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03/31/1995 - Minutes 11,110, BUDGET COMMITTEE MEETING MINUTES March 31, 1995 COMMITTEE MEMBERS PRESENT: Suzanne Beardsley, George Burgess, Craig Dirksen, Councilor Wendi Conover Hawley, Joyce E. Patton, Councilor Paul Hunt, Councilor Bob Rohlf, and Councilor Ken Scheckla STAFF PRESENT: Bill Monahan, Wayne Lowry, and Mary Gruss 1. The meeting of the Budget Committee was called to order at 6:33 p.m. by Wayne Lowry. 2. Wayne requested the representatives from the various social and arts organizations sign in. He then stated that the purpose of the meeting was to hear the presentations from the organizations requesting funding for both social and arts/events funding. 3. The first item on the Agenda was the approval of the minutes from the orientation meeting held on March 2, 1995. Wayne requested the Committee members review and approve the minutes Councilor Ken Scheckla moved the minutes be approved. George Burgess seconded the motion. The minutes were unanimously approved with the exception of Councilor Wendi Conover Hawley abstaining since she did not attend the March 2 meeting. 4. Wayne then proposed the Committee elect a President and Secretary. Councilor Ken Scheckla nominated George Burgess. Councilor Paul Hunt seconded the motion. Wayne asked George if he would accept the nomination. George accepted. Councilor Wendi Hawley closed the nominations. A vote was taken and George was unanimously approved as President. 5. The next item of business was to elect a Secretary. Wayne noted that in the President's absence the Secretary would reside over the meetings. Craig Dirksen noted that the Secretary would also review the minutes from the Budget Committee meetings. Councilor Ken Scheckla nominated Suzanne Beardsley. George seconded the motion. Suzanne accepted the nomination and was voted in unanimously. Wayne then turned the meeting over to George. 6. George stated the next item on the agenda was to review the social agency and arts/events funding policy. George asked Wayne give a brief synopsis and Bill Monahan suggested Wayne go over the criteria for funding for both social agencies and arts/events. Wayne referred everyone to the material handed out at the March 2 meeting. Social agencies must meet the following criteria to receive consideration for funding: 1. Demonstrate the agency has been providing services for one (1) year prior to the date of request. 2. Must be registered with the IRS as a 501(c)(3) not-for-profit organization. 3. Run by a volunteer board of directors with representation from the City of Tigard. 4. Operate on a balanced budget. 5. Incorporated in the State of Oregon. 6. Submit an application. 7. Provide the City Council with quarterly reports. A year ago a subcommittee was established by the City Council to establish a policy in regards to arts/events funding. As a result, arts/events organizations must meet the following criteria to receive consideration for funding: 1. Funds must serve Tigard residents. 2. Funded project (service or activity) is available to a broad and diverse range of citizens or meets critical needs of the community. 3. The project reflects a balance of quality, cultural authenticity and/or artistic merit in its product, administration and public outreach. 4. Project is affordable and the City will encourage a balance of free and affordable public events. 5. Project producers demonstrate an ability to reach their goals and keep project budget commitments. 6. To receive funding in subsequent years, applicants must submit financial statements for completed fiscal years and/or previously funded projects. 7. Preference will be given to applicants who use the funds to: a. leverage other contributions b. encourage partnerships and collaborations. 7. Councilor Paul Hunt stated he had a message from Mayor Jim Nicoll, who could not attend tonight's meeting. The Mayor requested the Committee not take too much time on just social funding and referred to the time spent in the prior year. Mr. Nicoll requested the Committee spend more time on the remainder of the budget. 8. At 6:43 p.m. George called the first presenter from the sign-up sheet. The presenters were called in the order they signed in with Arts/Events organizations beginning the presentations. 2 9. Tigard Country Daze $5,000 requested-, $5,000 received in 1993/94 Stan Baumhofer, Treasurer, and Pam Benson, Festival President briefly described what Tigard Country Daze was and how the City has supported this community event by providing the start up costs for the past two years. Stan explained how other funds were leveraged and that there was a 40% increase in expenses from fiscal year 1993/94 to 1994/95. Councilor Wendt Hawley inquired about the annual parade. Stan confirmed that the event would have a parade. Councilor Ken Scheckla asked Stan how the event impacted the Police Department. Stan stated that he worked closely with Chief Goodpaster and the department participated in the planning meetings. Stan also stated the police circulated throughout the event and there were hired security guards. Councilor Scheckla then asked that since there were so many people in attendance, were there adequate facilities to accommodate the waste produced. Stan said that the high school students, as well as hired sanitation companies, assisted in this area. A short discussion then took place concerning in-kind services beim, provided by the sanitation company. 