND BUSINESS MEETING A. Council President Snider called the meeting to order at 6:36 p.m. B. Deputy City Recorder Burgoyne called the roll. Name Present Absent Council President Snider ✓ Councilor Woodard ✓ Councilor Anderson ✓ Councilor Mayor Cook ✓ Councilor Goodhouse ✓ C. Council President Snider asked those attending to stand with him for the Pledge of Allegiance. D. Call to Council and Staff for Non Agenda Items—None. BUSINESS MEETING ITEM 2. CONSIDER LOCAL REVIEW BOARD CONTRACT AWARD FOR 118Th AND DERRY DELL CREEK PROJECT City Manager Wine discussed the details of the contract, qualifications of the firms who submitted proposals,ranking guidelines and staff's recommendation for approval. Council President Snider called for a motion for the Local Contract Review Board to award the contract for 118th and Derry Dell Creek Project. Councilor Woodard motioned to approve awarding the contract for 118`'' and Derry Dell Creek Project and Councilor Goodhouse seconded the motion. Motion passed by a unanimous vote. Name Yes No Council President Snider ✓ Councilor Woodard ✓ Councilor Anderson ✓ Councilor Mayor Cook (absent) Councilor Goodhouse ✓ TIGARD CITY COUNCIL MEETING MINUTES —January 17, 2017 City of Tigard 113125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 1 of 6 WORKSHOP MEETING ITEMS 3. RECEIVE COUNCIL REQUESTED TRAINING ON LAND USE AND QUASI-JUDICIAL DECISIONS City Attorney Ramis discussed areas of concerns and issues that could arise during land use and quasi-judicial hearing procedures,and the best ways council can handle each situation in order to make good decisions and stay within procedural rules. He went through each area of concern. 1. Ambiguity in the Law: Is when the code criteria is not clear and can lead to interpretation. This typically happens with Comprehensive Plan amendment cases where comp plan goals can conflict with policies. Mr. Ramis said in situations like this,it is best if council explains their interpretation and allows all parties an opportunity to state what their interpretation is. Assistant Community Development Director McGuire added that staff should be providing council with their interpretation of code criteria. Mr. Ramis said that council always has the ability to amend the code,but to keep in mind these amendments would apply to any future development as well. Council President Snider asked if this is an area city council struggles with. Mr.McGuire said this has come up a few times in the past and that due to some competing language in the code,interpreting the code can be somewhat difficult. 2. The Reversal: This can occur when city staff,the Planning Commission and Hearings Officer are favorable towards an application and council does something different-while this is ok,it is often because there is a technical problem. Mr. Ramis discussed staffs role vs council's role and suggested council initially make a tentative decision,direct staff and city attorney to write their findings and have staff come back to council for final adoption. Council President Snider asked if this solution is good practice and if it works. Mr. Ramis replied that it is and is part of the deliberation process. Mr. McGuire asked that council be as clear as possible when directing staff to write findings. Councilor Anderson stated he thinks the applicant would want to come back a second time to address any issues. City Manager Wine said a couple of times the applicant has offered to write findings and asked the city attorney what the best course of action would be in situations like this. City Attorney Ramis said he likes to see anything and everything that might be useful and thinks that if the applicant would like to submit something it's fine,but that city staff and the city attorney would be the people to write the final findings. Councilor Goodhouse said that sometimes it can be difficult for council to get across what they want and asked staff how they would like council to communicate in a way to make sure the applicant understands council's decision. City Manager Wine said it would be helpful for staff to ask questions clarifying council's decision,then staff can summarize and poll council for a consensus on their decision before coming back. TIGARD CITY COUNCIL MEETING MINUTES-January 17, 2017 City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 2 of 6 3. The Rules Lead to a Bad Result: This can occur in the course of council deciding on an individual application and the code could lead council to a situation council doesn't want to see happen. In order to resolve this situation, council could find something ambiguous to rely on. These cases where the outcome is dictated by code are difficult cases and one's that often lead council to see problems in the code that need amending. 4. The New Plan: Sometimes late in the review process the applicant provides revisions to the development plan. This is ok. Mr. Ramis said we accept new evidence and it's not unexpected in Tigard that this could happen,however, the question to ask is if the change is so great that it would require a new application and analysis from staff;making staff's initial analysis inefficient. Mr. Ramis discussed the noticing requirements and if the amendment would change the use, then additional noticing may be required. Assistant Community Development Director McGuire said that this kind of situation recently occurred and in this particular case, staff relied on the notice. He said staff is currently working on how to proceed when a change to the application would constitute a new application. 5. I Didn't Get Notice: This is when a witness in the hearing objects to the hearing process claiming they didn't receive notice of the hearing. A related question could be if one person didn't receive notice, are there more who didn't. Mr. Ramis said the city council handles this well and Mr. McGuire explained what process staff follows for noticing. 6. The New Evidence: This occurs when new information comes forward after the record has been closed. Mr. Ramis said council could take a rigid position on this and once the record is closed,it's closed, no exceptions;or council could re-open the record for new testimony. Councilor Anderson asked if there is a way to get monetary damages if the new evidence submitted requires significant staff time. Mr. Ramis said it's possible and council could consider it. 7. Unusual Witness: When a case has been before the Planning Commission prior to coming before council and one of the Planning Commissioners testifies as a regular citizen at the city council hearing in opposition of what was recommended at the Planning Commission hearing. Mr. Ramis said there is a public concern that this person is in a role of deciding the commission's recommendations one day and then testifies differently before city council another day. Councilor Goodhouse asked if this would be handled under council ground rules or under council policies. Mr. McGuire gave an example of someone on the Planning Commission being in the minority with their vote,then going to council and speaking as a citizen in opposition of the Planning Commission recommendation. Councilor Woodard said that under this situation he thinks this would create a conflict of interest and would like a policy put in place. The City Attorney and staff would look at how they proceed with creating a policy for this. TIGARD CITY COUNCIL MEETING MINUTES-January 17, 2017 City of Tigard I 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov I Page 3 of 6 8. What Were They Thinking:This can occur when the outcome of a case was applied to code interpretations from a previous council and current council considers that interpretation to be wrong. He said it does happen,and on one hand,the legal argument is that you need to consistently apply previous interpretation from earlier council,however,the courts and LUBA have been more sophisticated recently,and are taking a position that it's ok to change the interpretation as long as the actual provision isn't changed. Councilor Anderson asked if there was a time limit attached to this. Mr. Ramis replied,no, that if the interpretation is out there,it has to be looked at,but that council is free to interpret the code differently. 9. Final Written Argument: At the close of a hearing, the applicant submits their final written argument which includes new evidence that was never previously submitted. He said this is not prohibited,because an argument is not actually new evidence. He suggested that council allow all parties and city staff the opportunity to respond, especially if there is still time remaining on the 120-day clock. Mr. Ramis said that if they are up against the 120-day clock and the applicant does not consent to extending the clock, council will need to weigh their options. Mr. McGuire said there is also a limit to how many times an applicant can extend the 120-day clock, and it's possible they could be out of time. 10. Time is Running Out:When an opponent asks for new evidence this does not stop the 120-day clock,but when the applicant requests new evidence it does stop the clock. Mr. McGuire explained that in most cases the applicant is willing to extend the 120-day clock. Council asked what the final deadline is including extensions to the 120-day clock. Mr. Ramis said they would look into that and let council know what the final deadline is. 11. Sherlock Holmes: This can happen when a council member interviews other agencies and people about their opinion on the quasi-judicial case once the evidentiary hearing is closed. Mr. Ramis said that council cannot do this, and that the hearing would need to be re-opened and re-noticed to allow people an opportunity to respond. If council has questions,he suggested they ask staff or the parties in the case to go out and get the answers. Councilor Goodhouse said it would be helpful to get information as far in advance as possible when something is scheduled to come before council. City Attorney Ramis agreed,but said that sometimes, especially in land use and quasi-judicial cases,information will come to staff in the final hours before the scheduled hearing. City Manager Wine reminded council that with any agenda item,council always has the option to ask the Mayor to table an item or take a break in order to review information. She does not want council to feel rushed. Council President Snider asked if staff could set the deadline for submitting additional information to the day prior to the meeting. Mr. Ramis replied that yes the deadline could be revised to submit additional information twenty-four hours in advance,but that people still have the opportunity to testify the night of the hearing. All agreed. Mr. Ramis also suggested that for longer cases, council could call for a brief break prior to the completion of the evidentiary procedure. He said that many jurisdictions will take a break after all testimony is taken,but discouraged council from doing that because the public perception could be that TIGARD CITY COUNCIL MEETING MINUTES—January 17, 2017 City of Tigard I 13125 SW Hall Blvd.,Tigard,OR 97223 www.tigard-or.gov I Page 4 of 6 council is deliberating when they are not. 4. DISCUSS PROPOSED IGA ON FUTURE GOVERNANCE BETWEEN LAKE OSWEGO AND TIGARD PARTNERSHIP Tigard Water Partnership Project Director Koellermeier presented this item. He discussed the progress being made with Lake Oswego regarding the IGA partnership and said during the Oversight Committee's review, the work group evaluated five potential models and that they had narrowed that down to two models. He explained each of the two models,discussed the draft agreement that was included in council's packet and provided information on the one model Tigard favors and why. He said the draft agreement had also been presented to Lake Oswego's city council. Mr. Koellermeier said they were working to establish quality standards and creating a good relationship with Lake Oswego. The timeline for being operational once there is consensus from both city council's is the beginning of the fiscal year. City Manager Wine said staff is working on scheduling a joint workshop with the City of Lake Oswego to discuss the draft agreement and anticipates this happening within the next month. Councilor Goodhouse asked if there are options for creating a new entity for managing the agreement. Council President Snider said there would be two to three councilors from each city. Councilor Anderson asked if creating a third party to oversee the agreement is a new element. Council President Snider provided background information on how and why they were at this point. Mr. Koellermeier explained this was a big issue and the recommended change is coming before council because originally the agreement was a construction agreement and at that time,the City of Lake Oswego was the stronger partner as they had just completed a large capital program. Now, they are in need of an operational agreement and this was a good time to review the agreement,see how they proceed moving forward and how to govern the partnership in the future. He said that since 2008, changes to the agreement have been done by amendments. Councilor Woodard thinks a governance model that balances out the playing field is a good model. Council President Snider said this could create a serious perception problem with Tigard residents and that there is a real level of input and control. He said to some extent this could insulate Tigard from random political changes that may happen in another jurisdiction that potentially could affect the relationship between jurisdictions. His responsibility is to the residents of Tigard and he would go to bat on this if he needed to. Councilor Goodhouse asked what would happen if they are unable to come to a mutual agreement. Mr. Koellermeier explained the current agreement has a dispute resolution imbedded within that would guide them, and that until there is a new agreement in place,the existing agreement is what is in place. TIGARD CITY COUNCIL MEETING MINUTES—January 17, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 5 of 6 5. NON AGENDA ITEMS —None. 6. EXECUTIVE SESSION—None. 7. ADJOURNMENT At 7:56 p.m. Councilor Goodhouse motioned to adjourn the meeting and Councilor Anderson seconded the motion. Motion was approved by unanimous vote of council. Name Yes No Council President Snider ✓ Councilor Woodard ✓ Councilor Anderson ✓ Councilor Mayor Cook (absent) Councilor Goodhouse ✓ Kelly Burgoyne, Deputy City Recorder Attest: Jason Snider, Council President Date: TIGARD CITY COUNCIL MEETING MINUTES—January 17, 2017 City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 www.tigard-or.gov 1 Page 6 of 6 AIS-3028 4. B. Business Meeting Meeting Date: 02/28/2017 Length (in minutes): Consent Item Agenda Title: ENTERPRISE LICENSE AGREEMENT FOR CITY'S GIS SYSTEM Prepared For: Joseph Barrett Submitted By: Joseph Barrett, Finance and Information Services Item Type: Motion Requested Meeting Type: Consent Agenda - LCRB Public Hearing No Newspaper Legal Ad Required?: Public Hearing Publication Date in Newspaper: Information ISSUE Shall the Local Contract Review Board award an enterprise license agreement (ELA) to Environmental Systems Research Institute, Inc. (ESRI) for Geographic Information System (GIS) core software? This is a routine agreement and would be 4th between the parties since ESRI started offering the umbrella license agreement back in 2008. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the Local Contract Review Board approve the the enterprise license agreement from ESRI and authorize the City Manager to take the necessary steps to execute the agreement. KEY FACTS AND INFORMATION SUMMARY The City is in need of renewing a routine software contract with Environmental Systems Research Institute, Inc. (ESRI), the software vendor for the City's GIS (geographic information system). ESRI offers a tiered licensing program for small municipalities of under 50,000 population and under 100,000 population. The licensing program institutes an Enterprise License Agreement (ELA) and essentially allows a municipality to have a single umbrella license agreement covering ESRI's core software suite, rather than individual licenses for each piece of software, as well a complicated licensing scheme for software on servers. The City of Tigard entered into a Small Municipality ELA with ESRI back in 2008 (under the 50,000 population tier) and the arrangement has proven to be very successful. The renewal of ELA program is $35,238.70 per year and requires the City to commit to another 3 year term (total over three years: $105,716.10). Billing will occur on an annual basis and after the 3 years, the municipality can again renegotiate the program. City staff evaluated licensing cost compared to its current original licensing cost and found it still to be a better value for the City. In addition, staff time related to software procurement and license administration was greatly reduced with the ELA. The licensing program also allows the City use additional functionality and software extensions previously unavailable,which allows for a much more robust set of analytical tools for desktop users and further increase the City's ability to deploy the enterprise GIS to even more users. In addition, new software applications introduced by the vendor and been included in the ELA further increasing the value the City receives from the agreement. Based on this evaluation, entering into a new ELA term with ESRI will continue to provide a better value for the City and is therefore recommended. Under Tigard Public Contracting Rule 10.125 (Software), the city may award a contract without a formal competitive process if it is determined that little competition exists for the required software - this software is a great example of the basis of this rule. Factors in the determination on whether or not competition exists include: •The extent to which software is integrated with the City's systems including both hardware and software •The stability of the software company •The overall cost of the software Under these conditions, especially the integration factor of the ESRI software as noted above, staff recommends the Local Contract Review Board award the contract for an enterprise license agreement to ESRI for their core GIS software. OTHER ALTERNATIVES The Local Contract Review Board may reject this contract award, however, no other alternative exists at a reasonable cost and effort level for the city's existing GIS system. The city would be forced to look at alternative solutions at a much higher cost and risk disruption to daily activities related to GIS. