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04/01/1997 - Minutes City of Tigard, Oregon Budget Committee Minutes Meeting of April 1, 1997 Members present: Brian Moore, Craig Dirksen, Gene Farnstrom, George Burgess, Jim Nicoli, Joyce Patton, Ken Scheckla, Max Williams, Paul Hunt. Staff present: Bill Monahan, Wayne Lowry, Connie Henness The meeting began at 6:30 p.m. After brief introductions, Wayne discussed the planned agenda for tonight's meeting including the need to elect a Chair and Secretary for the Budget Committee. Plan for the hearing process for the meeting tonight was to allow 5 minute presentations from each organization with a short round of questions from committee members to follow. Paul suggested that members must be sure that enough time is given to each group to allow it a fair hearing. Nominations for Chair and Secretary were held. Joyce Patton was chosen as Committee Chair and Craig Dirksen as Committee Secretary. Discussion continued regarding the hearing process. It was determined that each group would go in sign-in order and need to present"how Tigard funds are serving Tigard citizens" according to Wayne. It was decided that if groups wished to stay to hear the outcome of the committee's deliberations they would be welcome to do so. If a controversy should arise regarding the allocation of funds, the discussion would be held-over until the next meeting. The limit for funds allocated this year was determined to be approximately $83,700 by unanimous agreement. George brought up concerns regarding insurance coverage by the City of the Tigard Country Daze as noted in the request presented by TCD for funding. He was concerned about the related costs to the City. At 6:50 p.m. Joyce Patton, Chair. Opened the hearing on the use of revenue sharing. No comments were made. Joyce Patton then opened the hearing on funding requests. First presentation was conducted by Sharon Maroney of Broadway Rose Theatre. Broadway Rose is a non-profit organization that seeks to provide affordable theatre to Portland area residents. 'Long term goal is to become a year-round company and present musicals. 60% of Broadway Rose's audience are senior citizens and 40% of their mailing list is comprised of Tigard addresses. She believes they provide an economic impact on the Tigard community as many guests of the shows have dinner in Tigard (results from survey conducted at shows). Platt Electric Supply is their principal corporate sponsor. They hope for continued support from City of Tigard. Questions: Joyce asked if they had approached neighboring communities for support. Sharon replied that they had sought support from Tualatin and Durham and plan to include Sherwood soon, but not Beaverton at this time. Paul questioned who were providing grants to the theatre. Ken asked if they had requested support from King City since so many of their audience were from that community? Sharon replied that they had approached businesses for support but had not yet reached out to individuals. The second presentation was provided by Beverly Robinson and Jenny Weller of the American Red Cross "Dial-a-Ride" program. A brief explanation of the program was presented including the goal of the program to provide accessible quality transportation to meet community needs in Tigard, King City and surrounding areas. Last year they provided 15,110 trips to residents in Washington, Yamhill and other counties. Goal is to reach 20,000 trips this year. Projected number of trips for City of Tigard residents is about 300. Trips are made by volunteers and are designed to assist people in maintaining an independent lifestyle. Group is requesting $1,000 of COT, which is about 1/3 of the operating cost for this area. Questions: Gene asked about miscellaneous revenue used to help offset fees. Answer included groups such as Steps to Success, Boys and Girls Club of Hillsboro, St.Vincent's de Paul and Meridian Park Hospital. Karen Gardner of Tigard Loaves and Fishes/Senior Center introduced the program available to seniors and their families at Tigard Senior Center. Besides many classes, including a nutrition program, TLF provided approximately 35,000 meals on wheels last year. Funds provided by the City of Tigard go towards purchase and preparing of food for meals on wheels. TLF has 17 paid employees and countless volunteers. Money will also be needed this year to replace equipment at the center. Gardner believes that Tigard seniors are served through the center and Tigard Seniors serve the center as well as the Tigard community. The Center provides an opportunity for individuals and their families to learn about and participate in programs designed to assist seniors; such as the Senior Health Program, AARP, Legal Assistance Program, Tigard Garden Club, and English as a Second Language (ESL) Program designed to match seniors with people needing assistance in learning English. Questions: Ken asked when ESL was taught? Is it