City Council Packet - 04/09/2013 . _
TIGARD
City of Tigard
TIGARD CITY COUNCIL
BUSINESS MEETING
April 9, 2013
COUNCIL MEETING WILL BE TELEVISED
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City Of Tigard
TIGARD Tigard Business Meeting — Agenda
TIGARD CITY COUNCIL, CITY CENTER DEVELOPMENT AGENCY AND LOCAL CONTRACT
REVIEW BOARD
MEETING DATE AND TIME: April 9, 2013 - 6:30 p.m. Study Session; 7:30 p.m. Business Meeting
MEETING LOCATION: City of Tigard - Town Hall -13125 SW Hall Blvd., Tigard, OR 97223
Agenda Revised Aped 3, 2013 to add Child Abuse Prevention Month Proclamation
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. I
Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council
meetings by noon on the Monday prior to the Council meeting. Please call 503 -639 -4171, ext. 2410 (voice) or
503 - 684-2772 (TDD - Telecommunications Devices for the Deaf).
Upon request, the City will also endeavor to arrange for the following services:
• Qualified sign language interpreters for persons with speech or hearing impairments; and
• Qualified bilingual interpreters.
Since these services must be scheduled with outside service providers, it is important to allow as much lead time as
possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling:
503 - 639 -4171, ext. 2410 (voice) or 503 - 684-2772 (TDD - Telecommunications Devices for the Deaf).
SEE ATTACHED AGENDA
VIEW LIVE VIDEO STREAMING ONLINE:
http: / /www. tvctv.org/ ;government- programming/ government - meetings / tgard
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.
I
• City of Tigard
TIGARD Tigard Business Meeting— Agenda
TIGARD CITY COUNCIL, CITY CENTER DEVELOPMENT AGENCY AND LOCAL CONTRACT
REVIEW BOARD
MEETING DATE AND TIME: April 9, 2013 - 6:30 p.m. Study Session; 7:30 p.m. Business Meeting
MEETING LOCATION: City of Tigard - Town Hall - 13125 SW Hall Blvd., Tigard, OR 97223
Agenda Revised April 3, 2013 to add Child Abuse Prevention Month Proclamation
6:30 PM
• EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss labor negotiations
under ORS 192.660(2) (d). 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.
• STUDY SESSION
A. Review of 2013 Community Event Funding Requests
B. Administrative Items
7:30 PM
1. BUSINESS MEETING - APRIL 9, 2013
A. Call to Order
B. Roll Call
C. Pledge of Allegiance
D. Council Communications & Liaison Reports
E. Call to Council and Staff for Non - Agenda Items
2. CITIZEN COMMUNICATION (Two Minutes or Less, Please)
7:35 p.m. - estimated time
A. Follow -up to Previous Citizen Communication
B. Tigard High School Student Envoy
C. Tigard Area Chamber of Commerce
D. Citizen Communication — Sign Up Sheet
3. CONSENT AGENDA: (Tigard City Council and City Center Development Agency) These items are
considered routine and may be enacted in one motion without separate discussion. Anyone may request
that an item be removed by motion for discussion and separate action. Motion to:
7:55 p.m. - estimated time
A. Approve City Council Meeting Minutes for:
1. January 29, 2013 Reschedule to the Consent Agenda of April 23, 2013.
2. February 5, 2013
3. February 19, 2013
B. Receive and File:
1. Council Calendar
2. Council Tentative Agenda for Future Meeting Topics
C. Appoint Alternate City Center Advisory Commissioner Carine Arendes to the City Center Advisory
Commission to Replace Resigning Member Tamera Slack -- Resolution
D. Appoint Alternate Budget Committee Member Melanie Boekee to the Budget Committee to Replace
Resigning Member Cathy Hearn -- Resolution
E. Consider Amendments to a Resolution of Necessity (Resolution No. 12 -01) Adopted by Council on
January 24, 2012 -- Resolution
F. Approve Nomination of Tigard Applications for Regional Flexible Funds for Transportation Projects
G. Authorize Submittal of Two Applications for Metro's Community and Development Grant Program -
Cycle 3
H. Authorize the Mayor to Execute an Agreement with the Oregon Department of Transportation to Partially
Fund Main Street Phase II Improvements
I. Authorize the Mayor to Execute an Amendment to an Agreement with the Oregon Department of
Transportation to Partially Fund Main Street Phase I Improvements
J. Approve and Authorize the Mayor to Execute an Intergovernmental Agreement with Washington
County on the Walnut Street Improvement Project
• 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/ Cite Center Development Agency has voted on those items which
do not need discussion.
4. PROCLAMATIONS
A. PROCLAIM APRIL 7 -14 AS NATIONAL DAYS OF REMEMBRANCE
8 p.m. - estimated time
B. PROCLAIM APRIL 2013 AS CHILD ABUSE PREVENTION MONTH (Added to the Agenda
on April 3 2013)
5. QUASI JUDICIAL PUBLIC HEARING - ZCA2013 -00001 - LENNAR ANNEXATION
8:05 p.m. - estimated time
REQUEST: A request to annex to the City of Tigard approximately 2.28 acres of property
LOCATION: 15060 SW 133rd Avenue; Assessor map 2S109DB, Tax Lot 800
COUNTY ZONES: R -6 District (Residential 6 Units Per Acre). The purpose of the Washington
County R -6 District is to implement the policies of the Comprehensive Plan for areas designated for
residential development at no more than six (6) units per acre and no less than five (5) units per acre,
except as specified by Section 300 -2 or Section 303 -6. The intent of the R -6 District is to provide the
opportunity for more flexibility in development than is allowed in the R -5 District.
EQUIVALENT CITY ZONE: R -7: Medium - Density Residential District. The City of Tigard R -7
zoning district is designed to accommodate attached single - family homes, detached single- family homes
with or without accessory residential units, at a minimum lot size of 5,000 square feet, and duplexes, at a
minimum lot size of 10,000 square feet. Mobile home parks and subdivisions are also permitted outright.
Some civic and institutional uses are also permitted conditionally.
APPLICABLE REVIEW CRITERIA: The approval standards for annexations are described in
Community Development Code Chapters 18.320 and 18.390, Comprehensive Plan Goal 1, Goal 11,
Goal 12, and Goal 14; ORS Chapter 222; Metro Code Chapter 3.09.
6. LEGISLATIVE PUBLIC HEARING: CONSIDER AN ORDINANCE TO AMEND THE
TIGARD MUNICIPAL CODE CHAPTER 15.20, STREET MAINTENANCE FEE
8:25 p.m. - estimated time
7. LEGISLATIVE PUBLIC HEARING - CONSIDER FISCAL YEAR THIRD QUARTER
SUPPLEMENTAL BUDGET AMENDMENT
8:35 p.m. - estimated time
8. LOCAL CONTRACT REVIEW BOARD: AWARD CONTRACT FOR EAST BUTTE HERITAGE
PARK IMPROVEMENTS TO DA NEAL CONSTRUCTION, INC.
8:50 p.m. - estimated time
9. COUNCIL LIAISON REPORTS
8:55 p.m. - estimated time
10. NON AGENDA ITEMS
11. EXECUTIVE SESSION: The Tigard City Council may go into Executive Session. If an Executive
Session is called to order, the appropriate ORS citation will be announced identifying the applicable
statute. All discussions are confidential and those present may disclose nothing from the Session.
Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS
192.660(4), but must not disclose any information discussed. No Executive Session may be held for the
purpose of taking any final action or making any final decision. Executive Sessions are closed to the
public.
12. ADJOURNMENT
9:10 p.m. - estimated time
Lu dy Se � 5L( fl
AIS -1195 A.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): 25 Minutes
Agenda Title: Review of 2013 Community Event Funding Requests
Prepared For: Liz Lutz Submitted By: Liz Lutz,
Financial and
Information
Services
Council
Business Mtg
Item Type: Update, Discussion, Direct Staff Meeting Type: - Study Sess.
Public Hearing
Newspaper Legal Ad Required ?: No
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 2013 -2014 proposed budget.
STAFF RECOMMENDATION / ACTION REQUEST
Staff is requesting Mayor and Council review the 17 event grant requests totaling $101,275 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 $89,463 in available funds. These recommendations will then be
forwarded to the Budget Committee for consideration during the budget approval process.
KEY FACTS AND INFORMATION SUMMARY
Each year the city solicits applications from community organizations for grants for the following fiscal year. As part of
the budget process, the City Council acts as the Budget Subcommittee that makes recommendations on funding
amounts for Community Events Grants.
The city received 17 formal applications by the February 14, 2013 deadline. The total funding requested was $ 101,275
in direct and set -aside contributions. An additional $69,320 is requested as in -kind support, broken down as follows:
Public Works Department for Balloon Festival- $65,000, 4th of July celebration - $1,600, Annual Tree T.ighting- $1,720
and Tualatin Riverkeepers- $1,000.
Tigard's practice is to budget one -half of 1% of the previous year's operating budget for the Social Services and
Community Events Grants. Last year's operating budget was $51,122,584 and the allocation for grants is $255,613.
Historically, Community Events receives 35% of the total budgeted for Social Services /Community Events, providing
$89,463 available for these grants.
OTHER ALTERNATIVES
This is the first step in the approval process. Final funding decisions and exploration of alternatives may be made at the
Budget Committee meetings and the budget hearings in June.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
NA
DATES OF PREVIOUS CONSIDERATION
NA
Attachments
Application -THS Graduation Party
Application - Annual Tree Lighting
Application -Big Horn Brass Concert
Application - Broadway Rose
Application- Compassion Tigard
Application- Downtown Tigard Street Fair
Application -Mask & Mirror
Application -Relay for Life for Tigard
Application- Templeton Sock Hop
Application - Tigard 4th of July
Application - Tigard Area Farmers Market
Application - Festival of Balloons
Application - Tigard Historical Association
Application - Tigard Little League
Application - Tigard Safety Town
Application - Tualatin Riverkeepers
Application- Tualatin Valley Community Band
13125 SW HALL BLVD.
TIGARD, OREGON 97223
• 503- 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14. 2013
Event Name: 2013 Tigard High School Drug &Alcohol Free All Night Grad Celebration
Address: PO BOX 23664
City, State, Zip: Tigard, OR 97281 -3664
Contact Name: Veronica Predovic
Telephone Number: 503- 709 -5026
E-mail address: veronicapredovic@gmail.com
1. Request (express in whole dollar amounts only)
Cash $ 2.000
In -Kind Services -hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet) 1 hr
Total Request $2,000
2. Purpose of Funding Request: To help off set some of the cost of putting on the
Grad.Celebration for +300 graduating seniors. The committee is an all parent
volunteer group that has to raise all the money for the party. We get no school money
for this event. The event is budgeted to cost approximately $25,000 this year, which
goes for the rental of the site, entertainments and activities at the site, food and
prizes. We have different sources of funds, coming from grad. Party ticket sales,
fundraising events, donations from parents and local businesses and grant awards.
3. How will this event benefit the Tigard Community? This event keeps 300+ graduates
safe and supervised while celebrating their well deserved graduation. They are not
on the streets drinking and driving and putting themselves and others in danger.
This event also brings together the whole community, from parents volunteers and
school staff from local businesses supporters and community leaders.
4. How many Tigard residents do you anticipate participating in this event (or these
events)? We hope to have 300+ graduates at the party, 50 to 60 parents volunteers
who either serve on the planning committee, volunteer to work at the party or
chaperone the party. Other members of the community volunteer their time, money
and products.
5. Please submit the following information with this request:
a. Most recent annual budget compared with the prior year's actual revenues and expenditures.
The Budget should identify the period to which it applies, beginning and ending balances,
major revenue sources, major expenditure categories, and number of authorized positions.
b. Audit report or financial statements for the last fiscal year.
c. Articles of Incorporation.*
d. 501(c)(3) status.*
e. Organization Bylaws*
* Information not required if it has been submitted at least once in the last five years.
FY 2013 -14
Community Event Grant Requests
1/2 of 1% of 2012 operating budget = $255,613 Community Event grant share = 35%
Amt Remainin€ $2
FY 2011 -12 FY 2012 -13 FY 2013 -14
Agency Actual Requested I Actual Requested Recommended
Set Asides
Res 00 -22 Broadway Rose*
$10,000 /yr Direct $10,000 $10,000 $10,000 $10,000 $10,000
In -Kind $0
Res 00 -20 Festival of the Balloons **
$10,000 /yr Direct $15,000 $25,000 $19,000 $20,000 $20,000
In -Kind $65,000 $65,000 $65,000 $65,000 $65,000
Res 00 -21 Tigard 4th of July * **
$7,500 /yr Direct $11,500 $15,300 $13,000 $16,800 $15,000
In -Kind $1,600 $1,600 $1,600 $1,600 $1,600
Undesignated Set Aside
Direct $5,000 $0 $5,000 $0 $413
In -Kind
Set Aside Total
Direct $41,500 $50,300 $47,000 $46,800 $45,413
In -Kind $66,600 $66,600 $66,600 $66,600 $66,600
Other
Atfalati Recreation District
Southside Soccer /Tigard Little League (Tigard Little League only)
Direct I $5,000 $5,000 $3,000 $2,950 $2,950
In -Kind
Atfalati Recreation District disbanded during budget year 2011 -12. Tigard Little League submitted sep:
SUPPLEMENTAL PACKET Brass concert at T igard High
3 L 4 ' ci , 0 i Direct $0 $0 $0 $3,925 $0
(DATE OF MEETING) In -Kind
. <L eit-j_ SQ ss i on Compassion Tigard
Direct $0 $15,000 $10,000 $15,000 $10,000
h i S i 5 G., In - Kind
2-; City of Tigard Dog Park
Direct $400 $400 $400 $400 $400
In -Kind
(
� �u-nG+ L
Downtown Tigard Street Fair
fh'� Direct $0 $0 $0 $700 $700
In -Kind
----eA-A-L ve,u,,,...,,,:i( Mask & Mirror
Direct S0 $7,500 $5,000 $6,000 $6,000
In -Kind
Relay for Life of Tigard /Tualatin
Direct $0 $0 $0 $1,000 $1,000
In -Kind
Templeton Elementary Annual Sock Hop
Direct $0� $0 $0 $1,500 S0
In -Kind
Tigard High School
2013 Drug and Alcohol Free Graduation Party
2011 -2012 Actual /2012 -2013 Budget'
2011 -2012 Actual 2012 -2013 Budget
Income
Ticket Sales 14,090.00 16,500.00 ✓ 300x$55
Donations - Corporations 4,425.00 4,000.00 v'
Donations - Parents 120 100 ✓
Fundraising Balloon Festival 1,114.00 1,000.00 ✓
Fundraising 50/50 + Raffles 1,640.00 1,500.00 V
Fundraising Fall /Spring Fling 1,959.75 0.00
Fundraising Restaurants 786.41 0
Grants Juan Young Trust 1,500.00 1,500.00
Grants - City Of Tigard 2,000.00 2,000.00 ✓
Grants - Macerich Mgmt Co 500.00 0
Income- Interest
Total Income 28,135.16 26,600.00 ✓
Expenses
Refunds 50
Site Rental 4,050.00 5,100 ,!
Entertainment 17,105.00 12,425.00 ,
Decorations 328.06 400 ✓
Food /Beverages 1,312.81 1200 v'
Volunteers expenses 279.69 120
Gifts /Prizes 4,204.67 4,500.00/
Advertising/Printing 155.99 200 ✓
Postage 336.90 400
Fundraising Expenses 151.46 200 V
Bank Fees 49.90 50
Miscellaneous 340 500 ✓
Donations 56.00 0
Total Expenses - 28420.48 25095
•
2:46 PM Tigard Turns the Tide Grad Night Celebration .•
02(02!13 Modified Cash Basis Profit & Loss Budget vs. Actual
t J utyt 2012 through January 20931
Jut'12 - Jan 13' Budget $ Over Budget
Income -1,405.00
Ticket Sales 1,345.00 275000
Donations -Corporations 1.575.00 2,100.00 -525.00
Donations - Parents 0.00 0.00 0.00
Donations - Non Cash (In -Kind) 934.00 960.00 -26.00
Fundraising - 50!50 & Raffles 1,655.00 1,500.00 155.00
Fundraising - Balloon Festival 1,000.00 1,01)0.00 0.00
Grants -City of Tigard 2,000.00 2,000.00 0.00
Grants -Juan Young Trust 0.00 0.00 0.00
Interest Income 8.52 14.00 -5.
•
Total Income 8.517.52 10.324.00 - 1,806.48
Expense
Direct Party Expenses
Entertainment 3,417.50 3.317.50 100.00
Site Rental 0.00 0.00 0.00 •
Gifts/Prizes 1,014.98 1,615.00 _600.02
Food and Beverages 0.00 0.00 0.00
Decorations 0.00 0.00 0.00 •
Total Direct Party Expenses 4,43248 4,932.50 - 500.02
Non Cash Expenses (in-Kind)
in -Kind Gifts /Prizes 934.00 960.00 -26.00
Total Non Cash Expenses (In -Kind) 934.00 960.00 -26.00
Other Expenses 0.00 •
AdvertisingfPrinting 0.00 0.00 •
Fundraising Expenses 319.78 200.00 11918
PO Box Renewal Fees (12 months) 88.00 320.00 -232.00
•
Bank Fees 0.00 0.00 0.00
Volunteer Expenses 340.00 340.00 0.00
Professional fees (tax prep)
Misc Expense 0.00 40.00 -40-0
Total Other Expenses 747.78 _ 900.00 - 15222
Total Expense - 6,114.26 6,792.50 - 678.24
Net Income 2,403.26 3,531.50 - 1,128.24
Prepared in my capacity as a volunteer and not as a CPA Pavel
245 PM . Tigard Turns the Tide Grad Night Celebration •
02/02/13 Modified Cash Basis Assets and Liabilities
As of January 31, 2013
,Jan 31, 13
ASSETS
Current Assets
CheckinglSavIngs
HomeStreet Checking Account 11,994.63
Total CbeckinglSavings 11,994.63
Other Current Assets
Refundable Deposits 500,00
Total Other Currant Assets 500.00
Total Current Assets 12,494.63
TOTAL ASSETS 12,494.63
LIABILITIES & ECtUITY
Equity
Opening Balance Equity 10,091.37 , .
Net income 2,403.26
Total Equity 12,494_63
• .
TOTAL LIABILITIES & EQUITY , 12,494.63 •• .
Prepared in my capacity as a volunteer and not as a CPA
tt ut t.' L 1 l._Iy
13125 SW HALL BLVD. I I FIT I11C
�/
TIGARD, OREGON 97223
503 - 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Pue: February 14, 2013
Event Name: Annual Tree Lighting
Address: C/O Tigard Area Chamber of Commerce, 12345 SW Main Street
City, State, Zip: Tigard, OR 97223
Contact Name: Dianna Weston,
Telephone Number: 503.970.7372
E -mail address: dttevents @tigardchamber.org
1. Request (express in whole dollar amounts only)
Cash $2500
In -Kind Services -hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet see attached
Total Request $2500
2. Purpose of Funding Request:
To assist in offsetting costs associated with holding this annual free event, which is
held every year on the first Friday in December. Funding will also help to "grow"
the event, enabling marketing to the community at large, as well as helping to defray
associated costs such as staging, professional lighting, signs, banners, flyers, as well
as to possibly invest in seasonal street decorations.
3. How will this event benefit the Tigard Community?
Help foster a deeper sense of community for all residents and enhance awareness of
Downtown Tigard as not only the heart of our community, but as a unique and fun
shopping and gathering area.
4. How many Tigard residents do you anticipate participating in this event (or these
events)?
Last year this event grew to an estimated 500 residents participating in both the
lighting and the "Meet Santa" activity afterwards. This is up from 225 to 300. We
hope to continue this growth and add even more fun for families.
5. Please submit the following information with this request: (The Tree Lighting Event
is not a non -profit organization and is accomplished primarily with volunteer labor
and donations)
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.
CITY OF TIGARD, OREGON
13125 SW HALL BLVD.
TIGARD, OREGON 97223
503- 718 -2487
COMMUNITY EVENTS FUNDING REQUEST FOR ANNUAL TREE LIGHTING
In -Kind Services
Department /Organization Service Hours /Estimated
Value
TVF &R Help with tree lights (lift- truck) 6
Transport for Santa and Mrs. Claus 2
Tigard PD Traffic control night of event 3
Create thank -you banners $400
Photography $500
Public Works/Parks Storage $720 annually
Lighting Check (November) 2
Use of Liberty Park as venue Unknown
Help with electrical box 3
Provide and place barricades 2
Provide cones and candles as 2
needed
Provide portable speaker system $100
City Hall Announcements in Cityscape and
web (including Neighborhood
Websites)
Mayor speaks
City Council members attend
Page Two
Annual Tree Lighting Funding Request
12:45 PM Downtown Tigard
02112/13
Accrual Basis Profit & Loss Detail
Type May 1, 2012 Febnag 12, 2013 Name
Ordinary Income/Expense
Income
Tigard Tree Lighting
Sales Receipt 07/05/2012 3 City of Tigard
Deposit 07/06/2012 1951 Tigard Chamber
Total Tigard Tree Lighting
Tree Lighting Expense
Bill 10/31/2012 10352 Portland Badge Company, LLC
Bill 11/19/2012 211068 West Coast Event Productions
Bill 11/19/2012 211068 West Coast Event Productions
Check Fiscal Agent Fees
Printing Flyer Printing
Printing Second set missed billing cycle with BAM
Total Tree Lighting Expense
Page 1 of 3
12:45 PM Downtown Tigard
02/12/13
Accrual Basis Profit & Loss Detail
May through February ,2, 2013 Split Amount
Ordinary income /Expense
Income
Tigard Tree Lighting
Grant from City of Tigard for Tree Lighting Undeposited Funds 1,000.00
VOID: to transfer $1 K received from City of Tigard Ni WCB - Downtown Tigard 0.00
1,000.00
Total Tigard Tree Lighting
Tree Lighting Expense
Purchased 2 banners and changed the date and time on a third banner. Accounts Payable 200.00
Tree lighting ceremony - Contract for Lights & Staging Accounts Payable 257.00
Tree Lighting Ceremony - Contract for Lights and Staging Accounts Payable 257.00
for chamber handling all receipts, payments, etc 100.00
2012 Expenditures for Downtown Tigard Tree Lighting 49.50
400 double sided flyers 120.00
— 983 5�
Total Tree Lighting Expense
Page 2 of 3
12:45 PM Downtown Tigard
02!12113
Accrual Basis Profit & Loss Detail
Balance May 1, 2012 through February 12, 2013
Ordinary income/Expense
Income
Tigard Tree Lighting
1,000.00
1,000.00
Total Tigard Tree Lighting 1,000.00
Tree Lighting Expense
200.00
457.00
714.00
814.00
863.50
983.50
Total Tree Lighting Expense 983.50
Page 3 of 3
Proposed 2013 Budget for Downtown Tigard Tree Lighting
Item Expense
_New Banners $200.00
Update large banner $300
Lights and Staging Rental $700
Flyers $200
Street Decorations $500
Santa Costumes $200
Sugar Plum Elves $100
Craft Supplies for Children $200
Photo Supplies $100
Total: $2500
CITY OF A OREGON I N L U± ( •y C � �, L
13125 5 SW SW HALL BLVD. BLVD. �G C 1 \ ( r:LG \ 5 J11
TIGARD, OREGON 97223 J J
503 - 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14, 2013
Event Name: Big Horn Brass Concert at Tigard High School
Address: Big Horn Brass, PO Box 385
City, State, Zip: Marylhurst, OR 97036
Contact Name: Ron Babcock
Telephone Number: 503 -997 -6465
E - mail address: babcocr @pdx.edu
1. Request (express in whole dollar amounts only)
Cash $3,925
In - Rind Services - hours (use of City property, City staff support, 3 hours,
etc. Please explain the services requested on a separate sheet) Deb Fennell Auditorium
Total Request $3,925
2. Purpose of Funding Request:
Please see attached.
3. How will this event benefit the Tigard Community?
Please see attached.
4. How many Tigard residents do you anticipate participating in this event (or these
events)?
All students of the Tigard High School Band Program will be involved as well as many of
their friends and family. THS Band concerts usually attract approximately 150 audience
members. The Big Horn Brass has concert attendance of between 150 -250 patrons.
Anticipated Tigard resident involvement would be approximately 300.
S. Please submit the following information with this request:
a. Most recent annual budget compared with the prior year's actual revenues and expenditures.
The Budget should identify the period to which it applies, beginning and ending balances,
major revenue sources, major expenditure categories, and number of authorized positions.
b. Audit report or financial statements for the last fiscal year.
c. Articles of Incorporation.*
d. 501(c)(3) status.*
e. Organization Bylaws*
* Information not required if it has been submitted at least once in the last five years.
Please note that a lack of adequate financial information could result in denial of request.
City of Tigard
COMMUNITY EVENTS FUNDING REQUEST
Purpose of Funding Request
The Big Horn Brass will be presenting a concert at The Old Church in downtown Portland in
October of 2013. We would like to repeat this concert at another venue in a different part of the
metropolitan area. Tigard High School will make the perfect location and would provide the
additional opportunity for us to fulfill a part of our mission, which includes "fostering music
education in schools and concert halls ". We have been in contact with Jim Irving, Band Director at
THS about the possibility of sharing a concert and providing master classes for the band students.
He has expressed an interest in the idea and we have begun looking for dates.
The event will consist of a shared concert between the Big Horn Brass and the Tigard High School
Band program. Deb Fennell auditorium will be the venue and since the Tigard Band will be
involved there will be no charge for the use of the hall. The concert will be open to the public and
there will be a suggested donation of $5, which will be given to the THS Band. In addition to the
concert, the Big Horn Brass will provide professional educators on several instruments to hold
master classes for music students at the high school, and Fowler and Twality Middle Schools. The
cost of a concert by the Big Horn Brass is approximately $4,000. We are a non -profit organization
and funding concerts of this nature requires a combination of donations, in -kind services, CD sales,
grants, and ticket sales in order to guarantee our ability to continue providing quality performances.
This funding request is to allow us to move forward with plans for the concert, which will not be
possible without a Tigard Community Funding Grant.
How will this event benefit the Tigard Community?
Big Horn Brass is recognized as a premier brass ensemble in the Pacific Northwest. Our members
perform in a variety of professional ensembles that include the Oregon Symphony, Portland Opera
Orchestra, Oregon Ballet Theater Orchestra, Columbia Symphony, Vancouver Symphony, and
dozens of other regional music groups. Members of the group also represent music educators from
many school districts in Oregon and Washington as well as the music faculties of, Lewis and Clark
College, George Fox University, Oregon State University, and Portland State University.
The Big Horn Brass provides the opportunity for individuals from many different walks of life to
hear a professional brass ensemble in a live setting. This includes young brass players and long -time
brass music lovers as well as audience members for whom this will be a new experience. One of the
most exciting things in a young brass player's life is hearing this music for the first time. It isn't just
young brass players who experience this excitement. Our concerts invariably end with many people
expressing how thrilled they are to hear this music for the first time. Our programs include a wide
variety of musical styles such as classical, jazz,. movie music and show tunes. Among the works we
are considering for this concert are The Theme from Star Wars, Modest Mussorgsky's Pictures at an
Exhibition, music from West Side Story, and Igor Stravinsky's Firebird Suite.
In this challenging economic environment schools are cutting performing arts programs and other
essentials. Part of the Big Horn Brass' mission is to provide educational outreach. In doing so we
hope to fill some of the void left by dwindling arts resources and educational opportunities. Ticket
sales are not sufficient to cover the cost of concerts, master classes and overhead so we must find
additional funding to continue with our mission. We thank the City of Tigard for the opportunity to
apply for a Community Grant and look forward to exposing residents of Tigard to a unique and
educational musical experience. For additional information about the Big Horn Brass please go to
www.bighornbrass.org.