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS No City Council Goals are directly impacted, however the City's GIS is an important analytical and information system that supports City Council Goals, such as The Tigard Triangle Strategic Plan, walkability, and River Terrace. DATES OF PREVIOUS COUNCIL CONSIDERATION A request for an ELA agreement with ESRI was presented and approved by City Council initially in 2008, again in March of 2011, and last in March of 2014. Fiscal Impact Cost: $105,716 Budgeted (yes or no): Yes Where budgeted?: Central Services Fund - FIS Additional Fiscal Notes: The cost of the enterprise license agreement is $105,716.10 over three years. The funds for the cost of the license are annually allocated in the Information Technology division. Attachments No file(s) attached. AIS-3031 4. C. Business Meeting Meeting Date: 02/28/2017 Length (in minutes): Consent Item Agenda Title: Consider a Resolution Recommending Restoring Recreational Immunity Rights Prepared For: Steve Martin, Public Works Submitted By: Steve Martin, Public Works Item Type: Resolution Meeting Type: Consent Agenda Public Hearing: No Publication Date: Information ISSUE Shall Council pass a resolution supporting the state legislature addressing recreational immunity. STAFF RECOMMENDATION / ACTION REQUEST Staff recommends the council pass the proposed resolution. KEY FACTS AND INFORMATION SUMMARY Recreational immunity was enacted by the State of Oregon in 1971 to protect public and private land owners who allowed the public to use their land for recreational purposes. The law protected land owners from frivolous lawsuits and made it possible for more lands and facilities to be opened to a multitude of recreational uses. Recreational immunity does not prohibit a lawsuit in the case of negligence by the landowner or employees, volunteers, and agents. In a recent case, the Oregon Supreme Court ruled that the original recreational immunity law did not cover employees, volunteers and agents of the land owner, effectively nullifying the original law. The state legislature has the opportunity to address this issue during the current legislative session and change the state law to meet the original intent. Attached is a council resolution in support of the state fixing the state law to meet that original intent. OTHER ALTERNATIVES Council could choose not to recommend restoring recreational immunity rights. COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS This issue was included on the City's 2017 State Legislative Agenda. This resolution supporting recreational immunity directly impacts the council goal of expanding recreation and the city's vision of making Tigard the most walkable city in the Pacific Northwest. City sponsored recreation, city park facilities, and the public use of city trails will all benefit from the recreational immunity revision. DATES OF PREVIOUS COUNCIL CONSIDERATION This will be the council's first discussion on this matter. Attachments Resolution CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 17- A RESOLUTION RECOMMENDING RESTORING RECREATIONAL IMMUNITY RIGHTS WHEREAS, in 1995, the Legislative Assembly declared it to be the public policy of the State of Oregon to encourage landowners to make their land available to the public for recreational purposes by limiting their liability toward persons entering thereon for such purposes;and WHEREAS,the City of Tigard has more than 550 acres of parks,greenways and natural areas;and WHEREAS, the City of Tigard's strategic plan is committed to encouraging "people of all ages and abilities enjoy healthy and interconnected lives;" and WHEREAS, recreational purposes is defined as, but not limited to, outdoor activities such as exercising, cycling, children playing, sport, swimming, boating, camping, picnicking, hiking, nature study, outdoor educational activities, water sports, winter sports, viewing or enjoying historical, archaeological, scenic or scientific sites or volunteering for any public purpose project,including the above aforementioned activities,as well as:gardening,woodcutting and for the harvest of special forest products;and WHEREAS, the Public Use of Lands Act has increased the availability of land for free recreation by citizens and visitors alike by limiting liability to cities, counties, park districts, irrigation districts, schools and private landowners, including property-owner associations, farmers and timber companies that, by virtue of this act, allow members of the public to use or traverse their lands at no charge for recreation purposes;and WHEREAS, for twenty years, the Public Use of Lands Act has been broadly interpreted to extend this immunity from liability to apply not only to landowners but also to the landowner's employees, agents, and volunteers;and WHEREAS,in Johnson a Gibson, the Oregon Supreme Court held that when the Legislature passed the Public Use of Lands Act,it intended to immunize only the landowner,otherwise the Legislative Assembly would have included employees,agents and volunteers in the Act;and WHEREAS,this ruling effectively undermines a landowner's recreational immunity from tort liability under the Act because public employers are statutorily required to represent and indemnify their employees and most, if not all, landowners who allow access to their lands free of charge will ultimately be responsible for the negligence of their employees that results in injury to a member of the public or property;and WHEREAS,landowners will likely face substantially increased insurance premiums for this new risk exposure and/or have to close their property or amenities to Oregonians trying to recreate due to the result of this decision;and WHEREAS, The Tigard Park and Recreation Advisory Board has recommended support of legislation to restore recreational immunity; NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: RESOLUTION NO. 17- Page 1 SECTION 1: The Council supports legislation in the 2017 Oregon Legislative Assembly that will restore recreational immunity rights to landowners and their officers, employees, agents, or volunteers who are acting within the scope of their employment or duties so as to allow Oregonians to access their lands for recreational use and enjoyment. SECTION 2: This resolution is effective immediately upon passage. PASSED: This day of 2017. Mayor-City of Tigard A'1'1EST: City Recorder-City of Tigard RESOLUTION NO. 17- Page 2 AIS-2946 6. Business Meeting Meeting Date: 02/28/2017 Length (in minutes): 30 Minutes Agenda Title: STUDY SESSION: Community Event Grant Application Review and Recommendations Prepared For: Toby LaFrance Submitted By: Liz Lutz, Finance and Information Services Item Type: Update, Discussion, Meeting Type: Council Direct Staff 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 2017-2018 proposed budget. STAFF RECOMMENDATION / ACTION REQUEST Staff is requesting Mayor and City Council review the 15 event grant requests totaling $126,920 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 approximately $91,500 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 15 formal applications by the February 9, 2017 deadline. The total funding requested was $126,920 in direct contributions. An additional $67,600 is requested as in-kind support, broken down as follows; Public Works Department for Balloon Festival-$65,000, 4th of July celebration-$1,600, Tualatin Riverkeepers-$1,000. Tigard's practice is to budget one-half of 1% of the previous year's operating budget for the Social Service and Community Events Grants. This year's operating budget is $61,000,380 and the allocation for grants is $305,000. Community Events applications represents approximately 30 percent of the total combined Social Service and Community Events Grants. Based on the requests, the Community Events is slated to receive approximately 30% of the total budgeted for Social Service/Community Events, providing $91,500 available for these grants. The 15 grant applications are attached this Agenda Item Summary. 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 None Attachments Access to Vision Care Broadway Rose Downtown Events Friends of Bull Mountain John Tigard House Nature Rec (Thal Riv) Relay for Life Tigard 4th of July Tigard Breakfast Rotary Tigard Bull Mtn Farmers Market Tigard Area Farmers Market Tigard Festival of Balloons THS Grad Night Tigard Safety Town Tualatin Valley Community Band 17-,e6P' hhew,' i � T 1 11 & h]eariU Foundation COMMUNITY EVENTS FUNDING REQUEST Event Name:Access to Vision Care for Tigard Residents Address: Oregon Lions Sight& Hearing Foundation, 1010 NW 22nd Ave.,#144 City, State,Zip: Portland, OR 97210 Contact Name: Kelly Asbra (resident of Tigard) Telephone Number: 503-413-7329 E-mail address: Kelly@OLSHF.org or Nick@OLSHF.org 1. Request Total cash request$5,000 2. Purpose of Funding Request Many adults in the Tigard community cannot afford access to vision care. Many insurance plans do not cover the cost of eye exams or new eyeglasses (unless related to a diabetic condition). Without proper corrective eyewear,these residents risk losing their ability to work, drive and provide for their families. OLSHF receives many calls to its service line for help with eye exams and eyeglasses. We refer(by zip code) all requests for help to local Lions Clubs so they can subsidize the cost of exams and eyeglasses. OLSHF and Lions Clubs partner with local vision providers to subsidize the cost of exams. For new eyeglasses, Lions Clubs partner with OLSHF's Optical Finishing Lab in Portland where we manufacture high quality, low cost eyeglasses. For this proposed event, we intend to partner with the Oregon Vision Coalition to bring more resources to Tigard residents. OLSHF's OVC partners include Pacific University and Casey Eye Institute.Together,we bring eye doctors and eyeglass manufacturing for a low cost to communities who are in need. Regrettably, Tigard's local Lions Club folded, so nearby clubs from King City and Tualatin have stepped up to fill the void and address the pressing issue. There is currently a list of Tigard residents waiting for help with eye exams and eyeglasses. By setting up this event, our partners and OLSHF could reach all the adults waiting for help. OLSHF's Optical Program would create the new eyeglasses after the event and staff would follow up to dispense to the residents. 3. How will this event benefit the Tigard Community? Low income Tigard residents who qualify will receive eye exams and new eyeglasses thanks to the leveraging of our partnership with Lions Clubs and the Oregon Vision Coalition. This event brings together resources for residents in need of vision care at a low cost to the city. Residents will receive comprehensive eye exams, then Our mission is to screen,treat,save and restore sight and hearing for those in need,in partnership with Lions Clubs. 1 1010 NW 22nd Avenue,#144, Portland, OR 97210 (503)413-7399 I (800)635-4667 I FAX:(503)413-752z Info@OLSHF.org www.OLSHF.org ()4f9cwr 66cwwJ eight & I Icar ng Fou nAati on if prescribed they will pick out new eyeglass frames from a range of stylish high quality options. Residents who need glasses will have the ability to get a pair of single vision, lined bifocal or a lined trifocal in CR-39(plastic) lenses. OLSHF's Optical Finishing Lab will fabricate each individual prescription for the recipient and dispense to the residents. Our optical staff are certified Dispensing Opticians. Vision care is a right not a privilege;Tigard residents need access to vision care so they can thrive in their community. Bringing together our network of providers,we can remove barriers to residents' access to better vision health. This event also illustrates the commitment and power of local Lions Clubs. Lions volunteer in their communities in many ways- not just to help with sight and hearing issues.Tigard residents would be introduced to the important work of Lions in their nearby communities. 4. How many Tigard residents do you anticipate participating in this event?We anticipate serving up to 100 Tigard residents in need of vision healthcare (eye exams and new eyeglasses if prescribed). 5.Attachments a. Most recent annual budget compared with the prior year's actual revenues and expenditures b. Audit report c.Articles of Incorporation d. 501(c)(3) status e. Organization Bylaws In-Kind Services We anticipate using space at Mary Woodward Elementary School in Tigard or at Tigard City Hall. Once we confirm the details, we send an update. Space will allow for eye exams and fittings, such as a large parking lot for three RVs, a room for dispensing eyeglasses for three hours, and an information table to promote Lions. Cash Requested $3,500 for the manufacture of 100 new eyeglasses $1,500 for OLSHF and OVC partners to bring vision services to Tigard and for follow up dispensing of eyeglasses. Our mission Is to screen,treat,save and restore sight and hearing for those in need,in partnership with Lions Clubs. 2 1010 NW 22nd Avenue,#144, Portland,OR 97210 (503)413-7399 I (800)635-4667 I FAX:(503)413-7522 I Info@OLSHF.org ( www.OLSHF.org Oregon Lions Sight&Hearing Foundation Profit&Loss Budget vs.Actual July through December 2016 Dec 16 Budget Jul-Dec 16 Budget Ordinary Income/Expense Income 4000.Direct Public Support 4010•Lions Club Contributions 250 10,833 6,265 24,998 4030•Corporate Sponsorships 31,150 2,917 44,434 17,502 4050•Individual Contributions 16,819 6,750 47,975 22,500 4060•Foundation Grants 23,000 25,000 316,738 150,000 4070•KEX Kids Fund 7,500 5,000 28,637 30,000 4080•Klinke Fund 0 1,000 0 6,000 Total 4000 Direct Public Support 78,719 51,500 444,049 251,000 4300•Special Events Income Total 40,921 83 73,747 42,498 6100•Program Income 47230•Membership Dues 0 0 0 0 6150•MHSP Event Fees 12,500 10,150 53,650 40,900 Total 6100•Program Income 12,500 10,150 53,650 40,900 6400.Other Types of Income 6410.OLSHF Branded Merchandise 0 188 882 1,128 6420•Recycled Glasses/Hearing Aids 218 1,042 1,533 6,252 6430•Interest-Savings,Short-term CD 1 44 68 264 6490•Other Income 0 178 3,520 1,068 Total 6400.Other Types of Income 219 1,452 6,003 8,712 6500•Endow Payouts/Operating Adjust 6510•Endowment Distribution 36,434 32,092 218,604 192,552 6540•HV Ross,Tyler,Irrlgon Payout 0 4,850 0 33,600 Total 6500 Endow Payouts/Operating Adjust 36,434 36,942 218,604 226,152 6800•Product Revenue 6810•LEAP Non-Profit-Revenue 4,017 4,925 46,926 29,550 Total 6800 Product Revenue 4,017 4,925 46,926 29,550 Total income 172,810 105,052 842,979 598,812 Gross Profit 172,810 105,052 842,979 598,812 Expense 7000•Payroll Expenses 7010•Wage&Salary Expense 62,677 58,311 366,711 349,866 7050•Payroll Tax Expense 5,790 5,736 35,836 34,415 7100•Health Insurance Expense 6,235 7,173 38,847 43,038 7200•Retirement Contributions 2,504 2,325 14,667 13,950 7250•Worker's Compensation 678 708 4,572 4,248 7300•Staff Development 0 0 975 0 Total 7000 Payroll Expenses 77,884 74,253 461,608 445,517 8000•Professional fees 8010•Legal Fees 0 0 1,777 0 8020•Accounting Fees 893 1,000 11,772 10,800 8030•Audit Fees 0 0 11,000 12,000 8050•Estate Planning Fees 504 550 3,527 3,300 8070•Other Consultants 6,000 2,500 44,179 15,000 8075•Payroll Processing 167 83 942 498 8080•IT Support 0 83 0 498 Total 8000 Professional fees 7,564 4,216 73,197 42,096 Page 3 of 8 Oregon Lions Sight&Hearing Foundation Profit&Loss Budget vs.Actual July through December 2016 Dec 16 Budget Jul-Dec 16 Budget 8100.Operations 8110•Postage,Mailing Service 365 375 4,348 2,250 8120•Printing,Copying and Photograp 0 1,667 4,460 10,002 8210•Supplies-Computer&Software (335) 417 885 2,502 8220•Supplies-Program 60 1,283 3,889 7,698 8230•Supplies-Office 256 375 1,788 2,250 8290•Cap Campaign Operations Budget 0 0 0 0 8310•Telecommunications 454 417 3,825 2,502 Total 8100.Operations 800 4,534 19,195 27,204 8400•Facilities and Equipment 8410•Building Lease 942 966 5,633 5,796 8440-Utilities 138 117 787 702 8560•Maintenance 0 13 690 78 Total 8400•facilites and Equipment 1,080 1,096 7,110 6,576 8500•Equip Rental and Maintenance 8510•Copier and Office Equipment 100 167 1,000 1,002 8540•Medical Equipment M&R 348 333 696 1,998 8550•MHSP Repairs&Maintenance(81} 0 333 6,042 1,998 8552•Fuel 134 417 2,800 2,502 Total 8500 Equip Rental and Maintenance 582 1,250 10,538 7,500 8700-Travel 8710•Per Diem 360 1,203 6,398 7,218 8720•Mileage and Parking 1,608 1,258 9,838 7,548 8730.Other Travel 0 158 1,198 948 Total 8700 Travel 1,968 2,619 17,434 15,714 8800•Meetings 8810•Conventions 0 125 0 750 8820•Sponsorships 0 167 90 1,002 8830•Board and Other Meetings 4 383 1,183 2,298 Total 8800 Meetings 4 675 1,273 4,050 8900•Patient Assistance 8901•Patient Assistance-Sight 230 12,933 42,562 77,598 8910-Patient Assistance-Hearing 2,429 983 10,018 5,898 Total 8900 Patient Assistance 2,659 13,916 52,580 83,496 9000 Special Events Expense Total 0 8 28,379 24,048 9200•Other Types of Expenses 9210.OR Lion Magazine/Annual Report 600 701 5,659 4,206 9215•Awards and Recognition 91 250 971 1,500 9220•Bank and Credit Card Charges 25 113 1,239 678 9225•Business Registration Fees 0 83 0 498 9230•Insurance-Liability,D and 0 2,045 2,458 12,270 14,748 9240-Dues,Memberships and Subscript 180 46 3,768 276 9245•Miscellaneous Expense 0 0 74 0 9250•Contingency Expense 0 0 0 0 Total 9200 Other Types of Expenses 2,941 3,651 23,981 21,906 Total Expense 95,482 106,218 695,295 678,107 Net Ordinary Income 77,328 (1,166) 147,684 (79,295) Pape 4 of 8 I ! . || || % 442 } ) \§§!e 7 § § ■ § . a MP4Z .