10. Tigard Festival of Balloons $5,000 first year request Stan Baumhofer, Treasurer, and Pam Benson explained how this has always been the kick-off event for the start of the Rose Festival. The Rose Festival Association Board decided not to continue managing this event due to the fact that other Rose Festival events are draining staff time and available resources. Stan would like to keep the event in Tigard at Cook Park because of the widespread community interest and the popularity of the event. He stated that the event would still be billed as a Rose Festival event to take place the weekend in- between the Grand Floral Parade and the Indy car races. The event would receive the same amount of publicity afforded other events receiving a highlighted status. Stan feels that the prior year budget of approximately $30,000 could be pared down to $20,000 without jeopardizing the size or quality of the event. The Rotary Club has already agreed to sponsor a pancake breakfast each morning and commitments Councilor Hawley asked what the total budget was and what it %tiould be if the "Nite-glow" event took place. Stan said the total budget was $32,900 and with the Nite-glow event it would go up to $42,900. Councilor Scheckla asked what happened if there was inclement weather. Stan indicated that there were other events going on while the balloons went up and these events would stilt take place if the weather prevented the balloons from taking off. Joyce Patton inquired about the insurance coverage should free balloon rides be offered. Stan stated the insurance cost was $7,400. Craig Dirksen then asked whether Stan had received any more commitments from balloonists since the initial information was distributed. Stan indicated the total number of commitments had increased to 20. Councilor Scheckla said he was asked to bring up the fact that the balloons were disruptive, resulting in dogs barking. That was the only negative comment regarding the festival that was passed on to him. 11. Broadway Rose Theatre Company$12,174 requested; $4,000 received in 1993/94 Sharon Maroney, Artistic director, opened the presentation with a video featuring clips from past productions. Sharon explained that the Broadway Rose Theatre Company is the only professional not-for-profit Theatre in Washington County and the only professional summer stock company in the state. Projected attendance this summer is 6.500. The Company provides jobs to high school students and 60% of the audience is made up of senior citizens. The Theatre's long term goal is to become a year-round company with a perforniing arts center. Of the persons completing the survey's after each show, 98% indicated that they would like to see the Company back the next year. As a result of the City's arts/events funding policy, and the City's financial support, the Company received a matching grant. The requested funding would be used to underwrite the Pirates of Penzance, the first and largest production of the summer season. Councilor Scheckla asked if the Company ever advertised in the Tigard Times or other papers that reached the retirement community and if any of them ever donated space.. Sharon answered that they do use other papers. including the Regal Courier and CityScape. Ken also asked if night transportation was provided. Sharon stated that free bus service was provided for the Sunday matinee's. Councilor Paul Hunt noted that last year the Committee initially decided not to fund the Theatre, then when the budget went to the Council, $4,000 was approved. He also noted, from last year's minutes, that the Theatre's goal was not to rely on grants and City funding. His concern was the increase in the request to $12,000 in light of this goal. Sharon stated that this is still a future goal, 5 years in the future versus the 1995/96 or even the 1996/97 fiscal year. Councilor Wendi Hawley asked for clarification on the submitted budget. Councilor Hunt then asked if the Theatre did not do the Pirates of Penzance production, would they break even. Sharon said no, the initial production is the one that draws the largest crowd and loses the most money. However, this is the show that kicks off the summer season and captures the conumunit\ interest. The remaining summer productions have smaller attendance numbers but actually generate more money. 