•
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Revenue:
Grants 3,925
Donations at the door (200 @ $5 each)
4,925
1 000
Total Revenue
Expenses:
Musicians (19 @ 150 plus 150 cartage)
3,225
3,000
Venue rental {donated in -kind) -
Printing (programs) 125
Photos 100
Direct Expenses
Shared Costs and O /H* 700
Total Concert Expenses 3,925
Master Classes 600
Total Event Expenses 4,525
Contribution to Tigard High School Music Department 400
* Marketing and Promo, taxes, licenses etc.
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Sponsorships: $ - $ - $ - $ -
SponsorA - - 9,500 9,500
Sponsor B - - - -
Contracts - - 12,900 12,900
Grants - - 5,000 5,000
Ticket Sales - - 12,813 12,813
Donations at the door - - - -
CD Sales - - - -
In-Kind - - - -
Total Revenue - - 40,213 40,213
Personnel - - - -
7,220 Salaries - - _ -
7240 -7341 Employee Benefits - - - -
Contract Services - - - -
7,522 Legal Fees - - - -
7,530 Musicians - - 25,980 25,980
7,535 Marketing/Public
Relations Services 700 - - 700
7,536 Graphic Design Services
150 - - 150
7,537 Technology Consulting 700 - - 700
7,540 Other Consultants 300 - - 300
7,550 Temporary Help -
Contract 750 - - 750
Royalties - - - -
Office & Program - - -
8,110 Office Supplies 200 180 - 380
8,120 Program Supplies - - - -
8,130 Technology services - - -
8,140 Postage & Shipping 25 240 265
8,150 Printing & Copying 500 - 600 1,100
8,160 Books, Subscriptions,
Refs - - -
8,170 Venue Rental - - 1,350 1,350
8,171 Music 1,000 - 1,000
8,172 Photography - - 200 200
8,173 Recording - - 575 575
Travel & Meetings - - - -
8,310 Staff Travel, Lodging,
Food, Parking - - - -
8,315 Mileage Reimb - - - -
8,316 Meals - 300 - 300
8,330 Board Meetings - - - -
Other - - -
8,520 Liability Insurance 500 - - 500
8,621 D &O Insurance - - - -
8,530 Membership /Dues - - - -
8,540 Staff Development - - - -
8,570 Advertising /Promo
Expense - - - -
8,571 Staff Recruiting exp. - - - -
8,672 Prizes, Awards & Gifts - - - -
8,575 Event
AttendanceNisibility - - - -
8,590 Bank Fees 150 - - 150
8,595 Taxes and Licenses 150 - - 150
8,598 Suspense exp. - - - -
8,599 Miscellaneous Expenses
150 - - 150
Total Expenses Total Expenses 5,275 720 28,705 34,700
Net Income (loss) $ (5,275) $ (720) $ 11,508 $ 5,513
.� rc c wa. j{ 1�5�_
CITY OF TIGARD, OREGON �J
13125 SW HALL BLVD.
TIGARD, OREGON 97223
503 -718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14,
2013
Event Name: Broadway Rose Theatre Company
Address: PO Box 231004
City, State, Zip: Tigard, OR 97281
Contact Name: Sharon Maronev
Telephone Number: 503 -603 -9862
E -mail address: sharon@broadwayrose.org.
1. Request (express in whole dollar amounts only)
Cash $10,000
In -Kind Services $0.00
Total Request $10,000
2. Purpose of Funding Request:
We, Broadway Rose Theatre Company, are requesting funds from the City of Tigard to help us continue to
provide professional musical theater programming to our community at an affordable price. We have been
successfully producing musicals in Tigard since 1991. For 17 years we produced summer stock theater and in
2009 we transitioned to year -round programming upon the completion of a $2 million capital campaign for our
New Stage. Broadway Rose's attendance skyrocketed with our shift to year -round programming and our
attendance now reaches over 40,000 each year (44,407 in 2012).
Musical theater is very expensive to produce and after our expansion to year -round programming in a
remodeled facility our financial landscape dramatically changed. Our spending rate increased from $2,800 /day
to $4,800 /day. In February of 2012 we completed a new strategic plan that focused on strengthening our
financial position and we hired a consultant for cash flow analysis and business cycle planning.
The support of our community and fenders like you is critical to our success. When we approach new
foundations and we are able to show that Broadway Rose has the continued support of the City of Tigard, it
speaks volumes about our value to the community.
We have an exciting lineup of shows in 2013:
New Stage Theater Deb Fennell Auditorium
I Love You, You're Perfect, Now Change (1/31 — 2/24) Cats (6/27 — 7/21)
Always... Patsy Cline (4/18 — 5/19) My Fair Lady (8/1 — 8/18)
Once On This Island: (7/14 — 7/17) Jungle Book (7/10— 7/13)
Lucky Stiff (9/19 — 10/13) Snow White: (8/7 — 8/10)
Plaid Tidings (11/27 — 12/122)
Broadway Rose's youth outreach programs include a student technical internship program (offering paid
intemships to local high school students interested in pursuing a career in technical theater); summer youth
drama camps (kids 8 -12 years old perform in the ensemble of our children's shows with professional actors in
the 600 -seat Deb Fennell Auditorium); summer teen musical theater workshop (young thespians are directed in
voice, acting, dance and costuming, with their work culminating in a fully staged musical for public
performance); fall and spring musical theater classes for teens (teaching them voice, singing and acting); free
children's musical to over 3,500 elementary students in the Tigard/Tualatin District; and discounted tickets
($5.50) to our children's shows for YMCA youth.
3. How will this event benefit the Tigard Community?
Broadway Rose Theatre Company's mission is to create unparalleled musical theater experiences that
invigorate audiences and enrich our communities. We are the largest non -profit professional musical theater
company in the Portland metro area and the only one in Washington County. As such, we provide a valuable
service to local residents and are a vital cultural organization in the community.
• We maintain affordable ticket prices that allow all members of our community to participate in the arts. We
offer subscription packages as low as $17 /show - $25.50 show, and children's show tickets that are $8.
• People come from all over the city to Tigard for our programming. 45% of our audience is from Washington
County, 26% is from Clackamas County, 23% is from Multnomah County, and 6% is from cities as far away
as Longview, Eugene and Corvallis.
• Our presence in Tigard helps boost commerce. In 2012 we had 1,311 visitors come to see our shows from more
than 50 miles away. Washington County Visitors Association estimates that tourists spend an average of
$29 /day (not including overnight stays and accommodations); therefore, our out -of -town patrons who come
for the day to see a Broadway Rose show generate $38,019 in tourism - related commerce for WA County.
• We have strong relationships with downtown Tigard restaurants that have benefited from our presence in the
community. For example, Davidson's Casual Dining (located one block from our New Stage) has increased
business on the nights that we have performances and they are now a loyal corporate sponsor.
• We have excellent support from over 600 individual donors, 29 corporate sponsors and nearly 300 active
volunteers. In 2012 we had 294 volunteers donate 4,398 hours of work, equaling more than that of two
additional full -time employees.
• We have an excellent partnership with the Tigard/ Tualatin School District that has been in existence since we
began. We share our New Stage space with them for district functions and provide a free musical to all the
elementary students in the district. In turn, they rent us the Deb Fennell Auditorium for our large musicals
each summer at a greatly reduced rate. Our $2 million capital campaign raised funds to remodel the old C.F.
Tigard cafetorium into our New Stage which we lease from the District for $1 /year.
• We offer need -based scholarships to our youth drama camps and teen musical theater workshop for those who
could otherwise not afford it. We reach out to Trillium Family Services, C.F. Tigard Elementary School and
Community Partners for Affordable Housing to identify youth who qualify.
• We offer significantly discounted tickets to our children's shows ($5.50) for over 1,000 YMCA youth.
• Through our partnership with the Arts and Literacy Program, each summer we sponsor a design contest for the
program cover of our children's shows.
• We donate over 600 tickets each year to other local non - profits.
• We participate in the Arts for All program in which we offer discounted tickets ($5) to low - income Oregonians.
This year we are also participating in the Oregon Cultural Trust's Culture Card which offers 2- for -1 tickets to
any of our 2013 shows for donors of $1,500 or more.
• We increase opportunities for Oregonians to r Ore onians participate in the arts by employing nearly nearly 200 local actors,
P p
directors, musicians, technicians, designers and student interns each year.
4. How many Tigard residents do you anticipate participating in this event (or these events)?
Our 2012 attendance reached 44,407. Of that number, 20,597 were unique visitors (meaning each individual
was counted only once, even if they attended multiple performances). Of those unique visitors 9,248 were from
Washington County, and 2,464 of those were from Tigard. We anticipate similar numbers for 2013.
We make every effort to make our productions accessible to all ages and members of the community. We
provide excellent wheelchair access, audio descriptive services, and free assistive listening devices at every
performance. With our affordable ticket prices and dynamic programming we are proud to provide
professional musical theater to Tigard residents, as well as patrons from the greater Portland metro area who
come to Tigard to enjoy cultural events.
Broadway Rose Theatre Company
2012 Actual 2013 Projected
Jan 1 - Dec 31 Jan 1 - Dec 31
2012 2013
Ordinary Income/Expense
Income
Annual Gala $ 45,450.00 $ 45,000.00
Concession Income $ 25,273.15 $ 26,615.00
Corporate Sponsorships $ 61,025.00 $ 42,250.00
Development Trips $ 129,760.00 $ 140,800.00
Educational Outreach. $ 25,985.70 $ 27,570.00
Entertainment/Royalty Income $ 859.22 $ 700.00
Events - Special $ 6,965.82 $ -
Grants $ 241,740.00 $ 204,250.00
Guild $ 7,278.50 $ 4,110.00
Individual Donations $ 150,643.43 $ 162,000.00
Interest Income $ 162.72 $ 200.00
Program Advertising $ 7,217.00 $ 6,660.00
Raffle Income $ 4,733.00 $ 4,875.00
Rental Income $ 8,760.12 $ 5,500.00
Shipping & Handling Income $ 7,505.56 $ 7,000.00
Souvenir Sales $ 923.75 $ -
Ticket Sales $ 1,120,062.40 $ 1,066,982.00
Total Income $ 1,844,345.37 $ 1,744,512.00
Expense
Administrative Expense $ 245,851,69 $ 243,790.00
Annual Gala. $ 11,192.52 $ 11,265.00
Artistic Programing $ 754,065.28 $ 795,990.00
Bank Service Charges $ 30,361.59 $ 31,905.00
Company Amenities $ 1,722.89 $ 1,955.00
Concession Expense $ 12,285.52 $ 11,155.00
Development $ 58,718.06 $ 58,515.00
Educational Outreach $ 6,720.00 $ 11,350.00
Events Expense $ 399.17 $ -
Facillity Expenses $ 19,269.37 $ 19,455.00
Guild Expense $ 5,153.15 $ 3,465.00
Insurance $ 73,809.68 $ 72,000.00
Internet Expense $ 2,702.85 $ 2,695.00
Loan repayment - Meyer $ - $ 16,884.00
Marketing Expense $ 130,923.28 $ 146,358.00
Office Supplies $ 7,238.88 $ 8,880.00
Organizational Dues & Expenses $ 7,605.85 $ 8,055.00
Payroll Taxes $ 68,044.60 $ 73,000.00
Postage and Delivery $ 4,901.93 $ 5,000.00
Professional Fees $ 21,424.30 $ 12,700.00
Publications $ - $ -
Raffle Expense $ 1,000.00 $ 1,000.00
Rental Expense $ 2,400.00 $ 2,400.00
Repairs & Maintenance $ 1,472.00 $ 2,000.00
Souvenir Expense $ 707.80 $ -
Staff Education $ 247.95 $ 1,000.00
Telephone $ 13,985.78 $ 13,925.00
Tessitura $ 35,208.75 $ 38,340.00
Travel & Ent $ 75.25 $ 200.00
Trips Expense $ 125,892.98 $ 133,365.00
Utilities $ 17,794.65 $ 17,865.00
Total Expense $ 1,661,175.77 $ 1,744,512.00
Net Ordinary Income $ 183,169,80 $ -
Other IncomelExpense
Other Expense $ (122.56) $ -
Other Income
Total Other Income $ (122.56) $ -
Net Income $ 183,047.24 $ -
NOTE: Broadway Rose has 9 FTE and 6 PTE
casn Dasis Esroaaway Rose Theatre Company
Profit & Loss
(Jan 1 - Dec 31)
2012 Actual 2011 Actual
Ordinary Income/Expense
Income
Annual Gala $ 45,450.00 $ 47,610.00
Concession Income $ 25,273.15 $ 19,901.20
Corporate Sponsorships $ 61,025.00 $ 64,000.00
Development Trips $ 129,760.00 $ 29,021.06
Educational Outreach. $ 25,985.70 $ 13,886.68
Entertainment/Royalty Income $ 859.22 $ 903.00
1 Events - Special $ 6,965.82 $ 6,612.22
Grants $ 241,740.00 $ 242,953.00
Guild $ 7,278.50 $ 8,890.00
Individual Donations $ 150,643.43 $ 147,860.24
Interest Income $ 162.72 $ 360.46
Program Advertising $ 7,217.00 $ 7,388.15
Raffle Income $ 4,733.00 $ 4,424.00
Rental income $ 8,760.12 $ 2,935.00
Shipping & Handling Income $ 7,505.56 $ 6,422,52
Souvenir Sales $ 923.75 $ 866.50
Ticket Sales $ 1,120,062.40 $ 940,826.75
Total Income $ 1,844,345.37 $ 1,544,860.76
Expense
Administrative Expense $ 245,851.69 $ 243,276.94
Annual Gala. $ 11,192.62 $ 11,490.69
Artistic Programing $ 754,065.28 $ 816,630.29
Bank Service Charges $ 30,361.59 $ 24,190.67
Company Amenities $ 1,722.89 $ 3,379.05
Concession Expense $ 12,285.52 $ 11,280.35
Development $ 58,718.06 $ 55,727.50
Educational Outreach $ 6,720.00 $ 2,742.90
Events Expense $ 399.17 $ -
Facillity Expenses $ 19,269.37 $ 18,924.12
Guild Expense $ 5,153.15 $ 2,502.73
Insurance $ 73,809.68 $ 69,463.67
Internet Expense $ 2,702.85 $ 1,983.93
Marketing Expense $ 130,923.28 $ 129,046.73
Office Supplies $ 7,238.88 $ 8,881.90
Organizational Dues & Expenses $ 7,605.85 $ 8,053.37
Payroll Taxes $ 68,044.60 $ 70,572.12
Postage and Delivery $ 4,901.93 $ 4,475.91
Professional Fees $ 21,424.30 $ 36,931.14
Publications $ - $ 70.00
Raffle Expense $ 1,000.00 $ 1,000.00
Rental Expense $ 2,400.00 $ 2,400.00
Repairs & Maintenance $ 1,472.00 $ 3,091.14
Souvenir Expense $ 707.80 $ 201.80
Staff Education $ 247.95 $ 2,839.43
Telephone $ 13,985.78 $ 13,925.81
Tessitura $ 35,208.75 $ 38,248.86
Travel & Ent $ 75.25 $ 197.42
Trips Expense $ 125,892.98 $ 12,560.00
Utilities $ 17,794.65 $ 20,108.80
Total Expense $ 1,661,175.77 $ 1,614,196.27
Net Ordinary Income $ 183,169.80 $ (69,335.51)
Other Income /Expense
Other Expense $ (122.56)
Other Income $ 3,328.00
Total Other income $ (122.56) $ 3,328.00
Net Income 183.047.24 $ (66,488.21)
Cash Basis Broadway Rose Theatre Company
Balance Sheet
Jan 1 - Dec 31
2012 2011
ASSETS
Current Assets
Checking /Savings
Checking 91,091.65 93,025.90
Money Market 209,249.47 65,841.90
Petty Cash Boxes 450.00 450.00
Total Checking /Savings 300,791.12 159,317.80
Other Current Assets
Payroll Advance 2,717.65 0.00
Total Other Current Assets 2,717.65 0.00
Total Current Assets 303,508.77 159,317.80
Fixed Assets
Accumulated Depreciation - 477,948.71 - 479,725.87
Equipment - New Stage 326,811.57 326,497.57
Equipment - Original Cost 73,095.27 65,035.31
Theatre - New Stage 1,615,722.10 1,615,722.10
Total Fixed Assets 1,537,68023 1,527,529.11
TOTAL ASSETS 1,841,189.00 1,686,846.91
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Credit Cards
Bank of the West - 166.54 0.00
Bank of the West Mastercard (S) 0.00 -87.62
Capital One Visa -49,50 0.00
Total Credit Cards -216.04 -87.62
Other Current Liabilities
N/P Meyer Memorial Trust 15,000.00 40,000.00
N/P Paragon Tile & Stone 0.00 3,105.80
Payroll Liabilities 217.03 212.96
Total Other Current Liabilities 15,217.03 43,318.76
Total Current Liabilities 15,000.99 43,231.14
Total Liabilities 15,000.99 43,231.14
Equity
Capital Campaign Income 1,489,718.07 1,489,718.07
Opening Bal Equity 117,125.69 117,600.69
Retained Earnings 36,297.01 276,560.51
Net Income 183,047.24 - 240,263.50
Total Equity 1,826,188.01 1,643,615.77
TOTAL LIABILITIES & EQUITY 1,841,189.00 1,686,846.91
BROADWAY R S E
T : ; H • .. T ;, E:; 0 . • • N Y
deu,Kuui+, &iva, oh, Gof.A, a. t (OO€& G,.
Board of Directors
Barbara Amling
Arts advocate
February 13, 2013
Chuck Carpenter
Manufactured Housing
Communities of OR Toby LaFrance
David Cutz Financial Operations Supervisor
Paragon Tile & Stone City of Tigard
Jennifer Dale 13125 SW Hall Boulevard
McDonald Jacobs Tigard, OR 97223
Al Fitzpatrick Dear Toby,
Principal (retired)
Lisa Francolini, L.Ac. On behalf of Broadway Rose Theatre Company's board of directors, staff and
RiverWest Acupuncture artists, we want to thank the City of Tigard for its generous support of our
Laury Girt company over the years! 2012 was a great year for us and our attendance topped
A rts a 44,000.
Joan Kingsley We recently opened the first musical of our 2013 season, a romantic comedy
Portland Spirit titled 1 Love You, You're Perfect, Now Change. This is just the start of our
F. Jackson Lewis exciting lineup of musicals for the year.
Tonkon Torp, LLP
Harvey Platt Musical theater is very expensive to produce and we couldn't do it without the
Business Leader support of local government, foundations, donors, sponsors, patrons and
volunteers. It is thanks to the generosity of our supporters that we are able to
Molly Rouch bring exceptional musical theater to our community. We are so grateful that
Six Degrees Consulting you recognize the value of our programming. You are critical to our success!
Scott Schiefelbein
Deloitte Tax LLP Enclosed is our 2013 -2014 Community Events Funding Request. If you have
any questions regarding the application or accompanying materials, please don't
Resource Council hesitate to call.
John L. Cook
John L. Cook. CPA Thank you for your time and support.
Rorie Leone est Regards,
Washington Trust Bank
George Mead
The Mead Law Firm, PC Brenda MacRoberts Sharon Maroney
Bill Monahan Executive Director Producing Artistic Director
City of Milwaukie 503 - 906 -2377 503 -906 -2390
Dan Yates
Portland Spirit
t. C a r 23 7 r I 8 t. oci
.,rcc;ci:,•c�y Rc,.�� �ii�c�a,,e vr°�i;� +; P.O. Box 231004 ,iuur:�, Oregon 97281 •�rw4v.5r,;.7.Awlyrv,F;.o!y
Box Office.. 503 620 52h7 • A,In >n• 'SC AC o 4') n F:...• tsn'; L•7n OG1'.
L oma Lc) ri r
CITY OF TIGARD, OREGON
13125 SW HALL BLVD.
TIGARD, OREGON 97223
503- 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14, 2013
Event Name: Compassion Tigard
Address: 12176 SW Garden Place
City, State, Zip: Tigard, OR 97223
Contact Name: Justin Peterson
Telephone Number: (904) 753 -0278
E -mail address: JustinQ.colossaechurch.org
1. Request (express in whole dollar amounts only)
Cash $ 15,000.00
In - Kind Services - hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet)
Total Request $ 15,000.00
2. Purpose of Funding Request:
Compassion Tigard is a catalytic event, in collaboration with local churches, social service
agencies and the Tigard - Tualatin School District, that focuses on providing cost -free
medical, dental and vision care to the underinsured and underprivileged residents of the City
of Tigard. Between 2010 -2012, we have been able to provide services to over 4,500 Tigard
residents. While this is a great achievement, the sad reality is that we had to turn away several
hundred people each year from some type of service. With the grant we were able to secure
last year, we were able to expand our dental capacity greatly by partnering with Pacific
University and shuttling patients to their facility for cleanings. With the help of this years
grant, we would be able to expand our capacity to provide resources (such as bus passes and
diapers) on the day of the clinic, as well as the rest of the year as needs arise. We are also
partnering with multiple local dental offices (including PCC Sylvania) to meet ongoing dental
needs throughout the rest of the year. With the addition of this new partnership with the
dental school at Portland Community College, we are hoping to nearly triple our capacity to
meet dental needs this year.
3. How will this event benefit the Tigard Community?
We believe that this event benefits the Tigard Community in two major ways:
The first, and perhaps most obvious, is the benefit that this event provides to those residents
who are underinsured and in need of medical /dental assistance. Last year we served over
1,500 people in some way. Physicians, dentists and optometrists saw over 500 of these
guests. Volunteers giving free haircuts, serving meals and providing many other resources
served the remaining guests. We were also able to provide immunizations for over 200
guests. With your help, we hope to double our capacity to serve our guests, specifically in the
dental area, as this is an ongoing need.
The second benefit to the community is the partnership between schools, social service
agencies, and faith -based organizations. Several years ago, a group of people gathered
together and asked this question: "What would happen if we teamed together to serve the
poor and underinsured in the city of Tigard ?" The result was Compassion Tigard. It has
been extremely encouraging to see the strength of this partnership build over the past few
years. For more information on this partnership, please see the attached recommendation
letters from Catherine West, Susan Salkield and Susan Stark Haydon. We were also
privileged to have many employees from the Tigard - Tualatin School District present, as well
as Tigard High's principal, Mark Neffendorf. Please feel free to reach out to Mark for
further info about how great of an impact this clinic had on their campus.
4. How many Tigard ,residents do you anticipate participating in this event (or these
events)?
We believe that we will serve close to 1,700 residents this year. With the addition of the 400
volunteers it takes to organize this event, the grand total would be 2,100.
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.
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‘ Er Tigard - Tualatin School District 23J
Larry Hibbard Administration Center
IL ip
6960 SW Sandburg Street
Tigard, Oregon 97223
503-431 -4000 • fax 503-431 -4047
J www.ttsd.k12.or.us
Feb. 4, 2013
Dear Members of the Tigard City Council,
On behalf of Tigard- Tualatin School District, we are writing to support the application of Compassion
Tigard to provide a Compassion Clinic in Fall 2013. These clinics provide incalculable benefits to
hundreds of students and families in the Tigard - Tualatin School District who would not otherwise have
had access to medical care, dental care, flu shots, immunizations, vision checks and glasses, all of which
are offered at no charge.
For the past three years, the Tigard- Tualatin School District partnered with Compassion Clinic to provide
facilities, publicize the event to students and families in our district, help with outreach to non - English
speaking families, and to ensure links to in- district resources. These included Oregon Healthy Kids
Outreach Workers, the district's Caring Closet, mental health services, drug and alcohol prevention
programs and parent education workshops. An added benefit was that our Oregon Healthy Kids
Outreach Workers were able to make contact with many families who might not have known that their
children were eligible for health care benefits and help them with the application process.
The need for medical and dental services in our community was evidenced by the large numbers and
long lines of adults and families, who arrived hours early, waiting for a chance to receive services. In
particular, there is a large unmet need in our community for dental care for uninsured adults. This last
year, through coordination of a large number of volunteer providers, Compassion Tigard was able to
provide dental services to every person who presented needing dental care.
Tigard- Tualatin School District is delighted with the opportunity to be part of this excellent community -
school collaboration and to continue its partnership in offering the Tigard Compassion Clinic in Fall 2013.
We urge your support of Compassion Tigard's proposal.
Sincerely,
:I
`
1
• Susan Stark - Haydon Susan Salkield
Director of Community Relations Safe Schools /Healthy Students Project Director
hoard- Fanuln Resolute (...enter
Tigard High School Portable 716 Phone: 503 -603 -1585
9000 SW Durham Road Fax: 503-603-1642
Ti OR 97224 www.ltsclscltoals.orq
February 6, 2013
City of Tigard
13125 SW Hall Blvd.
Tigard, Oregon 97223
Dear Members of the Tigard City Council,
On behalf of the Tigard- Tualatin Family Resource Center, I am writing to express our full support
of the Community Events Funding Request for Compassion Tigard by Justin Peterson of
Colossae Church. The Compassion Clinics have had a significant impact on local families in
need. I echo the words of Susan Stark Haydon and Susan Salkield from the Tigard- Tualatin
School District in saying that I could not have been more impressed with the great organization of
the events, the tremendous number of community volunteers participating, and the respect and
care members of our community received.
The Tigard- Tualatin Family Resource Center (FRC) serves families living within the
boundaries of the Tigard - Tualatin School District. FRC staff helps families navigate the
social service system in order to gain access to community resources. The center serves as a
connection for families seeking information, referrals, and on -site social services, and
supports families that struggle daily to provide for basic needs such as housing, food,
clothing, and health care services. The number of people in our community in need
continues to rise, as does the need for on -going health care resources. A majority of the
families served by the resource center would benefit greatly from services provided by
Compassion Tigard 2013.
There are many barriers for families seeking affordable and accessible medical, dental,
vision and other health care services. This is particularly challenging for families without
insurance, whose first language is not English and /or who have chronic, unaddressed health
needs. Families served by the FRC are often also reliant on public transportation, which
adds an additional barrier to access. Expansion of funding for Compassion Tigard to
increase capacity and provide additional services for on -going health care needs would make
a significant difference for these families.
Thank you so much for your generosity in helping to fund Compassion Tigard 2012 and I
hope that you will also give this proposal favorable consideration.
Sincerely,
ofk
Catherine West
Director �` District 1 �yJ 1 (` l ('
• Sponsored 1 the Tigard-Tualatin School DisR7ct and VY ashinaton C011ntu onuniccinn nn RILL., •
vll 1 V ' 11V11.A\AJ, %-'1‘4"..7‘-'11 4Jl )l 1 1 I I l L U. -'-
13125 SW HALL BLVD.
TIGARD, OREGON 97223 r
503 -718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14, 2013
Event Name: Downtown Tigard Street Fair
Address: C/O Tigard Area Chamber of Commerce, 12345 SW Main Street
City, State, Zip: Tigard, OR 97223
Contact Name: Dianna Weston,
Telephone Number: 503.970.7372
E-mail address: dttevents@tigardchamber.org
1. Request (express in whole dollar amounts only)
Cash $ 700
In -Kind Services -hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet see attached
Total Request $700
2. Purpose of Funding Request:
To help raise awareness and celebrate our 2^d annual Downtown Tigard Street Fair
with banners at both ends of SW Main Street and at Burnham and Hall .
