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04/16/1998 - Minutes City of Tigard, Oregon Budget Committee Meeting Minutes April 16, 1998 Members Present: George Burgess, Craig Dirksen, Gene Farnstrom, Paul Hunt, Brian Moore, Jim Nicoli, Joyce Patton, Ken Scheckla, and Max Williams. Members Absent: Bob Rohlf Staff Present: Wayne Lowry, Bill Monahan and Michelle Wareing. Wayne Lowry, Finance Director, started the meeting by reminding the Committee that Joyce Patton is currently the Chair and Craig Dirksen is Secretary. At the May 4,1998, the Committee will elect a new Chair and Secretary. Measure 50: Wayne stated that when the Committee started the 1997/98 budget cycle last year, the Committee was informed that there would be a $2.2 million reduction in property tax revenues for the City of Tigard. The City and the Committee worked to create a budget that would reflect this reduction in revenues. The Five Year Plan was cut back. Current expenditures were reduced, positions were frozen and all anticipated future positions were taken out of the Plan. The goal was to create budgets through the year 2001 using the current level of funding. During the budget cycle, Measure 50 passed which increased anticipated revenues which allowed the Committee to put some of the positions back into the budget. Council approved the 1997/98 budget designed for the anticipated effects of Measure 50 in June 1997. However, the legislation for Measure 50 had not been implemented by the time the budget was passed. Wayne reported that Measure 50 did not have the effects on the City's revenues as expected. Wayne stated that the City had a property tax election in November 1994 which was recognized by Measure 50. Measure 50 had an exception clause in it regarding property tax levies passed prior to Measure 47. Wayne reviewed the process of how Measure 50 determined property tax rates. Measure 50 took the assessed value and rolled it back to 95/96 assessed value less 10% and then added new construction for 1997/98. Measure 50 then took the tax authority and reduced it by an average of 17%. Then the numbers were divide to get a permanent rate. The permanent rate will be used to calculate tax revenue against future assessed values. Because of the Measure 50 exception clause, the City was exempted from taking the additional 17% reduction. Therefore, the City did not lose any of its revenues as anticipated. However, taxpayers did get a reduction in their property taxes, but it was the school district, the fire district and the County that had to take the 17% reduction. Wayne stated that once it was determined the City didn't lose any of its revenues, the Five Year Plan was restored to its pre-Measure 47 state. It was then calculated that the City could fund city services through the year 2006 without any additional tax revenues. The Five Year Plan has now become a Ten Year Plan. The reasons for this is that the City cut back on its baseline expenses and tax revenues were greater than anticipated. 1 Ken Scheckla asked if the grant received by the Police Department to fund a police position was still in effect? Wayne responded that the grant was for three years and only partially funded the police position. The City has absorbed the cost of funding the police position. Bill Monahan noted that the police position was part of the Five Year Plan positions and wasn't an extra position. Ken Scheckla asked about the funding for the officer at Washington Square. He wanted to know if the merchants had been approached about funding the position? Wayne responded that Chief Ron Goodpaster would answer those questions when he presents his budget at a future meeting. Bill Monahan noted that Chief Goodpaster will be presenting a report on the status of the Washington Square officer position at an upcoming Council meeting. Wayne stated that the City's permanent tax rate is $2.51/$1,000. Every house in Tigard has a reduced assessed value of about 60% to 70% of market value. Wayne noted that market value was used as the assessed value under Measure 5. The permanent rate of$2.51 will never change, but assessed values can increase by a maximum of 3% each year. So, the City's revenues will increase 3% a year as long as property values increase by more than 3%. The permanent rate will also be used against new construction value. This is a new feature, before new construction diluted the rate. Now, new construction produces tax revenues above the 3%. In the past, the City received a straight 6% increase. Now, there will be the 3% increase plus new construction which adds about another 2% increase. Therefore, tax revenues pre- Measure 47 are similar to current projected tax revenues. In the future, there will be a larger discrepancy, but for now, the City is in good financial shape. Wayne asked the Committee to keep this news in mind when looking at budget requests. Five Year Financial Plan: Wayne stated that the Five Year Plan was updated in November/December 1997. The positions that were taken out were added back into the Plan. The Plan was extended to year 2006, so it is now a Ten Year Plan. Since the permanent rate cannot be changed, after year 2006, the City may have to ask voters to approve five year operating levies. The City has never had to fund its operations with five year levies. The current Five Year Plan for FY 1998/99 includes 244 full-time positions (FTE). Fiscal year 1997/98 included 223 FTE, but currently has 225 FTE. There are 20 new positions planned for FY 1998/99. A 13.9% increase in the operating budget is proposed in the Plan for FY 1998/99. Wayne stated that