|�7! . , e .,!) ; . af . . . i p Ui' 14 . } . . \ !f e . .»( . . . ) }„' ; t . . 1 f f ! - e . . . . 7| . . . . . . 2) . . . . . | . . . . � . . . . . . . . . . . . . . . . f e : . - § § § # . . ! . �; . , . . . � � . . , . . . � . . . . . . . m | ; i . � | f /f $ , 2 § . f . . ' il . . §! . — 1 . . . f . . . . . . ” ir. . . . . ! I . ƒ . . . . . . � . . ; . . ] , . n . .. § . \ � ., „ ! ! a E. . . . . e . , ! , � . . . . . . . r# . ] K . ¥ ! ; . . � . . . ! . . . !` !� l | ! ' `4 i! 2 � !!iI 1 '! Iii' |.{¢. !!ii !ii!!i!! iIli!li1fli! ls! !- hJ 1IP | ! g!iIi!I :ili! J1iIIIJIh!;lb ! f i, ■ f * 1 0 § gilA | ill) ; i f1; 11gi iiiii §|§!!!f |||! E 2 iNg; ||||;■!|%..2|,|■!#§_.4S 3"ii 2i1TP !| !§ �! 6ƒ\ I . ; ! !|) ! 2 . . . . �;. y . . X 4 &r! 2 ` w® ) / |9 \ f 7 . . . . . . . . . . ! • . ! . . . ■K§ } ;: Al | | . . . . . . . . . . . " . 0 7 \ ;* ! f . } . . . . . , . . , §$ I . � . . . . . . . . . . . . . . . . . . . � ! ~ \ !! \§k , k _ > . . . . . . . . . . �./ ! ! ;| � � | l lit2] J! I | f} |t 1| $i7\f 0. 1| !!! �t , 110-%I15111 !!!!. I , _ . | ! 1|1| i i| / i`!||!!1 ||!} ' !P!|!i2 ||||a-I! �k) § ;!|§|| !■■�l \ !■§■m kti i !| !! ■! !■...||| ] t{ | f{£ I g !! lig 111 oQ ? 11 A 11 11 ilk 1 " 1;;; WI sr�. 1 ”4111. 41. TKRs 9a a^ N g I N H !V §! §1 .4„ " i , , . $ ima t I 0 Aa; 5 5 5 w i Kr 1 '11 51§19 11100 'f.q 6 . .94 . . , . _ esRl a1 . . , c qaada ' a aa� ' � ?rg '�! S-a ,a a A z 95 5 a x A , a . a a qt ' s 1' 5 . . § § ' ' a 35th 5 5 A gtk 3. I I as M . , a , . . , m q Reda � I I III � I I 1e11i it t F si I; if 111/111 "II 11110i-11 filit! 11111111J ill 11 •,e � � Pi d . 1 i 1 )9Iii . o 11 R !R!! ! !gl °! 1! 12 !P . 11 --1 — 3 k 1PR War R19 ii 1$ pf 5g, 911 5 5 . 1 7 RSR 5 550 44 1 A 3 H . R ga a !! 7.+511 R15 ' !ER TFI 5;G i aa C _ I !I '4 g . 3 � g . x . R 1 1 VV Aa la I I I ; � �� a1; II/111 ii 111111111211/119111111110 ill Will:11!;11111ifilf11111;111111111111 311 1gt -31 it szz Ell Oregon Lions Sight& Hearing Foundation Profit& Loss July 2015 through June 2016 Jul'15-Jun 16 Ordinary Income/Expense Income 4000•Direct Public Support 4010•Lions Club Contributions 106,436 4030•Corporate Sponsorships 29,788 4050•Individual Contributions 130,440 4060•Foundation Grants 194,476 4070-KEX Kids Fund 74,007 4080•Klinke Fund 12,000 4520•Legacies and Bequests 8,737 4000•Direct Public Support-Other 760 Total 4000•Direct Public Support 556,644 4300•Total Special Events Income 41,039 6100•Program Income 6150•MHSP Event Fees 71,805 Total 6100•Program Income 71,805 6400.Other Types of Income 6410•OLSHF Branded Merchandise 1,800 6420•Recycled Glasses/Hearing Aids 15,103 6430-Interest-Savings,Short-term CD 684 6490•Other Income 2,818 6400.Other Types of Income-Other 72 Total 6400•Other Types of Income 20,477 6500•Endow Payouts/Operating Adjust 6510•Endowment Distribution 437,208 6540•HV Ross,Tyler,Irrigon Payout 3,422 Total 6500•Endow Payouts/Operating Adjust 440,630 6800•LEAP Lab and ROAR 6810•LEAP Lab and ROAR Sales 21,900 6820•LEAP and ROAR Cost of Goods Sol -124 Total 6800•LEAP Lab and ROAR 21,777 Total Income 1,152,371 Cost of Goods Sold Cost of Goods Sold 3,875 Total Cost of Goods Sold 3,875 Gross Profit 1,148,496 Expense MHSP Repairs&Maintenance 196 Uncategorized Expense -1,682 7000•Payroll Expenses 7010•Wage&Salary Expense 739,528 7050•Payroll Tax Expense 75,055 7100•Health Insurance Expense 83,635 7200•Retirement Contributions 28,146 7250•Worker's Compensation 13,756 7300•Staff Development 993 Total 7000•Payroll Expenses 941,112 8000•Professional fees 8010•Legal Fees 2,057 8020•Accounting Fees 29,578 8030•Audit Fees 11,000 8050•Estate Planning Fees 11,126 8070•Other Consultants 6,383 8075•Payroll Processing 1,080 8080•IT Support 834 Total 8000•Professional fees 62,058 8/2/2016-OLSHF 201S-16 P&L Page 1 of 2 Oregon Lions Sight&Hearing Foundation Profit& Loss July 2015 through June 2016 Jul'15-Jun 16 8100•Operations 8110•Postage,Mailing Service 7,049 8120•Printing,Copying and Photograp 23,322 8130•Photography 63 8210•Supplies-Computer&Software 6,282 8220•Supplies-Program 18,395 8230•Supplies-Office 3,864 8310•Telecommunications 6,132 Total 8100.Operations 65,107 8400•Facilities and Equipment 8410•Building Lease 11,174 8440•Utilities 2,076 8560•Maintenance 780 Total 8400•Facilities and Equipment 14,030 8500•Equip Rental and Maintenance 8510 Copier and Office Equipment 1,155 8540•Medical Equipment M&R 1,984 8550•MHSP Repairs&Maintenance 3,494 8552•Fuel 5,865 Total 8500•Equip Rental and Maintenance 12,498 8700•Travel 8710-Per Diem 16,514 8720•Mileage and Parking 22,139 8730•Other Travel 1,569 8700•Travel-Other 64 Total 8700•Travel 40,287 8800•Meetings 8810•Conventions 1,169 8820•Sponsorships 1,570 8830•Board and Other Meetings 7,684 Total 8800•Meetings 10,423 8900•Patient Assistance 8901•Patient Assistance-Sight 122,996 8910•Patient Assistance-Hearing 51,521 Total 8900•Patient Assistance 174,517 9000•Total Special Events Expense 37,074 9200•Other Types of Expenses 65130•Interest Expense-General 1 9210•OR Lion Magazine/Annual Report 6,600 9215•Awards and Recognition 3,667 9220•Bank and Credit Card Charges 1,612 9225•Business Registration Fees 970 9230•Insurance-Liability,D and 0 26,885 9240•Dues,Memberships and Subscript 13,327 9245-Miscellaneous Expense 353 9200•Other Types of Expenses-Other 11 Total 9200•Other Types of Expenses 53,424 Total Expense 1,409,044 Net Ordinary Income -260,548 8/2/2016-OLSHF 2015-16 P&L Page 2 of 2 4:51 PM Oregon Lions Sight & Hearing Foundation 08/01/16 Balance Sheet Accrual Basis As of June 30, 2016 Jun 30,16 ASSETS Current Assets Checking/Savings 1030•Pacific Continental Checking 148,919,94 1065•CCCU Retirement Checking 1,000.00 1066•CCCU Retirement Share Account 5.00 1075•SQUARE Account 4.96 Total Checking/Savings 149,929.90 Accounts Receivable 1100•Accounts and Pledges Receivable 41,128.02 1160•Allowance for Doubtful Pledges -350.00 Total Accounts Receivable 40,778.02 Other Current Assets Inventory Asset 16,875.00 1190•Petty Cash Fund 252.28 12000•Undeposited Funds 3,143.10 1210•LEAP Inventory 41,260.92 12100•`Inventory Asset -2,375.00 1310•Advance to Employee 150.00 1500•Prepaid Expenses 1510•Insurance 1514•Non-Profit Umbrella 497.38 1515•General Liability 697.12 1520•Prepaid D&O Insurance 1,524.81 1526•Auto Insurance 634.88 1527•Insurance Property 298.50 1530•Workers Comp Insurance -0.35 Total 1510•Insurance 3,652.64 1550•Prepaid Low Vision Clinic 3,598.31 Total 1500•Prepaid Expenses 7,250.95 Total Other Current Assets 66,557.25 Total Current Assets 257,265.17 Fixed Assets 1800•Fixed Assets 1810•Office and LEAP Optical Lab 161,922.18 1826•Mobile Screening Unit#2 304,893.82 1830•Vehicles 129,627.00 1850•Furniture and Equipment 470,381.84 Total 1800•Fixed Assets 1,066,824.84 1860•Accumulated Depreciation 1861 •Accum Dep-Office Improvements -97,215.44 1863•Accum Dep-MSU#2 -266,678.25 1864•Accum Dep-Vehicles -45,232.53 1865•Accum Dep-Furniture&Equip -251,604.69 Total 1860•Accumulated Depreciation -660,730.91 Total Fixed Assets 406,093.93 Page 1 4:51 PM Oregon Lions Sight & Hearing Foundation 08/01116 Balance Sheet Accrual Basis As of June 30,2016 Jun 30,16 Other Assets 1900•Long-Term Investment Funds 1080•Short-Term Fund 334,023.87 1910•Endowment Fund 5,690,415.40 1920•Charitable Gift Annuity Fund 48,579.93 1940•H.V.Ross Fund 87,448.81 1960•Irrigon Fund 32,968.91 1980•Tyler Commerative Fund 104,191.01 Total 1900•Long-Term Investment Funds 6,297,627.93 Total Other Assets 6,297,627.93 TOTAL ASSETS 6,960,987.03 • LIABILITIES&EQUITY Liabilities Current Liabilities Accounts Payable 2000•Accounts Payable 43,095.95 Total Accounts Payable 43,095.95 Credit Cards 2130•American Express -2,772.59 2240•Bank of America Mastercard Bank of America-Brenda 25.00 Total 2240•Bank of America Mastercard 25.00 2260• Pacific Continental CC 0785•Tim Young 0.85 Total 2260•Pacific Continental CC 0.65 Total Credit Cards -2,746.94 Other Current Liabilities 2400•Payroll Liabilities CCCU-401k 2,358.72 Charles Schwab-401k 1,023.02 Edward Jones-ROTH 401k 2,947.92 Trillium-401k 1,313.28 Wells Fargo 1,018.77 2410•Federal Tax Liability -12,540.41 2411 •State Payroll Tax Liability 5,678.97 2421 •Retirement Plan Employee -8,661.71 2425•401k Employer Payable 63.87 2426•Retirement Plan OLSHF -71.87 2460•Accrued Vacation 31,440.93 2462•Medical Family 1,260.40 2465•Dental-Family -173.89 Total 2400•Payroll Liabilities 23,137.20 2510•Annuity Payment Liability 4,848,68 2700•Deferred Revenue 19,433.00 2730•Prepaid LEAP Eyeglass Fees 33,471.00 Total Other Current Liabilities 80,889.88 Total Current Liabilities 121,238.89 Total Liabilities 121,238.89 Page 2 4:51 PM Oregon Lions Sight 8 Hearing Foundation 08/01/18 Balance Sheet Accrual Basis As of June 30,2016 Jun 30,16 Equity 31300•Penn.Restricted Net Assets 2,252,594.00 31500•Temp.Restricted Net Assets 1,730,358.00 32000•Retained Earnings 3,709,394.95 Net Income -852,598.81 Total Equity 6,839,748.14 TOTAL LIABILITIES&EQUITY 8,960,987.03 Page 3 COM30IUNr1-1,' EVENTS PUNtiING REQUEST A.:fivity flau ntut$hottt dttrartan that brigs stoget;•. s • :3,it:atti putpostA ht.a hub.lit.-wiling.Please :-; ; •-:1.•-t.; Yttu rafAy return via rittaii 4W1 1,1713F111 ft-il_c,..8„RDAIRt_GOV... mai)to City of Tigard 13125 SW Hall 4:14 4/7::, VG.Feirtaa,(10." 1.°.,ret Nwhar • - • . Ztp; • ChtiCAt •:,t g 4, la ..U%. .0. .,ttrrthet: • • wry:, • iKr • Total 2. Pwpo of Funding Requeat; \Vt.*Bithatiway RoN.v t:orotiatty„are fixinv.tu:;;. 1;;;;;.•••• .0;t; ; ; ; ; • *44111740ft oin*201 7 sttat,ort tratswals..0113 tni. 4,y.Pt: ;I;t crtite yr pitralltelvdrni Ut iaueisuliegtees and ntic.h our entutuftnit . •;....;• , t" ; ;:.; • 1 1114 • , btaaftd revu.'s, We are grasi room.<tray-Any;dun ; :;; ; ; .;;7;14...wal wituntu ;1," A hgit'd duo ,uglanor our exponential growth " ; ;• .7: ,",,; .,"..%7( .;tal)1.0 pie: • • : il • eareptxxial quality of prograramil,„ ; ":;.• ; ;1-.1 ; ;;;;0.41 ;;..,. Our!to-Jai:tn:1d xtatat atcluii; tige 1114 kilt•i t- ‘.1 • AI,- •.• hit }alit ilkartaCh prOgratt011ing gtIch4;... ..1!1:11t ,ti• , Tt WO yr)'7.:! • : 11640.5.. (AM)TM% bfrak r111164,Cla1 theatre wOrkShop. t tet.t, „ ',-21 tit,« a et t.1.e.ltiren'sn:p; i , itndif young artulints in the TiganifTualaon Dtanact;.“, ,ttbs:0-;- c cluklrt tnu.slextli.liets for;, t-X.,,rty-otw p1-15Ctilt Oitr audience tut..;;;:;.1 ".;:t 11rou •;..c.:••liintaton.Count:, Pa*'fhe . = f;;IY#Ifty Of 1.a11144 prf,feliSiOnal;111114C31 theafel, ;;.=tr itabtiYhan lixtunaity, ••••; •.; ;;..; • ; 7- - •;.1,.; itCrtibta the Metro ateag.2:24/4.percent atr Nitlittla04111(12(„k wow.19 .ft:4'04 4 .;:" 4. .• and 3%from raiwellancon.9 othex contuata wadi e.trics as t t ngv We11.2%1°.att k'sching htwup tnusicali fur our 2017 season; Neytt-Stage Theatet Da,Fennell Auzlitttriutn ;; .24;; 't - 7/23) . • •••rt. 0/.22) ;A N t.*/ • = falitigy lir Parask(11122- /2123) 3. How Win this event titne.fit the Tig:43...c1 ii rk.,,,cb pec;r;(..-. are tniludo b.4, htl..1,1,1 rs , :1(1,1,N1.14 Y-41 111).Mii.j4) comritty ‘Xliishington( .rutty sr e ter Our i culturI ; t t..brings th(xumiulb of pecil)fe fronI outlying 2relLS to 1ird,bcith crth, . eoglonity 311-i profik. Ow cornrwituty benefits from tart prii,grarnniing in number of ways. • ()iir preisence t2 :rigant fietp; coinnaerrc tu 2016 we had 1,4.7 i cone to set or lsows from more than 50 mile',aNeRy airy 5,11,..t. Anwriarion estimares that tourists spend.i.ut Rveragr.of S29/day* (A'201.0 Estrit.,• ove.rt*Jit , • , (AO-of-town patrons who come 1.4 rr the da • • •; 4)0w go!, .;•;.:`!, $42:7•46 in tourism related cotrauerec for WA County.. . ; .•,• , ;3, the cominuarty 35 many of our patror.s go out to dinner before • (tur !„ , „A!,,,;:4 we founded our co,npaii,-,„ cigitinues to thriv( , dui '11 thent for ; antprovide a free to 3,3-00 +wiz,they rent its du, • fitted Auditorium kir our large irrusicals each •••.. , tilted rate • "Nc make our lir.-ignivirning 3 all,Wr offer affordable rickets snit 1)14 wheelchair access, audio descriptive seriices, i.pssititive listening devices and free parking. • we.offer a/lumber(if kJW-(7051 rif.ket tiptioris including subsidtztai($6)tickets II OM:tif our cliildtvir's musicals for 6(K YMCA youth;2-for-1 tickets to Arts Card=fitters;$5 tickets to C.)regr.n)Trail cardholders(households that qualify ff?r food and rash benefits through the xtate of Oregon). • \'c off, based scholarships to ow youth drag easups and our teen musical di=re wtatit6bop for those who eriuld I . ••, e tw,t;Ifi,",,rd it, \Ile re1.r1lip 17 f'-knitiitary School ind G>aunututy l'artners for Aft r .F nttcyomf, , • c•...•,4....111 theatre canvis and workshops,its well a,g the free MUSiC21 Wt t • In our tits: ;r • - -3:,;(1g till the od 14.4c.by 6..-.1-1(xls that have had their ails Rivaling cut. • Vcv donate user 500 ticitets to othet • .1. each rear, VAIA• Pi l!':ity$20,00:1, • \Vtt:'are a rich tra nggrisirnd for niut&at I eatre Actims to the region nii.l %1:C LI?ijilOy approximety2.00 tttusic21 theatre artists each year nicludiug I iir.,..traans„(tempers,directi irs,,,ii,irecit.;raphers.technicians and student teterns.St-12w of them come fron, ! • , :orturainity,ineluding Tnsini • Our sus(1.4.-nt technical itiiernship pi. • - hantiM-on training iii technical I:hit:Are to high school:mil eofILIge work:4 kwrv,s-td, • _ to le2313 311 aspt:C.M of technical theatre arid we then hire diem as crev, niencheTsOri(Tklf • *-.1/to dl and we typu."Aly hAye ..-ts...1•131StOdciats Cram 'Itp.rd High in our progratn. • to Int;we.had 283 volunteers ckarAtt 3,,078 Itoity,ol1,vork,equaling th onna full-nroe.eniplinyers. irriairity ot our volui teens ate frorn 11-10.sc . ,; ; ;-: „. ;cal tA.free_ 4. How mann Tiprd tib do,you ;Intitipsate participatilig in this, evitsit thcsv,vvcntlii? \'t had11,767 -unv,Itie"pInTcsnt In 2016. Many of t.b&n,individuals aderui mult4ile sficrivs in our sea:0o.blingittg out minted atteruituter to 43,YI not including ilk:dionsands of child:rev si-e serve in the Tigasd/Tunintirt School District Of those'"Ufilittle"Of.it4)t'S 9,839 were from%'ashingtim County and .3,829 were from We expect to serve similar:tomtit%of Tiguri residerti 5 in 2017,possibly reaching 4,000. 2 .Pletistr stahrtth jfA!fotittstring inft-,,ri-1,4;ithtst itAfhti.Th;s Most maim annual lasig.0 crottpsti..i .1 yrztei r. • rtutiv;hi mid iticsitifyth pend to which it ;• , • : „*. catrptrits;arid riimber . . Audit : zit:fiat :• : VC:41 Actudes of ha; • d. 501(4(3)snow. Orginization ligiatt, hifocratitiontu4 eNtittvi if it has biten subiThtleAl at least otvc ih 1;,„i•• tt,t_ rh.,-.Ase note that a'kit it(adequate financial int;itittlisoit conk!restk tt, *; ,• f,ff itcst . A t - t Pratt Name of Prcp.t.rer fit 11. e S*gntun:(.41"Pristg. Dam- Broadway Rose Theatre Company 2017 Projected vs 2016 Actual(unaudited) Broadway Rote has 19 Employee.(11 Fl/"PT) Projected Actuals 1/1117-12131/17 1/1/16-12/31116 Ordinary Income/Expense Income Annual Gala 95,500.00 $ 87,864.90 Concession. 28,452.58 $ 32,044.21 Corporate Sponsorships 73,000.00 $ 73,220.00 Development Trips 177,420.00 $ 157,075.00 Educational Outreach 35,585.00 $ 38,448.00 Events/Royalty 7,500.00 $ 2,202.28 Grants 180,000.00 $ 241,889.00 Guild 11,780.00 $ 13,584.18 Individual Donations 196,600.00 $ 433,290.20 includes$200Kin bequests Interest 2,880.00 $ 2,739.81 Program Advertising 11,873.00 $ 9,804.50 Rental 1,075.00 $ 374.33 Shipping&Handling 6,128.00 $ 6,566.00 Souvenir/Raffle Sales 4,490.00 $ 4,409.00 Ticket Sales 1,303,444.97 $ 1,314,500.85 Total Income 2,135,728.55 $ 2,418,012.26 Expense Administrative 224,112.34 $ 182,153.46 Annual Gala 11,496.00 $ 15,048.90 Artistic Programing 990,434.79 $ 942,265.82 Bank Service Charges 4.4,400.00 $ 40,472.13 Capital Campaign $ 9,600.00 Company Amenities 0.00 $ 2,598.24 Concession 17,405.99 $ 19,048.76 Development 123,820.00 $ 114,318.48 Educational Outreach 4,000.00 $ 5,847.00 Events Expense 0.00 $ - Faciility Expenses 12,979.56 $ 24,173.38 Guild Expense 6,362.00 $ 6,944.76 Insurance 118,928.00 $ 101,759.66 Internet Expense 3,671.00 $ 4,877.05 Marketing Expense 238,777.93 $ 217,850.37 Office Supplies 14,094.16 $ 18,169.06 Org.Dues&Expenses 10,477.93 $ 11,826.61 Payroll Taxes 76,915.03 $ 83,477.47 Postage and Delivery 4,268.93 $ 4,590.90 Professional Fees 15,000.00 $ 41,575.25 Rental Expense 28,800.00 $ 28,000.00 Repairs&Maintenance 7,723.76 $ 1,432.50 Souvenir/Raffle 1,195.00 $ 1,689.62 Staff Education 480.00 $ 166.96 Telephone 11,985.29 $ 11,857.46 Tessitura 39,400.84 $ 40,656.29 Travel&Ent 0,00 $ 178.82 Trips. 110,000.00 $ 183,888.77 Utilities 19,000.00 $ 19,904.12 Total Expense 2,135,728.55 $ 2,134,371.84 Net Ordinary Income $ 283,640.42 Other Income/Expense Other Expense $ 1,699.00 Other Income $ 120.00 Total Other Income $ 1,579.00 Net Income $ 282,061.42 BROADWAY ROSE THEATRE COMPANY STATEMENT OF ASSETS, LIABILITIES, AND NET ASSETS (MODIFIED CASH BASIS) DECEMBER 31, 2015 (WITH COMPARATIVE AMOUNTS FOR 2014) 2015 2014 Assets: Cash and cash equivalents(note 3) $ 226,713 127,491 Investments 304,981 301,812 Property and equipment(note 4) 1,065,561 1,173,014 Total assets $ 1,597,255 1,602,317 Liabilities — — Net assets: Unrestricted: Available for programs and general operations 478,694 387,153 Net investment in capital assets 1,065,561 1,173,014 Total unrestricted 1,544,255 1,560,167 Temporarily restricted(note 6) 53,000 42,150 Total net assets 1,597,255 1,602,317 Commitments and contingencies(notes 5 and 10) Total liabilities and net assets $ 1,597,255 1,602,317 See accompanying notes to financial statements. 