3. How will this event benefit the Tigard Community?
Help foster a deeper sense of community for all residents and enhance awareness of
Downtown Tigard as not only the heart of our community, but as a unique and fun
shopping and gathering area.
4. How many Tigard residents do you anticipate participating in this event (or these
events)?
Last year's estimated attendance was 400 -500. This year we would like to increase
that to in the neighborhood of 1000.
5. Please submit the following information with this request: (The Street Fait Event is
not a non -profit organization and is accomplished primarily with volunteer labor and
donations)
a. Most recent annual budget compared with the prior year's actual revenues and expenditures.
The Budget should identify the period to which it applies, beginning and ending balances,
major revenue sources, major expenditure categories, and number of authorized positions.
b. Audit report or financial statements for the last fiscal year.
c. Articles of Incorporation.*
d. 501(c)(3) status.*
e. Organization Bylaws*
* Information not required if it has been submitted at least once in the last five years.
Please note that a lack of adequate financial information could result in denial of request.
CITY OF TIGARD, OREGON
13125 SW HALL BLVD.
TIGARD, OREGON 97223
503- 718 -2487
COMMUNITY EVENTS FUNDING REQUEST FOR ANNUAL STREET FAIR
In -Kind Services
Department /Organization Service Hours
Public Works/Parks Install banners 2 hours
Page Two
Annual Tree Lighting Funding Request
Proposed 2013 Signage Budget for Downtown Tigard Tree Street Fair
Item Expense
Two freestanding Banners $400.00
Large updatable banner $300
Total: $700
1 1 I I JI.J 1\ V 1 1 1 1 1 1 l J
CITY OF TIGARD, OREGON
13125 SW HALL BLVD.
TIGARD, OREGON 97223
503 - 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14.2013
Event Name: Mask & Mirror Community Theatre
Mask & Mirror Community Theatre was founded in early 2011 by a group of 8 experienced
theatre enthusiasts to bring a quality entertainment, recreation and education organization to
the citizens of Tigard and Tualatin. Our goals included keeping tickets prices below that of a
3D movie at the local cinema (a goal we have met); and to be fiscally conservative (also met:
none of the 4 main stage shows we have produced have lost money).
Mask & Mirror Community Theatre is an all- volunteer 501(c)3 non - profit theatre. We have
no employees and we do not pay any of the actors, crew or administrators involved in Mask
& Mirror productions.
As we continue to grow and develop our reputation, volunteer list and audience list, we look
forward to being able to accumulate enough funds to justify the rental of a small, full-time
theatre space (-2000 sq ft) in Tigard.
Address: 13166 Broadmoor Place
City, State, Zip: Tigard, OR 97223
Contact Name: Gary Romans. President
Telephone Number: 503- 524 -2058
E -mail address: Info @MaskAndMirror.com
1. Request (express in whole dollar amounts only)
Cash $ 6000
In - Kind Services - hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet) $0
Total Request $6000
2. Purpose of Funding Request:
The major expense for our Community Theatre is facility rental. We currently spend over
$7500 per year to rent performing, rehearsal, meeting and storage space for our 501(c)3 non-
profit theatre. These rentals are in multiple facilities and allow us minimal access. Since
beginning to stage productions in November 2011, 41.7% of all our expenses have been for
facility rental.
Renting rehearsal and performance space at multiple venues allows us much less time than is
usually required to adequately rehearse and stage a professional quality production (10 -12
weeks per show, 3 -6 evenings per week and some weekends is the norm).
Our long term goal is to find a minimal -2000 sq ft facility that we can rent full time and
turn into a year -round theatre space in Tigard. We would use this facility for at least 3 fully -
staged productions each year (extending our runs from the current 9 performance, 3
weekends to at least 12 performances, 4 weekends): rehearsals for all our nerforminv
theatre camp (we currently have trained volunteer personnel ready to start such a camp as
soon as we can find the space).
We estimate it will cost us $25,000 per year to find such a full -time theatre space in Tigard
and we are currently making plans to begin a dedicated fund- raising effort to find pledges for
this amount.
Our request to the City of Tigard is for $6000 to offset the rental of our main stage
performance space at Calvin Presbyterian Church in Tigard. This is our major expense and
we pay Calvin $2000 per show for 9 performances and a few nights rehearsal time. By
having this rent payment subsidized we can devote more expenses to the production of our
main stage shows, thus increasing the quality of the production and resulting in additional
ticket sales and membership interest in Mask & Mirror Community Theatre. This will also
aid our fundraising effort to accumulate the money necessary to rent a full-time facility in
Tigard.
3. How will this event benefit the Tigard Community?
There are positive cultural, recreational, educational and financial impacts to the City of
Tigard by having a residential non - profit Community Theatre in the city.
Cultural: With Mask & Mirror Community Theatre located here, Tigard can boast of having
2 distinct and different performing theatres in the city. While Broadway Rose presents large
scale musical productions with paid personnel and ticket prices over $20; Mask & Mirror
Community Theatre presents comedies and dramas with all volunteer actors, crew and
operations personnel with ticket prices $12 or less.
Recreational & Educational: Our performing activities are open to all residents without
charge. We offer performing opportunities to experienced actors and to those newly
interested in developing their talent. We offer free public play readings at the Tigard Library
with the public invited to read and discuss. We offer free monthly acting classes open to all
Tigard residents. Our plans include a low -cost children's Theatre Camp once we can find the
proper facility. We provide free, benefit performances to Tigard organizations under a grant
for our Traveling Thespians that we received from the Cultural Coalition of Washington
County / Oregon Cultural Trust. These include Tigard Senior Center / Loaves and Fishes;
St Anthony Church; Tigard Festival of Balloons; and Summerfield Civic Association. We
also sponsor a free Community Meeting once each quarter that is open to all Tigard
residents and includes free entertainment and refreshments (this is our primary recruiting
tool).
Financial: So far we've sold 1694 tickets to our mainstage productions that take place in
Tigard. Many theatre attendees begin their outing with a dinner out, patronizing local Tigard
restaurants. We've also paid $8000 rent to Calvin Presbyterian Church in Tigard for use of
their stage (we are not otherwise associated with Calvin) and much of this money returned
Tigard via the work done by Calvin.
4. How many Tigard residents do you anticipate participating in this event (or these
events)?
We expect to stage 27 mainstage performances in 2013 and average 60 people per
performance (50 paid, 10 comps) for a total of 1620 paid admissions, of which —1/3 are
Tigard residents, for —540 Tigard residents total.
We have another group of —30 (and growing!) Tigard residents who are active, dues paying
members and perform all the functions to operate the organization (NOTE: Mask & Mirror
Community Theatre has NO paid employees. All performing and operations activity is done
by unpaid volunteers.).
We also estimate that we will reach at least 1000 additional Tigard residents through are
other activities mentioned in #3 — Tigard Festival of Balloons; Traveling Thespians; Library
13 --V-. a «.. rl ! .,.....,. AAn ot...'VC
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,
(BUDGET 2013 PDF included)
b. Audit report or financial statements for the last fiscal year.
(ACTUALS 2012 PDF included)
c. Articles of Incorporation.*
(MM Articles of Incorporation PDF included)
d. 501(c)(3) status.*
(Mask & Mirror 501C3 PDF included)
e. Organization Bylaws*
(MM By -Laws PDF included)
* 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.
BUDGET 2013 2012 ACTUAL
Number of authorized positions:
All Mask & Mirror Community Theatre participants are unpaid volunteers. There are no paid
positions.
Major Revenue Sources:
1: Ticket Sales
2: Program Ads
3: Membership Dues
4: (Although a possibility, we do not have enough data nor experience to list donations and
grants as a potential income source)
Major Expense Categories:
1: Facility Rental (over 40% of our total expensitures)
2: Show Production (royalties, sets, props, costumes)
$ $
Beginning Balance 10,736.81 1,050.76
SHOW INCOME
Ticket Income - Box $ $
Office 12,000.00 11,559.83
$ $
Traveling Thespian Grant - 1,500.00
$ $
Concessions 1,200.00 1,190.40
$ $
Program Ads 2,600.00 2,545.00
$ $
Total Income 15,800.00 16,795.23
$ $
Rent 6,500.00 6,550.00
$ 540.00
Royalties 1,620.00
$ 1,910.53
Set Construction 2,000.00 ,
$
Advertising
103.28
$ 1,187.29
Printing 1,200.00
$ $
Costumes 1,000.00 1,156.47
$ $
Concession Food 300.00 282.87
Traveling Thespians $ $
361.83 1,138.17
$ 2,868.61
Total Expenses 12,981.83
$ $
TOTAL SHOW INCOME 2,818.17 3,926.62
OPERATIONS INCOME $
5,000.00
Grants $
Z, 250.00 1,190.00
Member Dues $
3,000.00 2,024.10
Contributions $
00 1,600.00 000.
Corporate Sponsers 2,000.00 $
250.00 206.19
Misc Revenue - $
7,250.00 10,020.29
Operations Expenses
$ 671.50
Storage & Other Rental 1,380.00 $
$ Dues & Subscriptions 140.00 140.00
$ 1, 289.32
Theatre Supplies 1,500.00 $
$ License & Permits 200.00 200.00
$ $
Bank Fees 250.00 414.56
$ $
366.43
Printing & Copying 350.00 $
$ 488.05
Meeting & Misc Expenses 500.00 $
$ 691.00
Insurance 700.00
$ $
5,020.00 4,260.86
$ 5,759.43
Net Operations Income 2,230.00
$ $ $
Net Income M &M 5,048.17
5,048.17 9,686.05
$ $
Ending Balance _ 15,784.98 10,736.81
TOTAL M &M INCOME 2012
NOTE: All Mask & Mirror Community Theatre participants are unpaid volunteers. There are
no paid positions.
$
Beginning Balance 1,050.76
SHOW INCOME
Ticket Income - Box $
Office 11,559.83
Traveling Thespians $
Grant 1,500.00
Concessions 1,190.40
Program Ads 2,545.00
Total Income 16,795.23
Rent 6,550.00
Royalties 540.00
Set Construction 1,910.53
Printing 1,187.29
Advertising 103.28
Costumes -cash 326.47
Costumes - donated 830.00
Concession Food 282.87
Traveling Thespians Exp 1,138.17
Total Expenses 12,868.61
TOTAL SHOW INCOME 3,926.62
OPERATIONS INCOME
Grants 5,000.00
Member Dues 1,190.00
Contributions 2,024.10
Corporate Sponsers 1,600.00
Misc Revenue 206.19
10,020.29
Operations Expenses
Storage & Other Rental 671.50
Dues & Subscriptions 140.00
Theatre Supplies 1,289.32
License & Permits 200.00
S
Bank Fees 414.56
Printing & Copying 366.43
Meeting & Misc $
Expenses 488.05
Insurance 691.00
4,260.86
Net Operations Income 5,759.43
$ $
Net Income M &M 9,686.05 9,686.05
$
Ending Balance _ 10,736.81
f o r �. e. L 9ard
13125 SW HAIL BLVD. � I
TIGARD, OREGON 97223
503- 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14. 2013
Event Name: Relay For Life of Turd /Tualatin
City, State, Zip: Tigard, OR 97224
Contact Name: Lily Shorey
Telephone Number (503) 795 -3971
E -mail address: Jily.shorey@cancer.org
1. Request (express in whole dollar amounts only)
Cash $1,000
In -Kind 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 Tigard /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?
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 2012 the Relay For Life of Tigard /Tualatin had nearly 200 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.
In -Kind Services- hours: Requesting the use of Twality Middle School for the event duration:
10 AM July 13, 2013- 10 AM July 14, 2013. We may also like to have city staff support for security
purposes if possible.
GW WAOR RFLO4 FY12 Event ID: 100000000084544
Summary
Event Ext Name: 2012 Relay For Life of Tigard OR Event Date: 7/14/2012
Washington (OR) 5766344650 Venue: Tualatin High School alai* r tV
22300 SW Boones Ferry Rd, — - - Thcazi
Event Status: In Progress Tualatin, OR 97062 - 7373
Current Year to Date E vent Summary
Estimated Revenue (S) Amount
General Sponsorship: $4,250.00
Teams: $21,856.00
Luminaria: $0.00
Registration: $880.00
Event Level: $4,149.00
Total Estimated Revenue: $31,135.00
Prior Fiscal Year Comparison Summary
Actual Income /Expense (L) Goal Current Fiscal Year Prior YTD Data Last Fiscal Year
YTD Net Income: $26,431.92
Final Net Income: $26,431.92
YTD Gross Income: $30,165.07
Final Gross Income: $30,165.07
Expenses: $3,733.15
Expenses Ratio: 12.38 %
Estimated Revenue (S) Goal Current Fiscal Year Prior YTD Data Last Fiscal Year
General Sponsorship: $4,250.00 $3,500.00
Teams: $21,856.00 $24,899.00
Team $753.66 $957.65
Average:
Luminaria: $0.00 $0.00
Event Level: $4,149.00 $3,815.00
Total:
$31,135.00 $32,214.00
Registration (S) Goal Current Fiscal Year Prior YTD Data Last Fiscal
Year
Committee Member.
11 5
New Teams: 13 12
Teams: 29 26
Team Members:
171 227
13125 SW HALL BLVD. I em Le_ , tb r
TIGARD, OREGON 97223
503 - 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14, 2013
Event Name: Templeton Elementary Annual Sock Hop
Address: 9500 SW Murdock St
City, State, Zip: Tigard, OR 97224
Contact Name: Nikki James- PSOParenr Member or Robin Akin /Cendy Doyle PSO CO_Preaidents
Telephone Number: Nikki James- 503 - 975 -3047
E -mail address: nikki.james @nike.com or prez@templeton - pso.org
1. Request (express in whole dollar amounts only)
Cash $1500
In - Kind Services - hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet) n/a
Total Request $1500
2. Purpose of Funding Request:
The 2013 Templeton Elementary Sock Hop.
The purpose of this event is to raise funds to provide holiday assistance to Tigard families
attending Templeton Elementary. We are requesting funds to assist with costs incurred
for putting on the event- refreshments, DJ, decorations, school monitor fees, advertising
material and other items associated with running the event.
If granted the request for funding we anticipate the ability to raise more money than in
previous years which will allow us to serve additional families in the community.
3. How will this event benefit the Tigard Community?
In 2012, the Templeton PSO provided assistance to 80 families in the Tigard Community.
All proceeds from the sock hop are used to directly fund care baskets with items such as
gift cards for gas, heat, food, personal hygiene items, clothing and other necessities. In
addition to funds raised, the sock hop collects new socks to provide along with the care
baskets.
4. How many Tigard resident do you anticipate participating in this event (or these
events)?
Approximately 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.
Templeton PSO Foundation
09/17/12 Profit & Loss Budget vs. Actual 0--
July 2011 through June 2012 k 1 t- !( 4.;
� j v"" : -n
Jul'11 -Jun 12 � Budget ek
Income
donation 134.00
Fundraisers
Book Fair 3,902.97
Box Tops for Educ. 1,368.66 1,200.00
Carnival 3,572.61 3,000.00
Coin Drive 1,833.72
eScrip 2,095.24 1,500.00
Jogathon 15,748.98 14,000.00
Miscellaneous 18.62
Restaurants 2,926.70 1,000.00
Scrip 105.36
Sock Hop 0.00 1,000.00
Spring Fundraiser 7,159,32 9,000.00
Target 0 00 300.00
Tigard Festival of Balloons 0.00 225.00
Total Fundraisers 38,732.18 31,225.00
Service EVents
Carnival 0.00 3,000.00
Spirit Wear 42.00 900.00
Yearbook 0,00' 2,000,00
Total Service Events 42.00 5,900.00
Total Income 38,908.18 37,125.00
Expense
Annual Expenses
Ambassadors 912.93 • 500.00
Art Literacy 391.91 500.00
Carnival Expenses 4,888.15 3,000,00
Clay 0.00 150.00
DARE 654.70 760.00
Directory 227,98 250.00
Fall Festival 367.82 350.00
Family Nights 0.00 400.00
Field Day 371.07 225:00
Field Trip Transportation 2,434,37 2,800.00 -
Field Trips 6,000.00 6,000,00 -
Fifth Grade Party 565.00 600.00
Green Team 199.81 500.00
Holiday Class Parties 1,174,00 610.00
Kinderque 161.98 350.00
Party Treats 0.00 610.00
PE Equipment 3,758.96 :- 1,300.00 --
Postage 13.85 20.00
Principal Needs 600.00 600.00
Sock Hop 888.33 1,000.00
Spring Auction 343.31 1,000.00
Supplies & Operating Expenses 664.47 100.00
Talent Show Monitor -59.00 125.00
Teacher Appreciation 200.60 600.00
Teacher Startup 3,000.00 3,250,00
Volunteer Gifts 170.00 100.00
Yearbook Club 603.18 750.00
Yearbook Exp 0.00 2,000.00
Annual Expenses - Other 294,00
Total Annual Expenses 28,827.42 28,450.00
Bank Charges 25.98 25.00
Page 1
Templeton PS4 Foundation
09/17/12 Profit & Loss Budget vs. Actual
July 2011 through June 2012
Jul '11 -Jun 12 Budget
Capital Expenses
BrainPop 1,575.00
Projector Bulbs 0.00 1,200.00
toner 0.00 300.00
Total Capital Expenses 1,575.00 1,500.00
Computer Software 0.00 1,495.00
Gifts 0.00 75.00
Jog -A Thon 770.75 1,000.00
Office 28.00
Returns 11.00
Services 3,903.22
Spirit Wear 2,206.25
Taxes 175.00 300.00
Website . 0.00 10.00
Total Expense 37,522.62 32,855.00
Net Income , 85. 4,270.00
•
Page 2
Templeton PSO Foundation
09/17/12 Profit & Loss Budget Overview
July 2012 through June 2013
Jul '12 - Jun 13
Income
Fundraisers
Box Tops for Educ. 1200,00 "
E -bay {i1,000.00
eScrip 1,200.00
Jogathon 18 000.00
Restaurants 1 500.
Spring Fundraiser 9,000.00
Tigard Festival of Balloons 200.00
Total Fundraisers 32,100.00
Service Events
Talent Show 125.00
Total Service Events 125.00
Total Income 32,225.00
Expense
Annual Expenses
Ambassadors 750.00
Art Literacy 300,00
Carnival Expenses 3,000.00
Clay 50.00- - o�
DARE 7
RE 780.00 �— �°
Directory 250.00
Fall Festival 350.00
J � i' gy Family Nights 300.00
Field Day 225.00 •
Field Trip Transportation 3,800.00
— Field Trips 7,000.00
Fifth Grade Party 700.00
Green Team 300.00
Holiday Class Parties 1,250.00
Kinderque 350.00
Postage 20.00
Principal Needs 600.00
Printing & Paper 300.00
Sock Hop 1,000.00
Supplies & Operating Expenses 100,00
Talent Show Monitor 125.00
Teacher Appreciation 600.00
Teacher Startup 3,250.00
Volunteer Gifts 400.00
Yearbook Club 250.00
Yearbook Exp 2,500.00 , •
Total Annual Expenses 28,630.00
Capital Expenses
BrainPop 1,575.00 — •
Projector Bulbs 1,200.00
Total Capital Expenses 2 , 77 5.00 1f
Computer Software 1,200.00
Jog -A -Thon 1,000.00
Spirit Wear
Spirit Wear- Teachers/Staff 600.00
Total Spirit Wear 600.00
Page 1
Templeton PSO Foundation
09/17/12 Profit & Loss Budget Overview
July 2012 through June 2013
Jul'12 -Jun 13
Taxes 260.00
Website 10.00
Total Expense 34,465.00
Net Income - 2,240.00)
Page 2
13125 SW HALL BLVD.
TIGARD, OREGON 97223
503 -718 -2487
COMMUNITY EVENTS FUNDING REQUEST
P ue: February 14, 2013
Tigard 4 of July Celebration
Event Name:
Tigard 4 of July, Inc., 11579 S W Pacific Hwy
Address:
Tigard, Oregon 97223
City, State, Zip:
Contact Name: Ron Royse
Telephone Number: 503 - 620 - 2844
E-mail address: ron @tigardmusic.com
1. Request (express in whole dollar amounts only)
Cash $ 16,800.00
In - Kind Services - hours (use of City property, City staff support, — 1,600.00
etc. Please explain the services requested on a separate sheet)
Total Request —$ 18,400.00
2. Purpose of Funding Request:
See letter attached
3. Flow will this event benefit the Tigard Community?
4. How many Tigard residents do you anticipate participating in this event (or these
events)?
5. Please submit the following information with this request:
a. Most recent annual budget compared with the prior year's actual revenues and expenditures,
The Budget should identify the period to which it applies, beginning and ending balances,
major revenue sources, major expenditure categories, and number of authorized positions.
b. Audit report or financial statements for the Iast fiscal year.
c. ' Articles of Incorporation.*
d. 501(c)(3) status.*
e. Organization Bylaws*
* Information not required if it has been submitted at least once in the last five years.
Please note that a lack of adequate financial information could result in denial of request.
Tigard 4th of July, Inc.
A Not for Profit Corporation
(Reinstatement Application Pending)*
FIN 93- 1031978
(503) 620-2844
Tigard Music
11579 SW Pacific Hwy
Tigard, Oregon 97223
February 13, 2013
Toby LaFrance
Finance Director
City of Tigard
13125 S.W. Hall Blvd.
Tigard, Oregon 97223
Dear Mr. LaFrance,
The Board of Directors of Tigard 4th of July, Inc., a Non Profit Corporation
(Reinstatement Application Pending)*, submit this letter with enclosures as our Funding
Request for the Fiscal Year 2013 - 2014.
To the criteria for funding, we submit the following comments:
(1) The Tigard Old Fashioned 4th of July Celebration is primarily for Tigard area
residents; we do not advertise outside of the area.
(2) This event is open to all citizens, with the only restrictions being no alcoholic
beverages, no smoking, no personal barbecues and no personal fireworks.
(3) We stress a family oriented type of celebration on this annual event, with effort to
provide quality entertainment, a family /community style picnic atmosphere, and public
opportunity to participate at no cost (unless they should desire to purchase lite dinner fare
at very reasonable prices provided by a local vendor).
(4) With twenty six annual events successfully accomplished (the first was in 1987), we
feel that the event has proven to be valuable to the community, and very affordable for
the city and the citizens attending.
(5) As with item (4), the Board of Directors feel that our success for twenty six 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 13, 2013
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 $ 13,000.00 for the 2012/2013
fiscal year. We did not receive a supplemental allowance of $ 1,500.00 for insurance
coverage. We took a total draw on the current budget account in July of 2012.
For the fiscal year 2013/2014, the Board of Directors of Tigard 4 of July, Inc. requests
$ 15,000.00 in contribution from the City of Tigard plus approximately $ 1,800 to assist
with insurance costs we are incurring. In recent years the costs have increased, other
public /private support has been increasingly difficult to obtain, and the City's insurance
carrier no longer allows for the event to be insured as a City event.
With regards to City in -kind contributions, we have identified the following impacted
areas:
Public Works - If the City Public Works personnel prepare the fireworks firing
trench; I have been previously advised that the estimated cost is
$ 400 (1999 $ subject to indexed adjustment).
Police Department - The Police Department is advised of the event and incurs an
estimated $ 1,200 (1999 $ subject to indexed adjustment) of cost
for what primarily is traffic control after the event. Officers are
present during the event more for public relations than for any
policing requirements. We support the Officers presence, making
some very important contacts with the citizens and youth in
particular.
Administration - Insurance for the event is no longer available through the City.
Tigard 4 of July, Inc. purchases fireworks liability insurance from
the fireworks supplier and general liability insurance from a
Special Events carrier.
Toby LaFrance
City of Tigard
February 13, 2013
Page 3
Should you have questions about any of the above, please contact me for assistance.
Sincerely,
Ron Royse
President
RR/dbm Enclosures CC: Board Members
*Reinstatement Application Pending:
For many years, non-profit organizations like Tigard 4 of July, Inc. were not required to
file annual tax returns. Regarding non -profit organizations, the Pension Protection Act of
2006 by Congress "mandated automatic revocation when an organization hasn't filed for
three consecutive years ". The method for this required filing was electronic via an "e-
Postcard". The Internal Revenue Service publications (continually since the enactment of
this Act) contain the following; "If you do not file your e- Postcard on time, the IRS will
send you a reminder notice." These reminder notices were never submitted to many
organizations.
Following the February 13, 2012 notification from the IRS that Tigard 4 of July, Inc.
had incurred the automatic revocation of it's Tax - Exempt (Non- Profit) status for failure
to file, Tigard 4 of July, Inc., by instruction from the IRS, filed application for re-
instatement on June 22, 2012. On July 19, 2012, the IRS issued an acknowledgment of
the application. On August 22, 2012, the IRS issued a Status Update. But still, no
official re- instatement has been forthcoming.
On February 6, 2013, a phone call to the IRS requesting status information found the
following:
Early in 2012, the IRS revoked the Tax - Exempt (Non - Profit) status of over
400,000 organizations nationwide. The IRS staff is "overwhelmed" with the task
of reviewing all the requests for re- instatement; as of February 6, 2013, they have
not even assigned re- instatement requests received after March 2012 and they
cannot advise as when such further assignments may take place.
In the mean time, Tigard 4 of July, Inc. (like over 400,000 other Tax - Exempt /Non -
Profit organizations in the United States) is required to file Federal and State Corporate
Income tax returns. There is no information available to determine at what time this
requirement may end.
TIGARD 4TH OF JULY, INC.
Statement of Assets, Liabilities, & Fund Balance (Unaudited) December 31, 2012
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 (1,016.32) 0.00
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 (Uncallectabie 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 (Uncollectabie Allowance) 0.00 0.00
1520 Inventories For Sale or Use
1521 Inventories For Sale or Use 0.00 0.00
1530 Prepaid Expenses ! 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 (1,016.32) 0.00
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 (45.66) (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 (45.66) (45.66)
1
TIGARD 4TH OF JULY, INC. Page 2
Statement of Assets, Liabilities, & Fund Balance (Unaudited) December 31, 2012
Current Year
12 Mo. Period To Date
3000 FUND BALANCES
3670 Current Funds
3671 Unrestricted Funds 0.00 0.00
3676 Restricted Funds 0.00 0.00
3680 Equipment Fund
3690 Endowment Fund
3700 Other Fund
3710 Capital Stock or Trust Principal
3711 Capital Stock 0.00 0.00
3720 Paid In or Capital Surplus
3730 Retained Earnings / Accumulated Income
3731 Retained Earnings > 01/01/2011 0.00 (1,016.32)
3732 Current Earnings > 12/31/2011 1,061.98 1,061.98
Total Fund Balance 1,061.98 45.66
TOTAL LIABILITIES & FUND BALANCE 1,016.32 (0.00)
(0.00) 0.00
Footnote: Tigard Music Donation ? Not recorded
Footnote: Arrow Mechanical Donation ? Not recorded
Footnote: Tigard Grant Pending 0.00
2
TIGARD 4TH OF JULY, INC.
