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04/20/1995 - Minutes City of Tigard, Oregon Budget Committee Minutes Meeting of April 20, 1995 1) Members Present : Suzanne Beardsley, George Burgess, Deb Hinton, Paul Hunt, Jim Nicoli, Craig Dirksen, Bob Rohlf, Joyce Patton, Wendy Hawley . Staff Present : Bill Monahan, City Administrator, Wayne Lowry, Finance Director . The meeting began at 6 : 30 pm. 2) The minutes of the March 31, 1995 meeting were approved. 3) The proposed budget document was distributed to the committee . Bill directed the attention of the committee to the budget message and touched on the highlights including staffing in the Library, Police, Computer support, Engineering. Bill also mentioned the increase in capital equipment . The committee members were encouraged to read through the budget message and the document before the next meeting. 4) Wayne spent a few minutes going over the arrangement of the budget document and encouraged members to call with any questions or comments between meetings so that any information requested can be distributed at the next meeting. 5) George opened the hearing on the use of state revenues and revenue sharing. Wayne pointed out the revenue in the general fund and stated that such funds are used for general programs like Library, Police and Parks maintenance . George asked for comments from the public on the use of such funds . Wendy asked a question regarding the future of these revenues and our previous thoughts that such funds may not be available due to state financial pressures . Wayne suggested that the funds look safe for now and that we will be anticipating them for the next two years . No other comments were made . George closed the hearing. 6) The committee began the discussion of how to approach the funding of social agency and art and events requests . Wayne passed out additional information that had been received from requesters since the last meeting. The committee took a few minutes to review the information. George as the chair of the committee asked how they wanted to proceed through the requests . He mentioned from the minutes the various alternatives discussed at the March 31 meeting related to how much in total would be allocated to the requests . There was much discussion surrounding whether or not the total amount should be split into two amounts . One for social agencies and one for the arts and events requests . There was the concern that the two should not compete with each other. Some members also were not clear on the definition of "the arts" . Craig commented that he did not want to create the impression that all of the allocated funds would be spent . He wanted to make sure that any funds spent were based on need and were well deserved. After much discussion about how to approach the funding decisions, Jim moved and Joyce 2nd a motion to split the two groups for discussion and to start with the social requests without knowing what the limit would be . The motion passed 6 to 3 . The committee decided to go through the list of social agency requests and to vote on each one as to whether or not they should be funded without any concern at this point how much. The results of this process are included in the accompanying schedule . All social agencies were approved for funding. The committee then proceeded to move through the list discussing each request and making motions on the level of funding until an amount was approved by the majority for each request . Community Youth Services Craig felt other communities should pay more of their share . Bob agreed and mentioned that the CYS budget was mostly salaries . Someone mentioned that they perform counseling services and therefore employe professional staff. After more discussion, several motions failed. Jim then motioned to fund at $23, 000, Suzanne 2nd. Motion passed 6 to 3 . WCCAO - Neighborshare Members discussed award of last year of $7, 500 . After short discussion, Motion was made by Deb and 2nd by Jim to fund at $7, 500 . Motion passed 8 to 1 . Domestic Violence Resource Center - Shelter After a short discussion, several motions failed until a motion made by Paul at $2, 250 and 2nd by Suzanne passed 6 to 3 . Interfaith Outreach Bob had several questions . Why so much more this year (last year only $2, 500) . Kim Brown explained that they were given only $2, 500 last year because thats all that was left . They were not included in the full process last year and came in towards the end. Kim explained that they had requested $7, 000 last year . Kim mentioned that their case load has increased and the services they provide has increased also . Salaries are up because of adjustments to staff wages and due to the hiring of a new position . Suzanne asked if other cities had been approached for funding. Kim mentioned Beaverton, Tualatin, and Clackamas County . Bob asked about travel and training budget increase. Kim explained the increase is due to activities of the self sufficiency coordinator and new staff . Paul felt the organization was growing