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.
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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
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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
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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
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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.
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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
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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.
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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.
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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