12. Tualatin Valley Community Band $830 first Year request Stephen Heuser, Director, and Doug Saxton made the presentation. Membership in the organization is open to all members of the community without regard to age. The Band has performed in the Tigard Daze annual 4th of July fireworks festival, Rose Festival Hot Air Balloon Classic the past two years, represented Washington County at the County Fair and Washington Park Zoo Lights. The 4 *wave, IVAN01 Band is not incorporated and is supported through volunteers. Money requested will be used to purchase music and to enter a band festival. Mr. Heuser stated they did not have any financial statements to make available to the Committee. Councilor Ken Scheckla inquired about the number of players and the length of performances. Stephen stated that the number of player fluctuated but was around 40 and performances averaged about an hour and a half - longer if the audience requested. 13. Arts Commission of Tigard, Tualatin and Sherwood $13,000 first year request Mary Simeone explained that the Arts Commission (ACTTS) had its official beginning as a non-profit organization in December 1990. The purpose of ACTTS is to promote means and opportunities for the education of the public and the enhancement of life in the community by promoting, cultivating, sponsoring, developing and advocating the advancement of the arts. ACCTS is not a presenter like the Broadway Rose Theatre. The Commission strives to get people involved in the arts and heighten awareness. The funds requested would be used as follows: 1. Support a public information campaign. Once a proposed draft is prepared a presentation will be made to the City Council. 2. Develop partnerships in support of the arts. ACTTS would like to strengthen existing partnerships and develop new partnerships to help meet the needs of such targeted audiences as at-risk youths, pre-school children, school age children and/or senior citizens. ACTTS will seek private and corporate funding for a cash match. 3. Salary support the ACCTS executive director position. In January 1994 a grant was received from the Regional Arts and Culture Council funded through the National Endowment for the Arts (NEA). The grant requires a cash match and ACTTS is seeking to continue with NEA support. ACTTS is seeking $7,100 as a cash match to the NEA Salary Support Grant. Craig Dirksen requested clarification on how the City's money will be used in light of the above goals. Councilor Wendi Hawley asked Marr if the City's money would be used to leverage other dollars. Mary stated there were other grants, not listed in the materials handed out, the Arts Commission would apply for as well as trying to obtain Corporate dollars. Councilor Paul Hunt questioned the $8,912 presented on the statement of cash flows versus the $7,100 in grant dollars projected in the budget for the new year. Mary explained last year was the last year for that particular grant. Joyce Patton expressed her concern with the Commission moving from relying on grants from the NEA to funding from the City. Joyce asked Mary if the Commission was planning to move towards being self-sufficient so there would not be a future need to rely on grants and funding 5 r " T from the City. Mary stated that the Commission was actively trying to obtain support from businesses who felt the arts were important to economic development. 14. Tigard Fourth of July Celebration $4,000 requested; $4,000 received each year from 1992/93 - 1994/95 Mike Marr, Treasurer, noted this event was strictly a City of Tigard community event and there was no desire by the Board of Directors to expand participation outside of the Tigard and Durham areas. 1995/96 will be the 9th year for this event which provides free entertainment and good, low-priced food for the citizens of Tigard and Durham. The cost of the fireworks represents 80% of the total cost for the event. Joyce Patton noted that there was a discrepancy between the summary sheets provided to the Budget Committee and the actual amount requested. The amount shown on the materials handed out to the Committee showed a request for $5,000 whereas Mr. Marr's application only requested $4,000. Mr. Marr confirmed the agency was only requesting $4,000. 15. Rape Crisis Center$500 requested; $500 received in 1994/95 Suzanne Brown, Co-Director, talked about the Center which has been in existence since 1973 and available for all of Washington County. The center has a 24 hour crisis line which is staffed by volunteers. Suzanne explained how Center assists victims and how the volunteer staff provides public information all free of charge. Councilor Ken Scheckla questioned Suzanne on the rotation of the members of the Board. Suzanne stated there was no set amount of time but on the average a person will rotate off once every three years. Craig Dirksen then asked what membership on the Board was based on. Suzanne stressed the importance of community involvement and stated that many board members have been involved with the Center in other ways. Bob Rohlf asked how the $500 amount requested was determined. Suzanne said that since she just took over as co-director of the Center, she wanted to continue to receive Tigard's support and did not increase the amount requested, and received, from last year. She did state that she \vas also trying to obtain assistance from local businesses. 