an ongoing class? Karen responded that it is taught as needed throughout the year. Craig asked if a sign-up of meals on wheels participants was kept. Karen said that 458 units (individuals or families) were registered. Some of these were served at the center and some delivered. Not all the same people use the service all of the time. The fourth presentation was by Therese Lederer of Community Action-Neighborshare. Therese introduced herself as the new Client Services Manager for CA-Neighborshare and has a lot of goals for the organization. She mentioned that the addition of bilingual staff members has considerably enhanced their ability to serve the community. Their primary functions are to provide housing/rental assistance to those in need in the Tigard area,to work with St.Vincent's to coordinate emergency food assistance and to work with the Senior Center to provide energy/utility assistance to seniors. Last year they provided almost 4,000 units of service. They were able to provide 841 emergency food boxes. CA-Neighborshare served 20% more seniors this year than past and approximately 3 times as many Hispanics. Long range goal stated by Therese is for the CA-Neighborshare to be a part of a multi-service center with various social services available. Questions: Mayor asked what is the square footage of the building and why were there more requests from senior citizens this year? Therese did not know answer to first question and credited Peggy at the Senior Center for the second. George mentioned that he noticed that they received money from Washington County last year, but did not see a request for it this year, why not? Therese stated that they actually did request the money, it just did not show on the report. Craig questioned if they coordinate with Interfaith Outreach Services to achieve symbiosis? Therese said yes, she believes that they coordinate on prevention, shelter and beyond. The Rape Crisis Center represented by Sophia Dyer, Senior Advocate, presented their funding request next. The center was founded in 1977 by two rape survivors who saw a need to provide a service to women who did not know where to turn when confronted by a rape situation. The center operates 365 days a year, 24 hours a day. They are set up to handle "hot" calls from citizens, police or hospitals. Since their inception, they have responded to every "hot" call in Washington County. This past year, 800 calls were answered. Eight were responded to in Tigard. Future goals of the group are to provide rape awareness to schools or any interested organization. This year they are adding two licensed social workers to provide needed assistance. Funding is accomplished through fund raising, private contributions and government assistance. Questions: Craig asked if the agency is able to fulfill its task in Washington County at this time? Sophia responded that they are able to provide follow-up for the clients as long as the clients request it. Currently they have 20 advocates and 10 in training. This will allow more people to staff the center during the day. All of their advocates are volunteers. Paul wondered how a person in need might know how to contact them. Sophia stated that they are in the phone book and often they are contacted by a friend, the police or a hospital. The sixth presentation was by Debbi Kor of the Tigard High Graduation Committee. This is an annual (14th?) drug-free/alcohol-free party for the seniors. They rely on business, individuals and parents for donations as well as donations at football games. Their biggest event to raise money is an auction and casino night. Last year, they raised $800 from donations at local businesses and $300 from parents. Thanked COT for prior support and hoped for continued support of this program. Cost for students for the party is $30. They receive a t-shirt and a bag of gifts as well as opportunities to win other prizes. The funding request from the COT is$500. Questions: Ken asked how many seniors graduated last year and how many attended the party. Debbi stated that 312 seniors began the year, and 260 attended the party, which was about 83% of the seniors class. This year, 425 seniors began the year, currently 373 are still in school. They anticipate around 300 attendees for this year's party. Ken then restated his question to inquire if the students who were not able to afford the $30 ticket were still able to attend. Debbi emphatically said yes! They offered scholarships to any students who requested them. Craig complemented them on holding the line on their budget for the party. Connie Hahs and Barbara Schulties presented the request on behalf of the Shelter for Domestic Violence. Their center provides support for survivors of domestic violence in the Portland area. What is offered at the shelter?: They provide case managers to determine the service needs of the clients including medical, legal, educational and housing assistance. They try to provide