he will provide the Committee with summaries of the Financial Plan, so it can be compared to actual budget requests. Social Service and Events Funding Policy: Wayne stated that tonight the Social Agencies and Arts and Events Organizations were going to make presentations regarding their requests for funding. Wayne noted that the requests were included in the packets sent out. Wayne stated that he included a summary of past requests for funding and what the City actually gave. The total amount of the requests for FY 1998/99 is $120,830. Wayne stated that the City has $96,000 available for funding these agencies using the policy developed by the Committee in prior years. Wayne stated that figure is calculated by taking .5% of the current operating budget. Current operating budget is $19.195 million. Jim Nicoli stated that he has been working with the Mayor of Beaverton, the local school districts and City Administration to bring the railroad company to Tigard. The event is geared toward school children, but the general public will be invited. Everyone will have the opportunity 2 to view railroad cars, and diesel and steam engines. The event is scheduled for sometime in September. Jim stated that he will be asking the Budget Committee for funding of this event in the near future. The money asked for does not necessarily have to come out of the .5% agency funding budget. Jim stated that he will ask for about $2,000 to $3,000 plus police and public works participation. The school districts will be providing transportation for about 2,000 school children. Private businesses will be providing donations and three cities will contribute money to the event. Ken Scheckla asked if this was going to be an annual event? Jim responded that it won't be held annually, but maybe every four to five years. Jim noted that the steam engine that will be on display pulled the Freedom Train. People will have an opportunity to go aboard and look at the engine and cars. Bill Monahan stated that this is partly a special event and partly a general government expense. Bill noted that the event could fall under the .5% budget, but the Committee could decide to fund it as a one time event and allocate different funds. The cost of the event for the City keeps going down because so many people and businesses want to participate and contribute to the event. A budget has not been prepared yet since more organizations and businesses keep becoming involved and bringing the City's anticipated contribution down. Bill noted that the Mc Donald's Corporation has shown an interest since the event will take place in downtown Tigard. Bill stated that the Committee needs to keep this event in mind when allocating funds. The Committee needs to decide if the event's funding should fall under the .5% budget or not. Paul Hunt stated that the Committee would need a budget and proposal for the event before it could consider it for the .5% funds. Bill responded that a budget could be put together with the information that is currently available. Bill stated that Interfaith Outreach Services (IOS) is building the RITE Center on Greenburg Road. Bill noted that other social service agencies would like to use the Burnham Street building, but with IOS there, limited available space exists for others to share. IOS has stated that it needs some of the office space, but it is willing to share the building with other non-profit agencies. IOS needs to continue to use the building through FY 1998/99. Bill distributed a hand-out on the cost of maintaining the Senior Center for FY 1997/98. Wayne stated that he sent a letter to every agency that submitted a request for funding inviting them to give a five minute presentation at this evenings meeting. Wayne noted that Sharon Maroney from the Broadway Rose Theatre was out of the country and would not be making a presentation. Sharon asked if she could make a presentation at the May 4, 1998 meeting. Wayne reported that he received a phone call from the Riverkeepers this week and that they might submit a funding proposal and make a presentation this evening. Wayne stated that the City receives revenue sharing and state share revenues from the State of Oregon. It is required by the State that the City hold a public hearing to allow citizens the opportunity to comment how the funds should be used. In order for the City to receive the funds, City Council must pass an ordinance and resolution stating that a public hearing was held tonight. Wayne stated that the public hearing will need to be opened before the presentations are made. 3 Ken Scheckla asked what the revenue sharing and state share revenues were going to be for this year? Wayne reported that the City was going to receive the following: Cigarette Tax $92,000 Liquor Tax $260,000 Revenue Sharing $206,000 Gas Tax $1.687 million Wayne distributed a worksheet that the Committee will use to allocate the funds to agencies. Wayne noted that the Committee used the worksheet last year and it worked well. Joyce Patton, Chair, opened the 1998/99 Budget Committee at 7:OOpm. All Committee members were present except Bob Rohlf. Public Hearing on State Revenue Sharing Funds: Joyce Patton opened the public hearing at 7:OOpm and stated that Wayne Lowry would give a brief explanation. Wayne stated that the City receives the funds from the State. The City is required to hold a public meeting to allow the public opportunity to discuss the usage of the funds. Joyce Patton called for public comment on the use of the state revenue funds. No comments were received from the public or the Budget Committee members. The