16. Dial-A-Ride $5,000 requested, $1,000 received in 1993/94 and $1500 requested in 1994/95 Susan Lindquist, Volunteer Coordinator, explained that the organization provided transportation to Southeast Washington County for shopping and medical transportation. The organization is totally run by volunteers with the exception of 6 a part-time coordinator position.. 75% of the people using the service comes from the City of Tigard for medical transportation and 40% for the shopping. Beginning April 1, the American Red Cross will be taking over the adminiistration of the program from the City of King City. This will impact the grants and amount of other funding received. As a result the services offered will be expanded. Fund will be received from the County from Medicaid. Councilor Paul Hunt asked for clarification of certain items on the projected budget. Susan was to 17, Luke-Dorf Inc. $10,000 requested, $0 received 1994/95 Sabrina A.B. Murray explained that the agency had been in existence for 17 years. Luke-Dorf is a mental health agency located in Tigard. There are approximately 15 volunteers who assist in all the services provided. The money requested will be used to expand the current housing. The number of people using the facilities is increasing each year. Councilor Scheckla asked if the housing provided was community or individual. Sabrina stated that it was both. Craig Dirksen inquired about the reduction in fees received for payment of services. Sabrina indicated the agency was trying to do more with less money. 18. WCCAO $10,000 requested; $7,500 received each year in 1994/95, 1992/93 and 1991/92, $7,200 received in 199 Jerrylynn Ness, Executive Director, explained the organization served the economically disadvantaged by assisting with basic needs and removing barriers to long-term self reliance. The Tigard office provided services to 3,077 families and in 1994/95 that number is expected to increase to 4,000. Councilor Ken Scheckla inquired if someone from Tigard was currently on the Board of Directors. Wayne confirmed that Tigard was represented on the Board of Directors. Ken then asked for additional clarification of the services provided and who receives the organization's assistance. Ken also asked about the $2,500 increase in requested funding. Jerrylynn talked about the increase in use of services and growing need to respond to the low income families. Craig Dirksen then asked if the contracts WCCAO had with other agencies resulted in money being received from those agencies. Jerrylynn stated that WCCAO pays the contracted agencies. 7 19. Tigard Loaves and Fishes/Senior Center $18,000 requested; $15,000 received in 1994/95 and 1992/93; $14,000 received in 1993/94 Karen Gardner, Center Director, and Tim Brown, Chairman, represented the Senior Center. Karen explained that the senior center is a building owned by the City and explained the relationship between the City and the Center. She also described the various services provided to the Community. Karen expressed the Center's appreciation of the City's support and stated the increase in the request for funding would be used to obtain additional administrative support. Councilor Ken Scheckla asked Karen if the entire facility was currently being used and what kind of impact there would be if the lower level was used as a homeless shelter. Karen said the use of the lower level of the Center as a homeless shelter would definitely have an impact but hoped both could co-exist. Councilor Wendi Hawley left the meeting at approximately 8:45 p.m. 20. Community Youth Services $30,000 requested; $25,000 received in 1994/95; $26,400 received in 1993/94 and $27,500 received in 1992/93 Jeanne Teisher briefly described the agency's purpose and the type of services provided. She explained that the agency is planning to expand by having a Teen Father program and increasing the number of students involved in the Student Retention Program. 21. Domestic Violence Resource Center $500 requested; $2,000 received each year in 1994/95 and 1993/94 Vicki Neland explained that the agency's mission is to reduce the level of domestic violence in Washington County through services to survivors and community education and prevention programs. The Center has reduced the staff and increased the number of volunteers. 