shelter, but it is not always available. In the shelter, there are support groups, parenting support for kids such as pet therapy and an opportunity for emotional outlet, education, and case management including goal setting and service provisions. Outside the shelter, there is a 24-hour crisis hotline, community support groups (one meets in Tigard), home visits, and two new programs: Restraining Order Advocacy Program and Family Violence Intervention Team Program which is offered to batterers, victims and children of victims and/or batterers. Domestic violence is a learned behavior and education/awareness is the key to its demise. Questions: Paul asked how the housing problem was being addressed, if they were working with outside groups to provide transitional housing. The answer was yes, they are currently working on a project and hope to have more low-cost housing available in the near future.. Ken asked why the City of Forest Grove has never provided funding for their services. Apparently, Forest Grove send them a letter each year stating that they do not fund social services programs. George Huber presented the funding request for Luke Dorf, Inc. They have provided adult rehabilitation in the Tigard area for 20 years this July. Their goal is to keep clients in semi- independent living situations, keep them out of jails and hospitals, and give them skills to survive in the community. They recently purchased a building on Hwy 99 and Greenburg road. They began a capital campaign to pay off the purchase. 90%of their clients live in Tigard. Questions: Wayne asked for a clarification of the amount requested. It is $10,000. No other questions. Kim Brown and Martha Sparkman presented the funding request for Interfaith Outreach Services. The program provides food boxes for homeless people living outside of shelters. 500 were distributed this past year. They also seek to provide their clients with self-sufficiency and a way to break the homeless cycle. In the past year, two people have proceeded through the program and are no longer homeless and have full-time jobs and a place to live. They are in the process of a capital campaign to build their new offices. They received a $500,000 community development lot grant. They needed to raise $250,000 to obtain the grant and were able to meet that goal. They hope to have property closed on April 15, 1997. Date to move into facility is still undecided. Unsure of how much longer they will need City-owned building on Burnham. Questions: Paul questioned the projected move-in date. Original date planned was January of 1998. Hope to be in new building in fall of 1997. Shelter will be open year-round once in new building. He also asked why salaries were rising? Kim explained that two new paid positions will be added. Bill inquired when they will NOT need the house on Burnham. Kim stated that they would need further discussion of this item but hope to move into house on new property while construction is taking place...possible in October of 1997. Ken asked how many people were currently on their payroll. Kim responded that they have four full-time employees and plan to add two more. Tigard 4th of July request was presented by Mike Marr. This summer will be the 10th year of the celebration. They are requesting minimum funding assistance of $3,000 -to $4,000 with a match of funds. Believe that this event is a great opportunity for community contact and while it may not be a vital social service, it is a wholesome way for Tigard residents to come together. This event is only advertised locally so as not to bring in a lot of outsiders. They rely on business donations and volunteer concessionaires to keep food costs low. Questions: Ken asked about Item #5, who was on the board of directors. It includes Representative Tom Brian and his wife Jolene, Joyce and Jim Patton, Al Heeb, Ron Royce, Mike Marr and John Chamberlain. The board meets about three times prior to the event. Bill wondered how much the fireworks cost. Last year the cost was$7,900 and it raises about$200-300 each year. Mike Marr also presented the Tigard Country Daze request on behalf of Pam Benson. This event is held with the assistance of the American Legion. Last year they were able to cut expenses considerably and ended up with a cash carryover. Their request of the City is significantly cut over last year. Joyce brought up the concern about the insurance question discussed earlier. Mike responded that for a nonprofit agency to go to an agent for insurance, there is a minimum bill of$1,500, which brought the total for this event to$1600. They were hoping that the City could attach a rider to its insurance for approximately$150, which would be paid for by Tigard Country Daze, to cover the event. Paul asked who was carrying the 4th of July event and Mike responded that it has been the school district for that particular event. Mary Lee Stahl presented the funding request of Tualatin Valley