public hearing was closed at 7:05pm. Social Services and Arts and Event Funding: Joyce Patton stated that she would use the sign-in sheet to call agencies up for their presentations. Joyce called the first agency. SHELTER/Domestic Violence Resource Center: Barbara Shulties started her presentation by introducing her canine, Nesbit. Barbara stated that Nesbit is used in the animal assisted therapy program. Barbara distributed a Statement of Agency Organization hand-out which had descriptions of the programs offered by the agency. Barbara stated that the SHELTER has been in existence for about 20 years. The agency is growing and adding new programs. The agency serves the people of Washington County. The agency runs a safe shelter and a 24- hour crisis line. The shelter has fifteen beds and is usually at capacity. The SHELTER also offers several child therapy programs, outreach programs and a restraining order room. The restraining order room is open five days a week and offers education and assistance in requesting a restraining order. The SHELTER collaborates with the Washington County Sheriff's office on a Family Violence Intervention Team. The Sheriff's office notifies the SHELTER about battery incidents and then the SHELTER contacts the victim at a convenient and safe time to offer services. Ken Scheckla noted that a list of Board Members was provided, but there was no information about board terms and when the board meets. Barbara responded that the Board meets every month. Barbara stated that the agency is currently working a long-term plan for its Board. Paul Hunt stated that the agency is requesting more money this year and asked what the reason was for the increase? Barbara responded that as domestic violence education grows, the demand for the agency's services increases. So, the request for more money is in anticipation of an increase in demand. Tualatin Valley Centers: Marylee Stahl stated that TVC serves about 77 families. The Teen Parenting Program has been running for about 10 years in Tigard. The program is offered to teen mothers, ages 12 - 20, who are pregnant or parenting. The program's basis is a home visiting model. Volunteers visit the teen mothers' homes twice a month and offer education on 4 parenting. Transportation and child care are provided, so teen mothers can attend weekly support groups. The agency offers a clothing exchange program where the mothers can get baby clothes, diapers or car seats. The items are donated by community businesses. Ken Scheckla stated that TVC served 77 families last year and is expecting to serve 56 families this year, but is still asking for the same amount of money. He wanted to know why? Marylee stated that it costs more money each year to serve the clients and the program is offering different services this year. Craig Dirksen stated that he thought TVC offered other services besides teen pregnancy programs and wanted to know why those weren't discussed. Marylee responded that TVC does offer many diverse programs, but the money requested from the City of Tigard will be used specifically for the teen pregnancy program. Ken Scheckla asked where the TVC Board met? Marylee responded that she was unsure of the location, but would find out. Neighborshare/Community Action Organization: Megan Dorton and Therese Lederer stated that the Neighborshare office is operated and subsidized by the Community Action Organization. Therese reported that the Neighborshare office had to reduce its operating hours down to two days a week in the beginning of the year because the Community Action Organization had some financial difficulties. Therese reported that the Neighborshare office is now back to being open five days a week. Therese distributed a hand-out on usage statistics for FY 1996/97 and for the first six months of FY 1997/98. Therese noted that the statistics for the first six months of FY 1997/98 are for the office only being open twice a week. The need for services has grown and Therese asked that the Committee keep that in mind as they review the funding requests. Ken Scheckla noted that the Community Action Board meets monthly, but the application does not specify when and where. He stated that he wanted this information for the record. Therese responded that the Board meets the third Thursday of each month. Craig Dirksen asked how people were referred to the agency's services? Therese responded that people learned about the services through word of mouth, churches and other social agencies. Ken Scheckla asked what the greatest request for services was and if client usage was tracked? Therese responded that the greatest number of requests was for rent assistance, but the greatest amount of services provided is food assistance. A file is created for each new client, so requests for assistance can be tracked. Therese noted that there is a high volume of repeat clients. American Red Cross: Beverly Robinson gave a brief overview of American Red Cross' Dial-a-Ride program. She stated there is an office in King City that coordinates the volunteer drivers for the Tigard area. She reported that the service is available to residents of Washington County. The service provides clients with transportation to medical appointments, shopping trips and personal visits. It is expected that the program will provide about 22,000 rides to clients this year. The agency is receiving about 160 new requests for service each month. The agency does coordinate with other transportation agencies in Washington County to help meet the demands for service. The agency has some regularly scheduled trips, 5 