22. Wayne stated the Harmony House request for $1,000 was withdrawn and that he had not heard from Interfaith Outreach. The Committee noted that Interfaith Outreach did not make a presentation and Wayne stated, for the record, that a presentation is not required in order to receive funding. 23. The presentations concluded at 9:00 p.m. George Burgess then asked the Committee how long everyone wanted to stay. Craig Dirksen stated the Committee would have to get together at least one more time to discuss all the requests. He noted that more time was needed to give the requests fair consideration. Craig suggested comments be solicited from the group. Councilor Paul Hunt pointed out that the art/events funding requests were not included in the 8 social funding discussion last year. Paul wanted to address the level of total funding provided by the City now that the Water department is included. 24. Wayne gave a short presentation regarding the funding level in 1994/95 of $54,000 reflected in the budget as social funding and how that did not include events such as Tigard Country Daze and the Fourth of July Celebration. Adding in the events not specifically highlighted as social funding puts the 1994/95 level of funding at $72,400. Continuing to use 1/2% of the total operating budget for funding requests would result in a $76,000 funding level for 1995/96. He then presented three different ways of determining how to fund the social and arts/events requests: 1. Fund the social requests in the same way as last year by taking water out, use the $54,000 funding level and fund the arts/events separately. However you do not have a cap on how much money is spent on art/events. 2. Take the $76,000 to use for social funding and fund the arts/events separately. Still have the same problem of no cap for the separately funded events. 3. Take the $76,000 to cover both social and arts/events. The allows the Committee some flexibility as they decide which requests to fund. Bill and Wayne support the third alternative because of the flexibility and an overall cap on the total level of funding. Paul stated that he had talked to both Wayne and Bill about this issue and he also supported the third alternative. Paul said he would not like to see the Committee have two separate pools - one for social funding and one for arts/events. Suzanne Beardsley stated that we actually funded 3/4% of the budget if you add the separately funded arts/events. Suzanne also recalled that the water budget had some money in their budget for this type of funding. Wayne clarified that the money was more for the actual purchase of artwork for the building than for social agencies. Craig Dirksen also said he supported the third option. Wayne pointed out that the funding for these agencies will come out of the general fund and not the water department budget. 25. Councilor Paul Hunt expressed his concern over the level of some of the requests. George Burgess then explained that the Committee reviews all the requests, determines the level of funding in total and then allocates so much to each. Paul suggested the Committee determine how much each should receive, and back into a percentage. The idea was supported by the Committee. Suzanne suggested each person evaluate the requests individually and then develop a matrix so that everyone could see where each Committee member stood. A motion was made. seconded and unanimously approved. Wayne said he would receive everyone's evaluation and develop the matrix. 9 26. The next meeting date was selected for Thursday, April 20 at 6:30 p.m. Wayne suggested the proposed budget be distributed using the $76,000 amount for social funding. Bill would present the budget message. Then the required hearing on the use of state shared revenues will be held. Since the Committee will see the proposed budget for the first time at the April 20 meeting, there may not be any discussion on the document. The Committee can then go right into a discussion about the social and arts/events funding requests. 27. Adjournment. George Burgess then requested someone entertain a motion to close the meeting. Councilor Paul Hunt so moved, Craig Dirksen seconded the motion and by unanimous approvel the meeting was adjourned at 9:25 p.m. 10 04/21/95 Recap of Actions taken by Budget Committee On Social and Arts Funding requests ` Meeting of April 20, 1995 Vote to Fund Vote Amount Amount Requested Yes No Yes No Approved Broadway Rose 12,174 6 3 6 3 6,500 Fourth of July 4,000 8 1 6 3 4,000 Country Daze 5,000 8 1 8 1 5,000 Community Band 830 7 2 6 3 650 ACCTS 13,000 3 6 Festival of Baloons 5,000 7 1 7 2 5,000 Total Arts/Events 40,004 21,150 Community Youth Sery 30,000 8 1 6 3 23,000 Neighborshare 10,000 8 1 8 1 7,500 Shelter 3,500 8 1 6 3 2,250 Interfaith Outreach 10,000 7 2 8 1 5,500 Dial - A Ride 5,000 6 3 7 2 1,500 Rape Crisis 500 8 1 8 1 500 Luke Dorf 10,000 6 3 6 3 4,500 Loaves & Fishes 18,000 8 1 6 3 15,000 Total Social Agencies 87,000 59,750 Grand Total 1274004 80,900