5 BROADWAY ROSE THEATRE COMPANY STATEMENT OF REVENUES AND EXPENSES (MODIFIED CASH BASIS) YEAR ENDED DECEMBER 31, 2015 (WITH COMPARATIVE TOTALS FOR 2014) 2015 Temporarily Unrestricted restricted Total 2014 Revenues,gains,and other support Ticket sales $ 1,261,277 - 1,261,277 1,152,552 Foundation grants 127,272 72,500 199,772 138,000 Government grants 55,000 1,500 56,500 62,505 Corporate sponsorships 44,250 - 44,250 36,250 Individual contributions 183,810 10,000 193,810 225,460 In-kind contributions 74,929 - 74,929 75,872 Educational outreach income 28,660 - 28,660 25,843 Special events,net of direct costs of$24,122 in 2015 and$21,052 in 2014 88,118 - 88,118 60,058 Musical theater trips,net of direct costs of $167,926 in 2015 and$137,701 in 2014(note 7) 3,730 -- 3,730 21,533 Interest income 3,263 - 3,263 864 Loss on disposal of assets (1,982) - (1,982) (686) Other 62,131 - 62,131 75,962 Total revenues and gains 1,930,458 84,000 2,014,458 1,874,213 Net assets released from restrictions(note 8) 73,150 (73,150) - - Total revenues,gains,and other support 2,003,608 10,850 2,014,458 1,874,213 Expenses(note 9): Program services 1,741,221 - 1,741,221 1,725,222 Supporting services: Management and general 131,425 - 131,425 115,473 Fundraising 146,874 - 146,874 132,502 Total supporting services 278,299 - 278,299 247,975 Total expenses 2,019,520 - 2,019,520 1,973,197 Increase(decrease)in net assets (15,912) 10,850 (5,062) (98,984) Net assets at beginning of year 1,560,167 42,150 1,602,317 1,701,301 Net assets at end of year $ 1,544,255 53,000 1,597,255 1,602,317 Sec accompanying notes to financial statements. 6 BROADWAY ROSE THEATRE COMPANY STATEMENT OF CASH FLOWS (MODIFIED CASH BASIS) YEAR ENDED DECEMBER 31, 2015 (WITH COMPARATIVE TOTALS FOR 2014) 2015 2014 Cash flows from operating activities: Cash received from ticket sales $ 1,261,277 1,152,552 Cash received from contributors and grantors 778,228 631,734 Cash received from other sources 90,791 101,805 Cash paid to employees,suppliers,and others (2,009,004) (1,905,552) Cash received from interest 3,263 864 Net cash provided by(used in)operating activities 124,555 (18,597) Cash flows from Investing activities: Purchases of investments (3,169) (301,812) Capital expenditures (22,164) (93,230) Net cash used in investing activities (25,333) (395,042) Cash flows from financing activities: Proceeds from contributions restricted for capital acquisitions — 70,825 Net cash provided by financing activities — 70,82.5 Net increase(decrease)in cash and cash equivalents 99,222 (342,814) Cash and cash equivalents at beginning of year 127,491 470,305 Cash and cash equivalents at end of year $ 226,713 127,491 Sec accompanying notes to financial statements, 7 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Community Event is an activity that is of short duration that brings together the citizens of Tigard for entertainment and/or educational purposes in a public setting.Please complete each question. You may return via email to LIZBETH@TIGARD-OR.GOV or by mail to City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223 Due:February 9.2017 Event Name: Downtown Tigard Event Series Street Fair(+Latin Fest),Trick or Treat Main Street,Tree Lighting,Art Walk,3n1 Fridays, Address: 12345 SW Main Street City,State,Zip: Tigard,OR 97223 Contact Name: Steve DeAngelo Telephone Number: 503-620-9020 E-mail address: steve@cateringbydeangelos.com 1. Request(express in whole dollar amounts only) Cash $31,050 In-Kind Services-hours (use of city property,city staff support, see attached etc.Please explain the services requested on a separate sheet) Total Request $31,050 2. Purpose of Funding Request: Our goal is to provide an opportunity to Tigard's 50,000 plus residents to gather and connect with Tigard's Downtown core area through marketing and executing the following event series comprised of 4 or 5 annual events and a monthly event. Street Fair/Latin Fest- $10,000 To assist in offsetting primarily infrastructure(garbage,restrooms,stage,lighting,sound, radios),marketing&advertising costs associated with holding this annual free event,which is now in its 6th year and will be held on September 9th,2017. 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,cross street banners, flyers. Estimated attendance in 2016 was approximately 5,000 attendees. This is becoming a signature Downtown Tigard event. Trick or Treat Main Street-$1350 To assist in offsetting primarily marketing&advertising costs associated with holding this annual free event,which is held every year on October 31St or the dosest 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,cross street banners,flyers. Tree Lighting-$7000 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, create more community engagement,enabling marketing to the community at large,as well as helping to defray associated costs such as heating,tenting,staging,professional lighting, signs,cross street banners, flyers,as well as to possibly invest in seasonal street decorations Art Walk—$5000 Now in Year 4-Planned for early May. Art will be placed in 8-10 main street businesses. 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. Ballots turned in to local merchants. Ballots that have at least 80% fill rate may go in special drawing. Event will include a pop up gallery with Art for sale. Participating businesses will be encouraged to become TDA members. Funding will help offset costs of Art walk kick off party,marketing&advertising,cross street banner plus cash prizes for public and juried winners as well as art supplies and possible costs associated with pop up gallery. 3rd Friday-$1950 To assist in offsetting primarily marketing&advertising costs associated with communicating with the community and providing more visibility for 3rd 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,cross street banners,and flyers. New Event- $5750 To Be Considered based on funding,staffing and manpower requirements. Examples could be a Fun Run/Walk,Taste of Tigard,Car Show,Holiday parade,etc. 3. How will this event benefit the Tigard Community?Please be specific. 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 presidents do you anticipate participating in this event(or these events)? Anywhere from 300-7,000 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: 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. J;i1� 2,14(a Print Name of Preparer 07-0 ,7 II a e of 'reparer Date 5:47 PM Tigard Downtown Alliance a2lmsn7 Cash Basis Profit Loss Actuals 2016 versus 2017 Budget Jan-Dec 16 Actuals Jan-Dec 17 Budget Ordinary Income/Expense Income Total Art Walk $ 8,007 5 6,000.00 Total City of Tigard Grants $ - Total Corporate Sponsorship Packages $ 1,250 $ 1,250.00 COT Comm Dev Grant $ 24,000 $ 24,000.00 Please note this has an earmark for staffing only assumes this received in calendar year 2017 Total Direct Public Support $ 5,005 $ - Non recurring Metro Grant Total Downtown Tigard Street Fair $ 17,746 $ 24,341.50 Total Other Types of Income $ 75 $ Total Program Income $ 3,480 $ 3,480.00 Total Tigard Tree Lighting $ 3,230 $ 7,000.00 based on grant request at 100% Total Trick Treat Main Street Grant $ 1,109 $ 1,350.00 based on grant request at 100% Total Income $ 63,902 $ 67,422 Gross Profit $ 63,902 $ 67,422 Expense Total Art Walk Expenses $ 3,880 $ 4,268 Total Business Expenses $ 83 $ 100 Total Contract Services $ 4,104 $ 5,300 Total Downtown Marketing/Comm's $ 1,867 $ 2,000 Total Operations $ 98 Payroll,Taxes,Benefits $ 24,000 1/2 Time FTE or Contractor State Taxes $ 45 $ 45 Total Street Fair Expenses $ 14,182 $ 16,182 Total Travel and Meetings $ 601 5 1,000 Total Tree Lighting Expense $ 2,462 5 5,000 Total Trick or Treat Expense $ 653 5 850 Total Expense $ 27,975 $ 58,746 Net Ordinary Income 5 35,927 $ 8,676 Net Income $ 35,927 $ 8,676 Please note there Is no staffing at this time in 2016,only volunteers and some contract Adjust out Community Development Staffing only income $ [24,000) event management Revised Net income $ 11,927 Pepsi oft 5:47 PM Tigard Downtown Alliance 17 Cash 9211113 Profit & Loss Cash January through December 2016 Jan-Dec 16 Unaudited Financials Ordinary Income/Expense Income Total Art Walk $ 8,007 Total City of Tigard Grants $ - Total Corporate Sponsorship Packages $ 1,250 Please not this has an earmark for COT Comm Dev Grant $ 24,000 staffing only Total Direct Public Support $ 5,005 Total Downtown Tigard Street Fair $ 17,746 Total Other Types of Income $ 75 Total Program Income $ 3,480 Total Tigard Tree Lighting $ 3,230 Total Trick Treat Main Street Grant $ 1,109 Total Income $ 63,902 Gross Profit $ 63,902 Expense Total Art Walk Expenses $ 3,880 Total Business Expenses $ 83 Total Contract Services $ 4,104 Total Downtown Marketing/Comm's $ 1,867 Total Operations $ 98 State Taxes $ 45 Total Street Fair Expenses $ 14,182 Total Travel and Meetings $ 601 Total Tree Lighting Expense $ 2,462 Total Trick or Treat Expense $ 653 Total Expense $ 27,975 Net Ordinary Income $ 35,927 Net Income $ 35,927 Please note there is no staffing at this time,only volunteers and some contract event Adjust out Community Development Staffing only Income $ (24,000) management Revised Net Income $ 11,927 Page 1 of 1 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Community Event is an activity that is of short duration that brings together the citizens of Tigard for entertainment and/or educational purposes in a public setting. Please complete each question. Due:February 09,2017 Event Name: Friends of Bull Mountain Park Events Address: 13950 SW Alpine Crest Way City,State,Zip: Tigard,OR 97223 Contact Name: Toraj Khavari Telephone Number: 503-579-2819 or Mobile 503-706-3548 E-mail address: toraj.khavari@gmail.com 1. Request(express in whole dollar amounts only) Cash $2,885.00 In-Kind Services-hours (use of city property,city staff support, etc.Please explain the services requested on a separate sheet) Total Request $2,885.00 2. Purpose of Funding Request: Friends of Bull Mountain Park is a Tigard,Oregon local nonprofit company. The Friends fiscal sponsor is Tualatin River Watershed Council,a 501c (3)non-profit organization. We are a group of volunteers with a shared vision for this property to provide, • A venue that fosters healthy and active lifestyles • An outdoor classroom for meaningful learning • A connecting link into the regional trail system • A sight for community and family gatherings • A place for children of all ages to play Friends of Bull Mountain Park would like to host a series of different types of events."Picnic in the Park","Bull Mountain Park(BMP)Flora and Fauna scavenger pictures hunts","Private elegant and classy events",and pending additional funding"Farm To Table"events to continue establishing BMP as the heart of the surrounding community. Please see attached budget proposal for funds in each of the following categories: Frequency in 2017: The funds will enable the park to involve musicians from the local area to perform once per month in the summer,beginning in July. Signage—Advertisements: Physical signs at each park entrance and throughout the adjoining neighborhoods will be vital to"getting the word out"and increase the number of attendees. Food and beverages: During the events which involve meals and drinks,the items that aren't donated,will be purchased with consideration of all of the local business owners. Appropriate admission will be charged at these family oriented and adult friendly events, meant to showcase the beautiful natural environment in which we live.The intent of supplying meals is to promote wellness,outdoor activities,Tigard commitment to walkability,and raising funds for the park development. Promotional products: A small,promotional item and commemorative token will be available for sale and to remind attendees of their experience in the event/s. We would print the City's and the Parks logo on such items as Tote Bags,Glasses,Jewelry, etc. The promotional products expenses will cover Social media and,on-line ticket sale,and Commemorative items. 3. How will this event benefit the Tigard Community?Please be specific. The 4 types of the events give the business owners,neighbors,and local citizens reasons to gather and foster a sense of community. The Friends of Bull Mountain Park has accomplished a lot in a short time by developing the BMP,Raising Grants,and now constructing ADA Trails, Picnic Shelter,and Nature Playground. The park provides a natural backdrop for getting out and enjoying the outdoors. Upon completion,it will serve as an outdoor classroom for the community and promote the City of Tigard's vision of walkability and multi-cultural. The BMP will have the first City Of Tigard Nature Playground.We have really appreciated partnering with the City to turn this beautiful land into a destination for our community and look forward to starting a new Tigard Tradition. 4. How many Tigard residents do you anticipate participating in this event(or these events ? Event Type/ Name Attendees/ Event Picnic in the park 60-125 BMP Flora and Fauna scavenger pictures hunts 10-15 Private elegant and classy events-E.g.,Wine tasting, 80-125 local business owners Party/Tour Farm To Table-Pending Additional funding 200-300 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. See attachments. _Ali A (Toraj)Khavari Print Name of Pr parer ° ' • 2/ 9 /CV/7 Signature of Preparer Date More Information Refer to the following sites. Blogs-http://fbmpblogs.blogspot.com/ User Group-htttp://groups.yahoo.com/group/FEBMP/ Face book - http://www.facebook.com/FEBMP Event Type/Name Frequency in Signage- Food/ Beverage Promotional Total 2017 Advertisement Products Picnic in the park 4 $ 350.00 $ 685.00 $ 1,035.00 BMP Flora and Fauna 2 $ 50.00 $ 50.00 scavenger pictures hunts __ Private elegant and 2 $ 50.00 $ 1,750.00 $ 1,800.00 classy events-E.g,Wine tasting,local business owners Party/Tour Sub-Total $ 2,885.00 Farm To Table-Pending 1 $ 475.00 $ 4,275.00 $ 2,425.00 $ 7,175.00 Additional funding Total $ 10,060.00 Friends of Bull Mountain Park(FBMP) Financial Report Summary 2016 Actual 2015 3Q2016 2016 Description Running Total (Jan 1-Sept. 30) Estimate Ordinary Income/Expense Income Donations(*1) $29,370.00 $266,914.60 $163,900.00 Interest $22.00 $48.45 $115.00 Miscellaneous $302.00 $1,217.00 $1,500.00 Reimbursements $1,042.00 $1,042.44 $5,000.00 Total Income $30,736.00 $269,222.49 $170,515.00 Expenses Operating Supplies $3,259.00 $5,321.56 $55,000.00 Contractors $7,490.00 $52,538.90 $95,000.00 Insurance $1,461.00 Total Operating $10,749.00 $59,321.46 $150,000.00 Administration Sponsors(*2) $2,697.00 $4,356.93 $16,390.00 Total Administration $2,697.00 $4,356.93 $16,390.00, Total Expenses $13,446.00 $63,678.39 $166,390.00 Net Income $17,290.00 $205,544.10 $4,125.00 In-kind(*3)contributions A=Non skilled general labor $38,591.00 $18,863.00 $45,000.00 B=Engineering $1,856.00 $2,000.00 C=Project Management $21,914.00 $32,059.00 $20,000.00 D=Mileage $331.00 $500.00 $750.00 E=Contribution of goods $3,129.00 $3,883.00 $5,000.00 F=Contribution of services $10,109.00 $4,827.00 $15,000.00 In-kind(*4) $75,930.00 $60,132.00 $87,750.00 Note *1 - 2016 includes the FBMP,Metro NIN Grant,City Of Tigard CIP and Event Grants. *2 -FBMP fiscal sponsor is Tualatin River Watershed Council(TRWC),a 501(c)(3)non-profit organization. Foundations and grants fees are included. The FBMP administration fee is 0%,all volunteers. *3 -In-kind gifts are contributions of goods or services,other than cash. *4-2014 In-kind total is$7,458. Started formal tracking Nov.2014. The FBMP fiscal year is between Jan. 1st through Dec. 31st The financial reports are subject to change before Jan. 15th of the next fiscal year for current year. Version-1.0.7010.1 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST You may return via email to LIZBETH@TIGARD-OR.GOV or by mail to City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223. Due: Feb . 9.2017 Event Name: Curtis Tigard 107th Birthday Celebration–April 15,2017 THA Annual Meeting—June 10 Ice Cream Social—July 15 Apple Harvest—September TBD Victorian Christmas—December 2 Address: John Tigard House,Mailing address:P.O.Box 230402 City,State,Zip: Tigard,Oregon 97281 Contact Name: Karen Sadler-Fredd Telephone Number: 503-318-9372 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. Will also assist in the maintenance costs of the upkeep of the John Tigard House. 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. 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. Prepared by Karen Sadler-Fredd,February 9,2017 Tigard Historical Association Treasurer's Report 4th Qtr.2016 Preservation account Beginning balance $ 3,166.57 deposits $ - interest $ 2.62 expenditures $ - transfer to checking $ 1,000.00 Ending Balance $ 2,169.19 General Fund Beginning balance $ 1,564.91 deposits City grant $ 1,000.00 donations $ 90.00 interest $ 0.52 transfer from MM $ 1,000.00 TOTAL $ 2,090.52 expenditures xmas tree $ 99.99 ►� ladder $ 159.00 insurance $ 1,253.00 alarm permit $ 25.00 events $ 81.54 )1 utilities/alarm $ 834.55 office/misc supplies $ 132.85 ►� other $ 13.44 !; Total $ 2,599.37 l+ L. Ending balance $ 1,056.06 l it Waddell and Reed Beginning Balance $ 217,797.87 i4 Ending Balance $ 215,007.41 i= Columbia Management Beginning Balance $ 36,851.57 ): Ending Balance $ 36,812.30 t: K.Sadler-Fredd 2/9/2017 4'4 1r8 z 91 DZic 119 PP444 441P4'5 lit*SZO'Sf $ otxtritc;lkopu ImOtuabrurvii arAqurtirit) tvir9<vsis $ tko,,r..13.ro $1 Iti60Z alkororpli Stop,I l" . 