Statement of Revenue & Expense (Unaudited) December 31, 2012
Current Year
12 Mo. Period To Date
4000 INCOME
4010 Contributions, Gifts, Grants
4011 Direct Public Support 0.00 0.00
4012 Indirect Public Support 0.00 0.00
4013 Government Grants (14,000.00) (14,000.00)
4020 Program Service Revenue
4030 Membership Dues / Assessments
4040 Interest Earnings
4050 Dividends / Interest on Securities
4060 Net Rental Income
4061 Gross Rents 0.00 0.00
4066 Rental Expenses 0.00 0.00
4070 Other Investment Income
4080 Gain / Loss from Sale of Assets
4081 Gross Sale Amount 0.00 0.00
4086 Cost / Expense 0.00 0.00
4090 Fundraising Events
4091 Gross Revenues 0.00 0.00
4096 Direct Expenses 0.00 0.00
4100 Gross Profit from Sales
4101 Gross Sales Less Returns 0.00 0.00
4106 Cost of Goods Sold 0.00 0.00
4107 Cost of Goods Sold 0.00 0.00
4108 Cost of Goods Sold - Permit 0.00 0.00
4110 Other Revenue
_
Total Revenue (14,000.00) (14,000.00)
6000 EXPENSES
6130 Program Service Expenses
6131 Tigard 4th Celebration 13,788.98 13,788.98
6140 Management & General Expenses
6141 Bank Service Charges 139.00 139.00
6142 Miscellaneous - Government 1,134.00 1,134.00
6150 Fundraising Expenses
6151 Miscellaneous 0.00 0.00
6160 Payments to Affiliates
Total Expense 15,061.98 15,061.98
_._ .
(Excess) or Deficit 1,061.98 1,061.98
3
CITY Ur K AtU ), vr�v�,�' 1 I �l l� 1 LL / 1 1 v c_-t .
13125 SW HALL BLVD. .J
TIGARD, OREGON 97223 FQ r me.rs Ala kf
503 - 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14. 2013
Event Name: Tigard Area Farmers Market
Address: Po Box 230421
City, State, Zip: TI rg rd Or _ 97223
Contact Name: Kim Marshall, Market Manager
Telephone Number: 503 - 201 -2631
E-mail address: managettipp armer ar4el.orE
1. Request (express in whole dollar amounts only)
Cash $8500.00
In -Rind Services -hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet)
Total Request $8500.00
2. Purpose of Funding Request:
The TAFM is focused on bringing farmers, community and non - profits together in a way
that benefits all. Farmers grow local produce, plants, and flowers; our Tigard Community
members gather together to buy these products; and weekly non - profit booth space gives all
the opportunity to give back. Tigard Area Farmers Market. GROW. GATHER. GIVE.
Funds will be used to:
• Support staff efforts
• Increase marketing to improve the connection of the community to the market
o With our new location at Public Works we will increase signage
• Do healthy food demonstrations
• Support our Market Sprouts Program. A program to bring fresh fruits and veggies to
children.
3. How will this event benefit the Tigard Community?
• Encourages customer attendance through community outreach - special events and
programs designed to enhance the customers experience at the market.
• Promotes the market through its website, newsletter, social media sites, relevant farmers
market brochures, chamber marketing programs and other key community relationships
such as the City of Tigard.
• Supports non -profit organizations by giving them the opportunity to sell in our Community
Service Booth with profits going directly to the organization.
• Provides space for the Master Gardener volunteers to dispense gardening advice to
customers, answering their questions and helping them with garden related problems.
• The customers that shop at the Market come to buy locally grown and produced agricultural
products, and to feel good about participating in a more sustainable food system. The
responsibility for implementing sustainable practices taus to an or us in Inc urn«
community, not just to our farmers. For that reason, the Tigard Area Farmers Market has
made a commitment to work towards becoming a more earth friendly event. In a sustainable
food system, it's not only the food that's important, but also how it is packaged and carried
home. We will provide earth friendly bags for customers.
• Provide broad access to fresh produce and artisan items, including to out residents who may
be disabled.
• Through the SNAP /EBT (food stamp) match we were able to help our Tigard area citizens
stretch their food budgets. Our patrons were able to buy more fresh local fruits and
vegetables for themselves and their families.
• The market supports community feeling of Tigard: A Place to Call Home.
Our goal is to communicate the benefits of buying local fresh produce:
• Local foods are fresher and taste better
• Local foods are seasonal
• Local foods usually have less environmental impact
• Local foods perverse green space and farm land
• Local foods promote food safety
• Local foods support our local economy
• Local foods promote variety
• Local foods create community
4. How many Tigard presidents do you anticipate participating in this event (or these
events)?
We see an average of 1500 residents come to the market each Sunday, roughly 62,500
residents over a 25 week season.
5. Please submit the following information with this request:
R. 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.
52 PM y l ee Tigard Area Chamber of Commerce
1/28/13 Jan 13 Feb 13 Mad 93 U [I t 4rLabb y t t MCI 13 Aug 13 Sep 13 Oct 13 Nov 13 Dec 13
ash Basis
■rdlnary Income/Expense July 2012 through June 2013
Income
Farmers Market Income
FM Application Fees 500.00 500.00 100.00 100.00 100.00 100.00 100.00 100.00
FM City of Tigard Grant 8,500.00
FM New Seasons Grant 2,500.00
FM Space Fees 2,000.00 500.00 3,500.00 7,000.00 5.821.00 4,660.00 5,830.00 4,000.00
FM Sponsorships 250.00 250.00 250.00 250.00
Total Farmers Market Income 0.00 5,000.00 500.00 800.00 3,850.00 7,350.00 14,671.00 5,010.00 5,930.00 4,000.00 0.00 0.00
Expense
Farmers Market Expenses
FM Admin & Allocations 550.00 550.00 550.00 550.00 550.00 550.00 550.00 550.00 550.00 550.00 550.00 550.00
Total FM Bank Fees 200.00 200.00 200.00 200.00 200.00 200.00
Total FM Insurance 187.00 118.00 118.00 118.00 118.00 118.00 121.25 72.75 72.75 72.75 72.75 72.75
Total FM Leased Staff 2,205.90 2,205.90 2,205.90 2,205.90 3,036.45 3,036.45 3,036.45 3,036.45 3,036.45 3,036.45 2,205.90 2,205.90
FM Marketing 500.00
FM Promotional Giveaways 500 .00 500.00 500.00 500.00
Total FM Marketing 1,000.00 500.00 500.00 500.00
FM Office Supplies 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00 50.00
Total FM Operating Expenses 354.00 354.00 354.00 354.00 354.00 354.00 520.00
FM Telecommunications
FM Cell Phones 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00
Total FM Telecommunications 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00 35.00
FM Website Hosting 131.00
Total Farmers Market Expenses 3,158.90 2,958.90 2,958.90 2,958.90 4,343.45 4,343.45 5,346.70 4,798.20 4,798.20 4,798.20 2,913.65 3.433.65
Net Ordinary Income (3,158.90) 2,041.10 (2,458.90) (2,358.90) (493.45) 3,006.55 9,324.30 211.80 1,131.80 (798.20) (2,913.65) (3,433.65)
Page 1 c
:52 PM Tigard Area Chamber of Commerce
TOTAL
ashB 11/28/13
Jul '1 2 ---1- Profit & Loss Budget Overview
dinaary July 2012 through June 2013
Income
Farmers Market Income
FM Application Fees 1,600.00
FM City of Tigard Grant 8,500.00
FM New Seasons Grant 2,500.00
FM Space Fees 33,311.00
FM Sponsorships 1,000.00
Total Farmers Market Income 46,911.00
Expense
Farmers Market Expenses
FM Admin & Allocations 6,600.00
Total FM Bank Fees 1,200.00
Total FM Insurance 1,262.00
Total FM Leased Staff 31,454.10
FM Marketing 500.00
FM Promotional Giveaways 2,000.00
Total FM Marketing 2,500.00
FM Office Supplies 600.00
Total FM Operating Expenses 2,644.00
FM Telecommunications 0.00
FM Cell Phones 420.00
Total FM Telecommunications 420,00
FM Website Hosting 131.00
Total Farmers Market Expenses 46,811.10
Net Ordinary Income 99.90
Page 2 o
3:38 PM Tigard Area Chamber of Commerce
01/28/13 Profit & Loss
Cash Basis
January through December Actuals
Ordinary Income /Expense 220
Farmers Market Income
Farmers Market Merchandise 46.00
FM -MISC 140.00
FM Advertising 225.00
FM Application Fees 1,325.00
FM City of Tigard Grant 8,500.00
FM New Seasons Grant 2,500.00
FM Space Fees 34,348.40
FM Sponsorships 450.00
Total Farmers Market Income 47,534.40
Farmers Market Expenses
FM -Adman. 4,800.00
FM Allocations 1800.00
Total FM Bank Fees 1,353.34
Total FM Insurance 1,226.23
Total FM Leased Staff 28,379.55
Total FM Marketing 4,307.19
FM Office Supplies 139.76
Total FM Operating Expenses 3,146.47
Total FM Telecommunications 496.31
FM Website Hosting 131.22
Farmers Market Expenses - Other 338.40
Total Farmers Market Expenses 46,118.47
Net Ordinary Income 1,415.93
Net Income 1,415.93
Page 1 of 1
x.1 1 '.Jr 11vAn1J, vnn.,viv
13125 SW HALL BLVD. C") I OREGON 97223
503- 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14. 2013
Event Name: � � 1
C aA Fe5 - Val._ 0 3czJto,()5
c
Address: t Q (o 00 Sup C') t f rc•
City, State, Zip: TtAia \ (l 0 () 7- . 9 rD (n RL
Contact Name: / / L . t e
Telephone Number. 5r)3. "Ds. - are
E -mail address: ( a. a t 1. a._ aC ( 7 rn. i co Li . C o l&
1. Request (express in whole dollar amounts only)
Cash — Sew htfac ked $ 00,000.
In - Kind Services - hours (use of City property, City staff support, 0
etc. Please explain the services requested on a separate sheet) 0 ,
Total Request $ qa 00
2. Purpose of Funding Request: r o rd.efi to p rocL Cc_ tine_
V•5A'ora - ea h, o -r (.0e- reo r` e CaSk
S FonSo r51n.i p s a -d C - V- aD $e rvi t^ e 5 1'r?
order to help oS sei- e-c ertiscs .
3. How will this event benefit the Tigard Communi ?
This s even-+ P ra via €5 the. al Go tt pc)5 I ¢-r ve aria
sciPecorn.m.v....6+ -Het v -t 5 (o-r -(
r�cm e
r091 5 o L,5 el a.rc.& ro�.f 5 money
4. � m 4 a r r y T i g a r d L n� o c o u anac 4 k t % tlris event (or these
events)? rOX t f OO Q
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.
V V V
tistivil iI lauell
-zed, 0W
January 17, 2013
City of Tigard
C/O Finance Department
13125 SW Hall Blvd.
Tigard, OR 97223
RE: Festival of Balloons Continued Increased Grant Request to the City of Tigard
Thanks to the City of Tigard and the community support for more than 28 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 2012, the Festival of Balloons in Tigard celebrated its 28 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, Tigard High School
Grad Night Committee, 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 approximately $35,000 for local Tigard
non - profits and local 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 much - appreciated and vital resource for this event.
The in -kind services of approximately $65,000 that has been provided are essential to the functionality of this
community festival. In 2014 the Festival will celebrate 30 YEARS! To reach additional audiences with
more aggressive marketing efforts, to enhance the guests' on -site experience, and due to these tough
economic times where corporate sponsorship support has dwindled, the Festival of Balloons requests a
$20,000 cash grant plus the continued in -kind services support.
In return for this increased support, the Festival of Balloons will position The City of Tigard as a major sponsor of
the Festival, complete with exposure on marketing and collateral materials, as well as the incorporation of a key
city message into those marketing elements, as the City requests. We will gladly address additional specific City
needs and are happy to host a meeting to finalize the details. Please contact Cindy Padilla at 503.612.8204 or
at cpadilla(d!dpnicoli.com.
Thank you for your continued support of this important community event. We look forward to celebrating our
29 Anniversary this June 21 -23 at Cook Park!
Sincerely,
C &.t4 pa ctaza.
Cindy Padilla
Executive Director
s:oe Pm Tigard Festival of Balloons, Inc.
01N 7/13
Cash Basis Profit & Loss
January through December 2012
Jan - Dec 12
Ordinary Income/Expense
Income
Food & Beverage 2,791.50
Corporate Events 18,507.79
Car Show Revenue 4,009.80
Soccer Tourney Revenue 19,011.03
Balloons Revenue 1,500.00
Field Merchant Revenue 33,772.25
Admissions Revenue 32,104.97
Parking Revenue 13,600.25
Shuttle Revenue 3,006.50
Sponsorships Revenue 28,402.00
Carnival Revenue 15,000.00
5K Run Revenue 1,452.00
Total Income 173,158.09
Cost of Goods Sold
Food and Beverage Costs 3,045.60
Corporate Events Costs 10,016.78
Car Show Costs 2,474.88
Soccer Tourney Costs 16,127.81
Wristband Day Costs 1,029.00
Balloon (Pilot) Costs 12,202.63
Admissions Costs 9,277.54
Parking Costs 10,133.17
Shuttle Costs 4,593.00
Total COGS 68,900.41
Gross Profit 104,257.68
Expense
Advertising 8,677.30
Bank Fees 1,132.91
Dues & Subcriptions 100.00
Equipment Rental and Maint 187.50
Event Staff (Temp) 6,740.00
Food and Beverage 503.70
Insurance 10,497.00
Licenses, Permits, Misc Taxes 134.00
Lighting 1,164.30
Office Supplies 389.20
Mileage 109.18
Misc Expenses 157.28
Page 1 of 2
5:06 PM Tigard Festival of Balloons, Inc.
01/17/13
Cash Basis Profit & Loss
c
January through December 2012
Jan - Dec 12
Port- A- Pottles
Professional Fees 43,574.81
Shirts & Clothing 533.48
Signs - Festival 1,338.91
Storage 2,784.00
Telephone & Internet 960.00
Tents and Staging 14,825.75
Total Expense 96,926.95
Net Ordinary Income 7,330.73
Total Other Income (Interest Earned) 4.95
NET INCOME
Page 2 of 2
I 1
13125 SW HALL �,n , B .
D. ,
131 ( 9 C r d �-1 isumricQ L
25 BLVD
TIGARD, OREGON 97223
503- 718 -2487 SS n
COMMUNITY EVENTS FUNDING REQUEST
P ue: February 14, 2013
Event Name:
Curtis Tigard Birthday Celebration –April 13, 2013
THA Annual Meeting June 8, 2013 at Davidson's Restaurant
Ice Cream Social July 20.2013
Apple Harvest — September 28. 2013
Victorian Christmas — December 7, 2013
Address: John Tigard House, 10310 SW Canterbury Lane; Mailing address is P.O.
Box 230402
City, State, Zip: Tigard, Oregon 97281
Contact Name: Elaine Wallick, Publicity /Grants Chair
Telephone Number. 503 - 590 -8690 orMartha Worley at 503- 747 -9856
E - mail address: ewallick07 @comcastnet
1. Request (express in whole dollar amounts only)
Cash $1500.00
In -Sind 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 four annual events listed above.
3. How will this event benefit the Tigard Community?
The goals of each of the THA events are L• To provide a venue where all family members
can interact with other Tigard community families or individuals in a wholesome, safe
environment. 2. To provide an event that will reacquaint Tigard families with historical
American community traditions. 3. To provide events where Tigard families can feel a
connection with the community of Tigard and contribute toward the enrichment of the
culture that is uniquely Tigard and feel like active participants in community life. 4. Our
THA. events have free admission so that no family member is prohibited by cost to attend. 5.
Each event provides a creative learning opportunity for children. They make a project they
can take home. 6. Each event takes place on the grounds of the John Tigard House
Museum. A docent -led tour of the House is an opportunity for Tigard residents to learn
about the founding of Tigardville and how it grew into today's Tigard.
t. & ww many a. again KVbilUcurs uo yuu anucipare participating m tins event (or these
events)?
800
5. Please submit the following information with this request:
a. Most recent annual budget compared with the prior year's actual revenues and expenditures.
The Budget should identify the period to which it applies, beginning and ending balances,
major revenue sources, major expenditure categories, and number of authorized positions.
b. Audit report or financial statements for the last fiscal year.
c. Articles of Incorporation.*
d. 501(c)(3) status.*
e. Organization Bylaws*
* Information not required if it has been submitted at least once in the last five years.
Please note that a lack of adequate financial information could result in denial of request.
Tigard Historical Association
2012 End of Year Financial Report
General Fund Operating Account
Receipts $2,261.22
Expenditures $19,270.72
Ending Balance $27,117.84
(Expenditure highlights for 2012 include construction of the outdoor annex and indoor pantry
shelving)
Preservation Account
Receipts (interest) $559.37
Transfer from Charles Scwaab $9,679.05
(account closed by D. Feller)
Expenditures $1,492.44
Ending Balance $113,378.95
Certificate of Deposit (matures 3/7/2013)
Interest (0.449 %) $420.15
Ending Balance $93,547.82
Columbia Management
(investment)
Beginning Balance 1/1/2012 $21,333.34
Ending Balance ( +15.4 %) $24,613.38
K. Sadler -Fredd
2/13/2013
Tigard Historical Association 2012
I 4 JAN , FEB MAR APR MAY JUN JUL 1 AUG SEP OCT NOV DEC
i 4 i t JAN
-
iiii
Jan Feb I Mar Apr May Jun Jul Aug Sep Oct Nov EE Dec Date
General Fund '
5.1E +09 Receipts: • --
110 Memberships 360.00 20.00 120.00 180.00 90.00 185.00 155.00 50.00 0.00 180.00 0.00 140.00 1,460.00
120 General donations _M ' 30.00 268.27 1 111.00 94.91 504.18
130.1 C Tigard 100 80 72.60 _- f l 11 7260
1 Cor Donations f-
300 Gift Shop Sales 20.00 56.50 25.00 20.25 121.75
300.1 Interest i r ] 1 3.04 5.56 5.08 4.93 4.47 4.61 27.69
170 Special Tours 75.00 111111111 75.00
Misc. i
TOTALS 360.00' 20.00 120.00 252.60 120.00 260.00 482.81 55.56. 30.08 316.18 4.47 239.52 2,261.22
''''"Funds transfer fr Invest. f________
*Funds Transfer fr Reserve 10,000.00 -
*Frunds transfers (dosed account) ME 23,406.03 I _
•
Expenses: MI i WIWI 5.28 5.28
710 Collections/Supplies _1_,
720 Exhibits 16.19 21.93 11.98 50.08
740,750 Homerepai� =MN 14.30 1 14.30 51.98 - , 1,193.00 38.13 1,239.96 141.60 28.28 2,719.53
745 SHED Construction MN 8,786.00 50.00 1,883.001 1,500.00 2,883.00
760 Insurance _ 1,097.00 50.00
770 Memberships to Org's. , 50.00
- 780 Office supplies ' ' 18.28 48.28 11.13 - 12.23 12.14 102
- 790 Postage , 44.00 90.00 45.001 39.00 218.00
800 Printing ��_ 86.75 15.82 158.75 - 175.78 ` 108.54 I 543.64
810 Professional Svcs. _- 100.00 - 100.00 254.701 454.70
820 Programs 1 - 879.72 24.00 t 130.37 16.25 44.23 894.57
830 Utilities 188.301 222.86 207.80 178.20 197.84 70.20 142.92 187.68 51.88 215.88•. 161.48 211.89 2,036.93
850 Misc. 1.75 702.00 80.00 9.48 793.23
_ 851 Curtis Tigard Birthdays i
75.00 67.25 41.45, 183.70
,TOTAL 7,004.791 1,319.86 618.08 247.20 1,137.03 1,109.08 225.81 3,181.65 2,377.99 282.40 19,270.72
K. Sadler -Fredd
2/12/2013
Tigard Historical Association
2013 Budget
Receipts 2012 2013 Projected
Memberships $ 1,460.00 $ 2,000.00
Donations $ 504.18 $ 500.00
Gift shop sales $ 121.75 $ 120.00
City of Tigard Grant $ - $ 1,500.00
Other $ 175.29
TOTAL $ 2,261.22 $ 4,120.00
Expenditures
Collections /supplies (pres. fund) $ 1,566.46 $ 1,500.00
Exhibits $ 50.08 $ 100.00
Building repairs /maintanence $ 2,719.53 $ 3,000.00
Insurance $ 2,883.00 $ 3,000.00
Office suplies $ 102.06 $ 150.00
Postage $ 218.00 $ 250.00
Printing $ 543.64 $ 500.00
Professional services $ 454.70 $ 400.00
Programs $ 894.57 $ 900.00
Utilities $ 2,036.93 $ 2,200.00
Misc. $ 793.23 $ 300.00
Repairs and paint for the house and front porch will need to be addressed during 2013. Bids will be solicited, and grants
will be sought out to help with these expenses.
1tIsT
L r'
r v 1
, �C�li1
Enriching our future by
EST. 1978
. u�i���` '��- preservzng our past
<sUCI A1��
February 6, 2013
Toby LaFrance
City Finance Office
City of Tigard
13125 SW Hall Blvd.
Tigard, OR 97223
Dear Mr. LaFrance,
It is my pleasure to submit the attached application and supporting documents for a City of Tigard
Events Grant on behalf of the Tigard Historical Association. I became a member of the Association
within the past year and I am so impressed with the volunteers and board members and the careful and
loving work that goes into planning and operating the annual events at the John Tigard House. The
people of Tigard really seem to look forward to these events. They ask important questions about Tigard
history and linger to contemplate old photographs and stories. They show pride that the Tigard House
and grounds are part of their community. Everyone looks forward to seeing Curtis Tigard who attends
as his health allows and greets them warmly.
We appreciate your past grant assistance to THA in holding our events and hope you will continue to
support us in 2013.
Sincerely,
(1 ,, ,.,,/ 1 ee
Elaine Wallick
Publicity /Grants Chair
: 503 - 747 -9856 * PO BOX 230402 TIGARD, OR 97281 * W W W.TIGARDHIS 1'ORICAL.ORG
JOHN TIGARD HOUSE MUSEUM * 103" & SW CANTERBURY LANE * TIGARD,
OREGON
TIG 13125 SW HALL RD O OREGON 97223 �i i9 a rd Life ue.
503- 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14.2013
Event Name: Tigard little League
Address: PO Box 230359
City, State, Zip: Tigard. Or 97281
Contact Name: Jody McGinley
Telephone Number: 503- 545 -8667
E-mail address: Jody.McGinley@Safeway.com
1. Request (express in whole dollar amounts only)
Cash for interest on load and field improvements $ 5,000.00
In-Kind Services -hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet)
Total Request
2. Purpose of Funding Request:
To offset the annual payment made per 2^a amendment of agreement between the City of
Tigard and TLL for the 10 year period
3. How will this event benefit the Tigard Community?
The Cook Park concessions and baseball fields enhance the recreational opportunities of the
youth community of Tigard. Facilities provide a clean, safe and desirable environment for
the families of Tigard.
4. How many Tigard residents do you anticipate participating in this event (or these
events)?
Annual estimate at Coop Park for baseball and soccer events, games, practices and
tournaments is estimated at 30,000.
5. Please submit the following information with this request:
a. Most recent annual budget compared with the prior year's actual revenues and expenditures.
The Budget should identify the period to which it applies, beginning and ending balances,
major revenue sources, major expenditure categories, and number of authorized positions.
b. Audit report or financial statements for the last fiscal year.
c. Articles of Incorporation.*
d. 501(c)(3) status.*
e. Organization Bylaws*
* Information not required if it has been submitted at least once in the last five years.
Please note that a lack of adequate financial information could result in denial of request.
Lizbeth Lutz
From: Steve Martin
Sent: Wednesday, February 20, 2013 2:36 PM
To: Lizbeth Lutz
Cc: Greer Gaston
Subject: RE: Grant application
Hi Liz,
The 2013 Tigard LL payment is $13,330.02 of the total $22,704.17 payment due. I think that is 59 %.
59% of the total $5,000 grant is $2,950.
TLL should get a grant of $2,950.
But please check my math.
Steve
Steve Martin
Parks and Streets Manager
City of Tigard
13125 SW Hall Blvd.
Tigard, OR 97223
503 -718 -2583
steve a()tigard- or.gov
From: Lizbeth Lutz
Sent: Wednesday, February 20, 2013 2:20 PM
To: Steve Martin
Subject: RE: Grant application
I'm just getting back to this as I did not receive any information from Jody and the deadline has past. I didn't receive any
request from Southside. I don't have details of this arrangement to figure out their grant amount...any help is
appreciated.
From: Steve Martin
Sent: Thursday, January 31, 2013 8:06 AM
To: Lizbeth Lutz
Cc: Greer Gaston; Brian Rager
Subject: RE: Grant application
Hi Liz,
The payment schedule is attached.
To get the amount of their grant - take their % of the total payment for 2013. And it is the same % of the
total $5,000 grant.
1
Lizbeth Lutz
From: Jody McGinley <Jody.McGinley @safeway.com>
Sent: Tuesday, February 05, 2013 2:07 PM
To: Lizbeth Lutz
Subject: Grant application
Attachments: 2011 -2012 Season Financials Year End.xls; 2012 -2013 Season Financials February.xls;
Grant Application 2013.pdf
Liz
Attached is the application for the grant to benefit Tigard Little League. I am not sure what the
amount of interest will be for our payment due in October so I completed the application for
5,000.00. I have also attached our financials from last year as well as the financials as of today with
the 2013 projections. We are still in the process of finalizing the registration numbers and will
reforecast based on that income shortly. We are down about 100 kids this year so that will take out
approximately 15,000.
Will you confirm that you have received the documents?
Thanks
Jody
"Email Firewall" made the following annotations.
Warning: All e -mail sent to this address will be received by the corporate e-mail system, and is subject to
archival and review by someone other than the recipient. This e-mail may contain proprietary information and is
intended only for the use of the intended recipient(s). If the reader of this message is not the intended
recipient(s), you are notified that you have received this message in error and that any review, dissemination,
distribution or copying of this message is strictly prohibited. If you have received this message in error, please
notify the sender immediately.
1
Lizbeth Lutz
From: Steve Martin
Sent: Thursday, January 31, 2013 8:06 AM
To: Lizbeth Lutz
Cc: Greer Gaston; Brian Rager
Subject: RE: Grant application
Attachments: Attached Image
Hi Liz,
The payment schedule is attached.
To get the amount of their grant - take their % of the total payment for 2013. And it is the same % of the
total $5,000 grant.
Their payment is $13,330.02 and the total is ($13,330.02 + $9,374.15 (Southside's payment) = $22,704.17).
I think it is around 59% of the grant, but I'll let you do the math, to be sure, `cause I'm in too big a hurry —
I've got to leave.
Steve
Steve Martin
Parks and Facilities Manager
City of Tigard
13125 SW Hall Blvd.
Tigard, OR 97223
503- 718 -2583
steve @ tgard - or.gov
From: Lizbeth Lutz
Sent: Thursday, January 31, 2013 7:36 AM
To: Steve Martin
Subject: RN: Grant application
HELPI
From: Jody McGinley [ mailto :Jody.McGinley@a)safeway.com]
Sent: Wednesday, January 30, 2013 6:46 PM
To: Lizbeth Lutz
Subject: Grant application
Liz
I am getting the details together to apply for the grant — do you know what our interest will be for this
year?