too fast and was competing with other agencies . Kim responded that they have been responding to the need which has grown . She said they work very closely with other agencies but do not compete and that they do not duplicate services . Bob asked about growth from other communities . Kim says most growth from Tigard. Jim was supportive and mentioned last summer situation on Main street and the role the agency played. Wendy agreed that the agency provides a needed service . Jim motioned to fund at $5, 500 and Wendy 2nd. Motion passed 8 to 1 . Dial — A — Ride After a short discussion of this program, Jim motioned to fund at $1, 500 2nd by Wendy. The motion passed 7 to 2 . Rape Crisis After a short discussion, Jim motioned to fund at $500 2nd by Suzanne . Motioned passed 8 to 1 . Luke Dorf Inc. Wendy asked why some members did not want to give this group funding. Bob mentioned a $15, 000 amount in the budget misc category . Craig mentioned they provide group homes and these activities have lost lots of funding in recent years . Jim motioned to fund at $4, 500 , Wendy 2nd. Motion passed 6 to 3 . Tigard Seniors/Loaves and Fishes Craig mentioned that he did not believe that this segment of the population needed support from the City. Paul expressed mixed feelings given the role the City plays in the maintenance and ownership of the building. After more discussion, Wendy motioned to fund at $15, 000, Suzanne 2nd. Motion passed 6 to 3 . Arts/Events funding The committee then began to discuss whether to set a limit on social funding or to go through the same process with the arts requests first . The total approved for funding up to this point was $59, 750 . After a failed motion to set the dollar amount for social agency funding before moving on to Arts funding, the committee reached consensus to proceed with the Arts discussion and then come back to the funding limit discussion. Bill passed out some information received from a subgroup of the group that developed the Arts policy for the council . The information was their thoughts and comments from listening to the presentations on March 31 . The committee reviewed the information and then proceeded to discuss Arts funding. The committee went through the list of those requesting funding for arts/events and voted on each one whether or not they should be funded. ACTTS was discussed first . Wendy mentioned that the group is new and that it will grow with time and that it should be funded in some amount . Joyce pointed out that a portion of the request was for salary . If approved, they will be able to raise other private funds and won' t need City support next time . This will give them a chance to get organized. Wendy mentioned the position they are wanting to fund would help them get grants . Craig felt the request would not be funded. The other requests were voted on with very little discussion . The results of the voting are reflected on the attached schedule . All requests were approved to be funded with the exception of ACTTS . The committee then went through the list a second time to decide how much each should be funded. Broadway Rose Various members of the committee made comments about this request . Suzanne said the need was valid. Joyce commented that the shows were great and that they were important to the community. Paul complimented the group for coming to all the meetings . Wendy felt the theater was great for the community and thought the request was. a small part of their entire budget . Deb commented that the theater serves a small part of the community and that many can not attend because of the ticket prices . She thought it had little impact on Tigard. She also commented that she supports the theater but was not sure the City should be funding it . After a failed motion to fund at $7, 500, Craig motioned to fund at $6, 500, 2nd by Suzanne. The motion passed 6 to 3 . 4th of July Suzanne motioned to fund at $4, 000 with the same matching requirement as last year, 2nd by Paul . Motion passed 6 to 3 . Country Daze Jim motioned to fund at $5, 000 2nd by Suzanne. Motion passed 8 to 1 . Community Band Jim motioned to fund at $650 2nd by Suzanne . Motion passed 6 to 3 . Tigard Festival of Balloons After some discussion about how this event is good for the City, Paul motioned to fund at $5, 000, 2nd by Suzanne . Motion passed 7 to 2 . Results of Discussions After the above deliberations, the committee had approved $21, 150 for Arts and Events and $59, 750 for social agencies totalling $80, 900 . This amounted to about . 53 o of the prior year operating budget . Suzanne motioned that $80, 900 split as indicated by the committee between the two groups of requests be approved as the amount to be funded in the 1995/96 proposed budget . Wendy 2nd. The motion passed 8 to 1 . The committee then discussed the next meeting dates . The committee agreed to meet next on Thursday May 4 at 6 : 30 . They also agreed to meet on Thursday May 11 and Thursday May 18 also at 6 : 30 . The meeting was continued at 9 : 30 to May 4 at 6 : 30pm.