4 P4.47g Put itaPP4°M nitirq 31.0A011441 $ 90 VCI't 31,N4)t4,4V4/44Vil1044 414-it",4,44:041 Oki ttt wosertri),Ito 4)44.011%,,b t tsin 5go4.410A-4., (4.at *NI 04 rttaIL 9'4,0t1 ItoJJ-11,0 t9&0 $ ,11.4v 1010) *too.414/%44%.+4944404i I delkoor4,400 ° ..)J1.1.1pn 1.1* punl fel,ot.,kay Axtrits"4.04.441 t1'.4 0,441. 14, Z`%.1 1* 14,1410))V1400tA)"410-44/ I r 44Z:4 V" / 14,004$vitt404414,1 *11.4 00101 1 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Community Event is an activity that is of short duration that brings together the citizens of Tigard for entertainment and/or educational purposes in a public setting. Please complete each question. You may return via email to LIZBETH@,TIGARD-OR.GOV or by mail to City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223. Due:February 9.2017 Event Name: Nature Recreation: Connecting Tigard Residents to the Tualatin River Address: 11675 SW Hazelbrook Road City,State,Zip: Tualatin OR 97062 Contact Name: Mike Skuia Telephone Number: 503-218-2580 E-mail address: lnikeOtualatinriverkeeoers.org 1. Request(express in whole dollar amounts only) Cash $2,500.00 In-Bind Services-hours(use of city property,city staff support, etc.Please explain the services requested on a separate sheet) $1,000.00 Total Request $3,500.00 2. Purpose of Funding Request: Tualatin Riverkeepers(TRK)is thrilled to continue providing canoe,kayak and stand-up- paddle-board experiences on the Tualatin River in 2017. Through our summer boat rentals,nature day camps,public and private guided trips,and our annual Politicians Paddle Race,TRK hosts residents of Tigard and neighboring cities plus visitors on paddle trips out of Tigard's Cook Park. TRK trained Volunteer Paddle Trip Leaders assist with the program and allow us to offer these excursions to the public,local businesses, government agencies,and partner organizations and groups. Cook Park Boat Rentals TRK's Cook Park Summer Boat Rentals will be open Memorial Day through Labor Day in 2017. Our operating hours will be Fridays through Sundays from 9am until 6pm. Due to increased awareness of the Tualatin River being a perfect waterway for both beginner and experienced paddlers, river usage has increased exponentially over the past decade,especially on weekends. Last season,2,000 people rented boats out of Cook Park. Nature Day Camps Campers participating in TRK's Summer Nature Day Camps will get to experience a full- day river adventure paddle trip. Their float will both start and end at Cook Park. TRK will once again host a celebration at the park for the families that participated in our summer camp program, opening our rental fleet especially for them and allowing them to enjoy a free boat rental after a potluck dinner. The young campers thoroughly enjoy showing off their newly acquired paddle skills to family members. Guided Canoe and Kayak Tours TRK will host both guided trips open to the public(with on-line registration)and guided trips for private groups and businesses launching from Cook Park. Paddlers will have the opportunity to experience the Tualatin led by TRK's trained Volunteer Paddle Trip Leaders. As the Tualatin is a slow-moving river with very little current in the summer months, it is perfect for beginner paddlers and families. TRK is excited to host paddle events for communities underserved in the recreation arena such as our Adaptive Paddle Clinic geared towards person with disabilities (as Cook Park's boat ramp and dock are extremely ADA accessible)and our annual paddle with Muslim Education Trust, one of our largest group events of the year. TRK provides trained volunteer support to make the paddling experience fun, safe and accessible for everyone. 3. How will this event benefit the Tigard Community?Please be specific. Most of TRK's paddle events are open to the public and encourage first time paddlers to attend. We are lucky to have many Tigard residents serve as volunteers. Paddling the Tualatin River is an effective way to promote environmental stewardship and awareness. This program provides local recreational opportunities that engages participants in environmental education,connects the community to local natural resources,and fosters watershed stewardship. Additionally,TRK's Trips&Tours program encourages outdoors physical activity and promotes a healthy lifestyle. Many of those who participate in our trips are first time paddlers who gain the skills and confidence needed to then venture out and repeat these experiences on their own. Free and low cost nature recreation experiences are designed to maximize participation to achieve TRK's goal of fostering long-term stewardship for the Tualatin River watershed. Our partnerships with organizations like Tigard's Community Partners for Affordable Housing allows families with lower incomes to connect with the river on a free guided paddle trip.The City of Tigard Community Grant enables TRK to provide nature recreation event opportunities for everyone in Tigard. 4. How many Tigard residents do you anticipate participating in this event (or these events)? TRK will provide paddling experiences on the Tualatin River utilizing the Cook Park boat ramp for an estimated 3,000 people with 25-30%being 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 our rentals fleet for seasonal use (Memorial Day through Labor Day) near the Cook Park boat ramp in the same location as previous years. TRK also requests the temporary installment of a fence to house the fleet. TRK will provide the lock to secure the fleet and gear. TRK will maintain current insurance as applicable. Margot Fervia-Neamtzu Print Name of Preparer February 9, 2017 Signa rtl�e o reparer Date g P TUALATIN RIVERKEEPERS 2017 Budget 2016 Actuals Revenue New Revenue Individual/Other Contributions 3,240 109,167 Corporate Contributions 13,250 15,028 Memberships 50,000 46,500 Grant Income/Pending 285,500 134,387 ESOR 4,000 3,512 Special Events 55,000 46,827 Program Service Fees 47,000 48,580 Interest 600 864 Merchandise Sates 300 1,444 Total 458,890 406,310 Released from Restriction Foundation Grants Government Grants/Contracts 100,000 125,363 100,000 125,363 Total Revenue 558,890 531,673 Expenses Personnel Ex Dir 70,000 Adv Mgr 43,000 Env Ed Coord 39,580 Admin 20,000 Seasonal Staff 17,000 Community Organizer 40,000 Salaries 229,580 Payroll Taxes 23,156 Health Care 20,000 Retirement 5,400 Payroll fees&charges 2,100 Total Personnel Expenses 280,236 208 874 Operating Contract Services 139,000 129,797 Events Expense 19,000 22,991 Occupancy 4,000 3,537 Postage&Printing 10,000 8,209 Audit/Review 8,000 2,991 Office Supplies 3,450 Telephone&Internet 3,200 Software Expenses 2,500 Office Costs 9,150 8,306 Director's Liability 1,100 Worker's Comp 1,400 Property&Guide etc 10,500 Insurance 13,000 11,540 Staff Development 3,720 733 Travel 5,000 4,305 Equipment Expenses 10,000 11,011 Advertising 3,000 1,476 Misc(CC&Bank Fees) 4,700 4,759 Meetings/Food&Beverages 3,100 1,586 MembershipNolunteer Appre 1,500 1,075 Board Development 300 - Professional Dues&Membership 1,500 1,990 Business Liscenses&Fees 250 236 Subscriptions/Publications 750 631 Total Operating Expenses 235,970 215,174 Total Expenses 516,206 424 048 Increasel(Decrease)in Net Assets 42,684 107,625 TUALATIN RNERKEEPERS STATEMENT OF FINANCIAL POSITION DECEMBER 31,2015 ASSETS CURRENT ASSETS: Cash and equivalents $ 93,664 Accounts Receivable 14,854 Prepaid Insurance 4,099 TOTAL CURRENT ASSETS 112,617 PROPERTY AND EQUIPMENT,net of accumulated depreciation 4,332 TOTAL ASSETS 4 11 c%41 LIABILITIES AND NET ASSETS CURRENT LIABILITIES: Accounts payable-403(b) $ 1,700 Credit cards payable 828 Accrued vacation 5,110 TOTAL CURRENT LIABILITIES 7,636 NET ASSETS: Unrestricted 100,313 TOTAL NET ASSETS 109,313 TOTAL LIABILITIES AND NET ASSETS $ 116,949 (See accompanying notes and independent accountants'compilation report) -3- TUALATIN RIVERKEEPERS STATEMENT OF ACTIVITIES FOR THE YEAR ENDED DECEMBER 31,2015 TEMPORARILY UNRESTRICTED RESTRICTED TOTAL Revenues: Grants and contracts $ 246,657 $ - $ 246,657 Corporate support 26,708 - 26,708 Other public support 14,820 - 14,820 Program service fees 41,019 - 41,019 Membership 47,601 47,601 Special events 12,910 - 12,910 In-kind donations 47,903 - 47,903 Merchandise sales 260 - 260 Miscellaneous Income 473 - 473 Interest income 283 - 283 Total revenues 438,634 438,634 Total revenues and support 438,63; .?8,33; TUALATIN RIVERKEEPERS STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 31,2015 CASH FLOWS FROM OPERATING ACTIVITIES: Change in net assets $ 18,717 Adjustments to reconcile change in net assets to net cash provided by operating activities: Depreciation 2,843 Accounts receivable (14,854) Prepaid expenses (817) Accounts payable 718 Accrued vacation (!4J) Total adjustments (12,558) NET INCREASE IN CASH AND CASH EQUIVALENTS 6,159 CASH AND CASH EQUIVALENTS, beginning of year 87,505 CASH AND CASH EQUIVALENTS,end of year "354 (See accompanying notes and Independent accountants'compilation report) -5- CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Community Event is an activity that is of short duration that brings together the citizens of Tigard for entertainment and/or educational purposes in a public setting. Please complete each question. Due:February 9th,2017 Event Name: Relay For Life of Tigard/Tualatin Address: City,State,Zip: Tigard.OR 97224 Contact Name: Rachel Sarasohn • Telephone Number. (503)795-3917 E-mail address: rachel.sarasolm@cancer.org 1. Request(express in whole dollar amounts only) Cash $1,000 In-Sind Services-hours(use of city property,city staff support, etc.Please explain the services requested on a separate sheet) Use of Twality Middle School Total Request $1,000 2. Purpose of Funding Request The purpose of this funding request is to increase the revenue generated for the American Cancer Society Relay For Life of'Iiigard/Tualatin by decreasing funds used for track usage and for items such as portapotties and generators for lights.This is a non-profit event and our goal is to keep the expense ratio under 8%and this will be of assistance to achieve that goal. 3. How will this event benefit the Tigard Community?Please be specific. The Relay For Life of Tigard/Tualatin will benefit the Tigard community by providing a community awareness event to have community members join together in the fight against cancer.Not only will it provide funding for research,programs and services but it will increase awareness of the American Cancer Society as a whole,providing direct benefit to the citizens of Tigard who may be affected by cancer.Cancer will affect 1 in 2 men and 1 in 3 women throughout their lifetime 4. How many Tigard residents do you anticipate participating in this event(or these events)? In 2016 the Relay For Life of Tigard/Tualatin had over 300 participants,and numerous non- participants coming out for day of event festivities. 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-Bind Services-hours:Requesting the use of Twality Middle School for the event duration: 10 AM July 15,2017- 10 AM July 16,2017.We may also like to have city staff support for security purposes if possible. g0kkSaxaschry Print Name of Preparer f2/q (Signature of Preparer Date T 4 i v RELAY • FOR LIFE American ii'moiety Dear City of Tigard, Oregon, This letter includes the budget and expenses for the Relay For Life of Tigard/Tualatin. It also information of the American Cancer Society's programs and services supported by the Relay For Life of Tigard/Tualatin. Overview of Event Budget Fundraising and Sponsorship Revenue $31,146.81 Expenses $4,448.65 Donation to American $26,698.16 Cancer Society The donation to the American Cancer Society benefits local programs like the following. • Road to Recovery: Providing cancer patients with rides to and from their cancer treatment. • Lodging/Hotel Program:Providing nights of lodging to patients and caregivers. • Look Good,Feel Better: Helping with appearance related side effects from cancer and cancer treatment.Women with Cancer learn how to manage the appearance related side effects. • 1800.227.2345 and cancer.org: Provides trusted information 24 hours a day,365 days a year. • The American Cancer Society funds research to help find cancer's cause and cures. Society researchers have contributed to more of the major cancer breakthroughs in recent history.The society has invested more than$4.3 billion in research since 1946. in Oregon, more than$3 million is currently invested in research grants. The American Cancer Society thanks the City of Tigard and the citizens of Tigard for their continued support of their mission. If you have questions please contact American Cancer Society staff, Rachel Sarasohn, rachel.sarasohn@cancer.org. American Cancer Y Wit'' STAY WELL ? GET WELL I FIND CURES I FIGHT BACK I CANCER.ORG 11.800.227.2345 CITY OF TIGARD,OREGON 13125 SW HAIL BLVD.— TIGARD,OREGON 97223 503-718-2487 —.-._-__--COMMT TNIT ENTS-FUNIIING REQUEST— __.-_.__. Community Event is an activity that is of short duration that brings together the citizens of Tigard for entertainment and/or educational purposes in a public setting.Please complete each question. You may return via email to LIZBETH@TIGARD-OR.GOV or by mail to City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223. Due:February 9,2017 Event Name: Tigard 4th of July Celebration Address: Tigard 4th of July,Inc., 11579 SW Pacific Hwy City,State,Zip: Tigard, Oregon 97223 Contact Name: Ron Ruysc Telephone Number: 503 620 28,14 E-mail address: ron@t gardlnugin entm 1. Request(express in whole dollar amounts only) Cash $ 19,485.00 In-Bind Services-hours (use of city property, city staff support, — 1,600.00 etc.Please explain the services requested on a separate sheet) Total Request — $ 21,085.00 2. Purpose of Funding Request: See letter attached 3. How will this event benefit the Tigard Community?Please be specific. 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. Print Name of Preparer /71/1 Signature-a Preplfei Date Tigard 4th of July, Inc. A Not for Profit Corporation FIN 93-1031978 (503)620-2844 Tigard Music 11579 SW Pacific Hwy Tigard,Oregon 97223 February 8,2017 Toby LaFrance Finance Director City of Tigard 13125 S.W. Hall Blvd. Tigard, Oregon 97223 Dear Mr. LaFrance, The Board of Directors of Tigard 4th of July, Inc., a Non Profit Corporation, submit this letter with enclosures as our Funding Request for the Fiscal Year 2017—2018. 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 local vendors). (4) With thirty 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 thirty years, and the records we have kept, demonstrate an ability to reach our goals and keep within reasonable budget commitments. (6)Financial Statements are annually prepared and submitted. Toby LaFrance City of Tigard February 8,2017 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$ 17,400 for the 2015/2016 fiscal year. We received a supplemental allowance of$ 2,085.00 for insurance coverage. We took a total draw on the current budget account in July of 2016. For the fiscal year 2017/2018, the Board of Directors of Tigard 4th of July, Inc. requests $ 17,400.00 in contribution from the City of Tigard plus approximately $ 2,085.00 to assist with insurance costs we are incurring. This is the same request we made for FY 2016/2017. 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 February 8,2017 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 *Tax-Exemption Letter is on file with the City of Tigard TIGARD 4TH OF JULY,INC. Statement of Assets, Liabilities,&Fund Balance(Unaudited) December 31,2016 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 2,986.33 7,333.76 1460 Savings&Temp. Investments 1461 Savings 0.00 0.00 1470 Accounts Receivable 1471 Accounts Receivable 0.00 0.00 1476 (Uncollectable Allowance) 0.00 0.00 1480 Pledges Receivable 1481 Pledges Receivable 0.00 0.00 1486 (Uncollectable Allowance) 0.00 0.00 1490 Grants Receivable 1491 Grants Receivable 0.00 0.00 1500 Recievables from Related Parties 1501 Receivables from Directors 0.00 0.00 1510 Other Receivables 1511 Notes Receivable 0.00 0.00 1516 (Uncollectable Allowance) 0.00 0.00 1520 Inventories For Sale or Use 1521 Inventories For Sale or Use 0.00 0.00 1530 Prepaid Expenses I Deferred Charges 1531 Prepaid Expenses 0.00 0.00 1540 Investments-Securities 1550 Investments-Assets 1560 Investments-Other 1570 Equipment 1571 Equipment 0.00 0.00 1576 (Accumulated Depreciation) 0.00 0.00 1580 Other Assets TOTAL ASSETS 2,986.33 7,333.76 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, 2016 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 3720 Paid In or Capital Surplus 3720 Paid In 0.00 45.66 3730 Retained Earnings 1 Accumulated Income 3731 Retained Earnings >01/01/2015 0.00 (4,347.43) 3732 Current Earnings > 12/31/2015 (2,986.33) (2,986.33) Total Fund Balance (2,986.33) (7,288.10) TOTAL LIABILITIES&FUND BALANCE (2,986.33) (7,333.76) (0.00) 0.00 2 TIGARD 4TH OF JULY, INC. Statement of Revenue& Expense(Unaudited) December 31, 2016 Current Year 12 Mo. Period To Date 4000 INCOME 4010 Contributions, Gifts, Grants 4011 Direct Public Support (60.00) (60.00) 4012 Indirect Public Support 0.00 0.00 4013 Government Grants (19,485.00) (19,485.00) 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 (19,545.00) (19,545.00) 6000 EXPENSES 6130 Program Service Expenses 6131 Tigard 4th Celebration 16,462.67 16,462.67 6140 Management&General Expenses 6141 Bank Service Charges 36.00 36.00 6142 Miscellaneous-Government 60.00 60.00 6150 Fundraising Expenses 6151 Miscellaneous 0.00 0.00 6160 Payments to Affiliates Total Expense 16,558.67 16,558.67 (Excess)or Deficit (2,986.33) (2,986.33) 3 2111fi K9-SK d Foundation of the Tigard Breakfast Rotary Club r 41.ge O February 1,2017 Community Events Funding Request City of Tigard,Oregon 13125 SW Hall Blvd Tigard,Oregon 97223 Event Name: K9-5K Run/Walk and Doggie Dash Address: 13500 SW Pacific Hwy,Suite 58 City,State,Zip: Tigard,Oregon 97223 Contact Name: Barbara Jones Telephone Number: 503-320-5685 (cell) Email Address: barb@ expressionsprinting.com 1. Request (express in whole dollar amounts only) Cash $2,500.00 In-Kind Services See later* Total Request $2,500.00 *A Cook Park User Permit and Map Route for October 7th has been reserved pending the Certificate of Insurance requirement and executing application paperwork. Because the proceeds go towards the Police Department's K-9 program and Rotary is a non-profit service group supporting Tigard, a waiver is usually requested and normally granted for the park fee. 2. Purpose of Funding Request The requested cash will be used to cover the start-up costs for the fourth Annual Tigard K9- 5K Run and Doggie Dash. This will allow race entry and sponsorship fees to go directly to the funding of worthwhile programs. Foundation of Tigard Breakfast Rotary Club, Inc. • 13500 SW Pacific Hwy. Suite 58 Tigard, OR 97223 93 1313032 / 5O1(c)(3) organization 3. How will this event benefit the Tigard Community? This is our Fourth Annual fundraiser for the Tigard Police Department K9 program and local youth and community projects. Our first fundraising effort in 2014 raised$15,000 for the Tigard Police Department which enabled the purchase of Diesel,their second K-9 officer. On January 3,2017 we presented a check to the Tigard Police K9 Unit for$3000 from the previous years proceeds. Our ongoing efforts will go toward raising funds above and beyond what the City of Tigard budget allocates for the care and maintenance of Diesel and a new dog to be added this year. Remaining monies will go toward local programs that are under the philanthropic umbrella of the Tigard Breakfast Rotary Club. These include Tigard High School Vocational Scholarships; Dictionary Program for Tigard Third Grade classes; Intercambio Youth Mentorship in the High School; Codero House Youth; Project Warm Coat; School Backpack project and others. 