Thanks
1
Cook Park Repayment Schedule Coupon
Payment City Grant! Interest
# Southside Soccer Tigard Little Legue • _ Payment __
Field Payment I Concession Field Payment I Concession Check Swap
2003 _ _ • _ ________ __
1 -May_ _ 1 _____ $ __ 7,500.00 $ 7,500.00
1 -Jul i _ $ _. _ ,000.00 /
2004
1 -May 2 $ 7,500.00 $ 7500.00
1-Jul _ -- - - - — -- , _ �� $ ` __
5,000.00
1 -Oct 3 I $ -- 3,867,72 i ________,4._
$ - 5.9.14 /
2005 .._ _ _.__. _
1-May. _ 4 $ 7,500,00 1 _ $ ..- 7,500.00
1 -Jul . __ i _ _ _.._.__ dv $ 5,000.00
1 -Oct 5 I $ 4,622.07 $ 8,994.79
2006 _ _� _ ___ ___. �.__ .- ___._ ...______ _
1 -May 6 $ 7,500.00 1 $ 7,500.00
1 -Jul , . __ . __�. 1 _. -. _ $ _ . 5,000.00 /
1-Oct 7 I $ 5,576.32 $ 8,266.95
2007 I
1 -Jul — . I -- $ - - - - -- 5,000.00
1-Oct 8 I $ 12,607.26 $ 17,840.26
2008 I
1 -Jul -- . -.._ . i - - $ 5, 000.00
1-Oct _ _ 9 _ _ Y_..._ _ . I $ 12,278.88 __ __ ._..__.......__ $ 17,202.48
2009 I
1 -Jul w - �$ 5,000.00
1-Oct 10 • $ 12,373.66 v $ 17,328.82 - —
2010
1-Jul -- _ __.._ $ 5,000.00
1-OctY _ - -11 -- _ . $ 11,925.15 $ 16,730.89
2011 ._. _61,2_ . D - _: 1 3 � ' -°.,, _ qc� 3 ; t w4.1 _ /. $ j. 9 8' 0 00. 00
1 -Jul 2 _ _ X �
1 -Oct 12 + $ 11,488.03 $ _ 16,148.14 14' p,._..1-
2012 I - 8,000.00
•
1-Oct 1-Jul -_. -.__� — ___ $ __- .. -__..
13 -- -- - -._ __ - - - 1 $ 10,95 - _� _ $ 15,435.61
2013
"1-cif 14 - -__- - $ 9,374.15 __ .- - - --• 13,330.02
Red Italicized r Paid I �_ _.. - `
__ ____/Check your club ]jTigard Little League i LtsouthsideSoccer_ - __ _ -_
Date I 1 __ — Payment #1
.. _ _.. Amount 1$ — Check #[---
/Please m8ke check payable to: the Atfalati Recreation District I
____
/Mail to: 19600 SW Cipole Rd., Tualatin, OR 97062 I .
9/9/2008 2:44 PM Cook Park Repayment Schedule Coupon Page 1 of 3
13125 SW HAIL BLVD. (C G r d ScE4 Tall)
TIGARD, OREGON 97223
503 - 718 -2487
COMMUNITY EVENTS FUNDING REQUEST
pue: February 14, 2013
Event Name: Tigard Safety Town
Address: PO Box 230726
City, State, Zip: Tigard, Oregon 97281
Contact Name Jenny Davis
Telephone Number. 503- 267 -0819
E-mail address: jlbdavis@frontier.com
1. Request (express in whole dollar amounts only)
Cash $4000.00
In -Kind Services -hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet)
Total Request $4000.00
2. Purpose of Funding Request
The purpose of the funding request is to help maintain a relatively low cost program for
participants. Tigard Safety Town is dedicated to providing a quality program that is
affordable for families. In 2011 and 2012 the cost to operate Tigard Safety Town increased.
We would like to use the city funds to offset the recent increase in charges we have incurred
from the Tigard Tualatin School District for the use of Mary Woodward Elementary.
3. How will this event benefit the Tigard Community?
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, horn; 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.
Tigard Safety Town
Financial Statement
2013 Budget Year
:2013 Budget ; .I I 2013 Actual I
INFLOWS .
Donations Received
C
,+� O� <
Grants x f' x *,f s'
Tuition S �
TOTAL INFLOWS : P:: ro : y 5 `J,a $0.00
Financial Aid - Scholarships . 6 , AV-
',k:• tAr4441 OUTFLOWS ; �' ',:
1 • Bank Charges s. : 4=:Y
Board Expenses * ON. � 4 s
Equipment � 0 . 1 <�.
Gift Certificates - Student Helpers AQ n 4� . •
Gifts - Speakers '' -1 ,, " {
Gifts - Sponsors ; .. ll '
Insurance -,,}; 5 . ,!' W t .,
Maintenance :House and Car
Maintenance : Painting Blacktop ,,no f� °' " -`,
C . ? 4 '7 ,. b "'•
Miscellaneous
Post Office Box Rental , -`,
Payroll Expenses q "v 4 -.0 ;3
Postage x k =; ;tk �: ?
Printing I' y1 }9 P:1 s � ° •
Publicity ; g � CA:. �` ,
Rent '.,:} e f*
Special Programs ` • 4 ^_ 4 ' �
Supplies ;# ;, :z:, '= .;
F'
Art Supplies :.ft :' <4 ' .z; .i ttx
Lanyards `�` h ,, " ""
Office Supplies ; .4 p4 t 2
x
Supplies /Other r ,} �u z Vi ;,
k ea
Registration F f } 1
Student Instructor Party
T- shirts ;szc�a.
Tax and Licenses i1, ., e �
Website Set -up and Maintenance '•`A 4..v- . >' .td .�,,,
TOTAL OUTFLOWS ; :. ®1.3Jte : ';a $0.00
NET CASH INFLOW (OUTFLOWS) $ ', ?9 ;;�-,; $0.00
BEGINNING CASH g �a' Yi
ENDING CASH IE1?l?;-3-,`; I $20,178.46 I
Prepared by Allen Wood 2/8/2013
Tigard Safety Town
Financial Statement
2012 Budget Year
I20 014101 1 ( 2012 Actual I
INFLOWS 0-'':.7:''''' x ,v
Donations Received = -rr ®,e $ 1825
Grants y b0 , M 4000
Tuition iV „'= 9430
s
TOTAL INFLOWS $16 .2W, $15,255.00 •
Financial Aid - Scholarships 300 260
OUTFLOWS `' " "
Bank Charges t.. 0
Board Expenses ' 450 290.48
Equipment 0
Gift Certificates - Student Helpers 960 960.00
Gifts - Speakers 200 170.00
Gifts - Sponsors i 200
Insurance 3000 2945.00
Maintenance : House and Car 1000 46.34
Maintenance : Painting Blacktop 0
Miscellaneous 0 461.45
Post Office Box Rental 70 86.00
Payroll Expenses 3600 3600.00
Postage 100 25.20
Printing . 400 120.00
Publicity 150
Rent 4550 4051.00
Special Programs 0
Supplies
Art Supplies 150 133.53
Office Supplies 100 74.53
Supplies /Other 0
Registration i 50
Student Instructor Party i 150 156.00
T-shirts 1200 1316.45
Tax and Licenses . 60 60.00
���'' 200
Website Set-up and Maintenance Ea
:7
TOTAL OUTFLOWS *41690 $14,495.98
°`?
NET CASH INFLOW (OUTFLOWS) j % " �ry w
{ ) :� nn.. �Q 1 $759.02
BEGINNING CASH i $1 > i 1 ( a 3 944
yy 4 ,
f = �;�4 '9`
ENDING CASH i9 54; . I I $20,178.46 I
Prepared by Allen Wood 2/7/2013
13125 SW HALL BLVD. I Viat r Vcii EPe 1 S
TIGARD, OREGON 97223 I
503 -718 -2487
COMMUNITY EVENTS FUNDING REQUEST
Due: February 14, 2013
Event Name: Tualatin Riverkeepers' Nature Recreation Events
Address: 11675 SW Hazelbrook Drive
City, State, Zip: Tualatin. OR 97062
Contact Name: Monica Smiley
Telephone Number. 503 -218 -2580
E -mail address: monica @tualatinriverkeepers.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
Total Request $3,500
2. Purpose of Funding Request:
Nature Recreation: Connecting Tigard Residents to the River in Their Community
Goal : Tualatin Riverkeepers (TRK) will provide canoe and kayak experiences on the
Tualatin River for 700 participants at Cook Park in Tigard. Each spring TRK recruits and
trains a new corps of volunteer Paddle Trip Leaders. Guides lead 1,000 people on
paddle trips annually to promote the beauty and recreation opportunities of the
Tualatin River. With fleets of canoes and kayaks, donated by the Washington County
Visitors Association, TRK is able to serve residents of Tigard, neighboring cities and
visitors as well.
Nature Day Camp, Cook Park, 80 participants.
Campers participating in Summer Nature Day Camps at the Dirkson Nature Park will
participate in a one -day river adventure paddle trips. Their float trip will both start and
end at Cook Park.
Cook Park Summer Boat Rentals, Weekends, loam — 7pm, July— September, 400
participants. Cook Park Boat Rentals will continue to expand opportunities to
experience the Tualatin River though paddle recreation by making boats and gear
available to the public for rent seasonally. Nearly 500 paddlers have been served
through Cook Park Boat Rentals since the operation began in 2011.
Public Tours, Two Paddle Trips, 50 participants. TRK will coordinate a minimum of two
public tours on the Tualatin launching from Cook Park. Paddlers will have the
opportunity to experience the Tualatin led by TRK's experienced guides. Perfect for
first -time paddlers, families with children or anyone who would like a little extra help,
TRK provides volunteer support to make the recreation experience fun and accessible
TUALATIN RIVERKEEPERS 2012 Actuais / 2013 Budget
2013 2012
Revenue
Budget Actuals
New Revenue
Contributions 7,000 11,509
Memberships 40,000 41,223
Grant Income Pending 115,000 114,606
ESOR 6,700 4,684
Special Events 65,000 59,026
Program Service Fees 31,000 29,378
interest 25 13
Merchandise Sales 500 685
Misc Revenue 1,460
Total Revenue 265,225 262,584
Released from Restriction
Foundation Grants 16,000
Government Grants /Contracts 80,700
96,700 29,137
Total 361,925 291,721
Expenses
Personnel
Executive Director FT 55,000 53,828
Advocacy manager PT 35,000 32,903
Environmental Education Coordinator FT 32,000 30,800
Office Administration PT 16,000 15,815
Salaries 138,000 133,346
Payroll Taxes 15,000 13,134
Health Care 7,596 6,957
Retirement 3,600 7,650
Payroll fees & charges 1,236 1,320
Total Personnel Expenses 165,432 162,408
Operating
Contract Services 57,964 38,310
Events Expense 16,750 15,565
Occupancy 3,750 3,690
Postage & Printing 9,000 6,892
Audit/Review 10,000 9,515
Office Costs 8,000 7,898
Insurance 9,186 9,579
Staff Development 3,500 2,208
Travel 2,580 2,790
Equipment Expenses 4,000 3,568
Advertising 1,618 1,363
Misc (CC & Bank Fees) 2,600 3,521
Meetings /Food & Beverages 650 853
MembershipNolunteer 600 499
Board Development 200 200
Professional Dues & Membership 450 457
Business Liscenses & Fees 350 343
Subscriptions / Publications 560 560
Total Operating Expenses 131,758 270,219
Total Expenses 297,190 270,219
In -Kind Services -hours (use of City property, City staff support,
etc. Please explain the services requested on a separate sheet)
TRK requests storage of canoes and kayaks for seasonal use at the Cook Park
Maintenance Compound. TRK estimates storage space from July — September at Cook
Park at $1,000. TRK recognizes that receipt of grant funds does not guarantee use of
storage space. TRK will acquire all permits needed to provide services described in this
application.
L11 x yr i ivnnL, ■ • • 1.� u V U I I (-
13125 SW HAIL BLVD. J
TIGr1RD, OREGON 97223 anTho 503 - 718 -2487 mL n i l 1 la( \id.
COMMUNITY EVENTS FUNDING REQUEST
`J �
Due: February 14, 2013
Event Name Tualatin Valley Community Band (www.tvcb.org)
Address: P.O. Box 230773, Tigard, Oregon 97281 -0773
Contact Name: Phillip Pasteris, Board President
Telephone Number: 503 -639 -9740 (h), 503- 201 -6908 (cell)
E-mail address: phil.pasteris @fro tier.com
1. Request (express in whole dollar amounts only)
Cash $2,000
In -Kind Services -hours (use of City property, City staff support, etc. Please explain the services
requested on a separate sheet)
In -Kind Request: Use of the Bishop- Scheckla Structure in Cook Park on Tuesday evenings for
weekly rehearsals and free public summer concerts during June and July 2013. Tigard has
already reserved the facility for TVCB use.
Total Request $2,000
2. Purpose of Funding Request:
To partially fund six free (no admission fee) concerts for the Tigard Community. Funds
provided will also be used to purchase music, performance venue rental (when not donated),
and advertising to promote concerts to the community. These concerts also provide a
performance opportunity for school -aged youth and adult members of the community: With
community support, our all- volunteer organization is able to provide "live music" to local
residents who may not be able to travel great distances, such as the Summerfield and King
City Communities.
3. How will this event benefit the Tigard Community?
Our free family - friendly concerts are offered throughout the year, promoting the values of the
community and offering an opportunity for members of the Tigard Community, to be
exposed to a quality cultural experience. Not only do community members of all ages attend
and enjoy TVCB's performances, but our members range in age from 14 — 80+. During 2012
TVCB performed six free concerts in the Tigard area.
4. How many Tigard residents do you anticipate participating in this event (or these
events)?
Over 50% of our band members are residents of Tigard. Our concerts are open to the general
public and we will perform before 1,500 to 2,000 people in those six concerts, not including
the 4th of July celebration, which always has a substantial gathering. The "Music Is for Life"
concert brings together the band and students from within the Tigard/Tualatin School District
and donations received at that concert go directly to our scholarship program. We will play
at the Tigard 4 of July Fireworks celebration and our "Sounds of Summer" concert in Cook
Park is always well attended (many residents bring picnics and their families play nearby
.,1„1P Pn;nvino the musicl. Our Winter Holiday concert regularly fills Deb Fennell
In 2013, we also anticipate ortering a tnemea concen L L1L Lviay u.,. n.., u.... ., y,.. =.... b ..
perform for the Tigard Tree Lighting in December. Finally, our summer rehearsals on
Tuesday evenings at the Cook Park gazebo are attended by residents who come down just to
listen to us rehearse — makes for a pretty pleasant summer evening.
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.
Exhibit 1
Most recent TVCB annual budget compared with the prior year's actual revenues and expenditures for the
period 1/1/2012 to 12/31/2012 and TVCB Board adopted 2013 budget.
TVCB PLANNING BUDGET 12/31/2012
ACTUAL Adopted
:01)6E1 FY -2012 FY -2013
GENERAL FUND $16,601.91
INCOME
Membership (Shirt-Folio) ;;.:; :` ,'. `: $31.42
CD Archive Sales .$200.00 $74.00 $0.00
Donations :$3,100.00 • $4,002.42 $3,900.00
Folio Purchase ::,'.`$139.30.: • $65.00
TVCB Shirt Sales ;' $210.00
Interest Income Checking $25.00 $20.90 $25.00
Replacement Music
EXPENSES
Ads - Publicity ;•.$100,00.. $0.00 $25.00
Business Tax (State of Oregon) ' 1::.!$80,00 ,'. '.' • $60.00 $60.00
Insurance '$5®.00: , ' $497.00 $525.00
Office Supplies r ;:a .$30.00 $48.98 $50.00
P 0 Box Rent $46.00 $46.00 $58,00
Postage $22.00 $7.92 $10.00
CD Costs (Concert Recording) ...::$300.00 ; $200.00 $200.00
Entry Fees • , $150.00 :..; $150.00 $150.00
Rehearsal space (was:Paid to TTSD (Rental)) •$200.00 • $0.00 $0.00
Finance Charge
Rent Paid (Concerts) `. $45.26 $1,500.00
Concert Expenses $75.00 $7.98 $25.00
Music Performance Rights $550.00 $550.00 $275.00
Instrument Rental (TTSD)
Instrument Service •
Instruments
Printing
Donations
TVCB Shirts ` ` $200 .00 $242.00 $105.00
Music Purchases • $800.00 $860.55 $900.00
Music shipping $80.00 $70.96 $80.00
Shipping (music return) $50.00 $14.55 $40.00
Folios $0.00
Misc. (audio system) $500.00 $0.00 $0.00
TOTAL ENS1.S i.,iL k. ,a a lent -tr ASO �. ✓ . ar ce =a e a a � r 'r r§ �fi y �. '
(INCOME - EXPENSES) 41,368.70 $1,296.12 $197.00
SCHOLARSHIP FUND
Starting Balance ' • $2,681.02 • * $2,681.02 $2,754.42
Interest Income CD Scholarship $120.00 $123.40 $120.00
Scholarship Donations $240.00 $450.00 $240.00
Total Income ;$360.00 $573.40 $360.00
Expenses $1,500.00 $500.00 $500,00
Final Balance $1,541.02 $2,754.42 $2,614.42
NET BALANCE CHANGE - $1,140.00 $73.40 - $140.00
Budget notes: Anticipated major income sources: City of Tigard $2,000, free will donations at concerts
$1,000, Intel volunteer grants$700, 4 of July Committee $200. Anticipated major expenditures are venue
rental $1,500, music purchase $900, and liability insurance $525. Authorized positions are President,
r Tualatin Valley Community Band
P.O. Box 230773
P ti Communit Tigard, OR 97281 -0773
ti11 Band
February 11, 2013
Mr. Toby LaFrance
Finance and Informational Services Director
City of Tigard
13125 SW Hall Blvd.
Tigard, OR 97223
Dear Mr. LaFrance,
I am pleased to submit our 2013 community events grant request to the City of Tigard.
I believe the material provided is complete. If you have any questions about the
content of this application, do not hesitate to contact me at 503 -639 -9740 or
phi I.pasteris @frontier.com.
We look forward to working with the City of Tigard to continue our tradition of serving
the Tigard Community with quality, live musical performances and opportunities for all
to participate in our organization.
SincerelyI RSff2A/L-S
Phil Pasteris
President, Tualatin Valley Community Band
Cc: Tualatin Valley Community and Board of Directors, TVCB, P.O. Box 97281-
0773, Tigard, OR 97281 -0773
•
lllTrlR[,
L ,
April 10, 2013 City of Tigard SUPPLEMENTAL PACKET
FOR _ • F r � f2 Senator Lee Beyer, Chair (DATE O M ETING)
Senator Bruce Starr, Vice Chair
Members of the Senate Committee on Business and Transportation
900 Court Street
Salem, Oregon 97301
RE: Tigard Opposes SB 644: Qualifications -Based Selection (QBS) Process
Dear Chair Beyer and Members of the Committee:
The City of Tigard stands with the League of Oregon Cities, cities of Hillsboro and Beaverton, and
Medford Water Commission in strongly opposing Senate Bill (SB) 644 Qualification -Based
Selection rules. Direct procurement as it stands under the current law has the given Tigard its last
remaining measure of flexibility for procuring engineering services under the otherwise onerous
QBS process.
Expansion of the QBS process will limit Tigard's ability to make the best use of public money. The
City can better manage public finances by having the discretion to decide to what extent price will be
considered in the consultant selection process, providing that a well- qualified consultant is ultimately
selected. The size and complexity of a project are the most important factors in determining if using
QBS process will provide the best overall value for the public.
Three other reasons for Tigard's opposition are,
■ Evidence is lacking in whether projects designed by a consultant selected through a QBS
process achieves the "lowest life cycle costs."
✓ Without knowing the proposed work hours in the initial proposal hampers our ability to
determine whether a well - qualified firm will deliver a good value to the public.
✓ Opportunities for small engineering firms in our community would be limited.
We support fair and equitable procurement policies; however, we believe proposed changes to the
current QBS law are being rushed through the legislative process without ample time for all
stakeholders to assess the efficiency and effectiveness of the QBS process, which was just
implemented last January 2012.
Sincerely,
John Cook, Mayor
City of Tigard
(Please keep remarks to around 2 -5 minutes. If a large number of citizens have signed in, the Mayor may
ask that testimony be kept to around 2 minutes.)
The Council wishes to hear from you on other issues not on the agenda, but asks that you first try to resolve
your concerns through staff.
This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and records laws. All
written and oral testimony becomes part of the public record. The names and addresses of persons who attend
or participate in City of Tigard public meetings will be included in the meeting minutes, which is a public
record.
NAME, ADDRESS & PHONE TOPIC STAFF
Please Print CONTACTED
Name:
Also, please spell your name as it sounds, if it will
help the presiding officer pronounce:
Address 11C) 0"C\
City
State Zip
Phone No.
Name:
Also, please spell your name as it sounds, if it will
help the presiding officer pronounce:
Address
City
State Zip
Phone No.
Name:
Also, please spell your name as it sounds, if it will
help the presiding officer pronounce:
Address
City
State Zip
Phone No.
SUPPLE ENTAL PACKET
City Council Update FOR c
Chamber Events OF MEETING)
�
EETING �-
e m � �
• 4/11/13 — A.M. Networking Foot Solutions @ Their New Location next to Albertsons
• 4/18/13 — A.M. Networking Doterra @ TACC
• 4/23/13 — Tigard Young Professionals, Breakfast of Champions — Game Time, 8:00 a.m. Eat & Learn
• 4/24/13 — Lunch Local at West Coast Bagel — 11:45 a.m. to 1 p.m.
• 4/25/13 — A.M Networking Collaborative Business Solutions, LLC @ TACC
• 4/26/13 — 2013 Tigard Shining Stars Community Awards Celebration, 5:30 -9 p.m. Embassy Suites —
Tickets available at the Shining Stars Icon on the chamber website at www.tigardchamber.org
• 5/10/13 — Tigard Young Professionals Casino Night — 6:30 p.m. Roaring 20's Theme — Open to the
Community
For more information on all events visit our event calendar at http : / /business.tigardchamber.org /events /calendar/ Or go to
www.tigardchamber.org and click on the calendar icon.
Tigard Farmers Market Update
We are excited to announce Burgerville as our Title Sponsor for the Tigard Farmers Market. Burgerville's focus on
fresh, local and sustainable food and their community engagement are a good fit with the Tigard Farmers Markets
focus on bringing community, farmers and non - profits together in a way that benefits all.
We open in about 4 weeks and want to remind our patrons of our new location in the PW parking lot at Burnham
and Hall for this season opening on Sunday, May 12 2013. Again, thank you to the City of Tigard for their support
and neighboring businesses like Frontier and KEI Embroidery who are providing customer and vendor parking.
Tigard citizens wanting more information should check the recent April issue of Cityscape and the TAFM website at
www.tigardfarmersmarket.org or sign up for our newsletter. Non - profits wanting a free booth during market
season can also apply on the market website.
Downtown Updates
Downtown Tigard's 3rd Friday in April is 4/19/13. Check local merchants closer to that date for specials.
Join our Downtown Tigard newsletter e-mail list for updates, specials and events start by texting DTTIGARD to
22828. The newsletter should roll out in the next month or two.
We've launched a new Explore Downtown Tigard facebook page. Learn what there is to do in Downtown Tigard by
liking that page on Facebook at www. facebook .com /exploredowntowntigard
The Tigard Chamber is excited to announce that Symposium Coffee is coming to Downtown Tigard, in the front
section of the Tigard Chamber building. Symposium Coffee is a full service coffee cafe with a full coffee and tea
menu accompanied by a breakfast and lunch menu. Symposium Coffee opened two years ago in Sherwood and is
known to local's as Sherwood's Living Room. They are excited to open their second location in Downtown Tigard
and hope to bring that same sense of community to Tigard. Anticipated open date is the end of April. Learn more
at www.symposiumcoffee.com
Tigard High School Agenda
SUPPLEMENTAL PACKET
Student Envoy`Megan RisingerlASB President)
FOR 1n)
Meeting: April 9, 2013 (DATE OF MEETING)
Past: Ca-1 y �� COm rn�.�,trt cct
c
Monday 25 — 29 - Spring Break
This Week:
Monday April 8 — "Mob the Mound" boys baseball game against Tualatin. Won 5 -4 in
the 10 inning
Tuesday April 9 — Choir District Festival
Wednesday April 10 — Track and Field Meet against Tualatin
Thursday April 11 — Last Day of the Quarter
Thursday April 11 — Tigard's Got Talent
Friday April 12 — No School. End of the Quarter
Friday April 12 — Light of the Living Blues
Future:
Saturday April 20 — THS Auction
Tuesday April 23 - ACT /PLAN/ EXPLORE standardized testing. Seniors — No school
Monday April 6 -10 — Teacher Appreciation Week
Saturday May 11 — Prom
Location: Montgomery Park
Theme: A Surprise
AIS -1264 3. A.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Approve City Council Meeting Minutes
Submitted By: Cathy Wheatley, Administrative Services
Item Type: Motion Requested Meeting Type: Consent Agenda
Public Hearing: Publication Date:
Information
ISSUE
Approve City Council meeting minutes.
STAFF RECOMMENDATION / ACTION REQUEST
Approve minutes as submitted.
KEY FACTS AND INFORMATION SUMMARY
Attached council minutes are submitted for City Council approval. The January 29 minutes will be attached no later
than Thursday, April 4 or rescheduled to a future council date.
OTHER ALTERNATIVES
N/A
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
N/A
DATES OF PREVIOUS COUNCIL CONSIDERATION
N/A
Attachments
January 29, 2013, City Council Minutes (Placeholder)
February 5, 2013 CCDA, City Council and LCRB Minutes
February 19, 2013 City Council Minutes
Agenda Item No. _ill 1
Meeting of p/, i q ,Q 0/3
Attachment 1 for April 9 Tigard City Council Consent Agenda consideration of meeting minutes are
the minutes for the January 29, 2013 Tigard City Council meeting. These minutes are being edited
and will be attached this agenda item summary no later than April 4, 2013 or moved forward to a
future City Council meeting.
AIS -1265 3• B.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Receive and File: Council Calendar and Council Tentative Agenda
Submitted By: Cathy Wheatley, Administrative Services
Consent - Receive
Item Type: Receive and File Meeting Type: and File
Public Hearing: No Publication Date:
Information
ISSUE
Receive and file the Council Calendar and the Tentative Agenda for future Council meetings.
STAFF RECOMMENDATION / ACTION REQUEST
No action requested; this is a receive and file summary for information purposes.
KEY FACTS AND INFORMATION SUMMARY
Attached are the Council Calendar and the Tentative agenda for future Council meetings.
OTHER ALTERNATIVES
N/A
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
Long -Term Council Goals: Continue pursuing opportunities to reduce traffic congestion.
DATES OF PREVIOUS COUNCIL CONSIDERATION
N/A - Receive and File Items
Attachments
Three -Month Council Calendar
Council Meeting Tentative Agenda
Agenda Item No. 3 8 1
For Agenda of April 9, 2013
11
MEMORANDUM
TIGARD
TO: Honorable Mayor & City Council /City Center Development Agency Board
FROM: Cathy Wheatley, City Recorder
RE: Three -Month Council /CCDA Meeting Calendar
DATE: April 2, 2013
April
2 Tuesday Council Meeting & City Center Development Agency Meeting – 6:30 p.m., Town
Hall
9* Tuesday Council Business Meeting –6:30 p.m., Town Hall
16* Tuesday Council Workshop Meeting – 6:30 p.m., Town Hall
22 Monday Budget Committee Meeting – 6:30 p.m., Public Works Auditorium
23* Tuesday Council Business Meeting –6:30 p.m., Town Hall
29 Monday Budget Committee Meeting – 6:30 p.m., Public Works Auditorium
30 Tuesday Tigard Town Hall – 6:30 p.m., Library Burgess Community Room
May
6 Monday Budget Committee Meeting – 6:30 p.m., Public Works Auditorium
7 Tuesday City Center Development Agency Meeting – Town Hall – 6:30 p.m. followed by a
City Council Executive Session
13 Monday Budget Committee Meeting – 6:30 p.m., Public Works Auditorium
14* Tuesday Council Business Meeting -6:30 p.m., Town Hall
21* Tuesday Council Workshop Meeting -6:30 p.m., Town Hall
27 Monday Memorial Day – City Hall offices closed
28* Tuesday Council Business Meeting -6:30 p.m., Town Hall
June
4 Tuesday City Center Development Agency – 6:30 p.m., Red Rock Creek Conference Room
11* Tuesday Council Business Meeting -6:30 p.m., Town Hall
18* Tuesday Council Workshop Meeting – 6:30 p.m., Town Hall
25* Tuesday Council Business Meeting – 6:30 p.m., Town Hall
Regularly scheduled Council meetings are marked with an asterisk M.