otherwise, service is provided on a first come, first serve basis. The agency does enter into short-term contracts with people who need daily service for a short period of time. Max Williams asked if there was a charge for the service? Beverly responded that they ask for a one dollar donation, but if a person cannot afford it, they still provide service. Max Williams asked how much of the one dollar donation goes to covering the cost of the service? Beverly responded that the donations do not cover the cost at all. She stated that the agency would have a $64,000 deficit in the next fiscal year. Joyce Patton asked what the turn away rate for service is? Beverly responded that they have a 12% cancellation rate per month. This means that the system does not have the capacity to fulfill requests for service about 12% of the time. There is 2% to 4% client cancellation rate. Max Williams asked if trips were prioritized? Did medical appointments receive priority over trips to the market? Beverly responded that medical trips receive priority over other trips except for the regularly scheduled trips. Ken Scheckla asked if this was the first year that the agency was running in a deficit? Beverly responded that the agency has been running a deficit for several years. She stated that the agency considers itself to be in a deficit situation when it has to use American Red Cross reserve funds. The moneys received for the specific program are not covering all the expenses incurred. Jim Nicoli asked if the vehicles used are owned by the agency or loaned by other businesses? Beverly responded that the agency owns at least 2 of the 11 cars used to transport. The other vehicles are acquired through contract services. Jim Nicoli asked if all the cars used were passenger cars? Beverly responded that the agency uses a variety of vehicles, everything from buses to station wagons. The vehicle must meet the needs of the person requesting the service. Craig Dirksen asked what type of criteria is used to determine if a person needs the service? Beverly responded that the people requesting service are asked a series of qualifying questions to determine need. If a person cannot used fixed route transportation such as Tri-Met because they cannot walk to the bus stop, stand for short periods of time or handle the coins, they would be considered eligible. The agency does not make requesters prove their need for the service. Tualatin Valley Community Band: Steve Heuser and Phil Pasteris stated that they were requesting $1,250 to pay for rental fees. Phil stated that the TVCB provides free concerts for the citizens of Tigard and Tualatin. Phil noted that the NCB played at ten public events plus put on three concerts last year. The TVCB will be having a concert in May celebrating its 10th anniversary. Phil stated that the TVCB is open to all people to join. Those who wish to join must be able to read music and play an instrument. Steve Heuser noted that the TVCB has been working with the City of Tigard to build a gazebo at Cook Park. Ken Scheckla asked if the TVCB would be willing to play a couple of summer concerts at Cook Park that would be open to local residents? Phil responded that the NCB does play concerts in Cook Park, but would be more than willing to perform a few more; he just needs dates. Phil noted that when weather permits, the TVCB practices in Cook Park. 6 Paul Hunt asked if Tigard High School charges the Broadway Rose Theatre rental fees for use of its auditorium? Paul noted that the TVCB was being charged for using the facility. Phil responded that the NCB is not charged for rehearsal usage, but when it puts on concerts, the NCB is required to hire at least three students to assist with the production and pay for utilities used. Phil stated that the Broadway Rose Theatre is also charged. Tigard High Graduation Party: Barbara LeBrun stated that she has been working on the graduation parties for seven years. The graduation party is a controlled, all-night celebration for Tigard High graduates. Tigard High has been offering grad parties for the last 15 years. Party planners are expecting 340 to 360 students to attend this year's party. Barbara noted that almost every school in the nation offers a controlled party. Barbara stated that each year the party is held at a different location and is kept a secret for as long as possible. Some of the past party places are Oaks Park and Rockin' Rodeo. The ticket price is $30 and the price hasn't been increased for the last few years. Barbara noted that there is a scholarship fund available for students who cannot afford the ticket price, but want to attend. Admission includes food, prizes and gifts. Every student receives a gift. Ken Scheckla asked if students who could not afford the ticket price were turned away and how are donations raised? Barbara reiterated that there is a scholarship fund available. The student speaks with a counselor and the counselor tells the Party Committee. Barbara stated that a student has never been turned away. Barbara stated that there are several ways that money is raised. The Grad Party Committee receives proceeds from the sale of athletic event tickets, partner with Tigard High on a Casino Night and put donation cans out in local businesses. Joyce Patton asked if there was a proposed budget for 1998? Joyce stated that the Committee had received budgets up through 1997, but not for 1998. Barbara responded that the 1998 budget is comparable to 1997's, about $21,000. Interfaith Outreach Services: Kim Brown and Marsha Lewis gave a brief presentation. Kim stated that construction has