4. How many Tigard residents do you anticipate participating in this event? • We have nearly doubled our number of runners each year of the event. Our goal for the 2017 event is to attract 300 race participants with their dogs and family members. In addition,we expect to double our number of sponsors and booth participants from ten in 2016 to twenty in 2017. Our Tigard marketing outreach this year will include monthly visits to the Farmer's Markets, starting in May, plus participation in the September Tigard Street Fair. In addition,we will contact PTO representatives from each area school to promote the Kid's Race Event and urge support. Finally,our Rotary Club will contact Tigard area vet clinics, pet stores,doggy day cares and other related businesses to solicit their participation. If the plan works as outlined,it's reasonable that our message may reach several thousand Tigard area residents. We would be thrilled to see 300 dog-loving,race driven enthusiasts attend the festivities in Cook Part on October 7th 5. Comparative Annual Doggie Dash Budget—attached 6. Foundation Financial Statement for 12/31/2016—attached. 7. Articles of Incorporation - State of Oregon Registry No 429955-89. See By-Laws 8. 501 (c)(3) Status—attached 9. Print Name of Preparer: Barbara Jones Signatur• X " �1.111- . w4G4.. Datg — H Foundation of Tigard Breakfast Rotary Club, Inc. • 13500 SW Pacific Hwy, Suite 58 Tigard, OR 97223 93 1313032/ 501(c)(3) organization dissattp Vojoi Foundation of the Tigard Breakfast Rotary Club ie e4N A!ltiN Budget Sheet 2016 2017 Revenue Sponsors 2000.00 3400.00 Race Participants 3887.22 7500.00 Grants 0.00 2500.00 Pancake Breakfast 300.00 750.00 Merchant Boxes 0.00 0.00 Other — Shopping Bags 15.00 0.00 Total $6202.22 $14150.00 Expenses Uberthon Management 800.00 800.00 Prizes & Awards 300.00 600.00 Media — Print/Supplies 1839.80 2000.00 Media - Advertising 0.00 0.00 Total $2939.80 $3400.00 Tot* $3262.42 $8015.00 Foundation of Tigard Breakfast Rotary Club,Inc • 13500 SW Pp,c(fic Hwy,Suite 58 • Tigard,OR 97223 93-1313032/501(c)(3)organization Foundation cf T gard 22reakfFst Rotary Chlb 01109117 Baa ce Sheet As of December 31, 2016 Dec 31,16 ASSETS Current Assets CheckinglSavings Foundation Utitlt} Accnt OnPoint Savings Account 5.0L OnPoint Chec zing Account 30,555.76 Total CheckingISavings 35,502.9. Cther Current Assets- Investment Gain or Loss n,697.0Z Investrent Ow.628.84 Total lnvestrnerr. ‘,10,32Z.97 Total Otner Curren'Asset 110,32317 Total Current Assets le 5,826.9€, TOTAL ASSETS 145.826.96 LlHBILITIES a EQUITY _ - Liabilities Current Liabilities Accounts Payable 20(, •Accounts- Payr:nk 8,1e.t.1; Teta Accounts Payable Other Current L�z,b;Iitie^ Scholarships-RYA; -4.411.13 Scholarships-16-17 -2,000.00 Scholarships-15-1£ `.750.00 Tott Other Current Liabili... -E,161.1.? Total Current Liabilities 0.00 Total Lirbiiiber.. 0.00 Equtty 29( • Openings 6ai Equity 55.00 295 • Retnined Earnings '30,35c,.72 "/e.income 15,42',24 Total ErILity 145,E26.96 TOTAL LIABILITIES&EQUITY 145,526.96 Page 1 Foundation of Tigard Breakfast Rotary Club 01/09/17 Profit & Loss July through December 2016 Jul-Dec 16 Income Scholarships 7,000.00 District Grant 625.00 Dividend 6.05 Operation Warm 2,648.00 K-9 Project Doggie Dash 3,993.40 K-9 Project-Other 3,000.00 Total K-9 Project 6,993.40 Club Members 473.00 301 • Dividend income 1.16 499• Gain on investment 6.697.03 Total Income 24,443.64 Cost of Goods Sold Operation Warm Expense 2,756.00 K-9 Expenses 4,082.33 Total COGS 6.838.33 Gross Profit 17,605.31 Expense Awarded Scholarships 4,000.00 Cordero House 1,243.87 560• Other Administrative Expen... 967.00 Total Expense 6,210.87 Net income 11,394.44 Page 1 CITY OF TIGARD, OREGON 13125 SW HALL BLVD. TIGARD, OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Due- February 1 1, 2017 Event Name: Tigard Bull Mountain Farmers Market Address: 11575 SW Pacific Hwy #109 City, State, Zip: Tigard, Oregon 97223 Contact Name: Sean Mathews Telephone Number: 503 804 7642 E-mail address: sean@tbmfm.org 1. Request (express in whole dollar amounts only) Cash $8,000.00 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 $8,000,00 2. Purpose of Funding Request: Funding of$8,000.00 will allow the following: *Supplies for kids planting a seed day.Every year kids learn about spring planting season. *Due to severe weather and use we are in need of tents and other supplies. *Back to school day 2017.We had a 2 day back to school event helping provide school supplies to families in the community. We had a petting zoo for kids to learn about farm animals. *Demonstrators for food preparation and preservation as t ell as supplies for the demonstrations.We had over 20 preservation classes in 2016 including simple do at home kits for the kids to learn about preserving food.Kids played nutrition trivia with ourOHSU Master Preserver *Free vegetable tokens for the kids. 3. How will this event benefit the Tigard Community? In 2017. the Tigard Bull Mountain Farmers Market(TBMFM.ORG)will be continuing to expand its youth and citizen education efforts to encourage healthy eating,food preser.ation and household cultivation of edible and non edible plants in our community.We will be offering regular events for kids and adults including but not limited to kids planting seeds and taking them home to learn about our food life cycle,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.We will be giving out$500 in veggie tokens for kids to take fresh vegetables home and become part of a healthy eating lifestyle.All of this effort and more is needed in our communities to help cultivate a well rooted culture that will support our growing community in the future. 4. How many Tigard residents do you anticipate participating in this event (or these events)? In 2016 we had 3000:visitors to our Kids Day with over 500 kids.We will have multiple events this year with a total expected•.isitor count to each event to match or be more than 2016.Our average weekly visitor count is at 2000+per weekend. 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* * We have received our 501(c)(4) status and file 990-N yearly and our Bylaws are filed with the state Please note that a lack of adequate financial information could result in denial of request. Form W-9 Request for Taxpayer Give Form to the (Rev.December 2014) requester.Do not Department of the Treasury Identification Number and Certification send to the IRS. Internal Revenue Service 1 Name(es shown on your Income tax return).Name Is required on this line;do not leave this line blank. Tigard Bull Mountain Farmers Miadoet N 2 Business name'disregarded entity name,if different from above o, TBNFM.ORG a 3 Check appropriate box for federal tax classification;check only one of the following seven boxes; 4 Exemptions(codes apply only to c ° ❑Individual/sole proprietor or ❑✓ C Corporation ❑S Corporation ❑ Partnership ❑Trust/estate certain entities,not individuals;se' instructions on page 3): single-member LLC United liabilitycompany.Enter the tax classification(C=C corporation,S=S co Exempt payee code Of any) 0 P Y- corporation,P=partnership}► p ` Note.For a single-member LLC that is disregarded,do not check LLC:check the approprate box in the line above for Exemption from FATCA reporting f; the tax classification of the single-member owner. code(if any) C U Li Other(Sea inSiNClions)► +-pprro:v ao arrL;rrel,snee arta no m..i:S.) E 5 Addres-(number,street,and apt.or suite no.) Requester's name and address(optional) 0 a 11575 SW Pacific HWY#109 • 6 City,state,and ZIP code ca Tigai i,OR,97223 7 List account number(s)hem(optional) fizacg Taxpayer Identification Number(TIN) Enter your TIN in the appropriate box,The TIN provided must match the name given on Ilne 1 to avoid J Social security number backup withholding.For individuals,this is generally your social security number(SSN).However,for a resident alien,sole proprietor,or disregarded entity,see the Part I Instructions on page 3.For other j - - entitles,It is your employer identification number(EIN).If you do not have a number,see How to get a TIN on page 3. or Note.If the account is in more than one name,see the instructions for line 1 and the chart on page 4 for I Employer Identification number 1 guidelines on whose number to enter. 4 6 - 1 8 7 3 7 3 6 Part II Certification Under penalties of perjury,I certify that: 1. The number shown ort this form is my correct taxpayer identification number(or I am waiting for a number to be issued to me);and 2. I am not subject to backup withholding because:(a)I am exempt from backup withholding,or(b)I have not been notified by the Internal Revenue Service(IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends,or(c)the IRS has notified me that I am no longer subject to backup withholding;and 3. I am a U.S.citizen or other U.S.person(defined below);and 4.The FATCA code(s)entered on this form(if any)indicating that I am exempt from FATCA reporting Is correct. Certification instructions.You must cross out Item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all Interest and dividends on your tax return.For real estate transactions,item 2 does not apply.For mortgage interest paid,acquisition or abandonment of secured property,cancellation of debt,contributions to an individual retirement arrangement(IRA),and generally,payments other than interest and dividends,you are not required to sign the certification,but you must provide your correct TIN.See the instructions on page 3. ` Sig u.s.Signature of � .. .2 /ihi Here U.S.person► trate► General Instructions •Form 1098(home mortgage interest),1098-E(student loan inters:t),1098-7 (tuition) Section references are to the Internal Revenue Code unless otherwise noted. •Form 1099-C(canceled debt) Future developments.Information about developments affecting Form W-9(such •Form 1099-A(acquisition or abandonment of secured property) as legislation enacted after we release it)is at www.irs.gov/fw9. Use Form W-9 only if you are a U.S.person(including a resident lien),to Purpose of Form provide your correct TIN. An individual or entity(Form W-9 requester)who is required to file an information If You do not return Form W-9 to the requester with a TIN,you might be subject return with the IRS must obtain your correct taxpayer identification number(TIN) to backup withholding.See What is backup withholding?on page 2. which may be your social security number(SSN),individual tc-xpayer identification By signing the filled-out form,you: number(ITIN),adoption taxpayrr identification number(ATIN),or employer 1.Certify that the TIN you are giving is correct(or you are waiting for-number identification number(EIN),to report on an information return the amount paid to to be issued), you,or other amount reportable on an information return.Examples of information returns include,but are not limited to.the following: 2.Certify that you are not subject to backup withholding,or •Form 1099-INT(interest earned or paid) 3.Claim exemption from backup withholding if you are a U.S.exempt payee.if •Form 1099-DIV(dividends,including those from stocks or mutual funds) applicable,you are also certifying that cs a U.S.person,your allocable share of any partnership income from a U.S.trade or business is not subject to the •Form 10994.11SC(various types of Income,prizes,awards,or gross proceods) withholding tax on foreign partners'share of effectively connected Income,and •Form 1099-8(stock or mutual fund sales and certain other transactions by 4.Certify that FATCA code(s)ontered on this form(if any)indicating that you are brokers) exempt from the FATCA reporting,is correct.See What is FATCA reporting?on •Form 1099-S(proceeds from real estate transactions) page 2 for further information. •Form 1099-K(merchrnt card and third party network transactions) Cat.No.10231X Form W-9(Rev.12-2014) Send Correspondence to: Attn farmers market 11575 SW Pacific HWY BOX#109 Tigard OR 97223 4... email: info@tbmfm.org goire We We have completed our 509(c) filing status and are now registered as a 509(c)(4) Regards Sean Mathews Director/Founder TBMFM.org Tigard Bull Mountain Farmers Market Profit & Loss January through December 2016 Income Booth Rentals 10,085.60 Coupons and Tokens 8,683.00 Grants Received 4,000.00 Total Income 22,768.60 Expense Advertising 3,500.00 Coupons and Tokens Redeemed 8,683.00 Equipment Rental 6,825.00 Events 1,592.25 Fees&Merchant Service 971.32 Music 720.00 Total Expense 22,291.57 Net Income 477.03 CITY OF TIGARD,OREGON 13125 SW HAIL BLVD. TIG•1RD,OREGON 97223 503-718-248'. COMMUNITY EVENTS FUNDING REQUEST Community Event is an activity that is of short duration that brings together the citizens of Tigard for entertainment and or educational purposes in a public setting. Due:FebnAsy 9,2017 Event Name. -Tigard Farmers Market Address: PO Box 2304?,1 City,State,Zip: Tigard.OR 97281 Contact Name: Jessica Love.Market Manager Telephone Number. 503-639-6302 E mail address: lanaggr@Ttgir'iFatmersMarket,Or!r 1. Request express in whole dollar amounts only) Cash $15,000.00 In-Kind Services-hours (use of city property,city staff support, See Attached etc. Please explain the services requested on a separate sheet. Total Request $15,000.00 2. Purpose of Fulteiilg Request: The TFM 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 Farmers Market.GROW. GATHER. GIVE. Funds will be used to: • Support staff efforts • Do healthy cooking,DIY and educational demonstrations at the market. • Support our Market Sprouts Program costs. A program that educates kids on how their food is grown and how to make healthy choices.This includes the Sprouts Community Garden.232 kids participated in 2016. • Support the staffing and marketing of a new midweek market in Downtown Tigard along the Tigard Street Trail by Symposium Coffeehouse. 3. How will this event benefit the Tigard Community? • Supports non profit organizations b} giving them the opportunity to sell and interact with the Tigard community in our free Community Booth with profits going directly to the organization. • Provides space for the Master Gardener volunteers to dispense gardening advice to Tigard residences,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 focd system by buying local.The responsibility for implementing sustainable practices falls to ell of us in the market community,not lust to our farmers. For that reason, the Tigard 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 provide earth friendly bags for customers. • The Tigard Farmers Market 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 are able to help our Tigard arca citizens stretch their food budgets. Our patrons are able to buy more fresh local fruits and vegetables for themselves and their families.We matched$2,916 and saw 45 new EBT patrons at the market in 2016. • Adding a mid-week market will give more Tigard residents an opportunity to restock on fresh local products during the during week. • Adding a mid-week market supports many things. • The City of Tigard's long term vision of having the market in the core of Downtown Tigard as well as • Supporting the Downtown Tigard vision of enable people to live,work,play and shop in an environment that is uniquely Tigard. • Helps Downtown businesses and the revitalization by bringing more customers to Downtown Tigard. • The City of Tigard Vision of becoming"the most walkable community in the Pacific Northwest where people of all ages and abilities enjoy healthy and interconnected lives." • It will help transition customers to the new location of the Sunday market once the Plaza is complete. • The market supports the community feeling of Tigard:A Place to Call Home by communicating the benefits of buying locally produced products which are: • Fresher and taste better • Seasonal • Usually have less environmental impact • Preserve green space and farm land • Promote food safety • Support our local economy • Promote variety • Create community by connecting consumers directly with the artesian/producer. 