I: \adm \city council \council calendar \3 -month calendar for c mtg 130409.doc
M Agenda Item No. g Meeting Banner ❑ Business Meeting ❑
;tudy Session ❑ Special Meeting 4 Meeting of Apr, ( 9 , l 0 (
:onsent Agenda ❑ Meeting is Full a O/
Workshop Meeting ❑
City Council Tentative Agenda
4/1/2013 1:09 PM - Updated
=orm Meeting Submitted Meeting Inbox or
Date By Type Title Department Finalized
it 1119 04/09/2013 Carol Krager AAA April 9, 2013 City Council Business Meeting � I 1 I
----HI
1195 04/09/2013 Liz Lutz ACCSTUDY 25 Minutes - Review of 2013 C6Yf ihity Event Funding • racial and 03/11/2013 I
Requests InforServices
L209 04/09/2013 S Zodrow ACCSTUDY 15 Minutes - Executive Session - Labor Relations 02/25/2013
I
. II
[087 04/09/2013 Greer ACONSENT Consent Item - Authorize Mayor to Execute an Agreement Public Works MartyW, City
Gaston w /ODOT to Partially Fund Main St Phase II Improvements Manager
L089 04/09/2013 Greer ACONSENT Consent Item - Authorize the Mayor to Execute an Public Works MartyW, City
Gaston Amendment to an Agreement with ODOT to Partially Fund Manager
Main Street Phase I Improvements
L200 04/09/2013 Judith Gray ACONSENT Consent Item - Approve Nomination of Tigard Applications Community 03/27/2013 I
for Regional Flexible Funds for Transportation Projects Development
L204 04/09/2013 Greer ACONSENT Consent Item - Amendments to a Resolution of Necessity Public Works 03/25/2013 I
Gaston (Res No. 12 -01) Adopted by Council on January 24, 2012
L216 04/09/2013 Liz Lutz ACONSENT Consent Item - Appoint Alternate Budget Committee Financial and 03/11/2013
Member Melanie Boekee to the Budget Committee to Information
Replace Resigning Member Cathy Hearn - Resolution Services
L228 04/09/2013 Greer ACONSENT Consent Item - Authorize the Mayor to Execute an Public Works MartyW, City
Gaston Intergovernmental Agreement with Washington County on Manager
the Walnut Street Improvement Project
L246 04/09/2013 Sean ACONSENT Consent Item - Appoint Alternate City Center Advisory Community 03/27/2013
Farrelly Commissioner Carine Arendes to the City Center Advisory Development
Commission to Replace Resigning Member Tamera Slack
.1 Pagc
\adm \carol \tentaty ag \2013 \april 1 2013.docx
Jeering Banner ❑ Business Meeting ❑
, tudy Session ❑ Special Meeting ❑
:onsent Agenda ❑ Meeting is Full .
Workshop Meeting ❑
City Council Tentative Agenda
4/1/2013 1:09 PM - Updated
- ---II
L207 04/09/2013 Joanne CCBSNS 1 5 Minutes - Proclaim April 7 -14 National Days of City Management 03/11/2013
Bengtson Remembrance
L192 04/09/2013 John Floyd CCBSNS 2 20 Minutes - Quasi Judicial Public Hearing ZCA2013- Community MartyW, City
00001 Lennar Annexation Development Manager
L190 04/09/2013 Carissa CCBSNS 3 10 Minutes - Consider Ordinance to Amend the Tigard Financial and 03/27/2013
Collins Municipal Code (TMC) 15.20 Street Maintenance Fee Info Services
1253 04/09/2013 Joseph CCBSNS 4 5 Minutes - Contract Award - East Butte Heritage Park Financial and MartyW, City
Barrett Improvements Info Services Manager
1159 04/09/2013 Carissa CCBSNS 5 15 Minutes - FY 2013 Third Quarter Supplemental Budget Financial and 03/25/2013 I
Collins Amendment Info Services
Total Time: 55 of 100 minutes have been scheduled
1130 04/16/2013 Carol Krager AAA April 16, 2013 City Council Workshop Meeting
— II
1211 04/16/2013 M Daniels CCWKSHOP 30 Minutes - Goal 10 Population and Housing Review Com Dev Daniels M, I
1221 04/16/2013 Cathy CCWKSHOP 30 Minutes - Discuss Economic Development Strategy City Management MartyW, City
Wheatley Manager
1249 04/23/2013 Kent Wyatt ACCSTUDY 30 Minutes - Discuss an ordinance for regulating social City Management Wyatt K,
gaming in Tigard
1235 04/16/2013 'Greer CCWKSHOP 10 Minutes - Briefing on IGA with Wash Co Regarding the Public Works Stone Mike, City I
Gaston Construction of a Water Line to Serve River Terrace Engineer
1236 04/16/2013 G Gaston CCWKSHOPI30 Minutes - Briefing on CIP Projects Public Works Stone Mike, I
Total Time: 130 of 180 minutes have been scheduled
1217 04/22/2013 Cathy AAA Budget Committee Meeting; 6:30 p.m., Public Works
Wheatley Auditorium
I
2 1 P , r l
i:Aadm \cirol \icni.uv ■ 'nl y I I , il ;.1 ■
•
fleeting Banner Business Meeting 0
tudy Session Special Meeting g
;onsent Agenda Meeting is Full
"orkshop Meeting 0
City Council Tentative Agenda
4/1/2013 1:09 PM - Updated
04/23/2013 Carol KragerJIAAA A77 275013 013 City Council Business Meeting
Illt5 04/23/2013 Darren ACCSTUDY 20 Minutes - River Terrace Community Plan Consultant Community Wyss D, Senior
Wyss Selection Development Planner
Total Time: 20 of 45 minutes have been scheduled
1.174 04/23/2013 Greer ACONSENT Consent Item - Authorize the Mayor to Execute an Public Works Gaston G, Conf
Gaston Intergovernmental Agreement Regarding River Terrace Executive Asst
Utility Improvements
1252 04/23/2013 Judith Gray ACONSENT Consent Item - Tigard /TriMet Application for New Transit Community Gray 3, Sr
Service on SW 72nd Avenue Development Transportation
Planner
1245 04/23/2013 Joseph ACONSENT Consent Item - Award Contract for FY 2013 -2014 Pavement Financial and MartyW, City
Barrett Management Program Slurry Seal to Blackline, Inc. Information Manager
Services
1254 04/23/2013 Tom ACONSENT Consent Item - Authorize Submittal of Two Applications for Community Wiley, C., Sr.
McGuire Metro's Community and Development Grant Program - Development Administrative
Cycle 3 Spec.
_ II
3 1 Page
: \adm \ carol \rental ag \2013 \april 1 2013.docx
leeting Banner ❑ Business Meeting ❑
Ludy Session ❑ Special Meeting ❑
;onsent Agenda ❑ Meeting is Full .
workshop Meeting ❑
City Council Tentative Agenda
4/1/2013 1:09 PM - Updated
L214 04/23/2013 Joanne CCBSNS 1 5 Minutes - Proclaim May as Bike Month City Management 03/11/2013
Bengtson
L244 04/23/2013 Greer CCBSNS 15 Minutes - Discuss Solid Waste Rate and Franchise Fee Public Works Wright, M., PW
Gaston Increases Business Manager
L248 04/23/2013 Cathy CCBSNS 2 30 Minutes - Discussion with Metro Councilor Craig Dirksen Administrative
heatley Services
1.258 04/23/2013 Joseph CCBSNS 3 5 Minutes - Contract Award - System Integrator Services Financial and LaFrance T, Fin /Info I
Barrett Information Services Svcs Director
L259 04/23/2013 Joseph CCBSNS 4 5 Minutes - Contract Award - FY 2013 -2014 Pavement Financial and LaFrance T, Fin /Info I
Barrett Management Program - Pavement Overlay Information Services Svcs Director
L241 04/23/2013 Joseph CCBSNS 5 10 Minutes - Public Hearing to Grant an Exemption from Financial and Barrett J, Sr Mgmt
Barrett the Competitive Screening and Selection Process For the Information Services Analyst - Finance
72nd and Dartmouth Project
1167 04/23/2013 Renee CCBSNS 6 10 Minutes - Consider a Resolution of Necessity to Acquire Public Works Stone Mike, City
Ferguson Property for the 72nd Avenue /Dartmouth Street Intersection Engineer
Improvement Project
1169 04/23/2013 Kristie CCBSNS 7 10 Minutes - Adopt a Resolution of Necessity to Acquire Public Works Berry G, Project
Peerman Property for Derry Dell Creek Culvert Replacement Project Engineer
1f Total Time: 90 of 100 minutes have been scheduled
11
11 Page
:Aadm \carrel \tcntat. ag \2013 \april 1 2013.docx
Meeting Banner 0 Business Meeting ❑
Study Session p Special Meeting 2
Consent Agenda Meeting is Full
Workshop Meeting
City Council Tentative Agenda
4/1/2013 1:09 PM - Updated
L 04/29/2013 Cathy AAA Budget Committee Meeting; 6:30 p.m., Public Works Auditorium
Wheatley
II
1219 05/06/2013 Cathy AAA Budget Committee Meeting; 6:30 p.m.; Public Works Auditorium
Wheatley
II
1122 05/07/2013 Carol CCDA May 7, 2013 City Center Development Agency Meeting City Management
Krager
1247 05/07/2013 Sean CCDA 20 Minutes - CCDA- Real property transactions negotiations Community 03/25/2013
Farrelly Development
Total Time: 20 of 100 minutes have been scheduled
11
1262 05/07/2013 Loreen Mills CCSPEC 20 Minutes - Executive Session: PGE Franchise Negotiations City Management Wheatley C, City I
Update Special Council Meeting after CCDA Meeting of 5/7 Recorder
Total Time: 20 Minutes
I
1220 05/13/2013 Cathy AAA Budget Committee Meeting; 6:30 p.m., Public Works Auditorium
Wheatley
i 1 Page
\adm \carol \tentary ag \2013 \april 1 2013.docx
Meeting Banner ❑ Business Meeting ❑
;tudv Session ❑ Special Meeting ❑
_:onsent Agenda ❑ Meeting is Full ❑
Vorkshop Meeting ❑
City Council Tentative Agenda
4/1/2013 1:09 PM - Updated
1123 05/14/2013 Carol AAA May 14, 2013 City Council Business Meeting
Krager
11
1210 05/14/2013 S Zodrow ACCSTUDY 20 Minutes - Executive Session - Labor Relations 02/25/2013 I
1256 05/14/2013 Darren ACCSTUDY 25 Minutes - River Terrace Community Plan - Community Wyss D, Senior Planner
Wyss Infrastructure Financing Development
lig .a of 4! have been sche ,�
1199 05/14/2013 John Floyd CCBSNS 1 40 Minutes - DCA2012 -00003 MASCO Community Floyd 3, Associate
DEVELOPMENT CODE AMENDMENT Development Planner
1180 05/14/2013 Cheryl CCBSNS 2 60 Minutes - Community Development Code Community Caines C, Assoc
Caines Amendment - Parking Requirement Modifications Development Planner
10202 05/14/2013 Carissa CCBSNS 3 15 Minutes - River Terrace Street Maintenance Financial and Collins C, Sr Mgmt I
Collins Fee InfoServices Analyst (Fin Adm)
II
1124 05/21/2013 Carol AAA May 21, 2013 City Council Workshop Meeting
Krager
II
1085 '05/21/2013 G Gaston CCWKSHOPI15 Minutes - Review Draft Sustainability Plan Public Works (Wright, M., II
1137 05/21/2013 Judith Gray CCWKSHOP 45 Minutes - SW Corridor Plan Update Community Gray J, Sr Trans
Development Planner
1158 05/21/2013 Alison CCWKSHOP 20 Minutes - Joint Meeting with the Library Board Library Grimes A, Conf. Exec. I
Grimes Assistant
1257 05/21/2013 Darren CCWKSHOP 30 Minutes - River Terrace Community Plan Update Community Wyss D, Senior Planner I
Wyss Development
Total Time: 110 of 180 minutes have been scheduled
— II
G I 1) agc
:Aadm \ carol \tcntaty ag \2f)13 \april 1 2()13.(I,,cy
■Iecting Banner ❑ Business Meeting ❑
;tudy Session ❑ Special Meeting ❑
;onsent Agenda ❑ Meeting is Full .
X'orkshop Meeting ❑
City Council Tentative Agenda
4/1/2013 1:09 PM - Updated
1125 05/28/2013 Carol AAA May 28, 2013 City Council Business Meeting
Krager
1212 05/28/2013 Marissa CCBSNS 45 Minutes - Public Hearing: Tigard Goal 10 Community Daniels M, Assoc.
Daniels Population and Housing Review Development Planner
1261 05/28/2013 L Mills CCBSNS 20 Minutes - New PGE 10 -Year Franchise City Management Mills L, r
Agreement
Total Time: 65 of 100 minutes have been scheduled
— II
1176 06/04/2013 C Krager AAA June 4, 2013 City Center Development Agency I
Meeting
II
1127 06/11/2013 C Krager AAA June 11, 2013 City Council Business Meeting II
• -- II
1213 06/11/2013 Cathy CCBSNS 15 Minutes - State of the Tualatin Valley Fire Administrative Wheatley C, City
Wheatley District Presentation - Chief Mike Duyck Services Recorder
1223 06/11/2013 Liz Lutz CCBSNS 5 Minutes - Resolution Certifying that Tigard Financial and Info Lutz L, Conf Exec Asst I
Provides Services - State - Shared Revenues Services
1224 06/11/2013 Liz Lutz CCBSNS 5 Minutes - Resolution Declaring the City's Election Financial and Info Lutz L, Conf Exec Asst I
to Receive State Revenue Sharing Services
1225 06/11/2013 Liz Lutz CCBSNS 10 Minutes - Resolution Adopting the Citywide Financial and Lutz L, Conf Exec Asst I
Master Fees and Charges Schedule Information Services
1226 I106 /11 /2013lILiz Lutz ICCBSNS 1115 Minutes - Public Hearing - Adopting the Budget, FIS ILutz L,
1227 06/11/2013 Liz Lutz CCBSNS 5 Minutes - Public Hearing- Adopting the City Center Financial and Info Lutz L, Conf Exec Asst
Development Agency Fiscal Year 2013 -2014 Services
Budget,
1242 06/11/2013 John Floyd CCBSNS 45 Minutes - Development Code Amend - Wetlands Community Floyd J, Associate
Exemption Development Planner
7 1 Pagc
is \adm \ carol \tcntary ag \2013 \april 1 2(113.docx
`leeting Banner ❑ Business Meeting ❑
itudy Session ❑ Special Meeting ❑
:onsent Agenda ❑ Meeting is Full .
3Uorkshop Meeting ❑
City Council Tentative Agenda
4/1/2013 1:09 PM - Updated
1128 06/18/2013 Carol AAA June 18, 2013 City Council Workshop Meeting
Krager No items scheduled as of April 1, 2013
1129 06/25/2013 Carol AAA June 25, 2013 City Council Business Meeting
Krager
1260 06/25/2013 Judith Gray CCBSNS 30 Minutes - Update on Initial Recommendation Community Gray J, Sr
from Southwest Corridor Plan Steering Committee Development Transportation Planner
Total Time: 30 Minutes (0 Hours, 30 Minutes)
II
L: \adm \carol \tentatv ag \2013 \april 1 2013.docx
3IPage
:\adm\carol\tentatv agV2013 \april 1 2013.docx
AIS -1246
3• C.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Appoint Alternate City Center Advisory Commissioner Carine Arendes to the City Center
Advisory Commission to Replace Resigning Member Tamera Slack
Submitted By: Sean Farrelly, Community Development
Item Type: Resolution Meeting Type: Consent Agenda
Public Hearing: No Publication Date:
Information
ISSUE
One position is open on the city's City Center Advisory Commission due to the recent resignation of Tamera Slack. City
Center Advisory Commission alternate Carine Arendes can be considered for appointment as a voting member.
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends appointing Canine Arendes as a voting member of the City Center Advisory Commission.
KEY FACTS AND INFORMATION SUMMARY
Tamera Slack, member of the City Center Advisory Commission, tendered her resignation to the Commission on
February 14, 2013 for personal reasons. Carine Arendes was appointed to the City Center Advisory Commission in
December, 2012, as an alternate. She is interested in serving as a voting member.
OTHER ALTERNATIVES
N.1
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
NA
DATES OF PREVIOUS COUNCIL CONSIDERATION
December 11, 2012
Attachments
ArendesResolution
ArendesBiography
Carine Arendes Biography
Carine Arendes has been a Tigard resident for seven years. She is currently obtaining her Masters in
Urban and Regional Planning at Portland State University. She has extensive community volunteer
experience with SOLV, Friends of Trees, Tualatin Valley Gleaner and the Friends of Spring Garden Park
Committee.
AIS -1216 3 . D.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Appoint Alternate Budget Committee Member Melanie Boekee to the Budget Committee to
Replace Resigning Member Cathy Hearn - Resolution
Prepared For: Liz Lutz Submitted By: Liz Lutz, Financial and
Information Services
Item Type: Resolution Meeting Type: Consent Agenda
Public Hearing: No Publication Date:
Information
ISSUE
Cathy Hearn, member of the Budget Committee, tendered her resignation to the Finance and Information Services
Director on March 4, 2013, due to her move to South Carolina. Melanie Boekee was appointed to the Budget
Committee in December, 2012, as an alternate. She agreed to replace Cathy as a voting member.
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends appointing Melanie Boekee as a voting member of the Budget Committee.
KEY FACTS AND INFORMATION SUMMARY
Cathy Hearn will be moving to South Carolina and can no longer serve on the Budget Committee. Melanie Boekee was
appointed to the Budget Committee as an alternate member in December, 2012.
OTHER ALTERNATIVES
N:1
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
N.1
DATES OF PREVIOUS COUNCIL CONSIDERATION
NA
Attachments
Budget Committee Appointment Resolution
Melanie Boekee
Melanie Boekee
Melanie has lived in Tigard for almost one year. She has a Bachelor of Science degree from Portland
State University in Business Finance. She is currently a Vice President of Accounting at
AngelVision Technologies, and is responsible for all finance and accounting functions, including
creating an annual budget.
Additionally, Melanie volunteers at the Tigard Public Library, and says she takes pride in following
the Tigard city values of respect and care, do the right thing and get it done.
AIS -1204 3. E.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Consider Amendments to a Resolution of Necessity (Resolution No. 12 -01)
Adopted by Council on January 24, 2012
Prepared For: Kim McMillan Submitted By: Greer Gaston,
Public Works
Item Type: Resolution Meeting Type: Consent Agenda
Public Hearing
Newspaper Legal Ad Required ?: No
Public Hearing Publication
Date in Newspaper:
Information
ISSUE
Shall the council amend a resolution of necessity, (Resolution No. 12 -01), adopted by council on January 24, 2012?
STAFF RECOMMENDATION / ACTION REQUEST
Adopt the amendment to the resolution of necessity.
KEY FACTS AND INFORMATION SUMMARY
• The Main Street /Green Street Retrofit project will rebuild portions of Main Street to incorporate "green street"
elements like stormwater planters, LED street lights and additional pedestrian amenities.
• In order to construct the project, rights of way and /or easements must be acquired from numerous Main Street
property owners.
• The City received a federally funded transportation grant that will partially fund the project. The grant is
administered by ODOT: ODOT's role is to ensure the city complies with the federal requirements. One such
requirement is that the city must adopt a resolution of necessity for property needed to construct the project.
• On January 24, 2012, the council adopted a resolution of necessity - Resolution No. 12 -01 - which declared the
city's need to acquire rights of way and /or easements on 29 Main Street properties.
• To date, the city's right of way agent has successfully obtained rights of way and /or easements on 25 of the 29
properties. The following properties, (identified as Property Nos. 1, 4 and 6) make up three of the four properties
in which rights of way /easements still need to be acquired.
Properties 1, 4 and 6 - Acquisition Status
Original project plans included:
• A stormwater planter along the street frontage adjacent to (Property No. 4)
• A driveway between Main Street Village Apartments (Property No. 1) and the Diamond properties (Property
Nos. 4 and 6)
The council discussed the plans in executive session on October 23, 2012 and directed staff to modify the design by
removing:
• The stormwater planter
• The driveway between the properties (It was no longer needed due to the removal of the stormwater planter)
These design changes necessitate different exhibits (legal descriptions and depictions) than those adopted for the
original design in Resolution 12 -01.
The attached resolution - if adopted by council - will update the exhibits in Resolution No. 12 -01 based on the modified
design.
OTHER ALTERNATIVES
The council could choose not to adopt the amendment to the resolution. However, the previous resolution, as adopted
represents legal descriptions that no longer match the proposed improvements. Failure to adopt the amendment to the
resolution affects the city's ability to construct the project and places the grant funding in jeopardy.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
2012 Long -term Council Goal to "Continue implementing the Downtown Urban Renewal Plan ".
DATES OF PREVIOUS CONSIDERATION
Council adopted the original Resolution of Necessity No. 12 -01 on January 24, 2012. On March 19, 2013 council was
briefed on the Amendment to Resolution No. 12 -01 in executive session.
Fiscal Impact
Cost: 20K
Budgeted (yes or no): Yes
Where Budgeted (department /program): Gas Tax
Additional Fiscal Notes:
The estimated acquisition costs for Files 1, 4 and 6 are $20K. It is not expected that these costs will change
significantly with the change in legal descriptions included with the amendment.
Attachments
Proposed Resolution and Attachments
Map
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Ci G ILIA
AIS -1200 3. F.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Approve Nomination of Tigard Applications for Regional Flexible Funds for
Transportation Projects
Submitted By: Judith Gray, Community Development
Item Type: Motion Requested Meeting Type: Consent Agenda
Public Hearing
Newspaper Legal Ad Required ?: No
Public Hearing Publication
Date in Newspaper:
Information
ISSUE
Should the City Council provide letters approving the nominations under Metro's Regional Flexible Fund Allocation
(RFFA) process to 1) complete construction of the Fanno Creek Trail within Tigard and 2) begin concept design on the
Highway 217 Over- crossing /Hunziker- Hampton alignment as a potential high capacity transit (I -ICT) route?
STAFF RECOMMENDATION / ACTION REQUEST
Approve both grant nominations and provide corresponding letters.
KEY FACTS AND INFORMATION SUMMARY
Metro manages the Regional Flexible Funds Allocation (RFFA), which distributed federal transportation funds to
agencies within the Metro region. The current allocation is for funds that will be available in FY 2016 -2018.
Approximately $34.77 million will be allocated through a competitive project nomination process. There are two
categories for projects: Freight /Green Economy and Active Transportation. The City of Tigard nominated a project in
each category. Illustrations of both projects are provided in Attachment A.
Freight -Green Economy category -- Concept Development for Hwy 217 Overcrossing -- Hunziker
Realignment.
The grant request is for $800,000 (plus $100,000 local match) to begin concept development for this
over - crossing. This project is listed in the Regional Freight Plan as Medium High priority. It is especially timely
because the Hunziker - Hampton alignment is shown as the alignment for future high capacity transit (HCT) in
the Southwest Corridor Plan. Because this over - crossing is a potential HCT alignment, this grant would provide
an opportunity to identify any issues /opportunities related to local circulation and access, as well as three other
projects listed in the Freight Plan that are in the immediate vicinity (widening 72nd Avenue; intersection projects
on 72nd; and the interchange). In addition to a potential HCT alignment, this overcrossing would also be
designed to provide pedestrian, bicycle, and auto connections between the Tigard Triangle and Tigard Town
Center.
Active Transportation category -- Fanno Creek Trail (See Attachment B)
This project would fill key gaps in the Fanno Creek Trail within Tigard. The total project cost is $4.2 million.
The grant request is $3.7 million with a $500,000 local match. The project is divided into 4 sections.
1. The 1,400 -foot Woodard to Grant segment will be a new trail, about 60% of which will be elevated due to the
prevalence of wetlands in the area.
2. The Main to Hall segment would be 3,000 feet of new (replacement) trail, mostly on a new alignment that both
reduces environmental impacts and provides trail users a more natural experience in this area. The existing
substandard (and environmentally un- friendly) trail would be removed except where necessary for connections.
3. The 3,000 -foot Library to Bonita segment would be new trail across property newly acquired by Metro and
Tigard and would be designed to allow users to experience this natural area, while still being reasonably direct and
lessen environmental impacts.
4. The 1,400 -foot 85th Ave to Tualatin segment would be a direct north -south connection between existing trails,
running just west of the railroad right -of -way to minimize impacts on, yet allow users to enjoy views of the
nearby savannah restoration.
The application process requires a letter from Council approving the project for nomination. A proposed letter has
been drafted for each of the two projects. It is provided in Attachment B.
OTHER ALTERNATIVES
Council could choose to approve one or neither of the grant nominations.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
The RFFA process is an opportunity to leverage city financial resources by using federal funds with a local match of
approximately 11%.
The Highway 217 Overcrossing at Hunziker /Hampton supports the Southwest Corridor Plan, which identifies this
overcrossing as a potential alignment for future High Capacity Transit. The project is identified in the Transportation
System Plan and would provide congestion relief and improved connectivity in the Triangle.
The Fanno Creek Trail has been completed incrementally, including the Main Street -Grant Park segment that will begin
construction later in 2013.
DATES OF PREVIOUS CONSIDERATION
n/a
Fiscal Impact
Cost: $600,000
Budgeted (yes or no): No
Where budgeted ?:
Additional Fiscal Notes:
The cost listed is the city's local match. Future budgets will contain matching requirement from transportation
funds. The Hwy 217 Overcrossing has a $100k local match for an $800k grant ($900k total). The Fanno Creek Trail
has a $500k local match for a $3.7M grant ($4.2M total)
Attachments
Project maps
Trail letter
Hwy 217 overcrossing
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April 9, 2013
Josh Naramore
Senior Transportation Planner
Metro
600 NE Grand Avenue
Portland, OR 97232
Re: Regional Flexible Funds Allocation (RFFA) — Fanno Creek Trail (Woodard Park - to Bonita
Rd & 85 Avenue - to Tualatin)
Dear Josh,
The city council and I are pleased to express our support and approval of Tigard's nomination for
RFFA funds for the Fanno Creek Trail (Woodard Park to Bonita Rd and 85t Avenue to Tualatin)
project.
The Fanno Creek Regional Trail is the main north -south cycling and walking route in this part of the
Metro area and is the parallel cycling and walking route to Interstate 5 and Hwy 217. However, its
appeal as a transportation facility is significantly reduced by the many gaps in the trail in Tigard.
The proposed project will provide a safe, active transportation option to the library, transit center, post
office, city hall, senior center, parks, restaurants, retail and thousands of jobs in downtown Tigard. Seven
schools are within a half -mile of this project. It is also a new route connecting to employment in the
Bonita /72nd Ave area. The connection to Bonita Road is important because Bonita is the only crossing
over I -5 in this area, where walkers and cyclists do not have to deal with freeway ramps and is a key
active transportation connection between Tigard and Lake Oswego. The Tualatin connection will reduce
out -of- direction travel and improve safety on this key active transportation route connecting Tigard and
Tualatin.