begun on the RITE Center. Construction is expected to be completed in October and IOS will move into the Center in mid-November. Kim noted that the move prompted a review of the services provided. Five years ago, IOS started a self- sufficiency program to get homeless people into permanent housing and jobs. Of the people who completed the program, about 90% maintained their homes and jobs. However, only 45% of the people who enter the shelter complete the program. IOS reviewed the program to determine why people were not completing the program. It was concluded that there are two types of homelessness, situational and persistently. Situationally homeless people are people who have a history of maintaining permanent housing and employment, but an unforeseen incident, such as being laid-off, has caused them to be homeless. These people need only temporary support and housing. These people will be put into a four week program that will help them get permanent housing and employment. The people will also be provided with free child care. About 80% of homeless people are classified as persistently homeless. The persistently homeless have a history of not maintaining housing and employment. These people need therapeutic intervention and assistance to stop this adaptive behavior. These people need more than basic support. IOS will offer a 12 week program to the persistently homeless. The first four weeks will provide intensive skill building and therapeutic training. People need to be motivated and willing to work on their issues, if they want to complete the program. Those that 7 are unmotivated will leave the program, but they have the opportunity to return and complete the program. Paul Hunt stated that these new programs will need specialized personnel. He asked how many new staff members does IOS plan on hiring? Kim responded that five people will be hired to work at the RITE Center. These people will be qualified mental health professionals. Paul Hunt stated that IOS has had a high turn-over in staff in the past. How does IOS plan on paying these new professionals to prevent turn-over? Kim responded that it is more expensive to hire mental health professionals, but by hiring them, a new funding source has become available through mental health funds. Kim noted that mental health work is very stressful and some people need to move-on after a few years in one position. Jim Nicoli stated that IOS had operated only 8 months of the year in the past. He asked if IOS plans to be open all year once they move into the RITE Center? Kim responded that the RITE Center will be a year round facility. Ken Scheckla asked at what time and where did the Board meet? Kim responded that the Board meets at 7:OOpm at 9020 SW Burnham every third Thursday of the month. Ken Scheckla noted that the application stated that there is not a rotation policy for the Board. What does that mean? Kim responded that Board members serve two year terms and can be re-voted back on to the Board, but there is not a set schedule for them to rotate off and on. Kim noted that IOS is in the process of doing Board development and expansion. It is IOS's goal to have thirteen board members. Ken Scheckla what will happen to the volunteer food providers when IOS moves to the RITE Center? Kim responded that the volunteers will no longer cook food, but will assist in planning meals and shopping. The cooking will be done on site. Paul Hunt asked if the RITE Center will be open all day, since currently, it closes its doors during the day? Kim responded that the RITE Center will be offering child development care, so it will be open during the day. Ken Scheckla asked if a person doesn't stay with the program and leaves, how does IOS assess when and if the person can return? Kim responded that it depends on the incident and reason why they left. If a person is violent and hurts another person or damages property, that person can never return. People with drug and alcohol problems are referred to a drug/alcohol assessment program and must complete that before returning. Otherwise, there is an open door policy and people can come back as often or as many times as they need. Tigard 4th of July: Mike Marr reported that this the 12th year for the event. Mike noted that funding has remained about the same, but the cost of fireworks continues to increase. Therefore, the fireworks display has become smaller. Mike stated that the event has never been in a deficit situation. Mike stated that he felt that the event was very positive and identifiable with the community. There is always a large turn-out for the event. Mike noted that the same eight people have been putting on the event for the last 12 years. Mike stated that they do not have set board meetings. The members only meet two or three times a year and that is usually in the two months prior to the event. 