4. How many Tigard residents do you anticipate pattiei9aling in this event(or these events)? \Ve see an average of 650 residents come to the market each Sunday,roughly 18,200 residents over a 28-week season.With the new mid-week market,we anticipate seeing an additional 200 customers each week at the Thursday market.That is about 2,600 for a 13 week season. 5. Please submit the following information with this request. a, Most recent annual budget compared with the prior scar's actual revenues and expenditures. The Budget should identif) the period to which it applies,beginning and ending balances, major revenue sources,mator expenditure caregones,and number of authorized positions b. Audit report or financial statements for the last fiscal sear. c. Articles of Incorporation ' d, 501(c}(3)status,' c. Organization Bylaws* * Information not required if it has been submitted at least once in the last five years. Please note that a lack of adequate financial information could result in denial of request. de-sSIC4 Love, Print Name of Preparer 1/ 27 8 I 2031-7 Mute of Preparer Date In-kind Service Requests • Gravel and park cleanup of the Tigard Street Trail Plaza for the mid week market. o Gravel the area to make the ground more level. o Clean up of weeds and debris. * Allow community members to use the skate park public restrooms on market days. • Use of the City Hall digital sign for promotion of the Sunday market in the Public Works Parking Lot and the Thursday market along the Tigard Street Trail. • The use of the Fanno Creek House lawn for the Tigard Farmers Market's Farm to Table Dinner Celebration on July 21,2017 for 10 hours. The Tigard Farmers Market is owned by the Tigard Chamber of Commerce.Attached is the Articles of Incorporation, 501 (c)(3) status and organization by laws for the Tigard Chamber of Commerce. 211 PM Tigard Area Clamber of Commerce U2/01/17 Profit&Loss Cash Bw July 2015 through June 2016 Aa to-,11thzrttue9et Fiscal'tars Jul'15-Jun 16 (Actua s T1rou9h Jan 2017) Ordinary lr ximrlEhq^rus •— —•. Revenue 2000 Farmers Market Income DUFB Grace d.'4 b 3,146.00 FM•MISC 219.94 FM Application Feta 1,325.00 1,400.00 FM City of Tigard Grant 8 500.00 8.500.00 Total FM Space Fees 25 30125 2668525 FM.Sponsorships 3 472.83 3,500.00 Harvest Market A Bazaar 1,389.94 1,400.00 Tot-1 2063 Farrar,r. Market ince w. 43,354.76 44.`3125 21 1.,1 FM Advance O r; Total 2100 FM USDA Advance Gr»1 27,52295 5,553.40 TotalR,.vanue 70,677.71 54,164-85 Gross Pt011 54,184.65 Expense 2001 Farmers Market FM DUFB Reimbursed 634.00 3,1&:.00 was 18T match in par 4 gar Total FM Banc Fees 1:52.77 013.:5 FM Eel match 2,53"_00 FM Leased Slat! 1 FTE at 30 hours/week,2 seasonal PT employees Total FM Leased St:.6 33 279.90 37,209.10 Ix/week during mar 3t sosson Total FM Maakel,..1 767.18 1,99958 FM Otflce St:,ipll:ts 93.86 260.'0 Total FM Operating Exp,rises 2,615.55 4,0°0.t') Total FM Telecommunications 480.00 4u0.D.) FM Token Processing 605.42 FM Trailer Depreciation 840.00 855.00 2001 Farman MarkN.Other (34.66) 1,250.0. Total 2001 Farmers Market 42.36602 50.14457 2101 FM USDA GrtiM Evprnsa Total 2101 FM USDA Grant Expense 30,227.30 10,257.60 USDA Grant finished in Sep 2016 Total Expense 72,593.32 60,402.17 Net Odin«ry income .1,715.61) (8,217.52) Nat income (1,715.61) (8,217.52) Plge 1 Of 1 7.11 PM Tigard Area Chun Sur of Cc,wnerce 02101/17 Pr3LI&Loss c,Nh Bar:, July 2015 Brough Jhrt-2016 FceCa1 Teed J81'15-Jut 15 j'Jnaudit.d) Ordiary Inoome/Er:croe Revenue 2000 Farmers Market 17x-rt> DUFB Grant 3146.0 FA=-MISC 219.94 FM App6calion Rif s 1,325.00 FM Cay of Tigard Grand 6.500.00 Total FM Space FHS 25,30125 FM Sponsorships 3,4;2.63 Harvest MarinA R Bazaar 1,389.94 Total 2000 Farmer.Market locum- 45,354.78 210 P1,1 USDA Advance Gran'. Total 2100 FM'USDA Advance Gr-nt 27522.95 Total Rev nue 70,877.71 Gross Profit 'G.:r /1 Expense 2001 Farmers Mukat FM t?UFB Retrain-a_d 634.00 was I B:match In pric-year Total FM Ban.Fecs 552.77 FM EBT match 2,532.00 FM Leased Stab 1 FTE at 30 hours/week,2 seasonal PT employees Total FM Leased Staff 53,279.90 14/week&,int market season Total FM Marketing 767.18 FM Glace&plies 93.86 Total FM Operating Expenses 2,615.55 Total FM Telecanmuacallore 480.00 FM Token Processing 605.42 F61 Triter Dec-eclation 840.00 2C01 Farmers Market-Other (34.66) Total 2001 F^rmms Market 42,366.02 2101 R1 USDA Grant Eep3nsa Tot 2101 FM USDA Grand E plena 30,227 30 USD./Grant finished In Sep 2015 Total Expense 7459322 Net Ordinary trcome (1,715.61: Net moon* (1 715.61) Page 1 of 1 CITY OF TIGARD,OREGON 13125 SW HALI.BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Community Event is an activity that is of short duration that brings together the citizens of Tigard for entertainment and/or educational purposes in a public setting. Please complete each question. You may return via email to LIZBUTl Liu TIGARD-OR.GOV or by mail to City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223. Diy.lic.131 ui). 2a1,7 Event Name: ' 1 I • Nit. Address: t fr • '- City,State,Zip: 44 14C ).1; Contact Name: • . -:"(1 it k '( 701 / ; Telephone Number: L.; / • — E-mail address: I • )1) 1. Request(express in whole dollar amounts only) Cash 452 In-Kind Services-hours(use of city property,city staff support, r" etc.Please explain the services requested on a separate sheet) (2_ Total Request 2. r - Purpose oil-unding Request: .1 I oi" .c. h L. , r c !ri NI!E'LA..„'ni() (--(`Ai j -a.- jr I1<,..1 F ( c .-\ - -}-t (f.••••'; ekz ( ..) 3. I will this eNerit-hi.:nait Trgaid Cuitimunit ?Pks be 4pe4.1fie. & 5 tolls•n9 (..Vi tit 1c..,.11-1.-1 /-..--k."} lyt 14,--f 1 I 11/1 i rt./ ips i • • 116) I i(I ' .4) ctsit?.6/in! 4. How man) Tigard residents do)ou anticipate participating in this event(or thesefted events)? & • '7 - rCi 04( • 5. Please submit the following information with this request: (.1(AA E.. 4"C-' 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. h. 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. . f c4 ,fir {_ i1 Print Name of Pr;jarLr i*n 111 +I'i'�r�nT�t . , Date i Hitk(Poyuf-4• tl� • Fesnv;ii Bll xt;tip January 25, 2017 City of Tigard 0/0 Finance Department 13125 SW Hall Blvd. Tigard, OR 97223 RE: Festival of Balloons Grant Request to the City of Tigard Thanks to the City of Tigard and the community support for more than 30 years, the Festival of Balloons in Tigard has grown to be a premiere community event in Oregon and one of the premiere hot air balloon festivals in the Northwest. In 2016, the Festival of Balloons in Tigard celebrated its 32nd Anniversary and set the path for continued growth. Event partnerships are critical to the sustainability and growth of this event, especially in this current economic climate. This year, the Festival of Balloons in Tigard, respectfully requests continued increased support from the City of Tigard, to support its efforts to showcase Tigard as the vibrant community it is -- more than just a "suburb of the Portland market". The Festival of Balloons in Tigard is a non-profit organization dedicated to raising funds for many vital non-profit groups in Tigard, while providing a family-friendly event for the entire community. Groups benefiting from Festival funds have included: Tigard Breakfast Rotary, Tigard Lunch Rotary, American Cancer Society— Relay for Life Tigard-Tualatin, Tigard High School Boosters, Tigard High School Band Auxiliary, Southside Soccer, and MANY local elementary, middle, and high schools with the Z100 promotion that we have created. The Festival of Balloons in Tigard raises $30,000+for local Tigard non-profits and schools annually. We are VERY proud of this! Every year, approximately 20,000 spectators, volunteers, and travelers arrive at Tigard's beautiful Cook Park to experience the amazing sight of up to twenty five hot air balloons, to shop at the craft vendor booths, to dare the rides at the area's finest carnival, listen to live music, or to root for their teams in the youth soccer tournament. Evenings of balloons glowing, food, and music, keeps the community entertained for three full days, attracting local residents who mingle among their fellow neighbors, as well as to welcome visitors to Tigard. The Festival proudly displays that Tigard is a great place to live and work. Past funding from the City of Tigard annually has been a vital resource for this event. The in-kind services of approximately $65,000 that has been provided are essential to the functionality of this community festival. To reach additional audiences with more aggressive marketing efforts, to enhance the guests' on-site experience, and due to these tough economic times where corporate sponsorship support has dwindled, the Festival of Balloons requests a $20,000 cash grant plus the continued in-kind services support. In return for this increased support, the Festival of Balloons will position The City of Tigard as a major sponsor of the Festival, complete with exposure on marketing and collateral materials, as well as the incorporation of a key city message into those marketing elements, as the City requests. We will gladly address additional specific City needs and are happy to host a meeting to finalize the details. Please contact Cindy Murphy at 503.803.0239 or at cmuiphy@dEnicoli.com. Thank you for your continued support of this important community event. We look forward to celebrating our 33rd Anniversary this June 23`d—25"' at Cook Park! Sincerely, Civtdy Mwphy Cindy Murphy Executive Director 11:28 AM Tigard Festival of Balloons,Inc. 01/25/17 & Cash Basis Profit 1t Loss January through December 2016 Jan•Dec 16 Ordinary Income/Expense income Admissions Revenue 118,665.52 Parking Revenue 31,934.45 Shuttle Revenue 8,334.68 Field Merchant Revenue 38,942.83 Soccer Tourney Revenue 23,805.00 Carnival Revenue 25,809.88 Balloons Revenue 1,500.00 Car Show Revenue 3,724,73 Corporate Events Revenue 857.00 Sponsorships Revenue 38,896.35 Food&Beverage 685.50 5K Run Revenue 1,274.00 Total income 294,209.94 Cost of Goods Sold Admissions Costs 9,228.16 Parking Costs 21,748.09 Shuttle Costa 5,842.93 Soccer Tourney Costs 23,885.75 Balloon(Pilot)Costs 20,214.47 Car Show Costs 2,926.06 Food and Beverage COGS 850.00 Total COGS 84,276.46 Gross Profit 209,933.48 Expense Balloon Expense 18.80 Advertising-Festival 6,500.00 Bank&Merchant Fees 2,201.33 Equipment Rental and Malnt 238.00 Event Staff(Temp) 5,255.00 Food end Beverage 4,232.09 Insurance Expense 10,601.00 Licenses,Permits,Miec Taxes 761.00 Lighting 1,339.39 Office Supplies 236.29 Mileage 20.00 Port-A-Potties 4,522.78 Postage,Mailing Service 178.44 Professional Fees 54,572.40 Shirts&Clothing 1,128.00 Signs-Festival 3,976.32 Storage 3,194.37 Telephone&Internet 1,142.00 Tents and Staging 18,878.75 VIP Tent-Meals,Drinks Etc 1,154.03 Total Expense 115,149.99 Net Ordinary Income 91,783.49 Other Income/Expense Other Income Other Income 414.50 Interest Earned 10.68 Total Other Income 425.18 Other Expense Returned Check Charges -20.10 Total Other Expense -20.10 Net Other Income 445.25 Net Income 92,228.77 eissass Page 1 of 1 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Community Event is an activity that is of short duration that brings together the citizens of Tigard for entertainment and/or educational purposes in a public setting.Please complete each question. You may return via email to LIZBETH@TIGARD-OR.GOV or by mail to City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223. Due:February 9,2017 Event Name: 2018 Tigard High School Drug&Alcohol Free All-Night Grad Celebration Address: PO Box 23664 City,State,Zip: Tigard,OR 97281-3664 Contact Name: Molly Smith,Chairman Telephone Number: (503)816-9204 E-mail address: tigardgradnightfa.gmail.com, mollymsmith4@gmaiLcom Request(express in whole dollar amounts only) Cash $3,000 In-Rind Services-hours (use of city property,city staff support, etc.Please explain the services requested on a separate sheet) Total Request $3,000 2. Purpose of Funding Request We request support of Tigard High School's graduation celebration. A grant will fund a safe,secure,supervised,alcohol&drug free,joyous overnight event affording all graduating students an opportunity to enjoy each other's company and acknowledge their accomplishments before embarking on their respective pursuits. To keep up with inflating costs to run the event,we respectfully ask the grant committee to consider a$3,000 request. Specific areas where we have been forced to increase our budget include scholarships for students who cannot afford to purchase a ticket, food and beverages and entertainment and activities to keep the kids busy. Our goal is to have 100%participation of our graduates. We hesitate to increase ticket prices to make up budget deficits because we do not want cost to be a barrier to any child attending. 3. How will this event benefit the Tigard Community?Please be specific. The purpose of the event is to ensure the safety of 300+ graduating seniors on graduation night. They are transported by bus to the event location and provided a fun,safe and supervised celebration. Our goal is to keep them away from partying with drugs or alcohol and possibly driving intoxicated thereby putting themselves or the community in danger. 4. How many Tigard residents do you anticipate participating in this event(or these events)? We expect to host nearly 350 graduates,50 parent volunteers, 13 committee members and 9 volunteer bus drivers. Numerous other members of the community volunteer and donate time,money and products to make our party a success. 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. Molly Smith.Chairman Tigard Safe Grad Committee Print Name of Preparer f, _7/y�ntrYF Jan. 31.2017 Signature of Preparer Date Tigard High School 2017 Drug and Alcohol Free Graduation Party Budget for 2016 -2017 as approved 10/03/2016 compared to actual budget 2015-2016 Income 2016-2017 Budget 2015-2016 Actual Ticket Sales $15,800.00 $11,854.38 Donations Corporations $5,500.00 $5,429.25 Grant-City of Tigard $0.00 $2,000.00 Grant-Juan Young Trust $2,000.00 $2,000.00 Income Interest $40.00 $41.61 Total Income $23,340.00 $21,325.24 Expenses Direct Party Expenses Entertainment $17,000.00 $13,190.00 Site Rental $3,500.00 $4,330.00 Gifts/Prizes $3,500.00 $3,440.71 Food/Breverages $1,750.00 $1,302.40 Decorations/Supplies $1,200.00 $845.36 Total Direct Party Expenses $26,950.00 $23,108.47 Other Expenses Advertising/Printing $1,400.00 $600.00 PO Box Renewai(12 mon) $102.00 $102.00 Bank Fees $10.00 $10.00 Tax Prep Fee $350.00 $350.00 Website Expense $192.00 $192.00 Miscellaneous Expenses $50.00 Total Other Expenses $2,104.00 $1,254.00 Total Expenses $29,054.00 24362.47 ' . . . . ., , • . . . ... ..:,..1 I 14 ,rtt,i1 lit I/ 1 rig lio . ; I . , 8 iRri i 1 .111 11 i 411 I! wq 14 II ailig'p4I biftql NA 1 i 1 . 11. 4 I iiifirli :PI 111 i 11' " ; Nr;'11.1 iall 11 ! 4 1 ,.‘..,. ,, i ,V1 :I i h!"10, 111,11 III lik , 1 1 ; 11 1 s" gi ft . ' ig ' i ,0., ? . ' 4, ' $ i 1 RE I '- -- --- 1:"iji 0 • 6 3 Illilli� wel�pp 'd �` / t Y � 8 �Plpal b ° R �1 CITY OF TIGARD,OREGON 13125 SW HALL BLVD. TIGARD,OREGON 97223 503-718-2487 COMMUNITY EVENTS FUNDING REQUEST Community Event is an activity that is of short duration that brings together the citizens of Tigard for entertainment and/or educational purposes in a public setting.Please complete each question. You may return via email to L,IZBETH( )TIGARD-OR.GOV or by mail to City of Tigard 13125 SW Hall Blvd.,Tigard,OR 97223. /� Due:February 9.e 2017 Event Name: T £1,'d f el. 0 Address: P .3C7 City,State,Zip: Tqrd1 qir -t — 8-7a to Contact Name: .f dream 1 1 clei 013 Telephone Number tom°S' (C)S - IQ j2_1 1 E-mail address: • !. ✓ 'a ' At ♦ / 1. Request(express in whole dollar amounts only) Cash $4 COOt In-Kind Services-hours(use of city property,city staff support, etc.Please explain the services requested on a separate sheet) Total Request $ i d 2. Purpose of Funding Request: - &k d 3. How will this event benefit the Tigard Community?Please be specific. „Sejl, Att ch.a. 4. How many Tigard presidents do you anticipate participating in this event(or these events)? ee- Aae,�.�d 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 rhe 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 hve years. Please note that a lack of adequate financial information could result in denial of request. Andrea Jith1S Print Name of Preparer dig /Le-1( r .�1'ch) / //020/ 7- nGature of Prep r Date 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. Beginning 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 40th 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 2016 Budget Year 2016 Budget. 2016 Actual INFLOWS Donations Received • • 4400 4255 Grants 2600,. 3500 Tuition 9300 8980 TOTAL INFLOWS :.414a0.0 $16,735.00 Financial Aid-Scholarships 4.300 _:•'•:. . 130 OUTFLOWS Bank Charges 0. 0.28 Board Expenses ,'.500 . .• 446.88 Equipment :1000' 1148.00 Gift Certificates-Student Helpers '960.. 960.00 Gifts-Speakers :' 229.99 Insurance , ''!'400• • 813.00 Maintenance House and Car : 100' 0.00 Maintenance:Painting Blacktop p Miscellaneous • 200 " 0.00 Post Office Box Rental 95 102.00 Payroll Expenses 4000 4000.00 Postage 50' 71.29 Printing ' . :600 724.11 Publicity 0 0.00 Donor Signage • .200' 0.00 Rent ':.3840'. . 