This project would fill in key gaps on the Trail and provide the safe, comfortable, and reasonably direct
travel experience necessary for many citizens to see walking or cycling as a viable transportation option
in this area.
For these reasons, the council and I support the nomination.
Sincerely,
John L. Cook
Mayor
q hlmcw ()tA-riy
April 9, 2013
Josh Naramore
Senior Transportation Planner
Metro
600 NE Grand Avenue
Portland, OR 97232
Re: Regional Flexible Funds Allocation (RFFA) -- Concept Development for
Highway 217 Overcrossing at Hunziker /High Capacity Transit Alignment
Dear Josh,
The city council and I are pleased to express our support and approval of Tigard's nomination for
RFFA funds for Concept Development for the Highway 217 Overcrossing at Hunziker /High Capacity
Transit Alignment.
The Hwy 217/72nd Avenue interchange provides critical access for freight and automobile travel to the
Tigard Triangle and the SW 72nd Avenue corridor, which is a designated regional employment center.
Freight, transit, and auto modes would benefit from reduced congestion and improved safety in the SW
72nd corridor, which has nearly 11,415 employees and is forecast to add thousands more. Based on the
Metro travel forecast model used in the Transportation System Plan, the area is expected to add
approximately 8,500 new jobs between 2005 and 2035.
This project is timely because the Southwest Corridor Plan identifies the Hunziker- Hampton
realignment as a potential route for future high capacity transit (HCT). In addition to helping to further
the corridor plan, the RFFA grant would allow Concept Development on the highway overcrossing in
order to examine potential impacts to the interchange, local circulation and access, and other identified
projects in the vicinity.
The overcrossing would also provide a multimodal connection from the Tigard Triangle to Tigard Town
Center and Transit Center, which was identified in Tigard's High Capacity Transit Land Use Plan as
essential to realizing the development aspirations for both areas.
For these reasons, the Council and I support the nomination.
Sincerely,
John L. Cook
Mayor
AIS -1254 3. G.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Authorize Submittal of Two Applications for Metro's Community and
Development Grant Program - Cycle 3
Prepared For: Tom McGuire Submitted By: Tom McGuire,
Community
Development
Item Type: Motion Requested Meeting Type: Consent Agenda
Public Hearing
Newspaper Legal Ad Required ?: No
Public Hearing Publication
Date in Newspaper:
Information
ISSUE
Request to submit two grant applications for funding to support two mixed use development projects in Downtown
Tigard and to fund two critical elements of the River Terrace Community Plan: a Public Facility Plan Update and the
Infrastructure Financing Strategy. The grant applications are for Metro's Community and Development Grant program
(Construction Excise Tax funding). Metro anticipates $3.7 million will be awarded in the grant cycle, with up to 50
percent of grant funds to be awarded for concept planning in areas added to the urban growth boundary since 2009
and in urban reserves. Applications are due on April 18.
Aprpove
STAFF RECOMMENDATION / ACTION REQUEST
Approve two applications for Metro's Community and Development Grant program (Construction Excise Tax
funding).
KEY FACTS AND INFORMATION SUMMARY
OTHER ALTERNATIVES
Submit only one of the grant applications or not submit at all.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
DATES OF PREVIOUS CONSIDERATION
Not previously considered.
Fiscal Impact
Cost: 350,000
Budgeted (yes or no): no
Where budgeted ?:
Additional Fiscal Notes:
Total for both grants is $350,000. With $250,000 for River Terrace and $100,00 for the Downtown project. River
Terrace is currently budgeted for $350,000. The downtown project would be matched by additional private funding
of approximately $100,000.
Attachments
CET Council Memo
I II _ MEMORANDUM
T I GARD
TO: Mayor John Cook and Members of Council
FROM: Kenny Asher, Community Development Director
RE: Potential CET Grant Applications
DATE: March 27, 2013
CET Grant Applications
In February 2013, the city submitted three letters of interest to Metro regarding potential
applications for funding under Metro's Community and Development Grant program
(funded by Construction Excise Taxes). The program is available to help fund projects that
serve communities and economic development within the urban growth boundary. After
reviewing comments from Metro panelists on our three potential projects,we have decided
to submit grant applications for two of the projects, the River Terrace project and the
Downtown Mixed Use Housing project.
Metro anticipates $3.7 million will be awarded in the grant cycle, with up to 50 percent of
grant funds to be awarded for concept planning in areas added to the urban growth
boundary since 2009 and in urban reserves. Applications are due on April 18.
The River Terrace grant application will fund two critical elements of the River Terrace
Community Plan: a Public Facility Plan Update and the Infrastructure Financing Strategy.
All other aspects of the Community Plan will be funded by the city with existing resources.
The Public Facility Plan is critical for completion of the the River Terrace Community Plan,
as well as compliance with Goal 11 of the Statewide Planning Goals, which will help
complete the City's Period Review work tasks. The Infrastructure Financing Strategy is a
requirement of Metro's Goal 11, and will determine how expeditiously development will
occur in River Terrace.
A joint application for Downtown Tigard is being prepared by the City of Tigard Urban
Renewal Agency and a private development company based in Portland called Diamond
Investments. The grant will seek funding to support two mixed use development projects in
Downtown Tigard that will construct several hundred housing units with ground floor retail
and active use spaces. The grant will help define the Urban Renewal District's role and
1
financial commitments to the project, as well as, predevelopment planning and acquisition
efforts to be undertaken by the partnership.
The application that will not be submitted would have been for concept planning in the
urban reserves areas south and west of River Terrace. Staff has determined that there hasn't
been enough legwork done yet to define the scope and cost of that project. Further, the city
hasn't yet formulated a policy direction on expansion and annexation with regard to urban
reserves and adjacent unincorporated areas. Rather than pursue grant funding for a concept
plan, staff requests time on an upcoming council study session agenda for the council to take
on the question of future annexations, city growth, urban reserves and urban service
provision.
2
AIS -1087 3. H.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Authorize the Mayor to Execute an Agreement with ODOT to Partially Fund Main
Street Phase II Improvements
Prepared For: Kim McMillan Submitted By: Greer Gaston,
Public Works
Item Type: Motion Requested Meeting Type: Consent Agenda
Public Hearing
Newspaper Legal Ad Required ?: No
Public Hearing Publication
Date in Newspaper:
� f
Information
ISSUE
Shall the City Council authorize the Mayor to execute a local agency agreement with the Oregon Department of
Transportation to partially fund Main Street Green Street Phase II improvements from the railroad corridor to Scoffms
Street?
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends the City Council approve the attached resolution authorizing the Mayor to execute the agreement on
behalf of the City.
KEY FACTS AND INFORMATION SUMMARY
The Project and Costs
Phase II of the Main Street Green Street project will rebuild the last remaining unimproved portion of Main Street
from the railroad tracks north to Scoffins Street. Like the previous improvements this work would incorporate green
street elements such as pedestrian improvements, stormwater planters, LED street lights and landscaping. Project costs
are estimated to be $2.23 million.
The northernmost section of Main Street, from Scoffms Street to Pacific Highway (99W), was unproved as part of the
Greenburg Road /Pacific Highway /Main Street intersection improvement project. Similar improvements will be
underway shortly on the southernmost section of Main Street, from Pacific Highway to the railroad tracks, through
Phase I of the Main Street Green Street project. Upon completion of the Phase II construction, currently scheduled to
begin in fiscal year 2014 -2015, the entire length of Main Street will have been rebuilt to green street standards.
As the design progresses, Staff will return to Council to present options and to see input. Once viable options have
been developed sufficiently and 'blessed' by Council, Staff we then hold a series of public open houses to seek additional
comments for inclusion into the project. Once gathered, these comments will be included into the project framework
after which Staff will return to Council with a final recommended design option.
The Agreement
The attached agreement, between the city and ODOT, formalizes responsibilities as they pertain to Phase II of the
Main Street Green Street project. General terms of the agreement are as follows.
ODOT will:
• Oversee the project and the management of $1.23 million in Federal -Aid Surface Transportation (STP) dollars.
• Oversee the acquisition of right of way and easements for compliance with federal regulations. A separate
agreement will be presented to council for these services after the project design is underway.
• Prepare contract and bid documents, advertise for bid proposals and award all contracts.
Tigard will:
• Provide all funding in excess of the available federal funds— estimated to be about $1 million. (This includes the
city's local match.)
• Hire consultants to provide all construction engineering, field testing of materials, technical inspection and
project management services.
• Assume responsibility, defend any lawsuits, indemnify and hold the state (ODOT) harmless for claims or lawsuits.
• Obtain all permits.
• Be responsible for acquisition of right of way and easements.
This agreement, in conjunction with an amendment to a local agency agreement with ODOT *, will re- allocate $425,000
of a $1.66 million Metro grant from Main Street Green Street Phase II to Phase I.
* See Authorise the Mayor to Execute an Amendment to an Agreement with ODOT to Partially Fund Main Street Phase I
Improvements. This item is on the April 9, 2013, consent agenda.
The Relationship
The Federal Highway Administration (FHWA) is the ultimate outside funding source for both phases of the Main
Street Green Street project. The federal funding reaches the local agencies through Metro grants. Metro is a designated
Transportation Management Area Metropolitan Planning Organization, receiving a sub - allocation of funds from the
Federal Highway Administration (FHWA). Through the grant process, these funds are distributed to select projects
meeting various Metro criteria, such as green streets. City staff applied for and received the initial grants for Main
Street Green Street, Phase I and Phase II.
The FHWA has designated ODOT, through an agreement between agencies, to oversee the management of these
funds and projects. ODOT enters into a contract with the city's design consultant and reviews plans for compliance
with design and construction standards. Metro continues to be involved to ensure grant criteria, like green street
elements, are met throughout design.
OTHER ALTERNATIVES
The council could propose changes to the agreement or could decide not to approve the agreement. If the city and
ODOT fail to execute an agreement, project funding for Phase I would be compromised.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
Tigard Downtown Streetscape Design, (2006)
City Center Urban Renewal Plan, (2005)
DATES OF PREVIOUS CONSIDERATION
The council was briefed on this agreement at its April 2, 2013, meeting.
On October 25, 2011, the council re- allocated $1.66 million in Metro grant funding from the Walnut Street
improvement project to Phase II of the Main Street Green Street project.
Fiscal Impact
Cost: $2.23 million
Budgeted (yes or no): Yes *
Where Budgeted (department /program): Multiple funds - see below *
Additional Fiscal Notes:
This agreement, in conjunction with an amendment to another agreement with ODOT * *, re- allocates $425,000 of a
$1.66 million Metro grant from Main Street Green Street Phase II to Phase I. This ensures Phase I is fully funded.
However, approval of this agreement and the amendment will reduce grant funding for Phase II by $425,000. Staff
anticipated this reduction and increased the city's match accordingly.
Phase II project costs are estimated to be $2.23 million. Assuming the city enters into the agreement and accepts
$1.23 million in grant funding, the city will be responsible for the balance of the project costs — approximately $1
million.
* The current CIP contains a total of $1.1 million in city funds in fiscal years 2014 -2015 ($550,000) and 2016 -2017
($550,000) — sufficient funds to construct Phase II. Funding is as follows:
• $200,000 Urban Renewal Capital Improvements
• $150,000 Water Fund
• $150,000 Sanitary Sewer Fund
• $450,000 Gas Tax Fund
• $150,000 Stormwater Fund
** See Authorize the Mayor to Execute an Amendment to an Agreement with ODOT to Partially Fund Main Street Phase I
Improvements. This item is on the April 9, 2013, consent agenda.
Attachments
Local Agency Agreement
AIS -1089
3• I•
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Authorize the Mayor to Execute an Amendment to an Agreement with ODOT to
Partially Fund Main Street Phase I Improvements
Prepared For: Kim McMillan Submitted By: Greer Gaston,
Public Works
Item Type: Motion Requested Meeting Type: Consent Agenda
Public Hearing
Newspaper Legal Ad Required ?: No
Public Hearing Publication
Date in Newspaper:
Information
ISSUE
Shall the council authorize the mayor to execute an amendment to a local agency agreement with the Oregon
Department of Transportation (ODOT) to partially fund Main Street Green Street Phase I improvements from Pacific
Highway to the railroad corridor?
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends that the City Council authorize the Mayor to execute the attached Amendment No. 1 to Contracts
and Misc. Agreements #25365.
KEY FACTS AND INFORMATION SUMMARY
The Project and Costs
Phase I of the Main Street Green Street project received a Federal -Aid Surface Transportation Program (STP) grant
from Metro to construct green street elements such as pedestrian improvements, stormwater planters, LED street lights
and landscaping. Due to design changes, the total estimated project costs have increased by about $425,000 from $3.04
million to be $3.47 million.
The increase in project costs can be attributed to:
• 2012 council- directed design changes related to the turn- around, and the apartment complex and adjacent
property owners.
• An extensive public involvement effort for parking.
• Re- design of the Burnham Street /Main Street intersection, Tri -Met bus stops and curb lines (to increase
pedestrian space).
• Refinement of project costs.
The Amendment
The attached amendment, in conjunction with a local agency agreement with ODOT *, documents the increase in
project costs and re- allocates $425,000 of a $1.66 million Metro grant from Main Street Green Street Phase II to Phase
I. This will ensure Phase I is fully funded by increasing the STP award from $2.7 million to just over $3.1 million. The
city must provide the remaining funding— approximately $365,000 —which includes the city's local match.
* See Authorise the Mayor to Execute an Agreement with ODOT to Partially Fund Main Street Phase II Improvements. This item is
on the April 9, 2013, consent agenda.
OTHER ALTERNATIVES
The council could propose changes to the amendment or could decide not to approve the amendment. If the city and
ODOT fail to execute an amendment, project funding for Phase I would be compromised.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
Tigard Downtown Streetscape Design, (2006)
City Center Urban Renewal Plan, (2005)
DATES OF PREVIOUS CONSIDERATION
The council was briefed on this amendment at its April 2, 2013, meeting.
On October 25, 2011, the council re- allocated $1.66 million in grant funding from the Walnut Street improvement
project to Phase II of the Main Street Green Street project.
On August 11, 2009, the council approved the original local agency agreement (Surface Transportation Program)
between ODOT and the city.
Fiscal Impact
Cost: $3.5 million
Budgeted (yes or no): Yes
Where Budgeted (department /program): Multiple funds - see below *
Additional Fiscal Notes:
Due to design changes and a more refined estimate, project costs have increased by about $425,000 from $3.04
million to be $3.47 million. If this amendment is approved, $425,000 of a $1.66 million Metro grant will be
re- allocated from Main Street Green Street Phase II to Phase I. This will ensure Phase I is fully funded by increasing
the STP award from $2.7 million to just over $3.1 million. The city must provide the remaining
funding — approximately $365,000 —which includes the city's local match.
* City funding will come from the following sources:
• $1.1 million Gas Tax Fund for the city's local match, professional services contracts outside the ODOT
agreement and staff time.
• $240,000 Water Fund
Since the increase in grant funding will offset the increase in estimated project costs, approval of this amendment does
not impact internal expenses for this project. However, approval of this amendment and the corresponding local
agency agreement for Phase II * *, will reduce grant funding for Phase II by $425,000. Staff anticipated this reduction
and increased the city's match accordingly. The city's estimated cost to construct Phase II is $1 million. The current
CIP contains a total of $1.1 million in city funds in fiscal years 2014 -2015 ($550,000) and 2016 -2017 ($550,000) for
Phase II.
** See Authoritie the Mayor to Execute an Agreement with ODOT to Partial /y Fund Main Street Phase II Improvements. This item
is on the April 9, 2013, consent agenda.
Attachments
Amendment to the Local Agency Agreement
AIS -1228
3• J•
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): Consent Item
Agenda Title: Authorize the Mayor to Execute an Intergovernmental Agreement with
Washington County on the Walnut Street Improvement Project
Submitted By: Greer Gaston, Public Works
Item Type: Motion Requested Meeting Type: Consent Agenda
Public Hearing
Newspaper Legal Ad Required ?: No
Public Hearing Publication
Date in Newspaper:
� a
Information
ISSUE
Shall the council authorize the mayor to execute an intergovernmental agreement (IGA) with Washington County on
the Walnut Street improvement project?
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends the City Council authorize the Mayor to execute the attached IGA.
KEY FACTS AND INFORMATION SUMMARY
The Walnut Street Improvement Project
County roadway improvements and city utility improvements are combined in the Walnut Street improvement project.
When compared to constructing the improvements separately, this combination will save money and reduce disruptions
to motorists and area residents.
The county's roadway portion of the project includes the construction of sidewalks, bike lanes, portions of center turn
lane, storm drainage, culvert replacement, street lighting and associated street improvements along Walnut Street (a
section of which lies adjacent to Fowler Middle School) from Tiedeman Avenue to the existing widened roadway
section at 116th Avenue. This project will also construct a traffic signal or roundabout and associated street widening at
the intersection of Walnut Street with 135th Avenue.
The city's utility portion of the project includes construction of a new sanitary sewer, undergrounding of existing
overhead franchised utilities and other utility- related improvements.
The IGA
This IGA defines the project, outlines how it will be completed, and designates the respective roles and responsibilities
of the city and county. Key terms of the agreement are:
• The county will lead and take responsibility for all aspects of delivering the project, including hiring and
overseeing an engineering firm to prepare the plans, acquiring right of way and easements, obtaining all necessary
permits, bidding the project, hiring and overseeing the contractor, managing and inspecting construction, and
paying the bills.
• The roadway work is funded primarily by Washington County's Major Streets Transportation Improvement
Program (MSTIP), with the city contributing staff resources to the project team in order to represent the city's
interests.
• The sanitary sewer construction and franchise utility undergrounding will be funded by the city. The city will
reimburse the county for the design, property acquisition, construction costs, and project management and
inspection of the utility work portion of the project.
• The city agrees to follow the federally - designated right of way acquisition process and to adopt a resolution of
necessity giving the county legal authority to obtain any easements required to construct the project.
Design work will begin in the current fiscal year and construction is planned in fiscal years 2013 -2014 and 2014 -2015.
This agreement has been reviewed and approved as to form by the city attorney.
OTHER ALTERNATIVES
The council could propose changes to the agreement or could decide not to approve the agreement. Some changes to
the agreement may be feasible, although the county would likely object to any changes that would add to its costs,
responsibility or liability.
If the county and city fail to execute an agreement, the county will not construct the project. MSTIP dollars would
likely be re- directed to other MSTIP projects.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
This project is included in Tigard's 2035 Transportation System Plan. It is also listed in Metro's 2035 Regional Transportation
Plan.
City officials have successfully worked with county officials to get this project funded through Washington County's
Major Streets Transportation Improvement Program ( MSTIP).
DATES OF PREVIOUS CONSIDERATION
The council was briefed on the agreement at its April 2, 2013, meeting.
Fiscal Impact
Cost: $680,000
Budgeted (yes or no): Yes
Where Budgeted (department /program): Multiple funds - see below *
Additional Fiscal Notes:
The IGA puts the cost estimate for the city's portion of the project at $595,000. The city estimates it will spend an
additional $85,000 in staff time as part of the project team to represent the city's interests. The city's total cost is
approximately $680,000.
* The current 2013 -2017 CIP contains $1.5 million in city funds in fiscal years 2015 -2016 and 2016 -2017 to construct
the roadway improvements. The CIP assumed the city would receive additional funding from outside revenue sources
to complete the project.
If the council approves the IGA:
• The roadway improvements will be funded by the county through its Major Streets Transportation
Improvement Program (MSTIP).
• The project will be constructed in fiscal years 2013 -2014 and 2014 -2015; two years earlier than scheduled in the
city's CIP.
• City funding for this project will decrease from an estimated $1.5 million to $680,000. Funding in the proposed
2014 -2018 Capital Improvement Plan (CIP) would be as follows:
• $300,000 Utility Undergrounding Fund
• $250,000 Sanitary Sewer Extension Program (and future reimbursement district)
• $65,000 Gas Tax Fund
• $65,000 Stormwater Fund
E
CID
V.)
INTERGOVERNMENTAL AGREEMENT
BETWEEN
WASHINGTON COUNTY AND THE CITY OF TIGARD
FOR TRANSPORTATION AND UTILITY IMPROVEMENTS ON
SW WALNUT STREET (SW 116TH AVENUE TO SW TIEDEMAN AVENUE
AND AT THE INTERSECTION OF SW 135 AVENUE)
THIS INTERGOVERNMENTAL AGREEMENT is entered into between Washington County,
a political subdivision of the State of Oregon, acting by and through its elected officials,
hereinafter referred to as "COUNTY "; and the City of Tigard, a municipal corporation, acting
by and through its City Council, hereinafter referred to as "CITY."
RECITALS
1. WHEREAS, ORS 190.010 authorizes agencies to enter into intergovernmental
agreements for the performance of any or all functions and activities that a party to the
agreement has the authority to perform; and
2. WHEREAS, Washington County has an approved and funded Major Streets
Transportation Improvement Program project to construct road improvements to SW
Walnut Street, a City of Tigard Arterial Street, from SW 116 Avenue to SW Tiedeman
Avenue and at the north intersection of Walnut Street with 135 Avenue; and
3. WHEREAS, CITY desires to have utility improvement work (sanitary sewer and franchise
utility improvement) completed within and in conjunction with the road improvement
project limits along SW Walnut Street; and,
4. WHEREAS, CITY has requested that the design, construction, and inspection of the utility
improvement work be added to the road improvements of Walnut Street, and CITY agrees
to pay for such requested utility improvement work; and,
5. WHEREAS, under such authority, it is the mutual desire of the COUNTY and CITY to
enter into such an Agreement to cooperate in the design and construction of the
improvements to the sanitary sewer and franchise utilities as part of the road
improvements to Walnut Street, with the allocation of responsibilities as detailed below;
AGREEMENT
NOW, THEREFORE, the premise being in general as stated in the foregoing recitals, and in
consideration of the terms, conditions and covenants as set forth below, the parties hereto
agree as follows:
1. PROJECT DESCRIPTION
1.1 The COUNTY road project improvements will include: road widening, curbs,
sidewalks, bike lanes, street lighting, drainage, landscaping, traffic control, water
quality improvements and all necessary permitting on Walnut Street between SW
116 Avenue to SW Tiedeman Avenue and at the north intersection of Walnut Street
with 135 Avenue, hereinafter referred to as "ROAD PROJECT" as shown generally
on the attached Exhibit A.
1.2 The CITY utility work includes installation of sanitary sewer line with respective sewer
lateral installations, connections and installation of franchise underground utility
improvements and utility related easement expenses, hereinafter collectively referred
to as "UTILITY IMPROVEMENT WORK" as shown generally on the attached Exhibit
B. This UTILITY IMPROVEMENT WORK relates to the 116 Avenue to SW
Tiedeman Avenue road segment.
1.3 The ROAD PROJECT and the UTILITY IMPROVEMENT WORK are referred to
herein as the "PROJECT ".
2. COUNTY OBLIGATIONS
2.1 COUNTY shall, upon execution of this Agreement, assign a Project Manager to be
responsible for coordination of PROJECT with CITY.
2.2 COUNTY shall perform, or cause to be performed, all actions necessary for the
design and construction of the PROJECT including project management, design
and construction engineering, property acquisition, including right -of -way as
necessary, regulatory and land use permits and approvals, public information,
contract administration, inspection and construction management. COUNTY shall
coordinate the design of, advertise for, award, and administer the construction
contract for the PROJECT.
2.3 COUNTY shall provide CITY with the opportunity for design review of final plans
prior to bidding. COUNTY agrees to incorporate CITY comments that do not
significantly impact project costs and /or schedule.
2.4 COUNTY shall, following the bid opening, notify the CITY of the amount of the
construction cost of the UTILITY IMPROVEMENT WORK as contained in the bid
and provide CITY the opportunity for review of the contract bid proposal prior to
contract award.
2.5 COUNTY shall provide a final cost accounting for the PROJECT, including all
internal and external costs, to the CITY within 45 days of final acceptance and
payment to the contractor.
2.6 COUNTY shall provide legal descriptions for the PROJECT in a form acceptable to
City so that City can adopt a Resolution of Necessity that will enable county to
obtain necessary easements for construction of the PROJECT.
2.7 COUNTY shall perform actions regarding compensation as set forth in Article 4 —
Compensation.
3. CITY OBLIGATIONS
3.1 CITY shall, upon execution of this Agreement, assign a city project manager to be
responsible for coordination of PROJECT with COUNTY.
3.2 Within sixty (60) days of providing the legal descriptions for the PROJECT to the
CITY as described in 2.6 above, CITY shall provide COUNTY with a Resolution of
Necessity (RON) that provides an adequate description of the PROJECT and
which provides adequate legal authority to COUNTY to obtain necessary
easements for the construction of the PROJECT before COUNTY acquires any
such easements.
3.3 CITY delegates authority to COUNTY to act on its behalf to obtain the necessary
easements through negotiation or condemnation in order to construct the
PROJECT as described in the RON.
3.4 Any easements obtained on behalf of the CITY by the COUNTY shall name the
CITY as the owner of those easements.
3.5 CITY shall provide to the COUNTY an Approved As To Form deed document
template to be used for the necessary real property acquisitions.
3.6 COUNTY shall provide inspection and testing of project work in coordination with
the CITY. CITY will review project work, may perform additional testing at its own
expense, and may require additional and /or corrective work to complete the project
if, in the CITY's judgment, it is in the public interest to do so.
3.7 CITY shall perform actions regarding compensation as set forth in Article 4 -
Compensation.
ARTICLE 4 - COMPENSATION
4.1 DESIGN: As design work upon the PROJECT is performed, County shall, on a
quarterly basis, prepare and submit design invoices to CITY for the cost of the work
for UTILITY IMPROVEMENT WORK. Estimated design costs are:
a. Sanitary Sewer Improvements Design $ 7,000
b. Franchise Utility Improvements Design $ 15,000
c. Estimated Total Design Cost $ 22,000
Notwithstanding, the estimate of the costs shown above, the CITY shall reimburse
the COUNTY for the actual amount of its cost incurred for the design of the
UTILITY IMPROVEMENT WORK.
4.2 CONSTRUCTION: As construction work upon the PROJECT is performed,
COUNTY shall, on a quarterly basis, prepare and submit construction invoices to
the CITY for the construction of the UTILITY IMPROVEMENT WORK. In addition
to UTILITY IMPROVEMENT WORK bid items, non - construction costs of County
services at a flat rate of 15% of the UTILITY IMPROVEMENT WORK construction
costs shall be charged and include the following: proportional cost of applicable
lump sum contracts items (i.e. mobilization and erosion control), extra work
required for the UTILITY IMPROVEMENT WORK and the cost of COUNTY
services including project construction management, surveying, inspection and
construction contract administration.
Estimated construction costs are:
a. Sanitary Sewer Improvements $ 187,000
b. Franchise Underground Conduits $ 311,000
c. Non - construction Costs of County Services (15 %) $ 75,000
d. Estimated Total Construction Cost $ 573,000
4.3 Any easement acquisition costs spent by the COUNTY associated with the
UTILITY IMPROVEMENT WORK shall be accounted for by COUNTY and invoiced
to the CITY accordingly. Utility easement costs are in addition to the above listed
estimated construction and non - construction costs. Before accounting for such
costs, County will inform City of the anticipated cost and allow City to approve,
disprove, or challenge the anticipated cost. County will make a good -faith effort to
accommodate the City's position on a proper sum.