8 Ken Scheckla asked if the Board has ever met with the police and fire departments to discuss traffic issues/concerns? Mike responded that the Board has never met with the departments and he is not aware of any problems. The 4th of July event doesn't cause anymore traffic than a Tigard High football game. Mike noted that the police give an in-kind donation of services valued at $1,200 for controlling traffic. Mike stated that personal fireworks, smoking and alcohol are not allowed at the event. Tigard Daze: Phyllis Parent stated that she is a volunteer with the Tigard American Legion. Last year, the Tigard merchants asked the Tigard American Legion for assistance in putting on Tigard Daze. The Legion assisted with last year's event and started planning this year's event in the fall. Phyllis stated that the Board meets the fourth Tuesday of every month at the American Legion Hall. Phyllis noted that the Legion is now a member of the Tigard Chamber of Commerce. Phyllis stated that last year the request for money was $2,500 and this year, they are requesting $4,000. The reason for this is that the Legion used some of its own money last year to cover event expenses. The Board is also hoping to add some new features to this year's events to make it even more of a family event. Phyllis stated that the Legion took on the planning of Tigard Daze as part of their commitment to the community. The Legion does not have money in its budget to fund the event. The Legion is a non-profit organization that is committed to volunteering and supporting the community. Gene Farnstrom asked if the Legion has solicited funds from any of the local businesses to support the event? Phyllis responded that funds had not been solicited. Gene Farnstrom stated while reviewing past budgets it appeared as if the City of Tigard was covering all the expenses for the event. He asked if the event received other contributions? Phyllis responded that she was unsure if other contributions were received in the past, since this is her first year on the committee. Paul Hunt stated that when he served on the committee a few years ago, a local business donated some supplies. Tigard Balloon Festival: Stan Baumhofer and Bruce Ellis were the representatives for the Festival. Bruce stated that he and Stan were the only Board members and that they don't hold regular meetings. Bruce noted that he and Stan work very closely with the City and its department heads. Bruce stated that since everyone was familiar with the festival and its workings, he would not give a presentation. Ken Scheckla thanked Stan and Bruce for their past efforts on putting on the Festival. Paul Hunt told the Budget Committee that Bruce had met with the City Council to coordinate and discuss the in-kind services provided by the City. Bill Monahan stated that he had figures for the in-kind services provided by the City. Total cost for staff time will be about $35,000. The break-down is: Police $12,360 Public Works $18,930 Admin. $ 1,270 Engineering $ 700 If the event stays open later on Sunday, another$1,400 needs to be added to the Public Works expense. 9 Luke-Dorf, Inc.: George Huber, Executive Director, stated that Luke-Dorf is a community mental health organization that provides an array of mental health services including housing. A new service that the organization will be offering is a foster home program. There are several people who reside in the organization's residential care facility that will never be able to live in the community on their own. These people need to be moved out of the facility and placed in foster homes. The goal of the residential care facility is get clients better, so they can move out into the community. George stated that he wanted to update some of the figures in the application. The projected number of residents to be served in Tigard for FY 1998/99 should be 160 instead of 130. George stated that there has been a huge increase in referrals from other agencies. George noted that the demographics for the clients have changed and he just hired a full-time, bilingual (Spanish) therapist. George stated that the Board meets the third Tuesday of every month, except April when the Board goes on a three day development retreat. The meetings are held at the Greenburg office. Ken Scheckla noted that in the board section of the application, it indicates that three of the Board members terms are expiring in April 1998. Ken asked if those people were leaving the Board or if they were going to be reelected? George responded that the Board members reelect each other, so it was up to them to determine who is reelected. George stated that he believed those members whose terms were expiring would be reelected unless they decided that they didn't want to serve anymore. Term of office is for two years. George stated that net revenue for FY 1997/98 was going to be between $110,000 and $115,000. Tigard Senior Center: Karen Gardner and John Volpe represented the Tigard Senior Center. Karen Gardner stated that Center is important to seniors and is good for their health. Karen reported that the Center is providing English as a second language (ESL) tutoring program. Many of the seniors are tutoring the 51 students in the program. Karen noted that the program is receiving the J.C. Penney Good Neighbor Award. Karen read a letter from a student that had been in the ESL program and had returned to his home in Bogota, Columbia. Karen stated that the nutrition program is the heart of the services provided at the Center. The Center provides 3,500 to 3,700 meals a month. Karen highlighted other services available at the Center. Seniors have the opportunity to take P.C.C. classes, listen to speakers and plant waist high gardens. AARP provided a tax preparation program. Three volunteers helped over 200 seniors prepare their taxes. The three volunteers also donated $1,300 to Center. A legal assistance program brings lawyers to the Center to assist Seniors with their legal problems. A 50+ fitness walk is offered on the second Saturday of every month. Participants meet at the Center and walk throughout Tigard. Karen stated that the seniors do serve the community. Karen reported that sophomores from Tigard High School came to the Center and interviewed many of the seniors as part of an English class assignment. The students took the seniors' life