4174.00 Supplies Art Supplies • • 15O 207.89 Lanyards t1 0.00 Office Supplies 540 _ ' 247.89 Supplies/Other :400 0.00 Registration '•'50 21.98 Student Instructor Party 200 . 0.00 T-shirts 1.699? 1345.50 Tax and Licenses 60 - 60.00 Website Set-up and Maintenance :•1a0 101.95 TOTAL OUTFLOWS $liA13i .0,1 $14,784.76 NET CASH INFLOW(OUTFLOWS) . .4435 D0 $1,950.24 BEGINNING CASH $26 297 65-• ENDING CASH $ 6,7.3-2:65`- $28,338.97 Prepared by Treasurer 1/30/17 Tigard Safety Town Financial Statement 2017 Budget Year 2017 Actual INFLOWS �...��..�...• • Donations Received • 4404 -• • Grants 2004 Tuition ••• • ; !000• TOTAL INFLOWS $1$;41 $0.00 Financial Aid-Scholarships OUTFLOWS • Bank Chargesd Board Expenses Equipment : .{ Gift Certificates-Student Helpers Gifts-Speakers 250% Insurance Maintenance:House and Car • fl' Maintenance:Painting Blacktop . 0 Miscellaneous 50 Post Office Box Rental Payroll Expenses 4100"' ' Postage fid: Printing •• • 1000 •` • Publicity Donor Signage Rent 4100` Supplies Art Supplies •'. Lanyards '2$00 Office Supplies 2 0: Supplies/Other ?00 . Registration S) , Student Instructor Party T-shirts 1'1500* Tax and Licenses Website Set-up and Maintenance 200 11114. TOTAL OUTFLOWS $�17,2".�'p,t $0.00 NET CASH INFLOW(OUTFLOWS) •: -$1',S70.0 $0.00 BEGINNING CASH "$Z8,33697 ENDING CASH J `.' 6:46$.tyr. 1 I $24,489.02 Tualatin Valley Community Band FY-2017 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@frontier.com Kevin Soon,Music Director, 503-590-8202 (c), 503-590-8202(c)soonkmw@gmail.com 1.Request Cash $1,000 In-kind Services Use of the Cook Park Bishop-Scheckla Structure for weekly rehearsals during June and July and a free July public concert. Total Request $1,000 2.Purpose of Funding Request: The Tualatin Valley Community Band(TVCB)is requesting a grant of$1,000 in order to defray the costs of performing free public concerts for the Tigard community. TVCB is a State of Oregon recognized nonprofit and federal 501(c)(3)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 Kevin Soon since September 2015. TVCB has approximately 70 members ranging in age from teens to 80s. The total funds requested from the City of Tigard will be distributed as follows: • $1,000-Tigard/Tualatin High School Auditorium rental for free public concerts. 1 3. How will these events 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 2016,TVCB provided the following free public events in the Tigard—Portland metropolitan area and an outreach joint concert in Newport, OR funded by the Oregon Arts Commission. 1. "Music is for Life!" Featuring young soloists and ensembles before their State competitions. February 23,2016, Tualatin High School, Tualatin, OR. 2. "Spring Showcase," April 9, 2016 featuring the Tigard High School Wind Ensemble, Portland Wind Community Band, Beat Goes on Marching Band, and Tualatin Valley Community Band. Tigard High School,Tigard,OR. 3. "Concert on the Coast."June 5,2016 at the Newport Performing Arts Center. Newport, OR. 4. "4th of July Fireworks!"July 4, 2016,at Tigard High School Stadium, 'Tigard, OR. 5. "Summer Concert," July 31, 2016, at Cook Park, Tigard, OR. 6. "Halloween Concert," October 30, 2016 at the Tigard Public Library,Tigard, OR. 7. "Holiday Concert,"December 11,2016, Tigard High School,Tigard, OR. The TVCB plans to provide a similar number of performances in 2017 using a variety of venues in the Tigard area. Our Cook Park summer rehearsals are open to the public every Tuesday evening. Our schedule is available on the TVCB webpage www.tvcb.org. 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 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 of Tigard events,such as the Tigard Public Library. 2 S. Financial Information Figure 1 TVCB HomeStreet Bank Account Balances as of 12/31/2015 [HomeStreet]Ba►z►� DOS tlhwra a$ 330 0444e4016011 WA 10001 116hfra ttsta6a(1160uaM6d Pap1 rX 3 000034614031711-03010001114446036430102140126 Last materna tt NOstaribst 30.2016 This seitiamant 0606rr166r 31.2016 IN VW V COMMUNITY BAND Total days 1n aleta(tMM poled 31 T-.Ei i OR J$1-0773 5100896227 (3) Orad upuM6s 10. 800 710-8080 Homs5h.t Dank 601 LMen SL Suits 2000 Saabs INA 116101 Non-Profit Partnership Plus Account numbs( SI00601777 Sspmnm0 n64snos $76.030 S6 Enclosures 3 Total addAons 2,30746 Low taatsrlo6 1177,367 11 Total 6utar6AOrs 603 38 Avarice trataryde 126.824 IS lyueng Winos $29.533401 5106.0 pard yasr 00 data $66 26 Figure 2 TVCB HomeStreet Bank Account Balance as of 12/31/2016 I HomeStreet 01:91a.16 swoon 33406 an Ave 1,Ste 250 raeeuf Wiry.W46600 Muni Service Requested Pepe I a 3 000t 1007.004563.3 0001-0003 794P9306430,02173270 Last statement N46.909361 30,2016 fTUgfLTOq 3V0 17.3E Tho stat,rn.nt:D.c*lt,r 31.2016 TIGARDIN,9728^,aC011YU NilY BAND Total days in 4Msment Osrad.31 5100096227 (3) D rent(noulrfes to' 600 7194060 tbmeStreet Bank 601 Linton SL Suds 2000 144616 44A 96101 Non-Profit Partnership Pius Account number 5100696727 66prnnfn0 Warms 331 803 43 Enclosure* 3 Total addlboon 1,465 36 Low behnre $31.773.43 Total.u94eoaons 3a3 60 Awing*basin= 632.561.16 Ending bewne. 5 32.905 21 im■ram pad year to date 962.9e 3 Figure 3 TVCB CY 2016 Cash Flow(Income,Expenditures,and Transfers) Itemized Categories-Last year 1/1/2016 through 12/31/2016 Date Account Num Description Memo Tag Clr Amount INCOME 8,839.44 Donations 8,776.46 1/5/2016 Checking H DepPayPaPayPal Melisssa Heuser R 488.7 1/7/2016 Checking H DEP 5 Donation George Bowlsby R 25 2/11/2016 Checking H DEP 5 Folio It 0.07 2/26/2016 Checking H DEP ???? It 21.85 5/3/2016 Checking H DEP Intel Donation R 5,200.00 7/5/2016 Checking H DEP Tigard 4th Of July R 250 7/5/2016 Checking H DEP Fred Meyer Customer purchase contribution R 22.9 7/11/2016 Checking H DEP City Of Tigard Grant R 1,000.00 7/28/2016 Checking H DEP Fred Meyer Customer purchase contribution R 33.2 8/1/2016 Checking H DEP July ConcertDonatiions July Concert R 230.52 8/18/2016 Checking H DepPayPa Chris Lewis Pay Pal donation R 48.6 12/12/2016 Checking H DEP S Members And Donation Sandy Ruff It 100 Kien Nguyen R 5.07 James Squires R 5.07 12/12/2016 Checking H DEP S Concert Donations Darlene Balmer It 50 Gregory James R 50 John Finnerty R 20 Joanne Shipley R 50 Gary Vallens It 50 Rosa Lee Dickson R 500 Cash R 531.6 12/15/2016 Checking H DepPayPa Donation-Karen Morris Karen Morris R 48.25 Donations:Membership 45.63 2/18/2016 Checking H DEP 5 Member Fee CHris Wise It 5.07 3/28/2016 Checking H DEP S Member X2 Jim Angaran R 5.07 Jan Clark R 5.07 4/25/2016 Checking H DEP S Member Fee Jessica carter R 5.07 7/27/2016 Checking H DEP 5 Member Fee Todd Peterson R 5.07 Meghan hanson R 5.07 9/22/2016 Checking H DEP S Member Fee Liz Baisi R 5.07 Diana Fisher R 5.07 Janet Strand R 5.07 Int Inc 62.98 1/30/2016 Checking HomeStreet Interest Earned R 5.08 2/29/2016 Checking HomeStreet Interest Earned R 4.71 3/29/2016 Checking HomeStreet Interest Earned R 5.02 4/29/2016 Checking HomeStreet Interest Earned R 4.75 5/29/2016 Checking HomeStreet Interest Earned R 5.53 6/29/2016 Checking HomeStreet Interest Earned R 5.29 7/29/2016 Checking HomeStreetInterest Earned R 5.55 8/29/2016 Checking HomeStreet Interest Earned R 5.58 9/29/2016 Checking HomeStreet Interest Earned R 5.27 10/29/2016 Checking HomeStreet Interest Earned R 5.44 11/29/2016 Checking HomeStreet Interest Earned R 5.23 12/31/2016 Checking HomeStreet Interest Earned R 5.53 4 EXPENSES -5,247.02 Business Operations -1,624.70 Business Operations:Insurance -490 4/25/2016 Checking H CCP LIBERTY MUTUAL INSURANCE R -490 Business Operations:Mileage -1,000.00 3/29/2016 Checking H 772 Kevin Soon Mileage R -250 7/12/2016 Checking H 782 Kevin Soon Mileage R -250 9/13/2016 Checking H CCP Kevin Soon-Cashier's Che mileage R -250 12/11/2016 Checking H 791 Kevin Soon Mileage R -250 Business Operations:Oregon -60 2/1/2016 Checking H 769 Corporation Division-Sec.Of State R -50 6/4/2016 Checking H 776 Oregon Dept of Justice-C CT12 form R -10 Business Operations:P 0 Box Rent -70 1/25/2016 Checking H CCP US Postal Service R -70 Business Operations:Postage -4.7 5/16/2016 Checking H CCP Stamps R -4.7 Concert Expenses -2,378.55 Concert Expenses:Facility rental -210 6/5/2016 Checking H 780 OCCA Facility and piano R -210 Business Operations:Misc -350 3/20/2016 Checking H 770 Tim Gauthier-Video Concert Archive R -100 3/20/2016 Checking H 771 Laurie White-MIFL Concert Accompanist for students R -100 6/5/2016 Checking H 779 Justin Gleeson Lights at newport R -75 6/21/2016 Checking H 781 Tim Gauthier Audio/Video Spring Festival R -75 Concert Expenses:Other -1,297.75 4/18/2016 Checking H CCP Blue Star Charters Bus to Newport deposit(50%) R -612 6/6/2016 Checking H CCP Blue Star Charters Bus to Newport R -685.75 Concert Expenses:Printing -520.8 1/5/2016 Checking H 768 Ronnie Patton-Concert Ri Concert Programs for Dec 13 concert R -115.84 4/12/2016 Checking H 773 Ronnie Patton-Programs Concert Programs R -83.38 5/3/2016 Checking H 775 Ronnie Patton-Programs Concert Programs for Apr 9 Band Festival R -70.24 6/4/2016 Checking H 777 Office Max R -14 7/12/2016 Checking H 783 Ronnie Patton-Programs Concert Programs forJune 5 concert R -37.46 7/31/2016 Checking H 784 Ronnie Patton-Programs Concert Programs forJuly concert R -48.32 11/1/2016 Checking H 788 Ronnie Patton-Programs Concert Programs forHalloween concert R -47.96 12/11/2016 Checking H 790 Ronnie Patton-Programs Concert Programs for December concert R -103.6 Gifts -30 11/1/2016 Checking H 789 Phillip Pasteris Gift for Librarian R -30 Music -882.77 9/21/2016 Checking H 787 Matt McKenzie backup copies of music R -3.8 Music:Purchase -829 3/31/2016 1W Pepper S Order 1480722 Hymn to a Blue Hour -195 8/1/2016 JW Pepper S Order 14817504 Uncolnshire Posy -200 To Tame the Perilous Skies -135 Undecim -90 10/20/2016 JW Pepper S INvoice 14628097 Harry Potter -89 The Cave You Fear -120 Music:Shipping -49.97 3/31/2016 JW Pepper 5 Order 1480722 -14.99 8/1/2016 1W Pepper S Order 14617504 -19.99 10/20/2016 JW Pepper S INvoice 14628097 S&H -14.99 Music Performance Rights -275 2/1/2016 Checking H CCP Assoc Of Concert Bands R -275 Newport lunch 2016 -56 6/5/2016 Checking H 778 Subway lunch for band members R -226 6/10/2016 Checking H DEP Money For Subway LunchE Band.Extras to staff in Newport facility R 170 5 TRANSFERS 0 [Checking HomeStreet] 1,100.80 2/18/2016 Band Shirts Member Fee Chris Wise -21 3/28/2016 Band Shirts Member X2 Jim Angaran -42 4/25/2016 Band Shirts Member Fee Jessica Cartter -21 7/27/2016 Band Shirts Member Fee Todd Peterson -42 9/22/2016 Band Shirts Member Fee Liz Biasi -63 12/12/2016 Band Shirts Members And Donation Kien Nguyen -42 9/21/2016 Equipment Phillip Pasteris Portable PA system 119.99 2/11/2016 Folios Folio Keith -13.93 2/18/2016 Folios Member Fee Chris Wise -13.93 3/28/2016 Folios Member X2 Jim Angaran -27.86 4/25/2016 Folios Member Fee Jessica Carter -13.93 7/27/2016 Folios Member Fee Todd Peterson -27.86 9/22/2016 Folios Member Fee Liz Biasi -41.79 12/12/2016 Folios Members And Donation Kien Nguyen -27.86 4/25/2016 JW Pepper Music JW Pepper#14810722 Invoice 14567269 209.99 8/22/2016 JW Pepper Music JW Pepper Inv#14622588 444.99 10/26/2016 JW Pepper Music JW Pepper Inv#14628097 223.99 4/26/2016 Scholarshp Fund Gabrielle Woodworth Scholarship award 500 [Band Shirts] 231 2/18/2016 Checking H DEP S Member Fee CHris Wise R 21 3/28/2016 Checking H DEP S Member X2 Jim Angaran R 21 Jan Clark R 21 4/25/2016 Checking H DEP S Member Fee Jessica Carter R 21 7/27/2016 Checking H DEP S Member Fee Todd Peterson R 21 Meghan Hanson R 21 9/22/2016 Checking H DEP S Member Fee Liz Biasi R 21 Diana Fisher R 21 Janet Strand R 21 12/12/2016 Checking H DEP S Members And Donation James Squires R 21 Kien Nguyen R 21 [Equipment] -119.99 9/21/2016 Checking H 786 Phillip Pasteris Portable PA system R -119.99 [Folios] 167.16 2/11/2016 Checking H DEP S Folio Keith R 13.93 2/18/2016 Checking H DEP S Member Fee CHris Wise R 13.93 3/28/2016 Checking H DEP S Member X2 Jim Angaran R 13.93 Jan Clark R 13.93 4/2.5/2016 Checking H DEP S Member Fee Jessica Carter R 13.93 7/27/2016 Checking H DEP S Member Fee Todd Peterson R 13.93 Meghan hanson R 13.93 9/22/2016 Checking H DEP S Member Fee Liz Blasi R 13.93 Diana fisher R 13.93 Janet Strand R 13.93 12/12/2016 Checking H DEP S Members And Donation Kien Nguyen R 13.93 James Squires R 13.93 [JW Pepper Music] -878.97 4/25/2016 Checking H CCP JW Pepper#141310722 Invoice 14567269 R -209.99 8/22/2016 Checking H 785 JW Pepper Inv#14622588 R -444.99 10/26/2016 Checking H CCP JW Pepper Inv#14628097 R -223.99 [Scholarshp Fund] -500 4/26/2016 Checking H 774 Gabrielle Woodworth Scholarship award R -500 OVERALL TOTAL 3,592.42 6 1. Figure 4. TVCB CY 2016 actual revenues and expenses. !TVCB CASH FLOW BUDGET 2016 Actual FY- Proposed FY- Actual FY- Difference(Actual- 2/7/2017 2014 2016 2016 Budget) GENERAL FUND START YEAR BALANCE $24,620.07 $29,534.62 $29,534.62 INCOME CD Archive Sales $0.00 $0.00 Donations $7,663.76 $7,600.00 $8,776.46 $1,176.46 Folio Purchase By Members $55.72 $50.00 $153.23 $103.23 NCB Shirt Purchase by Members $105.00 $50.00 $231.00 $181.00 Music:Credit $60.00 Interest Income Checking $49.03 $55.00 $62.98 $7.98 Donations:Membership $45.63 Other Income(South Albany HS) TOTAL INCOME $7,873.51 $7,815.00 $9,269.30 $1,454.30 EXPENSES Business Operations:Oregon $68.00 $68.00 $60.00 $8 00 Business Operations:lnsurance $490.00 $500.00 $490.00 $10.00 Business Operations:Office Supplies $98.15 $50.00 Business Operations:P 0 Box Rent $60.00 $70.00 $70.00 $0.00 Business Operations:Postage $9.20 $15.00 $4.70 $10.30 Business Operations:Mileage $1,000.00 $1,000 00 S0.00 Business Operations:Misc $300.00 $465.84 ($165.84) Entry Fees Concert Expenses:Facility rental $1,824.75 $700.00 $210.00 $490.00 Concert Expenses:Printing $1,247.00 $400.00 $404.96 ($4.96) Concert Expenses:Other $1,800.00 $1,297.75 $502.25 Dining Road Trip(Newport) $56.00 ($56.00) Music Performance Rights $275.00 $275.00 $0.00 TVCB Shirts $150.00 $150.00 Music Purchases $470.00 $900.00 $878.97 $21.03 Music:Shipping $49.97 $60.00 $49.97 $10.03 Folios Gifts $30.00 Donations To TTSD $1,500.00 $500.00 Donations Tigard Historical Equiptment $119.99 Saxton Scholarship $500.00 $500.00 $0.00 TOTAL EXPENSES $5,817.07 $7,288.00 $5,913.18 $1,374.82 (INCOME-EXPENSES) $1,847.98 $527.00 $3,356.12 Homestreet(Date) Balance GENERAL FUND BALANCE $26,676.51 $30,061.62 $32,890.74 12/31/2015 $29,534.62 SCHOLARSHIP FUND 12131/2016 $32,905.21 Starting Balance $2,874.82 $3,044.82 $3,044.82 $14.47 Interest Income CD Scholarship $0.00 $20.00 $0.00 Scholarship Donations $170.00 $240.00 $0.00 Total income $170.00 $260.00 $0.00 Expenses $0.00 $500.00 $500.00 $500.00 1 Ending Balance $3,044.82 $2,804.82 $2,544.82 NET BALANCE CHANGE $170.00 -$240.00 -$500.00 CY 2016 Budget notes as follows: 1. Major Revenue Sources CY 2016 a. Intel Corp. $5,200, City of Tigard $1,000, Tigard 4th of July Committee $250, free will concert donations of approximately $2,326. 7 2. Major Expenses CY 2016 a. Charter bus and auditorium rental for Newport Performing Arts Center in Newport, OR$1,507, Music Director mileage allowance $1,000,Music purchases $879, Liability Insurance $490,Printing and advertising, $405, Music Performance rights$275. b. Saxton Scholarship: $500 awarded to Gabrielle Woodworth,Tigard High School. 3. Authorized positions are as follows: Phil Pasteris, Board President; Tim Roberts; Secretary; Phil DeLuca, Treasurer. Board members include Kevin Soon TVCB Music Director, Steve Heuser,TVCB Music Director Emeritus;Chris Lewis, Librarian; Lonn Aldridge, TVCB Past President(2008-2009), Barry Albertson, TTSD School Board; Lee Boekelheide TVCB Past Treasurer; Bob Erickson, Lisa llasuike, Twality Band Director; Sue Lamb, Past President(2009-2012),Ken Scheckla, Former Tigard City Council Member, Steve Norcross, TVCB Member; Matt McKenzie,TVCB Member, Robyn McKenzie, TVCB Member. All positions are uncompensated. Figure 5 TVCB Board Adopted 2017 Cash Flow Budget- 1/12/2017. TVCB 2017 Planning Budget INCOME 2016 2017 Amount Source Donations $8,776.46 $7,600.00 $ 3,500.00 Intel Folio Purchase By Members $153.23 $50.00 $ 1,50000 Concert Donations' TVCB Shirt Purchase by Members $231.00 $50.00 $ 1,350.00 Oregon Arts-Sept.2016 Interest income Checking $62.98 $60.00 $ 1,000.00 Tigard Donadons:Membership $45.63 $55.00 $ 250.00 4th of July TOTAL INCOME $9,269.30 $7,8115..00 $7,600.00 Total EXPENSES 2016 2017 Comments Business Operations:Oregon $60.00 $60.00 Business Opamtlons:insurance $490.00 $500.00 Business Operatlone:O8lce Supplies $50.00 Business Opewtlons:P 0 Box Rent $70.00 $70.00 Business Operations:Postage $4.70 $15.00 Business Operations:Mlleage $1,000.00 $1,000.00 Director Business OP*rationa:Misc $465.84 $300.00 Group functions Entry Fees I Concert Expensee:Facility rental $210.00 $700.00 7HS,TuHS,Road trip rental Concert Expenses:Printing $404.96 $400.00 Concert ExpensewOdwr $1,297.75 $1,800.00 Bus,video recording,piano accompanists Dining Road Trip(Newport) $56.00 $50.00 Music Performance Rights $275.00 $275.00 TVCB Shirts $0.00 $250.00 Music Purchases $878.97 $1,045.00 Music:Shipping $49.97 $50.00 Folios $0.00 $100.00 Gifts $30.00 $50.00 Member recogninition Donations To TTSD $500.00 Equlptment $119.99 $100.00 Saxton Scholarship $500.00 $500.00 TOTAL EXPENSES $5,913.18 $7,815.00 INCOME-EXPENSES $3,356.12 $0.00 8 5.b Financial Statements HomeStreet end of year account statements are shown in Figures 1 and 2. The TVCB FY-2016 check register from Quicken is in Figure 3. 5.c Articles of Incorporation Articles of Incorporation are on file with the City of Tigard. No changes during 2016. 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-2016. LA_ \ P RAiC2JS Print Name of Preparer ciLf22(,, (:RS -C—VA Signature of Preptr g er ..q-17/2. F? Date 9