4.4 CITY and COUNTY understand that the design and construction costs outlined
above are estimates and are used to determine project budgets and estimated
payment amounts used within this agreement. Final costs will be based on the
actual contract amount of the schedule of prices and quantities used and installed.
Final payments made by the CITY to the COUNTY related to this PROJECT shall
be based on actual design invoices, actual bid prices, construction quantities and
non - construction costs.
4.5 COUNTY shall provide the CITY with a final statement of UTILITY IMPROVEMENT
WORK expenses within forty five (45) days of the completion of the final design
phase. Costs for sanitary sewer work shall be listed separately from franchise utility
improvements. Within forty five (45) days after the completion of the construction
contract, the COUNTY shall provide the CITY with a final statement of UTILITY
IMPROVEMENT WORK and bill the CITY for any remaining costs in excess of the
payments already made, or refund any excess to the CITY. Upon the completion of
the construction and completion of Record Drawings, the COUNTY shall deliver
one set of reproducible Record Drawings and one electronic copy related to the
UTILITY IMPROVEMENT WORK, to the CITY, for their files.
5. GENERAL PROVISIONS
5.1 LAWS OF OREGON
The parties shall comply with all applicable laws and regulations regarding the
handling and expenditure of public funds. This Agreement shall be construed and
enforced in accordance with the laws of the State of Oregon. All relevant provisions
required by ORS Chapter 279A and 279C to be included in public contracts are
incorporated and made a part of this Agreement as if fully set forth herein.
5.2 DEFAULT
Time is of essence in the performance of the Agreement. Either party shall be
deemed to be in default if it fails to comply with any provisions of this Agreement.
The non - defaulting party shall provide the other party with written notice of default
and allow thirty (30) days within which to cure the defect.
5.3 INDEMNIFICATION
This Agreement is for the benefit of the parties only. Each party agrees to
indemnify and hold harmless the other party, and its officers, employees, and
agents, from and against all claims, demands and causes of actions and suits of
any kind or nature for personal injury, death or damage to property on account of or
arising out of services performed, the omissions of services or in any way resulting
from the negligent or wrongful acts or omissions of the indemnifying party and its
officers, employees and agents. To the extent applicable, the above
indemnification is subject to and shall not exceed the limits of liability of the Oregon
Tort Claims Act (ORS 30.260 through 30.300). In addition, each party shall be
solely responsible for any contract claims, delay damages or similar items arising
from or caused by the action or inaction of the party under this agreement.
5.4 MODIFICATION OF AGREEMENT
No waiver, consent, modification or change of terms of this Agreement shall be
binding unless in writing and signed by both parties.
5.5 DISPUTE RESOLUTION
The parties shall attempt to informally resolve any dispute concerning any party's
performance or decisions under this Agreement, or regarding the terms, conditions
or meaning of this Agreement. A neutral third party may be used if the parties
agree to facilitate these negotiations. In the event of an impasse in the resolution of
any dispute, the issue shall be submitted to the governing bodies of both parties for
a recommendation or resolution.
5.6 REMEDIES
Subject to the provisions in paragraph 5.5, any party may institute legal action to
cure, correct or remedy any default, to enforce any covenant or agreement herein,
or to enjoin any threatened or attempted violation of this Agreement. All legal
actions shall be initiated in Washington County Circuit Court. The parties, by
signature of their authorized representatives below, consent to the personal
jurisdiction of that court.
5.7 EXCUSED PERFORMANCE
In addition to the specific provisions of this Agreement, performance by any party
shall not be in default where delays or default is due to war, insurrection, strikes,
walkouts, riots, floods, drought, earthquakes, fires, casualties, acts of God,
governmental restrictions imposed or mandated by governmental entities other
than the parties, enactment of conflicting state or federal laws or regulations, new
or supplementary environmental regulation, litigation or similar bases for excused
performance that are not within the reasonable control to the party to be excused.
5.8 SEVERABILITY
If any one or more of the provisions contained in this Agreement is invalid, illegal or
unenforceable in any respect, the validity, legality and enforceability of the
remaining provisions of the Agreement will not be affected or impaired in any way.
5.9 INTEGRATION
This Agreement is the entire agreement of the parties on its subject and
supersedes any prior discussions or agreements regarding the same subject.
6. TERMS OF AGREEMENT
6.1 The term of the Agreement shall be from the date of execution until the completion
of the PROJECT, but not to exceed five (5) years.
6.2 This Agreement may be amended or extended for periods of up to one (1) year by
mutual consent of the parties. It may be canceled or terminated for any reason by
either party. Termination or cancellation shall be effective thirty (30) days after
written notice to the other party, or at such time as the parties may otherwise agree.
The parties shall, in good faith, agree to such reasonable provisions for winding up
the PROJECT and paying for any additional costs as necessary.
IN WITNESS WHEREOF, the parties hereto have set their hands as of the day and year
hereinafter written.
CITY OF TIGARD, OREGON WASHINGTON COUNTY, OREGON
MAYOR CHAIR, BOARD OF COUNTY
COMMISSIONERS
DATE:
DATE:
ATTEST:
CITY RECORDER RECORDING SECRETARY
APPROVED AS TO FORM: APPROVED AS TO FORM:
CITY ATTORNEY COUNTY COUNSEL
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Phone: 503-846-7826
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Email: patrick _oakes@co.washington.or.us ( Project Location
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AIS -1207 4
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): 5 Minutes
Agenda Title: Proclaim April 7 -14 National Days of Remembrance
Prepared For: Joanne Bengtson Submitted By: Joanne Bengtson, City
Management
Item Type: Update, Discussion, Direct Staff Meeting Type: Proclamation
Public Hearing: No Publication Date:
Information
ISSUE
Should Mayor Cook proclaim April 7 -14, 2013 as National Days of Remembrance?
STAFF RECOMMENDATION / ACTION REQUEST
KEY FACTS AND INFORMATION SUMMARY
OTHER ALTERNATIVES
Not issue a proclamation.
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
DATES OF PREVIOUS COUNCIL CONSIDERATION
The Mayor issued this proclamation in April 2012.
Attachments
Days of Remembrance Proclamation •
AIS -1192 5.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): 20 Minutes
Agenda Title: Quasi Judicial Public Hearing - ZCA2013 -00001 Lennar Annexation
Prepared For: John Floyd Submitted By: John Floyd, Community
Development
Item Type: Public Hearing - Quasi Judicial Meeting Type: Council Business Meeting - Main
Public Hearing: Yes Publication Date: 03/28/2013
Information
ISSUE
Consider adoption of an ordinance to annex approximately 2.28 acres of land at 15060 SW 133rd Avenue into Tigard,
including adjacent right of way.
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends that City Council find that the proposed annexation (ZCA2013- 00001) meets all the approval criteria
as identified in ORS Chapter 222, Metro Code Chapter 3.09, Community Development Code Chapters 18.320 and
18.390, and the following Comprehensive Plan Goals and Policies: Goal 1.1; Goals 11.1 and 11.3; and Goals 14.1 and
14.2. Staff also recommends APPROVAL of ZCA2013 -00001 by adoption of the attached ordinance.
KEY FACTS AND INFORMATION SUMMARY
Vicinity Information
The subject parcel is located in the Bull Mountain neighborhood, approximately 1200 feet south of the intersection of
Bull Mountain Road and SW 132nd Avenue. The property is a through lot located between SW 133rd Avenue and SW
132nd Terrace, in the vicinity of Alberta Rider Elementary School and the Summit Ridge and Woodside Subdivisions.
Site Information and Proposal Description
The area proposed for annexation is made up of a single parcel totaling 2.28 acres in size. The subject parcel slopes
downhill from a northwesterly to southeasterly direction, and contains an existing single family home in the
approximate center of the property. Single family homes surround the subject parcel on all sides.
The subject parcel adjoins the City Boundary along the eastern and southeastern corners of the project site. These lands
and public right of way were annexed to the City in 2005 as part of the Alberta Rider /Summit Ridge Annexation
(ZCA2005- 00003). The proposed annexation will help to rationalize the city boundary in this area.
A public election is not required for a voluntary annexation of a single parcel. However, a public hearing before the
Tigard City Council is required. The purpose of the request is to obtain urban services from the City needed to urbanize
the area and provide housing and employment opportunities as envisioned by Metro when the subject area was placed
within the Urban Growth Boundary.
OTHER ALTERNATIVES
Council does have the option to deny the annexation request. Additional findings would need to be made to support a
decision to deny.
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
DATES OF PREVIOUS COUNCIL CONSIDERATION
n/a
Attachments
Draft Ordinance
Exhibit A
Exhibit B
Exhibit C
Exhibit D - Staff Report
Lennar Annexation
April 9, 2013
Statement by City Attorney — Quasi Judicial Hearing Procedures
A copy of the rules of procedure for today's hearing is available at the entrance. The staff report
on this hearing has been available for viewing and downloading on the City's website and a
paper copy of the staff report has been available in the Tigard Public Library for the last seven
days.
The Council's role in this hearing is to make a decision under existing laws. The Council cannot
change the law for the application now under consideration.
Any person may offer testimony. Please wait until you are asked to speak by the Mayor and try
to limit your remarks to the application standards for the application.
Members of the City Council will be asked whether they have any conflicts of interest. If a
Council member has an actual conflict, the Council member will not participate.
Council members must declare any contacts about this case with a member of the public.
Council members must also declare if they have independent knowledge of relevant facts, such
as from a visit to the site in question. A Council member who describes ex parte contacts or
independent information may still participate in the decision.
After the discussion of conflicts and ex parte contacts, any person may challenge the
participation of a Council member or rebut any statements made. The Council member in
question may respond to such a challenge.
Tonight, City staff will summarize the written staff report. Then the parties requesting the
application and those in favor of the proposal testify. Next witnesses who oppose the application
or who have questions or concerns testify. If there is opposition or if there are questions, the
proponents can respond to them. The Council members also may ask the staff and the witnesses
questions throughout the hearing until the record closes. After all testimony is taken, including
any rebuttal, the proponents can make a closing statement. After the record is closed, the City
Council will deliberate about what to do with the application. During deliberations, the City
Council may re -open the public portion of the hearing if necessary to receive additional evidence
before making a decision.
You must testify orally or in writing before the close of the public record to preserve your right
to appeal the Council's decision. You should raise an issue clearly enough so that Council
understands and can address the issue. Failure to do so precludes an appeal on that issue. Please
do not repeat testimony offered by yourself or earlier witnesses. If you agree with the statement
of an earlier witness, please just state that fact and add any additional points of your own.
Please refrain from disruptive demonstrations. Comments from the audience will not be part of
the record. The point is, come to the microphone to get your comments on the tape, otherwise,
they won't be preserved for appeal. (Continued on reverse.)
When you are called to testify, please come forward to the table. Please begin your testimony by
giving your name, spelling your last name, and give your full mailing address including zip code.
If you represent someone else, please say so. If you have any exhibits you want us to consider,
such as a copy of your testimony, photographs, petitions, or other documents or physical
evidence, at the close of your comments you must hand all new exhibits to the City Recorder
who will mark these exhibits as part of the record. The City staff will keep exhibits until appeal
opportunities expire, and then you can ask for their return.
I: \adm \cathy \cca \quasi judicial rules of procedure \rules of procedure - annexation is quasi judicial but not land use - lennar annexation.doc
To: The Mayor and Tigard City Council
From: Neighbors on 133rd Ave.
Re: zone change annexation (ZCA) 2013 -00001
Date: April 5, 2013
Dear Mayor and City Councilors,
We, the undersigned homeowners of 133rd Avenue, are writing to offer suggestions regarding annexation
of the property located at 15060 SW 133rd Ave. that you will be considering at the hearing on April 9,
2013.
When the large area to the east of our street was developed, residents of 133rd worked with the city to
preserve the long- standing rural nature of our neighborhood. Our street was not widened, sidewalks and
streetlights were not added, and Summit Ridge St. did not become a through street, but remains
accessible from 133rd only to emergency vehicles. Residents of our street, as well as many neighbors from
nearby areas, walk dogs, bike, push baby strollers, and generally enjoy the quiet and park -like setting of
our dead -end street.
We strongly urge you to make the annexation of the property that Lennar Northwest, Inc. proposes to
develop contingent upon one of the following options:
• When Hazelcrest Way is extended, making it a cul de sac so that it does not connect with 133rd
Ave.
• If Hazelcrest Way is extended to 133rd, creating a locked gate at the junction with 133rd, similar to
the one that exists on Summit Ridge St., thereby preventing through traffic to all but emergency
vehicles.
We understand from Mr. John Floyd that a traffic assessment would not be required if Hazelcrest Way
would connect to 133rd. We expect, however, that in addition to residents of the new Lennar development,
many people in other parts of the much larger developments to our east would use this new street to
access their homes, because it would allow them to bypass the traffic congestion around Alberta Rider
School. Such an increase in traffic would irreparably change the nature of our neighborhood.
Thank you for appreciating our desire to preserve our neighborhood and for giving serious consideration
to these suggestions.
Respectfully yours, /
•
veoece,-
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Names on attached letter:
Deborah M. Olsen
George D. Olsen
15165 SW 133rd Ave.
Farzad Larki
15285 SW 133rd Ave.
Madalyn A. Utz
F. Ray Utz
14880 SW 133rd Ave.
Diane Steuber
Art Steuber
15045 SW 133rd Ave.
Lee J. Herskowitz
15225 SW 133rd Ave
Donald L. Dillon
Nadine Dillon
14850 SW 133rd Ave.
Jay Larson
14800 SW 133rd Ave.
Rob Jones
15220 SW 133 Ave.
Norma Bradfish
15150 SW 133rd Ave.
Mary Lou Ririe
David L. Ririe
14920 SW 133rd Ave.
Janette S. Gordon
15330 SW 133rd Ave.
Elinor Highet
15420 SW 133rd Ave.
AGENDA ITEM No. 5 Date: April 9, 2013
PUBLIC HEARING
(QUASI- JUDICIAL)
TESTIMONY SIGN -UP SHEETS
Please sign on the following page(s) if you wish to testify before City Council on:
ZCA2013-00001 - LENNAR ANNEXATION
REQUEST: A request to annex to the City of Tigard approximately 2.28 acres of property
LOCATION: 15060 SW 133rd Avenue; Assessor map 2S109DB, Tax Lot 800
COUNTY ZONES: R -6 District (Residential 6 Units Per Acre). The purpose of the Washington
County R -6 District is to implement the policies of the Comprehensive Plan for areas designated for
residential development at no more than six (6) units per acre and no less than five (5) units per acre,
except as specified by Section 300 -2 or Section 303 -6. The intent of the R -6 District is to provide the
opportunity for more flexibility in development than is allowed in the R -5 District.
EQUIVALENT CITY ZONE: R -7: Medium - Density Residential District. The City of Tigard R -7
zoning district is designed to accommodate attached single - family homes, detached single- family
homes with or without accessory residential units, at a minimum lot size of 5,000 square feet, and
duplexes, at a minimum lot size of 10,000 square feet. Mobile home parks and subdivisions are also
permitted outright. Some civic and institutional uses are also permitted conditionally.
APPLICABLE REVIEW CRI "FERIA: The approval standards for annexations are described in
Community Development Code Chapters 18.320 and 18.390, Comprehensive Plan Goal 1, Goal 11,
Goal 12, and Goal 14; ORS Chapter 222; Metro Code Chapter 3.09.
Due to Time Constraints
City Council May Impose
A Time Limit on Testimony
I /ADM /Cathy / CCSignup /QJPH130409
AGENDA ITEM No. 5 Date: April 9, 2013
PLEASE PRINT
Proponent — (Speaking In Favor) Opponent — (Speaking Against) Neutral
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & P No. N ame , Address & Phone No.
00
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
AIS -1190 6
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): 10 Minutes
Agenda Title: Legislative Public Hearing: Consider an Ordinance to Amend the Tigard Municipal
Code (TMC) 15.20 Street Maintenance Fee
Prepared For: Toby LaFrance
Submitted By: Carissa Collins, Financial and Information Services
Motion Requested
Ordinance Special
Item Type: Public Hearing - Legislative Meeting Type: Meeting
Public Hearing
Newspaper Legal Ad Required ?: Yes
Public Hearing Publication
Date in Newspaper: 04/01/2013
Information
ISSUE
Shall Council amend the ordinance to update TMC 15.20 section of the code concerning the indexes used to calculate
the Street Maintenance Fee?
STAFF RECOMMENDATION / ACTION REQUEST
Approve amending TMC 15.20 Street Maintenance Fee language to accept the use of the Engineering News Record
(ENR) Construction Cost Index - Seattle along with the Oregon Monthly Asphalt Cement Material Price.
KEY FACTS AND INFORMATION SUMMARY
The Street Maintenance Fee code includes an inflation adjustment based on a composite index of 65% of the Oregon
Composite Construction Cost Index and 35% of the US Bureau of Labor Statistics employment cost index for
construction workers. The Oregon Composite Construction Cost Index is no longer calculated, requiring the need for
a replacement index to be identified and designated in the city's code. As a result, staff has identified two indicies that
best meet the needs for a combined rolling index for determining the inflation rate of the Street Maintenance Fee.
They are as follows:
Engineering News Record (ENR) Construction Cost Index: This index has been calculated for over a hundred years to
track the average cost of construction in the country. Region - specific indexes have been calculated for the past 35 years
to account for the significant cost differences between various regions of the country. The Seattle ENR is the
appropriate index for Tigard. This index is very well -known and is commonly used for inflation adjustments in the
construction industry. It focuses primarily on building construction, and works well to track costs for labor and
building materials such as steel, concrete, and rock. However, since it does not focus on paving, it does not track the
significant price fluctuations for asphalt and fuel.
Oregon Monthly Asphalt Cement Material Price: This index has been used for the past decade to track asphalt cement
material costs, and is used by ODOT to adjust prices for paving work on longer projects when inflation causes
significant changes in asphalt prices. This focuses primarily on asphalt materials costs, and is also a reasonable proxy
for fuel costs, as asphalt prices tend to parallel prices for diesel fuel, gasoline, and other oil products. This index does
not include costs for labor, equipment, and materials that are not oil products.
The ENR index tracks the cost of the labor, equipment, and non -oil materials that comprise about 85% of the cost of a
paving project, and the asphalt price index tracks the asphalt, fuel, other oil products and related costs that comprise
approximately 15% of the cost of a paving project. Staff recommends a combination of both in determining the
appropriate inflation adjustments for the street maintenance fee on an annual basis. The code also specifies using a
2 -year rolling average of the current index to dampen the effects of short price spikes. In addition, the code requires
that a 2% floor and 7% ceiling is observed when calculating any adjustments to the fee. The years for which we have a
2 -year rolling average of data for both indexes is 2005 through 2010. Using the current index (with the code - specified
2% floor and 7% ceiling) for these six years would have resulted in a 29% cumulative increase in the street maintenance
fee. Using the proposed index (85% ENR Seattle and 15% asphalt price) would have resulted in a 28% cumulative
increase in the street maintenance fee. Because there is little difference in the cumulative increase, the proposed index is
the most comparable to the current.
OTHER ALTERNATIVES
None
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
2. Financial Stability
DATES OF PREVIOUS CONSIDERATION
N/A
Fiscal Impact
Cost: 0.00
Budgeted (yes or no): No
Where Budgeted (department /program): Pavement Management Program
Additional Fiscal Notes:
There is no fiscal impact to the program.
Attachments
SMF Ordinance
TMC15 20 Redline
AGENDA ITEM No. 6 April 9, 2013
TESTIMONY
SIGN-.UP SHEETS
Please sign on the following page(s) if you wish to testify before
City Council on:
LEGISLATIVE PUBLIC HEARING
FOR CONSIDERATION OF AN
ORDINANCE TO AMEND TIGARD
MUNICIPAL CODE CHAPTER 15.20,
STREET MAINTENANCE FEE
Due to Time Constraints
City Council May Impose
a Time Limit on Testimony
AGENDA ITEM No. 6 April 9, 2013
PLEASE PRINT
This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and
records laws. All written and oral testimony become part of the public record and is openly
available to all members of the public. The names and addresses of persons who attend or
participate in City of Tigard public meetings will be included in the meeting minutes,
which is a public record.
Proponent — (Speaking In Favor) Opponent — (Speaking Against) Neutral
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
01,,,kivon
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
AIS -1159 7.
Business Meeting
Meeting Date: 04/09/2013
•
Length (in minutes): 15 Minutes
Agenda Title: Legislative Public Hearing - Consider Fiscal Year Third Quarter Supplemental
Budget Amendment
Prepared For: Toby LaFrance
Submitted By: Carissa Collins, Financial and Information Services
Motion Requested
Resolution Special
Item Type: Public Hearing - Legislative Meeting Type: Meeting
Public Hearing
Newspaper Legal Ad Required ?: Yes
Public Hearing Publication
Date in Newspaper: 03/28/2013
Information
ISSUE
A third quarter supplemental amendment to the FY 2013 Adopted Budget is requested. The purpose of the
supplemental is to account for revenues and expenses that were unknown at the time of budget adoption.
STAFF RECOMMENDATION / ACTION REQUEST
Approve the FY 2013 Third Quarter Supplemental Budget Amendment.
KEY FACTS AND INFORMATION SUMMARY
The following items require council action for city operations:
1. Community Development - Building: The adopted budget was developed with Building staff at 1.0 FTE. However,
the dollars for the Building Division were budgeted at .80 FTE with the goal of requesting a budget amendment to
obtain enough appropriations to cover any increased staff hours if the level of construction activity increased. An
increase in appropriations of $50,000 is being requested due to the substantial increase in building activity. In
turn, revenues have increased along with the increased level of construction ahead of what was projected allowing the
fund to accomodate for the adjustment in budget.
2. Finance & Information Services - Financial Operations: After the current fiscal year's budget was adopted, the city
was notified that its unemployment costs will increase by $8,100 per quarter. A budget adjustment of $32,400 is being
requested in order to cover the increased cost. This action will be funded by use of contingency within the Central
Services Fund.
3. Public Works -Fleet Maintenance: The city has received a total of $8,100 from the sale of two of its vehicles in Fleet
that were scheduled for replacement. An electric vehicle will replace the two vehicles. An appropriation of budget is
being requested to finalize the purchase of the vehicle in the amount of $7,395.
4. Grants - Community Development: The city has received a grant in the amount of $134,000 for the River Terrace
Community Plan. This grant will be used by Community Planning to provide consultant services for land use, natural
resources, parks /trails, hydrology, natural hazards, transportation, market analysis, and infrastructure components of the
River Terrace Community Plan. An action by council is required to recognize the grant revenues and program expenses
associated with it.
OTHER ALTERNATIVES
Do not approve the third quarter supplemental budget amendment.
COUNCIL OR CCDA GOALS, POLICIES, MASTER PLANS
Financial Stability
DATES OF PREVIOUS CONSIDERATION
The FY 2013 Budget was adopted on June 12, 2012. There have been two supplemental amendments this fiscal year;
September 25, 2012 and January 22, 2013.
Fiscal Impact
Cost: 198,790
Budgeted (yes or no): Yes
Where Budgeted (department /program): Multiple
Additional Fiscal Notes:
The total impact of this action will increase the Fiscal Year 2013 Budget by $198,790. Although the supplemental
consists of increased requirements, they are offset by additional resources including a grant in the amount of $134,000.
The remaining $64,790 will be funded by additional revenues or from contingency within the affected funds.
Attachments
Resolution
Exhibit A
Fund Summary
AGENDA ITEM No. 7 April 9, 2013
TESTIMONY
SIGN -UP SHEETS
Please sign on the following page(s) if you wish to testify before
City Council on:
LEGISLATIVE PUBLIC HEARING FOR
CONSIDERATION OF FISCAL YEAR 2013
THIRD QUARTER SUPPLEMENTAL
BUDGET AMENDMENT
Due to Time Constraints
City Council May Impose
a Time Limit on Testimony
AGENDA ITEM No. 7 April 9, 2013
PLEASE PRINT
This is a City of Tigard public meeting, subject to the State of Oregon's public meeting and
records laws. All written and oral testimony become part of the public record and is openly
available to all members of the public. The names and addresses of persons who attend or
participate in City of Tigard public meetings will be included in the meeting minutes,
which is a public record.
Proponent — (Speaking In Favor) Opponent — (Speaking Against) Neutral
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
l:
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
Name, Address & Phone No. Name, Address & Phone No. Name, Address & Phone No.
AIS -1253
8.
Business Meeting
Meeting Date: 04/09/2013
Length (in minutes): 5 Minutes
Agenda Title: Local Contract Review Board: Award Contract for East Butte Heritage Park
Improvements to Da Neal Construction, Inc.
Prepared For: Joseph Barrett
Submitted By: Joseph Barrett, Financial and Information Services
Local
Contract
Item Type: Motion Requested Meeting Type: Review Board
Public Hearing
Newspaper Legal Ad Required ?: No
Public Hearing Publication
Date in Newspaper:
Information
ISSUE
Shall the Local Contract Review Board award a contract for the East Butte Heritage Park Improvements project to Da
Neal Construction, Inc.?
STAFF RECOMMENDATION / ACTION REQUEST
Staff recommends the Local Contract Review Board award the East Butte Heritage Park Improvements project
contract to Da Neal Construction, Inc. in the amount of $350,806 and direct the City Manager to take the necessary
steps to execute the contract.
KEY FACTS AND INFORMATION SUMMARY
The city purchased property along the west side of 103rd Avenue from Canterbury Lane to the Murdock Street
right -of -way in order to develop a neighborhood park. This park, East Butte Heritage Park, is included in the city's
Parks Master Plan and was selected by the Parks & Recreation Advisory Board (DRAB) for parks bond funding
consideration. Development of the East Butte Heritage Park will include:
• A Playground structure
• A Picnic shelter
• Restrooms (with sewer connection)
• Soft- surface (engineered wood fiber) trails
• Seeded and irrigated lawn areas
• Picnic tables and benches
• Half -street improvements along 103rd Avenue
Most of the existing on -site trees will remain.
The city issued an Invitation to Bid for the project on March 13, 2013 and published the public notice in the Daily
Journal of Commerce (March 13th and 18th) and in the Tigard Times (March 14th.) Bids were due on March 26th and
the city received responses from six companies:
Company Bid
City Engineer's Estimate $370.000
Da Neal Construction Inc. $350,806
Banzer Construction Co. $414,716
Northwest EarthMovers Inc. $398,900
Subcom Excavation $448,249
C &M Excavation & Utilities, LLC $373,043
Interwest Construction Inc. $483,630
Staff has reviewed the bids and determined that Da Neal has submitted the lowest responsible bid. Da Neal has no
State of Oregon Contractor Construction Board violations and is not on the Bureau of Labor and Industries ineligible
list. Staff recommends the contract for the East Butte Heritage Park Improvements be awarded to Da Neal
Construction for $350,806.
OTHER ALTERNATIVES
The Local Contract Review Board may elect to not award the contract and direct staff to carry out a new solicitation or
stop the project.
COUNCIL GOALS, POLICIES, APPROVED MASTER PLANS
Parks Master Plan
DATES OF PREVIOUS COUNCIL CONSIDERATION
This is the first time the Local Contract Review Board has considered this item.
Fiscal Impact
Cost: $350,806
Budgeted (yes or no): Yes
Where budgeted ?: Parks Bond /Parks SDC
Additional Fiscal Notes:
This project ( #92003) is funded for fiscal year 2012 -2013. A total of $367,000 is budgeted for construction. Using
the funding split in the Capital Improvement Plan (below), the funding for this project will be $249,072 from the
Parks Bond Fund and $101,734 from the Parks SDC Fund.
Parks Bond Fund - $305,000 (71 %)
Parks SDC Fund - $125,000 (29 %)