Mental Health. They are requesting funds for their Teen Parent Program which has been in existence for nine years. They have served 79 Tigard teen parents aged 20 and under (not sure if this figure was in past year or overall). They provide case management, resource referral, educational programs and daycare. Questions: Wayne asked about their recent merger. Mary Lee stated that they were Community Youth Services and merged with TVMH in 1995. The Teen Parent Program is only one of many they have available and the only one they request funds for from the City. Wayne asked about a matching grant proposal. It was determined that this lowered their request to$24,000. The request for funding for the Tigard Balloon Festival was presented by Stan Baumhofer. He thanked the City for its support in the past; financial and personnel-wise. For 1998, TBF is requesting only 10% of their operating costs from COT. Their previous requests had been as much as 30%. Stan believes this event is an opportunity for many of the nonprofit agencies represented at tonight's meeting to raise funds for their programs and a great way to put Tigard on the cultural map. Questions: Ken asked if they thought the Hillsboro Air Show being held the same time this year would cause a problem as far as coverage and attendance. Stan did not believe this to be an issue as he thinks this may be the last year of the Air Show and Channel 8 is committed to more live coverage of the balloon festival especially the morning and evening events. Ken questioned if there would be other activities available on Saturday night after the Night Glow event to keep people from leaving all at one time. Stan stated that this year they have bands playing during and after as well as a new traffic routing plan to reduce the problems that occurred last year. Wayne noted that it would be important to know who is to occupy what air space (between the balloons and the fighter planes). Discussion ensued regarding the amount paid out to the TBF over the past year or two years. Members debated whether they received $5,000 or $10,000 during the previous fiscal year. A consensus was not reached, so discussion was put on held for a later time when Wayne could look up the figures. The request for the 1998 event is $10,000. Ken then asked how long the contract with Channel 8 was good? Stan replied that it is currently 5 years with a clause to renew, for which they are currently working out the details. Hearing was closed at 8:37 p.m. by Joyce Patton. Discussion followed as to whether deliberations would continue now or delay until next meeting. Suggestion was made by Brian to prepare figures to provide Wayne for matrix and give to him tonight or fax later. Paul stated that he would like to discuss some items tonight. He was bothered by the total dollars idea and percentage for funding. He also wanted to discuss the homeless shelter funding further. Brian noted that clarification was needed regarding the time IOS needs the house on Burnham and what the cost for rent for six months would equal. Joyce stated that if further discussion was to continue, a 5-minute break was necessary. Reconvened meeting at 8:48. Craig suggested that the members might want to entertain questions from Max and Gene who are new to the budget process. They wished to know how other members calculate in-kind services for IOS and TCD. Members discussed proviso of$1600 insurance question for TCD. Also considered was the amount to deduct off request from IOS for in-kind rent on house owned by COT. Paul figured six months at$500 equal to$3000 in rent. Gene asked why use in-kind calculations? Mayor stated it didn't really matter since they still need to arrive at the allocated funding amount. Craig offered that it was not fair to cut each organization at the same percentage, that each should be weighed on their own merit. Also he noted that if other organizations such as IOS are going to be measured for in-kind services, then the same needs to be done for the Senior Center. George maintained that this was not feasible as many of the costs associated with the Senior Center are related to City activities. Gene noted that comparing the two was like comparing apples and oranges. Gene felt the need to discuss Arts and Events funding. Paul stated that they are budgeted separately but are actually combined. Wayne proposed corrections to amounts requested; TCD is requesting $3,600 (includes money for insurance) and TVMH is requesting $24,000. Total funding approved for this year is $83,700. Total amount of requests is $114,950. That means a reduction of 27% is required. Joyce proposed that members end discussion for the evening and suggested that members provide their numbers to Wayne so that he can prepare the matrix and that deliberations will continue at the next meeting. George seconded. Next meeting is scheduled for Monday, May 5 at the Richard Brown Auditorium. Meeting adjourned at 9:12 p.m.