stories and anecdotes and printed them in a book. 10 Karen stated that last year the Center requested $16,000, but this year they were asking for $20,000. Karen reported that the Center has 581 volunteers and only 6 paid staff people and five of those are part-time. Ken Scheckla asked how the 581 volunteers were used? Karen responded that the volunteers assist in the ESL program, deliver meals for the Meals On Wheels program, run the gift shop, teach classes, work in the gardens, etc. Joyce Patton closed the presentations at 8:35pm. Presentation Discussion: Joyce Patton stated that the Committee needed to decide how it wanted to proceed in the funding decisions. Joyce recommended that the Committee discuss the presentations in general terms this evening and if any information is needed to help with decisions, Wayne Lowry will follow up with the various organizations. The Committee would take home the funding distribution worksheet, fill out and return it to Wayne, so he could have the figures available at the next meeting. The Committee agreed to have a brief discussion about the presentations and fill out the worksheet at their convenience. Joyce Patton asked Wayne what the latest date was that the worksheets could be turned in and still make the May 4 meeting deadline? Wayne stated that the worksheets could be faxed in as late as the morning of May 4. Max Williams asked if the Committee wanted to change the policy on funding. Did the Committee want to increase or decrease the amount available? Ken Scheckla stated that the Committee needed to agree on the amount available for funding, so everyone is working with the same figure. Ken expressed his concern that Broadway Rose Theatre did not make a presentation and how it might affect the amount allocated to them. Wayne Lowry stated that the City does not require a presentation, so the fact that they had not made a presentation should not affect their funding request. All the information needed is in the applications. Brian Moore stated that it is each Committee member's choice on how to allocate the funds to the programs. The Committee members do not have to give out all the funds available. George Burgess stated that the Committee members need to sit down by themselves and decide how to allocate the funds to the different programs. Then the Committee should come together and negotiate the amounts allocated. Brian Moore asked how the .5% calculation was created? Wayne responded that seven or eight years ago, the Budget Committee came up with the process for receiving funding applications. An average was taken of the amount generally given out and it was calculated to be approximately .5% of the current operating budget. Joyce Patton called for a vote. Should the $96,000 be considered the cap/absolute maximum that can be distributed for funding? All members were "for" except Jim Nicoli who "opposed". Jim Nicoli stated that he was concerned about the Tigard Festival of Balloons. Jim stated that the Festival is having financial problems and difficulties. Bruce Ellis who plans the Festival is becoming tired and might not do the event anymore. Jim stated that the City needs to look at 11 the Festival as the premier event for Tigard. Jim stated that if the City wanted the Festival to be the best event in the metro area, then the City needed to pay out more money to support it. Paul Hunt stated that there are three events that promote the City. He stated that perhaps the Committee should consider taking the events out of this special funding budget and put them in their own promotional budget. Bill Monahan mentioned that another question for the Committee to consider is whether social service agencies should provide services in response to city determined needs. He and his staff will evaluate city social services needs over the next year with the possibility that the City will designate services that it would like funding to go toward. He suggested that this discussion would best be held after the present allocation of funds to social service providers is completed as specific needs were not part of the criteria this year. Joyce Patton suggested that the Committee could discuss this topic later in the budget cycle or after the budget is adopted, but before the cycle for FY 1999/00 begins. The Committee decided that now is not the time to discuss the policy on which events should be included in the .5% budget. The Committee agreed that it would distribute the money available this year as it had in the past. However, the Committee could reconvene after the budget process was finished to discuss the issues, policies and processes of future funding for special events and social services. Gene Farnstrom asked if the Interfaith Outreach's request for$20,000 included the in-kind rent or was the money in addition to the rent? Wayne Lowry responded that he thought they were requesting $20,000 in cash. Bill Monahan stated that he thought from IOS's letter they were requesting $12,000 in in-kind rent and $8,000 in cash. Wayne stated that he would contact Interfaith Outreach to clarify the figures. Gene Farnstrom noted that Tigard Daze budget includes a cost of$1,500 for insurance. He asked if the event could be a rider on the City's insurance like the 4th of July event is? Bill Monahan responded that the City does not like to cover events that are not under its control, since the City can be held liable. Bill stated that the City does not want to expand its insurance coverage to other events. The Budget Committee was concluded at 9:12pm and discussions will continue at the May 4,1998 meeting. MSP 12